Local Planning Committee
The Local Planning Committee (LPC) is an annual committee of approximately twelve members whose responsibility is the local planning of the NWCU. LPC is comprised of chairs (or coordinators) of each of its sub-committees. The LPC includes representatives of the Christian church denominations present in the locale, persons with local ecumenical experience and persons equipped with skills necessary to plan the workshop. The LPC may adjust its membership numbers and design to best fit its needs to fulfill its assigned responsibilities. The design of the LPC in this Guidebook is strongly recommended and a result of four decades of NWCU LPC's trial and errors.
LPC leadership should represent multiple years experience with the NWCU and include two or more years NWCU experience for the LPC chair. Officers of the LPC are the Chair, Secretary, and Treasurer. The LPC emerges from a local ecumenical group which has submitted a written proposal to host a workshop. This proposal is submitted to the NPC via the NEOA Treasurer at least two or more years in advance of the year it would like to host.
LPC officers and members are volunteers and not paid by NWCU, NEOA, LPC or NPC. LPC has the option of securing grant (cash gift) funds to cover the cost of a paid LPC administrative staff. LPC may not solicit funds from established NWCU sponsors.
LPC strives to reach goals of the NWCU. NEOA may replace LPC and/or LPC Chair if it appears minimum goals will not be met.
Responsibilities of the LPC:
1) Is responsible to the NPC regarding the local arrangements of the workshop.
2) Recommends a candidate for LPC Chair to the NPC. NPC appoints LPC Chair and appointment is confirmed by the NEOA.
3) Reviews Guidebook at the LPC's first general meeting. (Guidebook downloadable at www.nwcu.org)
4) Works in collaboration with the NPC and communicates with the NPC as local arrangements of the workshop are confirmed.
5) Considers LPC Chair as liaison between NPC and LPC.
6) Considers LPC Treasurer (Finance Chair) as liaison for finances with NEOA Treasurer.
7) Recommends appropriate hotel for NWCU site to the NEOA Treasure for consideration by NPC.
8) Meets as a committee at its own discretion in a timely manner to complete its tasks and meet deadlines.
9) Generates strong campaign for participation in Workshop B and creates foundation encouraging heavy local registration.
10) Opts whether or not to embellish the workshop symbol with a local logo.
11) Recruits, trains and engages volunteers as needed; places volunteers in obvious locations for general information and hospitality (i.e., lobby, registration, display area, etc.) at NWCU.
12) Receives from the LPC Treasurer two months after the close of the workshop the report of receipts and expenses for the workshop; which must be submitted to the NEOA Treasurer within 90 days after the workshop. The NEOA Treasurer is responsible for reporting this information to the IRS (i.e., via 990E form).
13) Opts whether or not to plan and implement one or two NWCU seminars and submits recommendation to NPC (via LPC chair) for approval.
14) Recommends to NPC potential seminar topics and presenters.
15) Is fiscally conservative and strives for significant net profit for Workshop B.
16) Works in collaboration with local representatives of the Denominational Ecumenical Networks (DENs).
17) Encourages DENs and local judicatory leaders to offer hospitality and/or host events for members of their respective denomination who are participating in the NWCU.
LPC Chair
1) Calls and chairs meetings of LPC on regular and as needed basis.
2) Oversees all responsibilities of LPC subcommittees.
3) Refers to NWCU Guidebook to ensure all responsibilities are performed in a timely manner.
4) Ensures that each member of the LPC receives and reviews the Guidebook.
5) Appoints LPC Secretary.
6) Appoints LPC Treasurer.
7) Appoints chair of each LPC subcommittee (i.e., Arrangements, Program, Registration, Communications/Public Relations, Worship, Displays, Finance, Optional Social Event, Transportation, Displays, Schools, etc).
8) Is primary liaison between LPC and NPC.
9) Maintains on-going communication with NPC chair.
10) Participates in NPC meetings with voice (no vote) during one-year tenure as LPC chair (beginning with NPC Thursday meeting at NWCU and ending with next year's NPC Thursday meeting.
11) Has expenses for hotel, travel, food when attending NPC meetings covered by NWCU via LPC Treasurer.
12) Is primary recipient of presenter tracking forms via e-mail.
13) Shares tracking form information received with entire LPC, and with the NPC chair.
14) Ensures that completed tracking forms for plenary sessions and seminars are received in timely manner to incorporate into brochure (approximately seven months prior to the workshop).
