leading a successful club

Transcription

1 leading a successful club

2 Dear Exchange Club Leaders, Congratulations on your appointment as an Exchange Leader, and please accept my appreciation for your service to the members of your club and community. Additionally, please allow me to offer the following advice: Plan to attend three critical upcoming events providing important training and information: Your district s leadership development conference, or club officer training Your district convention Exchange s National Convention Review in detail the Leading a Successful Club Guide Use this manual to plan your club s year of program and leadership team training The Leading a Successful Club Guide is available to easily download on Exchange s website Make special note of the following important contact information: Exchange s website: NationalExchangeClub.org. You will find the Member Resources tab to be your central location to store, gather, and work with your club information. From here, you can download and print rosters, update club and member information, enter projects, and more. If you do not have login credentials, please contact National Headquarters. The National Exchange Club Headquarters can be contacted at and memberservices@nationalexchangeclub.org. Your National Headquarters staff is available to answer questions, offer advice, connect you with people who can help your club, and provide you access to brochures, award information, and other leadership materials. Exchange s website is a central location for everything you need to know about America s Service Club and the NEC Foundation; Programs of Service guides; contact information for your district director, district secretary and district president; and other useful and timely information. Check back often, as information on the website is updated frequently. As you transition into this important leadership role, please plan to integrate electronic and online resources into your year. Tools, such as online calendars and forms, allow for ease of accessibility and management, as well as promote cost-effective management opportunities. Exchange is embracing the usefulness of technology and has begun the process of streamlining our processes. Should you have any questions about using online resources, please contact your National Headquarters. I am confident you are going to make the coming year great for your Exchange Club! Know that you have a solid team to help you, and we wish you every success! Thank you for stepping into this important role and for your efforts as you lead your club in membership growth, program excellence and leadership development. I look forward to seeing you at this year s National Convention! Yours in Exchange, Tracey Edwards Executive Vice President

3 leading a successful club table of contents For additional information about details provided within this manual, please contact The National Exchange Club Headquarters at or memberservices@nationalexchangeclub.org. Club Leadership 2 Club President 4 Club President-elect/Immediate Past President 7 Club Secretary 9 Club Treasurer 11 The Board of Directors 14 Club Committees 17 The District 24 The National Exchange Club 26 National Exchange Club Foundation 28 National Headquarters 29 Appendix 31 Glossary 57 Administrative Calendar 59 1

4 club leadership Welcome to your year as an Exchange leader! The role of a club officer requires both leadership and management skills. The objective of this monthly planner is to empower Exchangites to reach their fullest potential. This tool has been designed to provide useful information on management skills, such as organizing committees and planning for the year, as well as leadership skills, such as motivating others and encouraging creativity. Assembling Your Team Your leadership is vital to the success of your Exchange Club. The members of your club have chosen a leadership team, you and your fellow officers, to chart a course of action, set clear and realistic goals, effectively manage club affairs and meet club operating standards. The first step is to work with the president, president-elect and immediate past president to adopt a three-year management plan. In a partnership among club leaders, these three Exchangites provide a sense of continuity and purpose which will guide club members toward success. To further your club s efforts toward serving Exchangites and the community, develop a long-range plan by utilizing the Club Long-Range Planning Tool (see Appendix, p. 35 and on Exchange s website under Forms & Tools). Setting Your Administration s Tone Effective club leaders set the tone of their administration early on. It should be positive, one that lends encouragement and support to members, motivating them to be the best they can. Develop creative, goal-oriented plans to achieve program excellence, growth and leadership development then involve every member in some aspect of those plans. A sense of camaraderie and teamwork among your leadership team translates easily to the members. Planning Your Year The success of any plan relies on certain key elements which include: Training all club officers. Assessing the community s needs. Planning to meet your community s needs. Executing your club s plan in a timely manner. Club officers should begin by: Participating in district-level training conferences. Attending training by the district director. Attending training in the community. The success of any officer s performance will lie in achieving the goals set for the year. This requires a well thought-out and effective plan of action that is executed in a timely fashion. A plan of action must contain goals which are specific and attainable. With the input of fellow Exchangites, you must evaluate the needs of your club and community, and set specific goals to produce measurable results. Including an updated longrange plan as part of your action plan will solidify your members behind the club s efforts to serve the community. A mission statement, focus goals and action steps clearly spell out the direction of the club. After reviewing the Leading a Successful Club guide, the club president should utilize the three-year management plan to develop responsibilities for the president-elect and immediate past president. The roles of these officers are distinct yet provide the basis for teamwork, which demonstrates dynamic and productive leadership. Communicating Use all of your resources to keep members and officers updated on the latest organizational news. Currents newsletter, FYI s, and Exchange s website are regularly updated to provide timely and accurate Exchange news and events. Developing Future Leaders Every officer should keep in mind the need to cultivate new leaders for your Exchange Club, to provide a pool of capable individuals who can advance as needed. Whenever an interest surfaces, discuss with that member the leadership opportunities available, such as club officer, director or committee chairperson. Involve that member in club activities, developing his or her leadership potential to the fullest. Keep in mind that in order to serve as a district director, a member must first complete a term as a club officer. 2 Leadership development and personal growth are valuable benefits of membership offered to every Exchangite.

5 The Rewards of Leadership Exchange Club leadership carries with it trust and responsibility, and it can be a fulfilling and exciting experience. As a leader, you experience the satisfaction of seeing your vision for community service become a positive reality through the combined efforts of yourself and your fellow Exchangites. Experience gained through club leadership will improve your organizational and communication skills; and, at the same time, provide you an opportunity to meet and work with influential business and community leaders. Administrative experience in your club will furnish the skills and background you need to progress to the district and national levels of Exchange leadership. Resources for Planning Your Year Whether club president, officer, director or committee leader, your ability to lead and manage effectively should demonstrate a clear understanding of your Exchange Club s purposes and objectives. The bylaws list the following basic purposes of a club: 1. To actively participate in the establishment of new Exchange Clubs. 2. To benefit our members by providing opportunities for personal development as they participate in the affairs of the club. 3. To promote active participation in the Programs of Service of The National Exchange Club and its National Project, the prevention of child abuse, for the betterment of the community. 4. To exemplify the meaning of Exchange in a spirit of Unity for Service. These purposes should be reviewed regularly by you and your leadership team. The following planning tools will help you build a solid foundation for success during your year as a club leader: 1. Club President s Planning Worksheet provides a place to identify club activities, club officers, board of directors and committee chairs (see Appendix, p. 32). 2. Community Needs Assessment an integral element of the planning process (see Appendix, p. 34). 3. Three-Year Leadership Plan outlines continuing responsibilities of the president, president-elect and immediate past president (see p. 8). 4. Club Long-Range Planning Tool a valuable resource in developing a plan of action and club goals (see Appendix, p. 35). 5. Club Program Development Meeting Agenda a tool to target specific club goals and develop a plan of action (see Appendix, p. 37). Officers The executive committee consists of the club president, presidentelect, secretary, treasurer, immediate past president and vice presidents, if needed. These officers, along with elected directors (six are recommended) make up an Exchange Club s board of directors. This is the leadership team that directs and manages club activities. The following pages include various sections detailing the duties of each club officer. The Board of Directors section provides information on the role and responsibilities of the board as a whole. Election of Officers and Directors Each year, club officers are elected to serve for a one-year term. The terms of the directors are for two administrative years or until their successors have been elected and assume office. These twoyear terms are staggered. The provisions of the bylaws should be followed when electing officers. Only the offices detailed in the bylaws should be filled. If additional officers are required, the club bylaws must be amended. Amendments must be submitted in writing to National Headquarters for approval by the National Committee on Jurisprudence and Laws. Club Bylaws require the club president to appoint a Nominating Committee to select nominees for the officers and directors positions to be filled at the election meeting. This committee evaluates the capabilities of proposed candidates and determines their availability and willingness to serve. Club elections are conducted in March or April. By April 30, the club secretary should report the names of the incoming officers by logging onto Exchange s website, proceeding to your club s officer tab; then enter your officers via the officer election form. The new board assumes office July 1. Leadership Training District leaders provide training for incoming club officers and district directors at leadership forums, generally held during the spring, preceding the new administrative year. The district provides additional training for club leaders at district educational conferences, in the fall or winter. Club leaders should also plan to attend the National Convention, the district convention, and district director meetings, to take advantage of additional training programs and seminars offered. Attendance at inter-club meetings is another means of developing constructive leadership. Discussing common goals and challenges 3

