WCCCLC Team Structure

ROLES & RESPONSIBILITIES OF WCCCLC PLANNING COMMITTEE MEMBERS

Policy:

  • Core team responsible for approving the overall budget for the Camp.
  • Decisions over theme, title, speaker, theme song, camp fee for the year are to be made by the Core Team.

Common Responsibilities of all Team Coordinators ("Core Team"):

  • Objectives::
    • Ensure that WCCCLC is consistent with its mission statement.
    • Journey with all team members and helpers to do the job with prayerful and respectful hearts and to discern God's will in all decisions.
    • Ensure proper integration of various teams by working collaboratively with other Core Team members and providing support to other teams when needed.
    • Foster team building environment by establishing and maintaining open communication and coordination between and within teams.
  • Responsibilities:
    • Facilitated by overall coordinator, set critical path for the planning process of WCCCLC.
    • Keep progress of individual team up-to-date and according to the critical path.
    • Look for local spiritual events for team and sub team members e.g., rally, conference, workshop, retreat.
    • Attend all planning committee meetings and prepare meeting minutes/progress reports on a timely basis.
    • Submit team budget to Assistant Overall Coordinator and monitor the budget in a timely manner.
    • Manage respective team budget with an objective of balanced budget for the year.
    • Understand and adhere to WCCCLC's privacy and harassment policies.
    • Set target for number of participants for the camp.
    • Identify/search for appropriate Camp Speakers.
    • Develop grouping of participants for the camp.
    • Plan pre-camp meeting, post-camp, and reunion activities (if considered necessary).
    • Work closely with Program Coordinator to ensure a smooth program and manage emergencies (e.g. power outage) and contingencies affecting the program.
    • Conduct team post-camp report and evaluation; submit results to Overall Coordinator and Assistant Overall Coordinator.
    • Ensure a proper hand-over to the next coordinators, including helping in the planning of discernment retreat for the following year.

Required Skills, Attitudes and Understandings:

  • Commitment to spiritual growth
  • Strong leadership and organizational skills; willing to be a good leader as well as a good team-member
  • Good interpersonal and communication skills; willing to reach out and work with various kinds of people
  • Skills in building a strong team/community
  • Practicing Catholic
  • Basic understanding of the Scripture, Catholic faith and Church teachings
  • Willingness and ability to speak with conviction about his or her own Catholic faith
  • Willingness and ability to delegate tasks to team members
  • Understanding of the nature, history, objectives and significance of WCCCLC
  • Understanding of the spiritual needs of young people
  • Experience in organizing faith formation activities will be an asset
  • Friendly and open-minded

Length of Commitment:
One year. The commitment continues after the camp, until the evaluation is completed and the tasks of the Living Camp are passed on to the new planning committee.

Training:
No previous formal training is required.

Pre-requisites:
For Overall Coordinator, he/she must have been previously involved in the planning of WCCCLC, preferably in one of the roles as Team Coordinators.

For Team Coordinators, he/she must have been a participant of any previous WCCCLC, preferably has previous experience as planning team member.

Support:
A two-day training will be provided, including discernment treat, Christian leadership training and project management. On-going support will be available from Support Team (experienced coordinators from previous WCCCLC), clergies from different parishes and spiritual director (if any). Support gatherings can be held throughout the year if needed.

Overall Coordinator

Responsibilities:

  • Strategic:
    • Director of WCCCLC
    • Spokesperson/representative of WCCCLC to third parties, including ECCCLC, CACCLC, different parishes (e.g. Vancouver, Seattle, Calgary, Edmonton etc.), communities, media, Archdiocese Youth Ministry and youth groups.
    • Maintain communication with and seek advice from clergies and experienced lay ministers.
    • Keep the core team focused on the "big picture" while discussing planning details
  • Operational:
    • Work with Core Team to establish critical path and responsible for managing the overall plan and ensuring timely execution of critical path.
    • Maintain open communication within Core Team to ensure overall team integration.
    • Organize and facilitate Core Team meetings.
    • Attend individual team meetings occasionally to provide support.
    • Report regularly to WCCCLC Spiritual Directors on the progress of WCCCLC.
    • Provide support to Assistant Overall Coordinator on financial, administrative and other matters.
    • Obtain appropriate insurance policies for the camp.
    • Prepare and submit post-camp report to Archbishop, WCCCLC Spiritual Directors, and pastors of parishes with significant number of WCCCLC participants within 3 months of the camp.
  • During the camp:
    • Act as overall in-charge and be ready to handle contingencies.
    • Make final decisions regarding any last minute changes, emergencies and contingencies.
    • Be the chief host for visiting Archbishop, speakers and other guests.
    • Arrange and carry out core-team meeting after each day¡¦s program.