15) Receives completed and signed presenter Permission to Record forms and shares information with LPC Program chair.
16) Receives from NPC details regarding NWCU seminars to be included in brochure. Shares same with LPC Communications chair for drafting of brochure.
17) Works closely with LPC Communications Chair on drafting of brochure.
18) Submits brochure draft to NPC for review and editing at NPC meeting held approximately 7-8 months prior to Workshop B.
19) Circulates final brochure draft to NPC for approval before LPC Communications chair takes final draft to printer.
20) Distributes forms at NPC meeting approximately seven months prior to workshop including: hotel meeting room request, book order for display and/or sale, brochure order, expense reimbursement claim, presenter's permission to record, and presenter tracking forms.
21) Advises DENs of hotel criteria for DENs.
22) Advises NPC of hotel criteria for NWCU.
23) Provides detailed printed program of workshop schedule (created by LPC Program chair) to each member of NPC at Sunday evening meeting of NPC immediately prior to workshop.
24) Provides final general report on workshop to NPC within 90 days of its closure. Report to include LPC Finance Chair (Treasurer) report. General report includes total number of registrations, pertinent information and comments. (see sample report #XX)
25) Provide NPC Archivist with pertinent Workshop A materials for historical records within 100 days after close of Workshop A.
26) Encourages involvement of LPC in surfacing names of potential local seminar topics and leaders.
27) Brings LPC recommendations for potential seminar topics and leaders to the NPC meetings.
28) Confirms that NWCU disclaimer is noted only in printed program of events schedule distributed at workshop and that disclaimer is not noted in NWCU brochure.
LPC Secretary
1) Records Minutes of all LPC meetings.
2) Distributes copes of Minutes to LPC members in timely manner.
3) Chairs LPC meetings in absence of Chair.
4) Maintains current list of LPC members' contact information.
5) Collects pertinent Workshop B information (including financial report) for Archives.
6) Submits Archive data to LPC Chair for delivery to NPC Archivist.
LPC Finance / Treasurer (See Guidebook section Financial Policies of the NWCU)
1) Chairs LPC Finance subcommittee.
2) Fulfills responsibilities of LPC Treasurer.
3) Is responsible for all finances of LPC.
4) Works in consultation with NEOA Treasurer
5) Receives sample budget from NEOA Treasurer eleven (11) months prior to Workshop B if budget sample in this Guidebook is not current. (See Guidebook sample report #___.)
6) Receives from NEOA Treasurer initial seed money of four thousand dollars ($4,000).
7) Receives from NEOA Treasurer any money from sponsorships/grants for designated use in Workshop B.
8) Provides keynote presenters with honorarium checks as defined in Financial Policy section of this NWCU Guidebook. Honorarium checks to be hand delivered at conclusion of presentation or mailed within seven (7) days of close of workshop B.
9) Provides no honoraria to seminar presenters.
10) Reviews all expense reimbursement claims with receipts from presenters for transportation, meals and hotel and pays unquestioned claims within ten (10) days of receiving claim.
11) Allows up to sixty dollars ($60) per day allowance for meals per claim.
12) Discusses questionable claims with NEOA Treasurer prior to payment.
13) Reimburses only for economy class airline /train tickets. Split travel arrangements must be negotiated in advance with NEOA Treasurer.
14) Uses current IRS allowance when computing mileage reimbursement claims.
15) Reimburses for hotel and meals only during workshop.
16) Does not reimburse expenses incurred before or after workshop unless arriving on Sunday for NWCU responsibilities on Monday.
17) Does not reimburse for hotel incidentals (i.e. mini bar, movies, telephone, alcoholic beverages).
18) Does not reimburse expenses for NPC members. (Certain NPC members may submit claims to NEOA Treasurer. NPC expenses for given year are considered by NEOA Treasurer in computation for total expenses in a NWCU.)
19) Submits to LPC for review report on receipts and expenses for Workshop B within (sixty) 60 days following close of workshop.
20) Submits to NEOA Treasurer final financial report (with all expenses paid) for Workshop B within ninety (90) days following close of workshop.
21) Uses income and expense categories shown in the sample budget provided by NEOA Treasurer when preparing final financial report. Use of these categories is imperative for federal tax reporting purposes by NEOA Treasurer. (See sample report #____.) Note: Get new sample form from NEOA Treasurer to replace form in this Guidebook.
22) Submits check in amount of workshop net profit to NEOA Treasurer with final report and closes bank account.