6 CLUB LEADERSHIP with your fellow Exchange Club leaders can be a productive and thought-provoking learning experience. In addition, your National Headquarters staff and National Board of Directors are available to assist with information and advice. Leadership Development Resources Support Systems: Club officers District directors District officers Volunteer field representatives Regional vice presidents National growth team District Leadership Training: Conferences District conventions National Leadership Training: National Convention seminars memberservices@nationalexchangeclub.org Website: NationalExchangeClub.org Phone: PRESIDENT club president 4 The club president has the task of combining the talents and skills of members to meet agreed-upon objectives. This officer presides at all regular and special club meetings and all board meetings. The president s leadership is vital to the success of the club. Members look to the president to chart a course of action, effectively manage club activities and ensure that the club meets operating standards. The president encourages and inspires the members, motivating them to be the best they can be. The successful club president works to create a strong sense of teamwork, making sure to involve every member in some aspect of club operations. Club President Primary Responsibilities: 1. Attend district leadership forum and educational conferences. 2. Work with the district director, club president-elect and immediate past president to establish goals for: Program Excellence (club standards, program of service, child abuse prevention) Leadership development Growth (membership building, new club building) 3. Develop a monthly plan to achieve those goals with the assistance of the president-elect and immediate past president. 4. Appoint qualified members to appropriate committees; oversee the Programs of Service, Child Abuse Prevention, and Fundraising Committees. 5. Provide leadership and management training for other club officers and board members. 6. Seek out and develop capable, interested leaders and involve them in club activities. 7. Preside at all club meetings, as well as board meetings. 8. Prepare agendas for club and board meetings. 9. Distribute to club members, especially officers and committee members, information from national and district levels. 10. Relay to the district and National Exchange Club information on club activities. 11. Attend and participate in the district conferences, convention and National Convention. 12. Carry out policies and accomplish goals of The National Exchange Club. 13. Establish an adequate financial plan and budget for the club. 14. Uphold the National, District, and Club Bylaws. Club Standards The club president, through his or her leadership, should encourage excellence in all phases of club operations. The following are recommended club standards for Exchange Clubs: Programs of Service Clubs should participate in the national Programs of Service by conducting a variety of child abuse prevention, Americanism, Youth Programs and Community Service activities, as well as other projects that are important and of interest to their communities.

7 Child Abuse Prevention As part of its Programs of Service activities, every Exchange Club should be actively involved in the organization s National Project, the prevention of child abuse. This can be accomplished by sponsoring one or more projects outlined in the Child Abuse Prevention Project Guide that can be found on Exchange s website, supporting an existing child abuse prevention agency, or supporting an Exchange Club Child Abuse Prevention Center. National Awards An excellent club goal is the National Service Award, which is earned by conducting service projects in each of the following categories: child abuse prevention, Americanism, Youth Programs and Community Service (at least one in each, plus any two additional projects). Clubs should strive to achieve the Big E award, which focuses on expansion, efficiency, and education. Fundraising Clubs should raise sufficient funds to support their planned service projects, maintaining high standards in all fundraising activities. Funds obtained from the community should be used exclusively for service projects. Participation Clubs should be actively involved in inter club, district and National Exchange Club affairs, which will encourage Exchange education and team spirit, as well as develop future leaders. CLUB PRESIDENT Club Growth Clubs should maintain a minimum membership of 25, necessary for effective and efficient operations. There should be ongoing, aggressive membership recruitment and retention programs, spearheaded by the president-elect. Clubs are able to charter with 20 members; however, these clubs are encouraged to bring membership up to 25 within 12 months. Every club should consider building new Exchange Clubs to help create an even stronger and more widely recognized organization. Club Bulletin A club bulletin, essential for member communication, should be published at least once a month. The bulletin should create interest in the club s activities, focus on club goals, and stimulate meeting attendance. Records and Reports The club secretary should maintain club records and promptly return required reports and record changes to the district and National Headquarters. Finances Clubs should follow standard financial support and control guidelines. Dues should be sufficient to meet overhead and operating costs. club meetings and decorum The well-prepared club president has a definite impact on the success of meetings. The president controls the atmosphere of the meeting, using the presidential gavel as a leadership symbol. The following items should be present at a well-run club meeting: Items: An American flag, Exchange Club banner, bell, gavel and lectern. Agenda: There should be a pre-planned agenda for each meeting, which should be distributed to club members prior to the meeting (see Appendix, p. 43). Time: Meetings should last no more than one hour, and should begin and end on time. The president or program chairperson should advise each speaker on the time allotted on the agenda. Frequency: There should be at least two regularly scheduled meetings per month. Attendance: Clubs should have ongoing programs to promote meeting attendance; at least 60% of the members should attend every meeting. Business: The business of the club should be handled by the board of directors at separate monthly meetings. Exchange Education: Members should be informed about Exchange s history, purpose and accomplishments through three-minute capsule presentations at every meeting. Material for Exchange education is available through Exchange s website or by purchasing the Exchange Education Booklet from the Exchange MarketPlace (BuyExchange.org). Location: Meetings should be held in a positive, private atmosphere. 5

8 club program development meeting The meeting should be conducted by June 30, and reported by July 15. This important meeting provides an opportunity to chart a course for the year s activities. The club president, working closely with the presidentelect, immediate past president, board of directors and committee chairs, sets goals for program excellence, growth and leadership development (see Appendix, p. 37, and website for the Club Program Development Meeting Agenda). The leadership team then develops strategies to accomplish those goals with the support and cooperation of the club. It should be held apart from a regular club meeting, but be open to all members. The president and the leadership team should plan carefully for this meeting its success will be the cornerstone for a productive year. Preparing for the Meeting 1. Review this leadership guide. 2. Implement a community needs assessment, a survey to determine specific concerns in the community that could best be addressed through club involvement (see Appendix and Exchange s website). 3. Review the Programs of Service; consider those projects and others that will positively impact the community. 4. Review the National Awards program. 5. Meet with committee chairs to review plans and discuss presentations to be made at the meeting. 6. Promote attendance through personal contact, letters and club bulletin. 7. Complete a membership survey. Successful clubs keep members interested in the club s programs and keep members active in club projects that meet the community s needs. Clubs should determine member interest and satisfaction and include this in the program development meeting. Whether you use the survey in the Appendix, p. 39, or another form, it can provide an anonymous but accurate evaluation of member interest. It also determines the club s effectiveness in keeping members active and involved. It should be an important tool to set the agenda for a club s program development meeting. 8. Review the Club Program Development Meeting Form (see Appendix, p. 38, and Exchange s website). Publicity Each club should have an ongoing public relations program, regularly sending news releases to area media on service and fundraising projects, and engaging in other activities to help enhance public awareness of Exchange. For additional information on publicity, refer to the PR/ Marketing page on the Member Resources section of Exchange s website. club president. Training should focus on both leadership and management issues, covering areas of club standards, administrative procedures, program excellence, membership recruitment and retention, as well as methods to train, motivate and involve club committees and members. All clubs should participate in district leadership forums and other training opportunities at district conventions, conferences and the National Convention. Leadership Development A major responsibility of the club president is to develop and conduct leadership training for club officers and directors, working closely with the district director and immediate past 6