Specific Skills Required:

  • Must be a planning team member or a coordinator of any previous WCCCLC
  • Willingness and ability to communicate with pastors and others in leadership positions
  • Familiarity of various Chinese parishes and communities in Western Canada

Assistant Overall Coordinator

Responsibilities:

  • Strategic:
    • Act as designate of Overall Coordinator in his/her absence to oversee the Core Team.
    • Provide support to Overall Coordinator as needed.
    • Attend individual team meetings occasionally to provide support.
  • Finance:
    • Prepare overall budget for Core Team's approval and report monthly to Core Team the actual-to-budget results.
    • Perform bookkeeping and manage all deposit and payments.
    • Reimburse expenses in a timely manner.
    • Arrange for update of bank account signing authority.
    • Seek out funding sources (if required).
    • Recommend camp fee to Core Team.
  • Administration:
    • Responsible for taking minutes and drafting all written correspondences on behalf of WCCCLC.
    • Ensure compliance with Privacy Act and adherence to WCCCLC's Privacy Policy.
    • Keep master record of all current inventories maintained by all coordinators.
    • Accumulate and archive all current and past WCCCLC documents/data in an organized manner.
    • Compile and report evaluation results from each team in order to summarize any lessons learned from the planning process.
  • During the camp:
    • Provide support during campsite check-in.
    • Reconcile cash balance for the sales booth at the end of each day.
    • Prepare petty cash for use during the camp and other WCCCLC-related functions.
    • Keep cash box secured and pay the campsite bill at the end of the camp.

Specific Skills Required:

  • Basic knowledge and skills in bookkeeping, and preferably accounting.
  • Organized and detail-oriented with good written and verbal communication skills.
  • Good knowledge of MS Word and Excel.

Graphic Design Coordinator

Responsibilities

  • Work with Graphic Design Team to develop and produce all graphics design work such as:
    • Camp poster
    • Promotion materials (e.g. pamphlets)
    • Name tags
    • T-shirt
    • Publication (e.g. handbook)
    • Souvenir
    • Signage (e.g. banners)
    • Thank-you card/gift for Speaker(s), campsite etc.
    • PowerPoint presentations
  • Responsible for design and production but content will be provided by the applicable team for the particular design job.
  • Provide Core Team with estimated cost of each design job and design recommendation to be decided by the Core Team.
  • Recruit members for photographers and videographers during the camp.

During the camp:

  • Assist with the T-shirt booth and/or souvenir booth during the camp in collaboration with the Promotion Team.
  • Support all other teams during the camp as needed.

Specific Required Skills:

  • Good knowledge and skills in graphic design, and graphic design software
  • Basic understanding of the effects that different media have on graphic designs (i.e. A/V, projectors, photography)

Program Coordinator

Responsibilities:

  • Work with Program Team to develop theme and title, to be finalized by the Core Team.
  • Lead the Program Team to develop in-depth knowledge about the theme and coordinate the overall program planning based on the Camp theme.
  • Design a balanced program of community building, catechetical and prayer experience based on previous campers' feedback and collaboration with the Camp Speaker.
  • Work with Program Sub-Team Leaders to determine skill requirements for members of the sub-teams (i.e. Group Facilitators, Liturgy, Music Ministry).
  • Oversee the sub-teams and attend their meetings when needed.
  • Communicate with Hospitality Coordinator all necessary props/equipment/items required for the Camp.
  • During the camp:
    • Stage Manager of the Camp.
    • Work closely with all parties (e.g. Core Team, Speaker and MCs etc.) to manage the Program Schedule and the related logistics (e.g. venues, meal times, equipment setup etc.) in order to ensure smooth program flow.
    • Communicate any last minute schedule changes to all parties involved
    • Hold debriefing meetings with Group Facilitators at the end of each day for feedback/improvements

Specific Required Skills:

  • Strong desire to develop a close, personal relationship with God
  • Ability to keep multiple teams on schedule
  • Effective project management skills

Program Sub-teams Leaders

(Note: All Program Sub-team Leaders are required to be planning team members of Program Team).