23) Establishes local NWCU bank checking account with two signatures required on each check (LPC Chair and LPC Treasurer). Orders printed checks. Reconciles bank statements.
24) Deposits into bank account all moneys received in timely manner including daily deposits received on site during the NWCU.
25) Closes bank account upon submission of final report to NEOA Treasurer and NPC.
LPC Arrangements Chair
1) Chairs LPC Arrangements sub-committee.
2) Makes every effort to secure a small number of complimentary parking spaces from the hotel for the use of local volunteers recruited by the LPC to perform tasks during the workshop.
3) Works with LPC Transportation chair to arrange transportation for NWCU events more than two blocks away from hotel and for special needs of presenters.
4) Works with LPC Transportation chair to arrange transportation of major speakers to/from airport.
5) Works with LPC Chair to confirm needs of each presenter and special guest.
6) Seeks out possible donors to fund cost of continental breakfast on Tuesday and Wednesday of workshop.
7) Secures from LPC Chair completed hotel meeting room request forms from NPC and DENs.
8) Arranges for appropriate room space and set up for all NWCU gatherings including seminars, plenary sessions, and worship centers.
9) Acts as liaison with hotel for meeting space, room set up, catering, equipment, signage, special needs (i.e. emergency contact, handicap access).
10) Coordinates presenters' requests for equipment.
11) Make certain DEN equipment orders are not duplicated with LPC equipment orders.
12) Does not make hotel catering arrangements for DENs.
13) Coordinates with DENs to facilitate cooperation of needs from hotel and LPC.
14) Secures and sets up signage (in compliance with hotel requirements) in hotel including identification of seminar rooms, plenary sessions, worship centers, registration, book store, display areas, etc.
15) Works with LPC Displays chair regarding space, tables, electric outlets as requested by displayers and makes arrangements with hotel.
16) Works with hotel on LPC Program chair needs regarding hanging of NWCU banner and/or other decorations.
17) Works with hotel on LPC Registration chair needs for NWCU registration area.
18) Works with hotel on LPC Communications chair needs for hanging NWCU Message Board.
LPC Program Chair
1) Chairs LPC Program sub-committee.
2) Plans and arranges Opening Reception following Opening Worship Service on Monday evening.
3) Plans and arranges for Closing Luncheon.
4) Designs and arranges meal tickets as needed.
5) Designs Closing Luncheon tickets with assigned table numbers.
6) Arranges seating assignments at each table to mix people and denominations represented, and strives for ecumenical balance at each table.
7) Works with LPC Registration chair to include Closing Luncheon tickets in registration packets.
8) Arranges for audio and/or video recording of NWCU plenary sessions and seminars, and for the sale of recordings during the workshop.
9) Receives signed Permission to Record forms from LPC Chair and maintains list of sessions with permission to record.
10) Does not permit audio or video recording of any presenter without signed permission form.
11) Coordinates recording arrangements with LPC Communications Chair and LPC Arrangements Chair.
12) Coordinates with LPC Arrangements chair on hanging of NWCU logo banner in main plenary room.
13) Coordinates with LPC Arrangements chair on ballroom decorations if opted.
14) Where possible, arranges for cash and carry continental breakfast in hotel if no complementary breakfast is provided.
15) Works in collaboration with the Communications chair to produce current NWCU printed program of events booklet to be distributed in registration packets.
16) Recruits signers for hearing impaired if/where needed.
17) Assists LPC chair as needed to keep agenda on schedule at NWCU Opening Plenary on Tuesday.
18) Assists LPC chair as needed in coordination of events and keeping NWCU on schedule.
19) -Seeks sponsorships (cash grant funding) for the NWCU including denominations and ecumenical groups to host NWCU program or event (i.e., Monday evening Opening Reception, continental breakfast on Tuesday or Wednesday).
20) Does not approach current sponsors of NWCU for additional grant.
21) Advises NPC and LPC Chairs of sponsorships (gifts) received.
22) Coordinate with Incoming LPC Chair the placing of blank evaluation forms on each table at Closing Luncheon and arranging for Incoming LPC Chair to collect forms immediately following luncheon.
LPC Communications Chair
1) Chairs LPC Communications sub-committee.
2) Arranges for drafting, printing and distribution of 15,000+ NWCU brochures.
3) Arranges for drafting, printing and distribution of approximately 500 letterhead/envelopes.
4) Arranges for drafting local logo if opted for by LPC.