9 PAST PRES club president-elect & immediate past president Club President-elect The club president-elect should assist the club president and immediate past president in managing and leading the club. The presidentelect should be responsive to his or her Exchange Club, district, and The National Exchange Club. Growth is a major focus of the president-elect. Club President-Elect Primary Responsibilities: 1. Assume the duties of the club president if he or she is unable to fulfill these duties. 2. Preside at club and board of director meetings in the absence of the president. 3. Assist the club president and district director in training, motivating and mentoring club officers, board members, and committee chairs. 4. Attend club board of directors meetings. 5. Attend and participate in the district convention and conferences and the National Convention. 6. Conduct a community needs assessment for your tenure as president. 7. Oversee the Membership Expansion and Retention, New Club Building, and Public Relations Committees. (See Club Committees section, p. 17, for more information.) 8. Become acquainted with club committee chairs and members in order to distinguish and select qualified people for the succeeding year s leadership team. 9. Develop ideas and goals for the following year. 10. Coordinate with president and incoming/outgoing board members for a smooth transitional period. 11. Perform other duties as assigned by the club president and board of directors. 12. Uphold the National, District, and Club Bylaws. Immediate Past President The preceding year s club president automatically assumes this office and acts as a key advisor to the club s leadership. This experienced club officer has the opportunity to share valuable knowledge. Immediate Past President Primary Responsibilities: 1. Oversee Leadership Development/Education, Social and Attendance Committees. (See Committees section, p. 17.) 2. Assist the club president-elect in preparing for the office of club president by serving as a source of information and assisting in setting goals and objectives for the coming year. 3. Attend regular meetings of the board of directors. 4. Counsel and assist the club president and board. 5. Attend and participate in district convention, conferences and the National Convention. 6. Serve as chair of the nominating committee. 7. Perform other duties as assigned by the club president and/or board of directors. 8. Uphold the National, District, and Club Bylaws. community needs assessment A community needs assessment should be done by the club president-elect prior to his or her tenure as club president to gain information from the members and the community. The study should include questions, such as: 1. Which programs do we do best and do they meet the needs of the community? How can they be improved? 2. Which programs can be improved? 3. How are we perceived by our community? Do our programs offer unique advantages to those who join us as members? 4. How can we broaden our appeal? How can we strengthen the loyalty of our current members? This information should be used when the program development meeting is held in late spring/early summer. A sample worksheet can be found in the Appendix, p. 34, and on Exchange s website in the Member Resources, Forms section. 7

10 CLUB PRESIDENT-ELECT/IMMEDIATE PAST Presidential Outline 1 President-elect - Begin the three-year path 2 President - Lead Before, During, and After holding office Help the president succeed Prepare for next year Participate in officer induction Attend National Convention Demonstrate Exchange enthusiasm Lead community needs assessment Assist in new club building Lead membership interest survey Involve all members Organize three-minute Exchange education talks Feel ownership of club goals Look for and develop talent of leaders Develop and promote hands-on projects Schedule interesting program speakers, provide a Ensure club has public relations efforts clear agenda Participate in interclub activities Seek feedback for growth Work on member recruitment and expansion Hone leadership skills Provide recognition Attend district mid-year conference Maintain enthusiasm Set early plans for projects Work with club committees Form community needs team Develop club goals Plan committee appointments Review club achievements Select leadership team Remembers IRS Form 990 or 990N (e-postcard, Solicit feedback for growth visit due November 15 Support public relations efforts Review progress on membership growth, Participate in interclub activities monthly Motivate committee chairs Review and work with committees, monthly Provide recognition Assist in new club building Membership growth Check National Service Award and Big E Award Attend district and National Conventions progress Set early plans for projects Feel ownership of club goals Review club achievements 3 Immediate Past President - Share Experience Attend district conferences Attend district and National Conventions Assist with recruitment and expansion Ensure there are member enrichment activities Lead new club building Participate in social committee Assist with public relations Participate in attendance committee Advise the president Participate in board meetings Mentor the president-elect 8

11 SECRETARY club secretary The club secretary assists the president in the administrative work of the club. This key officer is responsible for keeping all records and recording minutes of club and board of directors meetings. The efficient and well-informed secretary can make a significant contribution to the effectiveness of his or her Exchange Club by keeping members up to date on the latest news from the local, district, and national levels. The secretary also keeps these other levels informed of noteworthy club activities through the timely completion of required report forms. Club Secretary Primary Responsibilities: 1. Maintain accurate records of club membership, attendance, and activities. 2. Record and maintain accurate, complete minutes of club and board of directors meetings. 3. Report to the division, district, and national organization regarding activities and membership via the website. 4. Distribute information received from district and national levels to club members, especially club officers, directors, and committee members. 5. Assist club president in ensuring the club achieves success. 6. Receive and acknowledge all club correspondence promptly and professionally. 7. Maintain a permanent reference library of Exchange publications and procedures. 8. Attend and participate in district convention and conferences, and the National Convention. 9. Uphold National, District, and Club Bylaws. (The bylaws state that the offices of treasurer and secretary may be combined if the club desires.) Electing and Reporting New Members Every new member must be approved by the club s board of directors. The election process for approving new members is detailed in Article V of the Club Bylaws. The club secretary should become familiar with the procedure. The secretary should see that newly approved members promptly pay a joining fee of no less than $25. This one-time fee is placed in the club s operating account. Once enrolled, National Headquarters will invoice the club a one-time fee as specified in the National Bylaws. Subsequently, each new member will receive a new member kit from National Headquarters and begin receiving Exchange Today. The club president will receive an official membership certificate and lapel pin to present to each new member at a club meeting. To enroll a new member or change the status/classification of a current member, the secretary will login to Exchange s website and enter this information. New Member Enrollment gold cards are also accepted. Make sure all information is provided and legible. The card must be signed by a club officer. New member s sponsor information should be included so that proper credit for membership awards may be given. Note: The official enrollment date of a member is the online entry date or the date the information is received at National Headquarters. Club Supplies The club secretary can purchase club supplies from the Exchange Market by visiting Membership Information, Forms, and Rosters The National Exchange Club website allows individuals, club officers, and district leaders to manage and update membership information and Programs of Service projects. Individuals can login to the Member Resources section to access these functions. Club officers can add and drop members, report officer election information, obtain a roster report, make changes to personal information, complete award forms, and more. Special permissions are given to club officers to obtain records and lists, while all members can make changes to their individual profiles. See Exchange s website at NationalExchangeClub.org for more details. It is also important to report addresses, as these serve as members logins for the Member Resources section. There is also a club locator and a page for individuals who want to join Exchange. Attendance Records Accurate and organized attendance records should be made available to the attendance committee after every meeting. 9

12 CLUB SECRETARY Quarterly Dues Statement & Membership Roster At the end of each quarter (Sept. 30, Dec. 31, March 31, June 30), National Headquarters mails each club a dues statement. Per captia dues are compiled based on the number of voting and honorary members recorded at the end of the reporting period. An official club roster can be accessed in the database or available upon request to review all changes reported throughout the quarter. The secretary should review the statements promptly. Adjustments to the amount billed on the statement will be made only when discrepancies are reported within 30 days of the billing. No other considerations will be granted. Once the statement has been verified, pass it on promptly to the treasurer for payment. Convention Registration Credentials National Headquarters will request a list of club representatives entitled to vote at the National Convention. Voting delegates include the club s president, president-elect, immediate past president, secretary, treasurer, and three representatives for the club s first 25 members, and one representative for each additional 25 members, based on the membership report at March 31 preceding the National Convention. An alternate may be elected for any voting delegate, including club officers. Dropping Members To officially drop a member from your club s membership roster, the easiest way is to access the website and drop the member. Or, you may complete a Dropped Member Confirmation card. The official drop date is the date the member is dropped online or the card is received at National Headquarters. Billing for all members will continue until the confirmation is received. Officer Election Report The club secretary should enter the names of newly elected officers by April 30 on Exchange s website or by requesting an election form be sent to you. If there is an officer change throughout the year, edit the officer details via the website, or mail. Club s Statement of Account Four times per year, all clubs with an account balance with National Headquarters will receive a statement, listing any unpaid invoices that have been charged to the club and payments that could not be matched to specific invoices. Please report any discrepancies to National Headquarters. Address Changes When a member s personal information changes, the member can login to the website and update their information, or the club secretary can make updates on their behalf. Voting Delegates Summary In addition to the president, president-elect, immediate past president, secretary and treasurer, clubs are also entitled to additional voting delegates per the following table: Members Delegates If the club is more than 60 days past due on its account with the district or National Headquarters, the club is considered to be not in good standing and not eligible to vote in the district and National Convention sessions. A credential card, provided from National Headquarters, should be used to register designated representatives. A similar procedure will be initiated by the district prior to its convention. Award Qualification Forms The club secretary has the opportunity to qualify his or her club and club officers for various awards of The National Exchange Club. For additional information, see the Awards section of this book, the Awards handbook online, or contact Member Services. Membership Records An accurate membership roster and accompanying membership record is an important responsibility. During a club s existence, new members will be added and dropped, and other information will change. The secretary should accurately record these changes and report them at the district and national levels; or login to the website. Membership records should show the name, home or work address and telephone numbers, , classification, and sponsor of each member. Explanations of membership classifications can be found in the Appendix or online ( Membership Resources > Forms). 10