Music Ministry Leader

Responsibilities:

  • Scope: Mass, Sing-Along, Praise & Worship (P&W) sessions.
  • Select and coordinate all musical components within the program (songs, musical instruments, audio/video equipment, music scores etc).
  • Recruit lead worshippers for P&W, singers, and instrumentalists.
  • Oversee Taizé and find Taizé sub-team leader if necessary.
  • Organize and attend practices for singers, instrumentalists etc.
  • Organize P&W workshops if considered necessary.
  • Invite composer and lyricist to write the theme song and provide input to them based on the theme and title of the Camp.
  • Provide song lyrics for inclusion in the handbook and for projection (transparencies, power point, etc.) during the camp.
  • Responsible for licensing of songs used in the Camp and ensuring licensed songs are clearly labeled with their license #s in the Handbook as well as in any slide projections used during the Camp.
  • Communicate to Hospitality Coordinator all necessary props/equipment/items required for the Camp.
  • During the Camp:
    • Work with Hospitality & Facilities Team to setup musical instruments and sound system.
    • Coordinate the execution of sing-along, P&W sessions and music component of the Masses.
    • Ensure each P&W session is scheduled with lead worshippers and accompanying singers.

Specific Required Skills:

  • Basic understanding of Music Ministry, Praise & Worship and music theory

Liturgical Team Leader

Responsibilities:

  • Coordinate all liturgical components in the program; consult Mass celebrant(s) when needed.
  • Provide the Speaker with the liturgical guidelines of our Archdiocese.
  • Select readings for the Masses, taking into account of the program
  • Recruit helpers for Masses during the Camp (e.g. altar servers, lectors, gift bearers and ushers)
  • Work with parish priest to acquire all necessary liturgical items required for Mass, including any additional materials requested by the speaker.
  • Prepare petitions for intercession for all Masses.
  • During the Camp:
    • Provide support to Mass celebrant(s) and responsible for set-up and clean-up of liturgical items for each mass.

Specific Required Skills:

  • Good understanding of mass liturgies.
  • Good connection with local parishes.

Group Facilitator Leader

Responsibilities:

  • Recruit Group Facilitators.
  • Design/modify existing training materials and implement training sessions.
  • May take on role as Group Facilitator if needed.
  • During the Camp:
    • Take on hospitality role as greeter.
    • Support and encourage Group Facilitators during camp.
    • Work closely with Program Coordinator to ensure a smooth execution of program.
    • Work with Program Coordinator to hold meetings with Group Facilitators at the end of each day for feedback/improvements.

Hospitality & Facilities Coordinator

Responsibilities:

Preparation work:

  • Hospitality:
    • Administer the registration process
      • Ensure the process is compliance with the Privacy Policy.
      • Regularly report the progress of registration to the Overall and Assistant Overall Coordinators.
      • Collaborate with Promotion Team for camp registration
      • Keep registration data up-to-date for various purposes (e.g. grouping, helpers recruitment, room arrangements, transportation arrangements, and statistical reporting).
      • Extract from the registration database only relevant data to helpers for the various purposes.
    • Coordinate special needs or food allergy of campers.
    • Recruit members for Hospitality Team including camp greeters, house-fathers, house-mothers, first aid, AV helpers, clean-up team and other helpers.
    • Coordinate transportation including booking coach bus, making pick-up and drop-off arrangements for all communities, and car-pool arrangements.
    • Coordinate appropriate housekeeping matters.
  • Facilities:
    • Coordinate and oversee the usage of all facilities (the campsite and other event venues).
    • Coordinate all equipment and things required for the camp (i.e. work with all Core Team Coordinators to determine what is needed for the camp, including road signs).
    • Research and evaluate all potential camp sites near Vancouver Lower Mainland.
    • Responsible for making camp reservation and act as first point-of-contact with the camp throughout the year (including site visit management).
    • Research for inventory storage space (if neccessary).
    • Maintain inventories and left-over materials from previous camps and hand-over a complete list of inventory on hand for next year's Core Team.