5) Researches possibilities for complimentary printing.
6) Researches printers and considers time and cost in all printing orders.
7) Provides small amount of letterhead/envelopes to NEOA President, NPC Chair, NEOA Treasurer for letters over their signatures.
8) Designs NWCU brochure as workshop's primary marketing tool. Brochures to be attractive, provide all pertinent information, easily read and user friendly.
9) Receives from NPC Chair (via LPC chair) biographies and photographs of four keynote presenters to include in brochure.
10) Receives from NPC Chair (via LPC chair) identification of seminar presenters.
11) Receives from NPC Chair (via LPC chair) seminar descriptions.
12) Receives from LPC Chair presenter information on completed tracking forms.
13) Create brochure draft in computer format commonly used for circulation.
14) Builds brochure draft as information is received. Reserve space on draft for information not yet received.
15) Submits NWCU brochure draft to NPC for approval at NPC meeting held six to seven months prior to workshop.
16) Secures NPC approval (via LPC chair) of brochure final draft prior to printing.
17) Distribute to NPC (via LPC chair) brochure request forms.
18) Fills brochure request form orders by December prior to workshop.
19) Acquires list of NWCU participants in last two workshops and mail a brochure to each person.
20) Mails large packets of brochures (via UPS) to denominational networks, church staffs and others requesting brochures.
21) Charges no fee to send from 1 - 1,000 brochures to one addressee.
22) Charges fee for additional brochures sent upon request after first 1,000 to one addressee.
23) Receives forms requesting brochures and fills orders in a timely manner. For workshops held in April, Church denominational officers should receive brochures by early December, thus allowing time to re-distribute in January.
24) Works in collaboration with the NPC Communications Liaison (NPC ex-officio position)
25) Consistently provides current local updates for NWCU website to NPC Communications Liaison.
26) Arranges locally publicity for NPC before and after workshop.
27) Works with NPC Communications Liaison on arranging local publicity, press releases, photo-ops, press conferences during the workshop.
28) Maintains local lists of newspapers, newsletters, journals, for press release distribution
29) Is custodian of NWCU logo banner during workshop.
30) Makes certain banner is passed to next year's LPC Chair at close of current workshop.
31) Arrange for design of local logo to embellish NWCU symbol if opted for by LPC.
32) Works in collaboration with LPC Program chair to produce printed program (Events booklet) to be including in each registration packet. Printed program must include NWCU disclaimer.
33) Brochure shall not include NWCU disclaimer.
34) Arranges for and maintains NWCU Information Board in hotel during workshop.
LPC Schools Chair
1) Chairs LPC Schools sub-committee.
2) Arranges continuing education credit (CEU) through local academic institution or one through which CEU has already been granted.
3) Works with LPC Communications Chair to ensure that CEU information appears on the NWCU website and in the brochure.
4) Acts as NWCU LPC liaison with local colleges, universities, and seminaries.
5) Communicates with academic institutions about the NWCU, and strongly encourages faculty and students participation in the workshop.
6) Inquires about possibilities of academic credit for NWCU participation of students and arranges such when possible.
7) Works with LPC Registration chair to ensure CEU information in included in registration confirmation and/or on-site registration packets.
LPC Registration Chair
1) Chairs LPC Registration sub-committee.
2) Sets up advance NWCU registration and tracking system.
3) Arranges for NWCU registration form to be included in the NWCU brochure and on the NWCU web-site.
4) Collaborates with NPC Communications Liaison regarding on-line registrations.
5) Collaborates with LPC Schools chair regarding requests for continuing education credits.
6) Processes each workshop registration when it comes in.
7) Sends each registration confirmation upon receipt, including pertinent information (airport shuttle, maps, directions, etc.).
8) Works with LPC Finance Chair (Treasurer) to deposit and record fees received in a timely manner.
9) Provides to-date workshop registration report (including seminar interest) to NPC Chair (via LPC chair) two months prior to workshop, one month prior to workshop and two weeks prior to workshop.
10) Works with LPC Arrangements chair to assure appropriate room size for each seminar according to seminar check-offs on completed registration forms.
11) Pre-registers each presenter and special guest complimentary (no fee) in NWCU.
12) Does not provide complimentary NWCU registration for NPC members.
13) Maintains workshop registration records on computer, with back-up on external storage device and in hard copy.
14) Creates printed alphabetical list by denomination of all workshop participants for distribution in registration packets at workshop.