13 TREASURER club treasurer The club treasurer is responsible for collecting all funds due to the club, and depositing and disbursing the funds in a manner designated by the board of directors. The treasurer also keeps complete and accurate records of all financial transactions and other duties as outlined. Club Treasurer Primary Responsibilities: 1. Receive or collect all fees, dues and other monies due to the club; deposit and disburse funds as directed by the club s board of directors. 2. Keep accurate and complete records of the club s financial transactions. 3. Make an annual report of the club s financial condition to the board of directors, and at other times as requested by the board. Provide all accounts and books at any time for inspection by the board of directors and any auditor authorized by the board. 4. Assist the board of directors in preparing and monitoring the budget. 5. The club must file the Form 990 e-postcard with the Internal Revenue Service by Nov. 15, or risk losing its tax-exempt status. Go to for details or call National Headquarters. 6. Attend and participate in district convention, conferences, and National Convention. 7. Uphold the National, District, and Club Bylaws (the bylaws state the offices of treasurer and secretary may be combined if the club desires). Membership Dues Membership dues should be an amount sufficient to cover an individual member s dues to the district and The National Exchange Club, as well as meals and administrative and operating club expenses. Invoicing Statements Before the beginning of each month or quarter, the treasurer mails to each member a statement covering the membership dues, including meal charges, if applicable. For revenue to be available to meet club financial obligations, it is essential the treasurer be punctual in billing members, preferably in advance. Note: quarterly dues are pre-billed by National Headquarters. Membership Dues Report The record of dues payments should show the status of each member s account at any given time. On a monthly basis, the treasurer should provide the club s board of directors with a membership dues report, which provides that information. A sample report can be found in the Appendix or online ( Quarterly Membership Dues Report in the Forms section). Delinquent Dues If the club s normal dues statement, and any subsequent reminders mailed by the secretary or treasurer, fail to collect outstanding dues, the treasurer or other board member should contact the member by telephone or in person. The member should be encouraged to meet his or her financial obligations to continue enjoying the benefits the club provides. Separate Accounting The club bylaws require that an Exchange Club establish two separate bank accounts; one for club operations and one for club service activities and projects. All revenue from member dues, fees and meal charges should be deposited in the club s operating account. The net proceeds of any fundraising activity are to be deposited in the club s projects/activities account. Only club operating expenses, such as meals, supplies, dues, and fees payable to the district or The National Exchange Club can be paid out of the operating account. Club projects or activities conducted in the community should be paid out of the club s projects/activities account. Payment of Invoices The treasurer should prepare and submit to the board a monthly accounts payable report, which identifies payable invoices. To facilitate the accounting and budgeting process, the payable invoices should be listed in two categories: those chargeable to the administrative (operating) account, and those chargeable to the project/activities account. The treasurer should ensure checks are issued promptly for payment of invoices as they are due. Joining/Transfer/Reinstatement Fee For each new member, transferred or reinstated, the local Exchange Club is assessed a joining fee to The National Exchange Club. 11

14 accounting procedures Quarterly Club Billing Dues and joining fees as specified in the National Bylaws. Club Liability Insurance (see chart on page 13). Club Crime Insurance (see chart on page 13). Invoices Invoices are sent from National Headquarters for the following: Quarterly dues (January 1, April 1, July 1, October 1). Insurance - (invoiced quarterly) general liability and crime insurance are both provided for each club under a master policy and combined on one bill. New, transferred, reinstated member processing fees (invoiced weekly). A new member s dues are effective the first day of the month, following his/her joining a chartered Exchange Club. Excel Clubs and Collegiate Clubs. Remitting Payment The club will receive overdue account letters at the beginning of the month if the account becomes 45 days or more past due. There will be a $25 fee assessed to your club for returned checks. A 1% per month service charge will be applied to all club accounts more than 60 days past due. Note: National considers clubs to be in good standing if they have no amount due more than 60 days from the invoice date. This includes having quarterly dues, insurance premiums, member processing fees, and supply orders paid IN FULL. Statement of Account Statements are sent midquarter to clubs with an outstanding balance. Invoices will remain on the Statement of Account until paid IN FULL. Payments on accounts that cannot be applied to a specific invoice will be shown as payment. Note: Statements are NOT invoices. They are a recap of the account activity. 12 Signing Checks When signing Exchange checks, here are two points to keep in mind: 1. It is recommended that club checks be signed only after they have been properly drawn. 2. For control purposes, two signatures are required. The board designates who is authorized to sign and make deposits and withdrawals. Exchange Market Orders Exchange Club supplies sold by The National Exchange Club to local clubs are required to be paid in full before the order is shipped. Exchange offers the following options: orders paid with a credit card at the time of order are shipped immediately; and orders paid by check will be shipped when the check is received. Payment for supplies is due upon receipt of invoice. The National Exchange Club accepts MasterCard, Visa, American Express, and Discover. Audit The Local Club Bylaws require an annual audit of financial records by a committee appointed by the club president-elect. The audit committee should report to the board of directors by the July board meeting. Additional audits, requested by the president or board of directors, may be necessary when an officer change occurs or to review the club s financial condition. The auditors should be provided with the club s general ledger accounts, individual members accounts, journal of cash receipts and disbursements, check stubs, duplicates of receipts issued to members, creditors invoices, and any other financial records kept by the treasurer and secretary. Cash receipts must be verified to determine that funds have been turned over to the treasurer for deposit or deposited in the treasurer s name. Cash deposits and withdrawals must be verified by reconciling the club s books with the current bank statement. The auditors should determine that all expenditures have been made in accordance with policies approved by the board of directors. Expenditures should be supported by invoices. A written report of the findings of the audit should be submitted to the board of directors and the club. National Convention Fees With the quarterly dues billing, each club pays The National Exchange Club $25 as one-fourth payment of the annual National Convention registration fee of $100. The four quarterly payments make up the total amount of the National Convention fee for the club s voting representatives. The fee is due regardless of whether the club is represented at the National Convention.