During the camp:

  • Coordinate all aspects of our hospitality to the campers.
  • Work closely with Program Coordinator to ensure a smooth program and work with Core Team to manage emergencies (e.g. power outage, flooding toilets).
  • Report any campsite-related issues to Core Team to minimize program interruption.
  • Address housekeeping rules to all campers during introduction of the camp.
  • Facilitate room arrangement and other housekeeping matters (including emergency check-outs) and look after visiters' charges (e.g. meel fees).
  • Coordinate with the Taizé Sub-team leader to setup the Taizé prayer session. The Taizé team is expected to provide all the human resources needed to set up the Taizé prayer but the Taizé Team certainly needs to coordinate with the Hospitality & Facilities Team if the setup involved moving equipment.
  • Bring the master Medical Waiver file to camp in case of emergency.

Specific Skills Required:

  • Organized and detail-oriented with good written and verbal communication skills.

Promotion Coordinator

Responsibilities:

  • Ensure current year's theme and WCCCLC mission are reflected in the promotional campaign.
  • Lead promotion team to conduct demographic research in different parishes and communities and identify target groups.
  • Identify, analyze and determine effective ways to promote WCCCLC to increase exposure and registration.
  • Work with promotion team to develop a promotional campaign (e.g. promotional visits at different parishes/communities, media promotion, parish announcements) based on the theme of the year.
  • Work with Overall Coordinator to liaise with different parishes and communities for the promotional campaign.
  • Supervise the team to update and maintain WCCCLC's website
  • Send timely promotional announcements to the WCCCLC mailing list.
  • Coordinate with Graphics Design Coordinator for promotional materials (e.g. pamphlets, posters, parish bulletin advertisements).
  • Coordinate promotional booths and on-site registration at different parishes/communities.
  • Ensure all registration information is passed to the Hospitality and registration fees to the Assistant Overall Coordinator on a timely basis to update the registration database.
  • Organize and coordinate fund-raising activities, if needed.
  • During the camp:
    • Responsible for participants' check-in into the Camp in collaboration with the Hospitality and Facilities Team.
    • Oversee the T-shirt booth and/or souvenir booth during the camp in collaboration with the Graphics Team.
    • Support all other teams during the camp as needed.
    • Promote post-camp to all members.
    • Pass on proceeds from the sales booth to the Assistant Overall Coordinator at the end of each day.

Specific Required Skills:

  • Familiarity of various Chinese parishes and communities in Western Canada.
  • Basic understanding of website design

Support Team

Objective:
To support Core Team by providing resources and by sharing experiences from organizing WCCCLC.

Support Team Representative - Responsibilities:

  • Representative of the Support Team in the Core Team; preferably be one of the coordinators of the previous year's WCCCLC.
  • Attend all Core Team meetings and act as advisor/mentor for Core Team based on experience.
  • Act as mediator in Core Team meetings when needed.
  • Work with Support Team to organize training and discernment retreat for current year's Coordinators and team members.
  • Coordinate prayer services during the camp (if needed).

Support Team - Responsibilities:

  • Act as part of a resource pool to Core Team and planning teams.
  • Assist Core Team in charting future direction of WCCCLC while remaining true to the mission of WCCCLC
  • Plan and organize training and development workshops (such as leadership training) for planning committee members.
  • Plan and organize discernment retreat.
  • Prepare mid-year retreat for Core Team and planning teams
  • Attend regular Support Team prayer meetings (if available).

Specific Required Skills:

  • Must have been a WCCCLC Coordinator in the past.
  • Willingness to pray for the needs of the Church and the specific needs of individuals.
  • Readiness to offer practical assistance to meet the needs for which we intercede.
  • Able to use Scripture as a source of prayer.
  • Take time to be alone with God for longer periods.
  • Have expectant faith and the boldness to approach God without fear.
  • Need for humility in prayer and a listening attitude.
  • Realization that we are instruments in the hand of God, freely cooperating with and subordinated to the divine will, in order to hasten the establishment of the kingdom of God on earth.

Structure of Support Team:

  1. Support Team Representative (preferably from last year's Core Team)
  2. Ex-Coordinators (volunteer/sign up to join the Support Team)
  3. Previous planning team members (volunteer/sign up to join the Support Team)