15) Creates supplement list of participants (to add to previously distributed list) by denomination and have copies available for pick up at the workshop registration desk on Tuesday morning.
16) Arranges for NWCU on-site registration and information beginning Monday 8:30 AM - 9:00 PM and optional hours through Thursday.
17) Arranges for NWCU registration desk staffing.
18) Distributes packets of information upon check-in at on-site registration desk
19) Makes hotel room reservation for each presenter and special guest.
20) Provides hotel with list of names of presenters and special guests whose room and meals are to be charged to the hotel's NWCU account.
21) Where possible, arranges for NPC Chair, LPC Chair (if residing in the hotel) and DEN presidents to have complimentary room upgrades to suites in which small group meetings may take place.
22) Does not make hotel reservation for NPC members.
23) Acts as contact person between LPC and hotel for all room reservations.
LPC Transportation Chair
1) Chairs LPC Transportation sub-committee.
2) Explores options for transportation needs of workshop with special consideration of expense to workshop.
3) Arranges all busing needed to/from workshop events scheduled more than two blocks away from hotel (including worship, opening reception, social event).
4) Offers staggered bus schedule for return to hotel following Opening Reception. (Not everyone wants to return at the same time.)
5) Offers staggered bus schedule for return to hotel following special social event if appropriate.
6) Works with LPC Registration Chair to arrange transportation to/from airport for keynote presenters and special guests.
7) Ensures that each presenter and special guest is informed of airport/hotel transportation arrangements.
8) Works with LPC Registration Chair to arrange special needs transportation for handicapped if requested.
9) Does not charge fee to participants for transportation between NWCU scheduled events.
10) Understands that NWCU does not provide liability insurance when transporting workshop participants.
11) Provides information to DEN's regarding a bus company that could provide busing to/from DEN activities away from hotel.
LPC Social Event Chair (optional)
1) Chairs LPC Social Event sub-committee.
2) Explores possibilities for a social or cultural event to be held on Wednesday evening of workshop.
3) Considers social event to be helpful opportunity for networking, relationship building, and an incentive for NWCU participation.
4) Submits recommendation for event to LPC which makes decision to choose to offer an optional social and/or cultural event to workshop participants.
5) Plans and arranges event.
6) Plans social event as offering to workshop participants, but separate from the NWCU.
7) Plans social event participation fee to cover entire cost of event.
8) Works with LPC Communications chair to include event sign-up in brochure and on website.
9) Provides for tickets as needed.
10) Works with LPC Registration chair to include pre-paid social events tickets in appropriate registration packets.
11) Works with LPC Transportation chair to provide buses to/from social event.
12) Informs social event site management that NWCU does not provide liability insurance for event.
LPC Displays Chair
1) Chairs LPC Displays sub-committee.
2) Acts as liaison between LPC, hotel and displayers.
3) Work with LPC Arrangements chair to secure display area, tables, and electric outlets as needed for displays in hotel.
4) Arranges display area in hotel.
5) Secures one or more book store with ecumenical, denominational and theological books to be part of the NWCU Bookstore display and to sell books on site.
6) Determine number of displays by space available.
7) Procures from the NPC (via LPC Chair) lists of books to recommended by NPC and NWCU Workshop B presenters for display and/or sale during workshop.
8) Arranges for exhibit areas as requested by DENs and ecumenical bodies approved by NPC to display.
9) Invites displayers to be set up in hotel on Monday morning of the NWCU.
10) Keep all displays, recording sales, and book store in same general area in hotel if possible.
11) Ensures that displayers have a strong ecumenical interest or be related to NWCU presenters.
12) Ensures that displayers not be politically divisive, controversial or potentially church dividing. (See Guidebook section NPC.)
13) Obtains from NPC Secretary (via LPC chair) list of pre-approved displayers (i.e. National Council of Churches) to display on-site. (See Guidebook sample list.)
14) Arranges to secure display area during unstaffed hours without additional cost to NWCU where possible. If not possible, advise displayers of such.
15) Advise displayers that NWCU provides no liability insurance and accepts for responsibility for security.
16) Arranges for volunteer workers as needed. Each displayer to provide own on-site staff.
17) Invites shops with Christian mementos to have a gift shop at the workshop if opted for by the LPC.
18) Works with LPC Program and Arrangements chairs to arrange display area for audio/visual recording company.
LPC Worship Chair
1) Chairs LPC worship Subcommittee.
2) XX - Pending