15 CLUB LIABILITY INSURANCE Active Membership Annual Premium 1-24 $ $ $ $ $ $260 CLUB CRIME INSURANCE Active Membership Annual Premium 1-24 $ $ $ $ $ $160 District/National Dues and Fees CLUB TREASURER District Dues District officers and directors provide leadership and direction to local Exchange Clubs, helping the clubs to operate more effectively and efficiently. District leaders coordinate training and educational activities for club officers, and assist them in setting goals and meeting standards. To cover this cost, each Exchange Club pays the district, for each of its members, the amount of dues provided for in the District Bylaws. National Dues The National Exchange Club provides a wide variety of administrative, training and support services to the local Exchange Clubs. To cover the cost of these services, each club pays The National Exchange Club per capita dues per quarter for each active, active-honorary, at-large, business, and honorary member, as specified in the National Bylaws. These quarterly dues include a yearly subscription for Exchange Today, and a yearly contribution to the National Exchange Club Foundation for support of Exchange s National Project, the prevention of child abuse. Excel and Junior Excel Cub per capita dues per member are specified in the National Bylaws and are billed October 1. Clubs will be billed for new members joining after October 1 on a quarterly prorated basis. All dues are payable based on the membership of the club on file as of June 30, September 30, December 31, and March 31 of each year. These dues are payable by the 10 th day of July, October, January, and April. taxes The Internal Revenue Service has designated The National Exchange Club, districts, and local clubs as 501 (c)(4) nonprofit civic organizations exempt from the payment of federal income taxes on the dues revenue they generate. Additionally, clubs are exempt from paying federal taxes on the receipt of donations, contributions, ticket purchases, and other funds given by the public. Any such amounts given to any 501 (c)(4) organization cannot be considered a tax-deductible contribution by the donor. Furthermore, Internal Revenue Code Section 6113(a) requires: Each fundraising solicitation by, on behalf of an organization to which this section applies, shall contain an express statement (in a conspicuous and easily recognizable format) that contributions or gifts to such organizations are not deductible as charitable contributions for federal income tax purposes. Internal Revenue Code 6710(a) provides for a penalty, in the event of nondisclosure, of $1,000 per day. Donations are only deductible when contributed to a 501(c)(3) entity such as the National Exchange Club Foundation, any of its Exchange Club Centers for the prevention of child abuse, or any other local or national 501(c)(3) organization. Donations, contributions, ticket purchases, etc., may be tax-deductible; however, if the donor can establish a business purpose, such as advertising, good will or name recognition. A donation of $250 or more can be given to The National Exchange Club Foundation and redistributed back to the club to allow the donor a claim of a charitable contribution to a 501(c)(3). For more information, contact National Headquarters. 990 Forms Due November 15 th! Clubs are required to electronically submit Form 990-N, also known as the e-postcard, unless the club chooses to file a complete Form 990 or Form 990-EZ. Information you will need to file the e-postcard: Taxpayer Identification Number Tax year ending date June 30 Club s legal name and mailing address Name and address of a club officer Website address (if applicable) Clubs that fail to file the required e-postcard (or information returns - Form 990 or Form 990-EZ) will lose their tax-exempt status. Visit epostcard.form990.org to file your club s e-postcard by November 15, and send a copy to National Headquarters. 13

16 BOARD board of directors The board of directors can set the tone and pace for the year ahead and is responsible for the overall management of the club. The board directs and coordinates club affairs, determines policy and helps to ensure that the club is providing appropriate and necessary services to its community. The leadership team (president, president-elect and immediate past president) balances the skills of leadership and management, guiding the entire board and club. The club officers and the directors (six are recommended) make up the board of directors. Exchange Clubs operate on the basis of annual elections and terms of office, with the administrative year established as July 1-June 30. Officers serve on the board during their terms, and the directors serve for two years, with the terms of half of those directors expiring each year. Board of Directors Primary Responsibilities: 1. Ensure that the club provides necessary services to its community. 2. Develop and review a realistic budget and financial policy for the club. 3. Approve and, if necessary, recommend changes to the president s goals and plans for the year. 4. Determine club operating policies and procedures, and ensure the club meets recommended standards. 5. Oversee the membership roster, monitoring, and encouraging membership growth. 6. Fill any vacancies which may occur between elections. 7. Seek out and develop capable leaders, and involve them in club activities. 8. Report to the club any board action related to general club policy and promptly render decisions or recommendations on matters referred to the board by the club. 9. Consider any amendment to the Club Bylaws and ensure the amendment is sent to National Headquarters for approval by the National Committee on Jurisprudence and Laws prior to adoption. 10. Approve minutes of club and board meetings. 11. Arrange for publication of periodic club directories and regular club bulletins. 12. Review attendance records and suggest methods of improvement, if necessary. 13. Elect representatives of the club to attend National and district Conventions. 14. Maintain contact with club members. 15. Uphold the National, District, and Club Bylaws. Meetings Regular meetings of the board are vital to the successful functioning of an Exchange Club. Board meetings should be scheduled as frequently as necessary, and at least once a month. The president is chairperson of the board, with the president-elect presiding when the president is absent. Meetings should be at a stated time and place that allows ample time to consider all items of business. Board meetings immediately preceding or following regular meetings should only be used for brief decisions on minor matters and should not replace regular board meetings. Committee Reports Committee chairs should be invited to attend board meetings when matters pertaining to their committees are to be considered. Past presidents should be invited to board meetings whenever their experience and counsel would be beneficial. Quorum At any regular or special meeting of the board, a majority of the members constitutes a quorum, and a majority vote of those present shall decide a question, except for those questions for which a greater proportion is specifically required in the bylaws. Special Meetings Special meetings of the board of directors may be called by the president or at the request of any three board members. The bylaws require that before a special meeting is held, at least 48 hours notice be given personally, or by mail, or telephone to each board member. Budget The board of directors should develop and regularly review a realistic annual budget. The budget should cover two basic areas: 1. Administrative income and expenses. 2. Fundraising income and service project expenditures. 14

17 club longrange plan An effective management tool available to the board is the club s long-range plan. Working with the input of the membership and the involvement of the leadership development/education committee, the board should develop a long-range plan for the club (see Club Long-Range Planning Tool in Appendix, p. 35, and online in the Member Resources area). If a plan is in place, the board should review the plan each year and update as necessary. The long-range plan should: Provide for training of officers and directors. Support the club s active participation in inter club, division, district, and national activities. Include a means to identify, encourage and support future leaders of the club. The budget should be based on the anticipated income and expenditures for the club at the beginning of the administrative year. Once approved, the budget should be monitored and adjusted, as necessary, by the board, with a review at least quarterly. As the year progresses, the board should develop plans to increase club income whenever the need arises, or consider modifying anticipated expenditures. A sample budget outline and fundraising/programs of Service statement can be found in the Appendix, p. 47, and online in the Member Resources area. Finances The board of directors must ensure that club funds are handled in a businesslike manner, and that adequate funds are available to meet operating and project costs. To accomplish this, the board should: 1. Adopt and monitor a workable budget. 2. Establish adequate membership dues and a procedure for regular and prompt collection. 3. Develop fundraising programs to secure regular, recurring income for club service activities. 4. Designate financial institutions where funds for checking and savings accounts are to be deposited; authorize the club treasurer to open accounts; and designate club officer(s) to sign checks. insurance General Liability To ensure adequate insurance is secured for any activity which could result in liability to the club and its members, the National Board of Directors has approved a comprehensive general liability insurance program which provides $2 million for bodily injury, property damage, and personal injury suits that may be brought against local clubs. The cost of the insurance is shared by each Exchange Club, based on its active membership on file at National Headquarters. Each club is invoiced quarterly for its share of the premium. Additional coverage may be necessary for special events such as fireworks, circuses, parades, sporting events, building projects and the sale of liquor. Information is available on the Exchange s website (Member Resources g Club Insurance). Crime Insurance Every club has Crime Insurance (bond protection) coverage for the club and every club member under an umbrella policy through Travelers Insurance Company. The policy provides a $100,000 limit for dishonesty and a $5,000 limit for money, both subject to a $250 deductible. Clubs are invoiced on a quarterly basis for their share of the premium. Directors and Officers Liability Insurance A Directors and Officers Liability policy is available for clubs, districts, and Exchange Club Child Abuse Prevention Centers. This coverage protects volunteer officers and directors, and their personal assets, in the event of litigation for claims of misconduct which fall under federal law such as discrimination or wrongful termination. This policy has a $1 million limit of liability with defense expenses excluded from the limit. This policy may be secured locally or through Exchange s insurance agent. Limitations The board of directors does not have the power to alter or disregard provisions of the Club, District, or National Bylaws. Board action must be taken collectively individual members of the board have authority equal to any other member. Board action is binding on the club and remains in effect until rescinded by a subsequent board, except when referred to the general membership for decision. 15

18 tips for a successful board meeting 1. The board should meet at a fixed time at least once a month. 2. All board meetings must be open to all members. Non-board members may follow the proceedings but may not propose formal action. 3. The club president should prepare a timed agenda, which the club secretary should send to each board member at least one week in advance. 4. Working with the other club officers, the president should prepare for the required reports and business. 5. Board meetings should begin and end on time. 6. During the meeting, the board should resolve every item on the agenda. The presiding club officer should seek specific conclusions and objectives; discussion on an item should close with clearly-defined goals coupled with an action plan to achieve them. A sample agenda can be found in the Appendix, p. 49, and online (Member Resources g Forms). This suggested agenda would be altered at the board s first meeting of the administrative year, when discussion would include items such as duties of board members, the club s objectives for the year, audit of club funds, budget for the year, and other topics requiring long-range planning. 5. Direct the secretary to turn over to the treasurer all money received, or direct the secretary to deposit money received, providing the treasurer with duplicate deposit slips. 6. Approve and authorize payment of all bills, except invoices, from The National Exchange Club and the district, which the bylaws stipulate should be paid upon receipt. 7. Require periodic financial reports from the secretary and treasurer to assure funds are being deposited and disbursed on a regular basis. 8. See that all matters involving expenditure of funds, which are brought to the floor of the club, are referred for consideration by the president to the board. Membership The board of directors should regularly monitor the membership growth of the club, and take a leadership role in encouraging ongoing membership recruitment and retention programs. In addition, the board of directors approves all members before they may be submitted to the general membership for election. The board must ensure membership proposals are processed in accordance with the provisions of the Club Bylaws. The board of directors should: 1. Act promptly on proposals for new members, reinstatements, and transfers. 2. Set a time limit for newly elected members to qualify for membership by paying necessary fees. 3. Work with the attendance and membership expansion/ retention committees to keep a constant flow of proposed members to the board for approval. 4. Accept a member s resignation only after exhausting all possible means of retaining him or her. 5. Suspend a member, for due cause, by a two-thirds (2/3) majority vote of board members present and voting. 6. Expel a member, for due cause, by a two-thirds (2/3) majority vote of board members present and voting but only after a thorough hearing. 16

19 COMMITTE could be merged. It is important to remember that these are In order to maintain a strong, successful club, well-planned and active committees should be incorporated into a club s operations. Each club member should have a committee responsibility. The club president should select committee chairs to serve throughout the administrative term, July 1-June 30. Special care should be taken in selecting committee personnel, especially chairs. They should have a sincere interest in the goals and purposes of the committee to which they have been appointed. Club Committee Primary Responsibilities: 1. Consult with the club president, president-elect or immediate past president and select committee members. Match members to committees according to their areas of interest. 2. Arrange time and place for committee meetings, and plan meeting agendas. 3. Meet with committee members, and plan programs to meet objectives and fulfill purposes. 4. Become knowledgeable about all aspects of the committee s responsibility. 5. Keep the club s board of directors and club well-informed of committee activity. Recommended Committees The following committees are recommended for efficient club operations: Programs of Service Child Abuse Prevention Fundraising New Club Building Membership Expansion and Retention Public Relations Leadership Development/Education Social Attendance Nominating club committees In large Exchange Clubs (more than 75 members), the leaders may elect to increase the number of committees by dividing the Programs of Service Committee into separate Americanism, Community Service, and Youth Program Committees. In smaller clubs (fewer than 29 members), the suggested committees can be combined. For example, the Social and Attendance Committees guidelines which may be adapted to fit the particular needs of your Exchange Club. Guidance and Participation After the committees are appointed, the president should invite all chairs to a conference for an explanation of individual committee duties and purposes, which can be done at the club programming meeting. The president-elect and immediate past president should attend, as some of the committees will be overseen by those leaders. At the conference, the president should: 1. Distribute committee publications and material provided by The National Exchange Club. 2. Counsel committees concerning their responsibilities and roles in achieving club goals. 3. Explain the need for regular progress reports. 4. Outline a three-way organizational structure for committee operations: a. The president oversees the Programs of Service, Child Abuse Prevention, and Fundraising Committees. b. The immediate past president oversees the Leadership Development/Education, Social, and Attendance Committees. c. The president-elect oversees the Membership Expansion And Retention, New Club Building, and Public Relations Committees. The chairs and committee members should be invited occasionally, to attend board of directors meetings to discuss committee plans. Programs of Service Committee Exchange s motto, Unity for Service, characterizes the spirit and purpose of the many community projects sponsored by the organization. Collectively, these projects are called the Programs of Service; Americanism, Community Service, Youth Programs, and the National Project, the prevention of child abuse. The primary purpose of this committee is to ensure the club is providing meaningful and beneficial services to the community by sponsoring a variety of Programs of Service projects, as well as other service projects. Subcommittees may be formed as needed for the various projects. In addition to these activities, clubs should consider sponsoring local projects, which help meet the needs determined through the community needs assessment. The Programs of Service Guide contains more information, project guidelines, and project ideas. Quick reference guidelines for a number of projects can be found on the Member Resources section of Exchange s website. 17

20 CLUB COMMITTEES National Programs of Service Guidelines The Programs of Service represents programs that are promoted nationally. The National Exchange Club encourages all clubs to participate in these programs. Clubs may implement additional service projects using the following critical guidelines: Must fit within existing portfolio areas of Americanism, Community Service, Youth Programs, and child abuse prevention. Should help clubs and members fulfill the Vision and Mission of The National Exchange Club. Youth Projects The youth activities are designed to benefit, award, and develop the young people of our country. Some examples are Youth of the Month/Year Award, A.C.E. Award, and Young Citizenship Award. Americanism Projects Exchange s Americanism activities promote pride in our country, respect for the flag and appreciation of our freedoms. Some examples are GiveAKidAFlagToWave, Proudly We Hail, Freedom Shrine, Healing Field, and One Nation Under God. Community Service Projects Exchange s Community Service projects meet diverse local needs. These activities are broad in scope and designed to benefit every member of the community. Some examples are Child Fingerprinting, Book of Golden Deeds Award, and Service to Seniors. Child Abuse Prevention Committee This committee plans and promotes activities related to Exchange s National Project, child abuse prevention. Although child abuse prevention projects should be implemented annually, clubs should put special emphasis on this area during April, National Child Abuse Prevention Month and/or September, National Baby Safety Month. The National Exchange Club produces and distributes a child abuse prevention kit for clubs in advance of April, including the Believe in the Blue campaign. Free kits with information on positive parenting are available by contacting National Headquarters. Clubs are also encouraged to launch Blue Mondays campaigns in their communities. This observance of Child Abuse Prevention month asks people to wear the color blue every Monday throughout April. Clubs are encouraged to support local Exchange Club Child Abuse Prevention (CAP) Centers, which work directly with families to help them develop positive parenting skills. Clubs may also establish Exchange Club CAP Centers in communities where there are none. Every Exchange Club should be involved by sponsoring as many child abuse prevention activities as possible. For more information, contact Exchange s Child Abuse Prevention Services at New Club Building Committee This committee s responsibility is to accomplish what its title states to build new clubs. Building a new Exchange Club broadens our organization s service outreach and strengthens Exchange locally, regionally and nationally. Organizing new clubs also expands the leadership talent pool and increases opportunities for further networking through joint meetings and projects. The ideal location to begin building a new club is a nearby community where no Exchange Club currently exists. The best way to find new members for the new club is to talk to a variety of people in that community. Complete information on new club building is available from the growth team at National Headquarters, or visit New Club Building Incentives Exchange Rewards, an incentive program designed to promote new club building, provides financial rewards to sponsoring clubs or districts and club builders. For more information, contact the growth team by phone or growth@nationalexchangeclub.org. Membership Expansion and Retention Committee Growth is a continuous challenge facing all membership organizations, including Exchange Clubs. For Exchange to retain and strengthen its reputation as America s Service Club, Exchange Clubs must employ an aggressive program of quality membership building. Current members should be energetic and involved in activities that will help to recruit new members. It is through high-quality members that renewed vitality and ideas are infused into your club. When members miss two or more consecutive meetings, a friendly telephone call will let members know that they are missed. This committee plans and implements the club s membership building endeavors. Membership building should be a year-round activity for all Exchange Clubs, with the Membership Expansion and Retention Committee regularly promoting the importance of recruiting new members. The Membership Committee, working with the club officers, should verify that new members are properly and promptly inducted. Perhaps a new member could be assigned to a current member to help with the acclimation process. For more information, see the Appendix (p. 54) for tips on inducting new members. The Membership Expansion and Retention Committee is also responsible for ensuring that new members receive a proper orientation. This committee may also work with the Exchange Education Committee during the orientation process. 18

21 membership building strategies While membership needs differ from one club to the next, it is a fact that every club can always benefit from new members. Here are a few membership-building strategies that other clubs have found successful. Select a plan that best suits your club; you are welcome to develop your own strategy. (See the Membership Prospects Wheel in the Appendix, p. 51, and online (Member Resources g Forms) 1. Member-a-Month: This program encourages a club to expand its membership by at least one new member every month. Under this approach, it is important to develop a prospect list and maintain it on an ongoing basis. The club s membership could be divided into 12 groups of two-three members, with each group assigned a specific month to recruit. 2. Leadership by Example: This plan involves the club s leadership in recruitment efforts, to help set a positive example for the entire club. The names of each officer and director are placed in a box, and by chance, each leader is assigned a specific month in which to recruit a member. 3. Ten Most Wanted: At a club meeting, invite your members to help the committee identify at least ten community leaders who are not current members. Once they are chosen, place the names on a 10 most wanted list. Then, select club members who will work in teams of two to contact each prospect. 4. One-On-One: The goal is to involve every member in a concentrated membership campaign. During a onetwo month period, every member is asked to recruit at least one new member. Give away prizes or incentives for the Exchangite who recruits the most new members in that period. 5. Social Mixer: Plan a social mixer for members and prospective members. The event should feature refreshments and Exchange information. Holidays are a good time for a light and fun mixer. Having an exciting event also helps make a group more cohesive. 6. Classification Expansion: The committee can check local reference materials (telephone directory, chamber of commerce, city index, internet search) to determine occupational classifications or types of businesses not represented in the club. From time to time, it is good to review the listing of classifications to expand the membership. This will stimulate thinking and suggest prospective members for consideration. Involvement Equals Retention New members should become involved in a serious project or committee within their first 90 days of membership. Review the Member Interest Finder and invite them to a committee meeting in their area of interest. Assign new members who are not involved in an active project or assigned to a club duty, such as greeter, to serve on a standing committee. Just as ongoing membership recruitment efforts are vital to a club s success and stability, so are ongoing retention efforts. Any organization inevitably loses a certain number of members but this committee should see that members are kept interested and involved. Active, interested members are much more likely to value and continue their memberships. Here are a few techniques for retaining members: 1. Educate. New members should be made familiar with club history and objectives, as well as programs and accomplishments of The National Exchange Club. 2. Involve. The club should sponsor a variety of important and necessary Community Service activities, keeping all members directly involved in bettering the community. 3. Interest. The programs should be interesting and varied, with good food and networking, and an appropriate meeting atmosphere. 4. Socialize. Clubs should organize periodic social gatherings, to which spouses and significant others are also invited. 19

22 CLUB COMMITTEES With regard to member retention, enrichment is as important as involvement. The club president must ensure the membership at-large is enriched throughout the year. A healthy club recognizes the need to engage in a variety of activities to encourage and inspire its members. These activities include: Warm fellowship and camaraderie Association with interesting people Business leads and referrals Community awareness Leadership opportunities Fulfillment in making a difference Fun, enthusiasm and enlightenment Education and informative speakers Interclub, division, district, and national events To determine member interest and the club s effectiveness in keeping members active and involved, all clubs are encouraged to conduct a membership survey. A sample survey is in the Appendix, p. 39. For additional information on recruitment and retention programs, contact the growth team at your National Headquarters. Orientation The first 90 days are the most important of a new member s Exchange career. In this short time, the impressions formed are the building blocks of an involved, productive member for years to come. Here are the steps to follow: 1. Conduct formal orientation within two weeks of induction. 2. During orientation, the new member should complete the Member Interest Finder (Appendix, p. 42 and on Exchange s website in the Member Resource area, under Forms). 3. Use the Member Interest Finder to determine the member s interests and assign him or her to a committee. The new member s sponsor and a club s Membership Committee should use the New Member Activation Form (see Appendix, p. 41 or by logging on to Exchange s website, proceed to Club Roster and click on Activate next to the members name) to guide the new member s education, participation and leadership opportunities. Successful completion of this form ultimately strengthens both the individual and the club. Please submit to National Headquarters upon completion. See the Appendix, website, or Member Resources section of the website for a suggested outline of orientation topics and suggestions for ensuring new Exchangites become involved as soon as possible. Club Renovation Any club that fills out a Club Renovation Commitment Form (available online at Member Resources g Club Building) and sends it to National Headquarters will be enrolled into the Club Renovation Program. The goal of the program is to have any club grow by 20 (net) members and keep those members for one year. If the club accomplishes the goal they will be entitled to Exchange Rewards and special recognition at the National Convention. Also one or two members who sign up as the club rebuilders will be eligible for the Club Rebuilder Award (see the awards section of Exchange s website). Fundraising Committee The Fundraising Committee is responsible for developing a plan for raising funds to support club projects. However, decisions on fundraising projects should be a collaborative effort between the club s board of directors and the committee. Raising funds should never be the sole responsibility of any committee; all members should take an active part. An effective fundraising project should build awareness while generating funds. While raising funds, stress that the money is for a specific cause, not simply for your club s general projects. The net proceeds of any fundraising activity must be used exclusively for service projects such funds cannot be used for payment of dues. 20 program excellence equals strength A strong club has a good membership base, excellent Programs of Service projects, and members that have fun! There is no hard and fast rule on the number of members that make a great club. But, generally, it takes 25 members to run an effective club. If there are fewer than 25, the club may risk its members burning out. The club s Programs of Service should exhibit its excellence through serving the needs of the community. These needs change with time. Successful clubs evaluate their projects and fundraisers on a regular basis, and develop new strategies to make each year a successful one. An important part of a great Programs of Service is good public relations making sure the community (and club members) knows about club projects. People join Exchange to make a difference in their communities. Make the Exchange experience an enjoyable one, and members will continue to work hard to accomplish this goal.

23 tax deductibility The IRS has designated The National Exchange Club, districts, and clubs as 501 (c)(4) nonprofit educational organizations exempt from the payment of taxes on the dues revenue they generate. However, any donations, contributions, or ticket purchases made by the public cannot be considered as a tax-deductible item if the recipient of the proceeds is a 501(c)(4) organization. The net proceeds of any such event are, however, taxexempt insofar as the payments to the IRS for the proceeds are concerned. In order for contributors to deduct the amount of their donation or ticket purchase (minus the fair market value of the benefit received by the purchaser), all of the proceeds must be given to a 501 (c)(3) nonprofit charitable organization such as the National Exchange Club (NEC) Foundation, Exchange Club Child Abuse Prevention Centers, or foundation established by a club. For your donors to claim a tax deduction, they can make their donations through your club to the NEC Foundation. The club sends these donations accompanied by a Passthrough Grant Form. The donor will be able to claim a deduction as defined by law and the NEC Foundation will grant the funds to the club or district that completed the Passthrough Grant form. For a copy of the Passthrough Grant Form, please visit Exchange s website. Getting Started When developing your project, first plan the type of fundraiser your club will sponsor. Some traditional fundraisers include dinners, socials, raffles, auctions, selling promotional items and food concessions at community events. For more ideas, see Exchange Today magazine and attend special fundraising seminars at district and National Conventions. The committee should determine the dollar goal for the project early on, and keep that in mind when deciding on the type of fundraiser. The higher the goal, the more ambitious the project will need to be. Then, select your team, making sure to involve as many members as possible, especially those with related experience. Next, plan your work. It is always a good idea to put your plan in writing, so every committee member can have a copy. The plan can then be referred to when it s time for the next fundraiser. Points to Remember The greater the amount of creativity, excitement and enjoyment you can put into your event, the more likely it will achieve the desired results. People like to support a good cause, and have fun while doing so. The Fundraising Committee should work closely with the Public Relations Committee so the event receives ample publicity. News releases, providing key details about your event, should be distributed to area media. Flyers, banners, word-of-mouth, and other means of publicity should also be used as much as possible. When publicizing your event, outline clearly how the funds raised will be used by your club. Your club may also want to encourage area businesses to cosponsor the event. If your event will fund a highly visible, worthy cause in the community, many area businesses may be willing to pay printing costs and other expenses in return for positive publicity. At the conclusion of the fundraiser, be sure to evaluate the project. Determine areas that need improvement and keep records of the things that worked so the club can implement an even more successful project next time. Remember to plan carefully, promote aggressively and give every member an opportunity to take an active part in your club s fundraising efforts. Public Relations Committee This committee is responsible for gaining awareness, recognition and promoting a favorable image of your Exchange Club to the public. A strong public relations committee is essential to gaining new members or sponsors. Image The most effective public relations a club can acquire is through its members. Exchangites should continuously create public recognition, understanding and confidence in the goals and principles of Exchange. Clubs should strive to be recognized as an asset to the community. The committee should encourage all members to wear the official lapel pin and Exchange attire, to display Exchange Club certificates and plaques, and to display club emblems and Exchange oval stickers on their vehicles. The committee should also recommend the display of Exchange Club road signs and 21

24 CLUB COMMITTEES ensure all printed material, bulletins and projects be clearly identified with the official, registered Exchange Club emblem and name in a prominent location. Publicity The news media are interested in conveying news which highlights people helping to build a better community. When an Exchange Club is doing something worthwhile in a city or neighborhood, this provides an excellent opportunity to gain recognition from the local media. Send news releases at every opportunity. The committee should also try to establish media relations by contacting the local print and broadcast editors, and asking them how the committee can work best with them to attain the greatest amount of news coverage. It is a good idea to become familiar with the specific submission requirements for both print and broadcast media. The committee should publicize every possible event such as fundraisers, service projects, election of officers, social events, and noteworthy speakers. Exchange Today is another good source of publicity. Exchange s national magazine is always interested in outstanding news. Complete information, along with quality photographs, should be sent to the editor immediately after the event. Sample news releases for many club events, as well as publicity tips and pointers can be found on the PR/Marketing page of the Member Resources section of Exchange s website. Contact the Communications Department for more information or assistance with your club s public relations efforts at commun@ nationalexchangeclub.org. Leadership Development/Education Committee This committee has a two-fold purpose: to arrange interesting, informative, and entertaining programs; and, to familiarize members with the history, policies, and activities of the local club and The National Exchange Club. In larger clubs, these duties may be divided into two subcommittees: Programs and Exchange Education. Programs The Leadership Development/Education Committee should develop a plan for the entire year s meeting programs. After the plan is approved by the club s board of directors, the committee can begin arranging for speakers and programs. There are many sources from which to secure speakers at little, or no, cost. Many of the following groups generally provide speakers: Chambers of commerce Boards of education Colleges and universities Government agencies Newspapers, radio and television stations City or school libraries Industries Churches and synagogues Medical and dental associations Hospitals Bar associations Toastmasters clubs United Way agencies Athletic organizations and teams Historical and art museums National and district Exchange Club officers in the area should also be considered as prime speaking possibilities. Social Committee This three-part committee has the responsibility of keeping members happy and satisfied with their Exchange Club memberships. The membership should be able to enjoy the friendship, fun, and ambiance of Exchange. Camaraderie Committee members cultivate and sustain an enthusiastic and friendly atmosphere by ensuring each member feels welcomed exchange education Another key responsibility of the Leadership Development/Education Committee is to familiarize new members with, and remind all members of, the history, policies and accomplishments of the local club and The National Exchange Club. The best way to inform members about Exchange is to designate a member to give a short Exchange education presentation at each meeting. It is often more effective to assign a different member at each meeting. The National Exchange Club publishes numerous materials that are well suited for Exchange education, including Exchange Education and America s Service Club the History of The National Exchange Club (both available from the Exchange Market); and this guide. 22

25 and involved in the club. Two committee members should be the greeters of the club. The greeters are stationed near the entrance before and after the meeting to assure proper greetings and seating of all club members. The committee members should see that members wear identification badges at each meeting. Another responsibility is to extend appropriate expressions of sympathy whenever needed. All visitors should be welcomed and introduced by the committee. If a visitor is a national or district officer, or other dignitary, the committee should provide a seat at the speaker s table. New Exchangites should serve on this committee for several weeks to get to know the members, customs, and procedures of the membership. Meeting Conditions The second role is to ensure the quality of meeting conditions. This includes researching prospective meeting places, considering proximity, cleanliness, parking, privacy, quality of food, service, cost, entertainment, and any other special requirements desired by the membership. After the committee has received the board of director s approval of the meeting place, catering standards and agreements should be established with the meeting place management. The committee also coordinates table and room decorations at all meetings and other functions. The committee should make sure that the Exchange Club banner, bell and gavel, lectern, and the American flag are displayed properly and proudly, and arrange for their safekeeping between meetings. InterClub Functions The third purpose is to broaden acquaintances among Exchangites, promote inter club networking and encourage cooperation in all phases of Exchange functioning. A meeting between Exchange Clubs in nearby communities best exemplifies the inter club meeting approach. An inter club meeting should be planned far enough in advance for sufficient preparation and to invite nearby national and/or district officers. Many clubs have found that Exchangite speakers and Exchange topics are more effective for interclub meetings. CLUB COMMITTEES the continued success of the club. The Exchange MarketPlace has You are Missed postcards available for purchase. A guaranteed way to boost attendance is to run a quality Exchange Club meeting. Programs must be interesting, and meetings should start on time and follow a planned agenda. Good food, service, and networking are essential to a member s continued satisfaction. Another effective means of stimulating interest in meetings is through a well-written club bulletin, published as often as possible. The bulletin should include news on all club activities, special district and national programs, and information about members personal and professional accomplishments. The attendance committee should work with the club secretary to ensure the club has a systematic method of keeping attendance records. Keeping accurate attendance records, along with providing each club member with a complete and updated club roster, is generally the responsibility of the club secretary. The committee should also provide special recognition to a member who has had perfect attendance for one or more years. NOMINATING COMMITTEE When electing officers and the board of directors, the president shall appoint a Nominating Committee and shall designate its chairman, who shall present to the club at its annual election meeting the names of those nominated as officers and directors of the club. Additional candidates may be nominated from the floor. All officers and directors shall be chosen by ballot, except when nominations are unopposed, when only a voice vote is needed to elect. A majority of all votes cast shall be necessary for the election of an officer or other member of the board of directors of this club. Attendance Committee The effectiveness and strength of your Exchange Club is directly related to member involvement. This committee, working closely with club officers, should develop an ongoing program to stimulate the attendance and involvement of current members. When members miss two or more consecutive meetings, a friendly telephone call should be made to let members know they are missed and update them on club activities. Emphasize each member s importance and let him/her know he/she is essential to 23

26 DISTRICT the district Clusters of clubs located within a geographic area 24 are gathered together as districts. The district is a vital link in Exchange s organizational structure. The district officers and directors provide leadership and direction to the local clubs, helping them to function more efficiently and effectively. The district leaders coordinate training and educational activities for club officers, and assist them in setting attainable goals and meeting club operating standards. District leaders, with knowledge of club, district, and national policies and programs, help to convey important and useful information to clubs, enabling them to be the best they can be in the areas of program excellence, growth and leadership development. The bylaws list the following purposes of a district: 1. Building local Exchange Clubs. 2. Increasing fellowship among clubs in the district. 3. Strengthening established clubs. 4. Promoting the participation of local clubs in the Programs of Service of The National Exchange Club. District Leadership The officers of the district are the president, president-elect, secretary, treasurer, and immediate past president. If needed, vice presidents may also be elected. These officers, along with a member from each division of the district (known as a district director) elected during a district convention, make up the board of directors. This group is charged with managing the district s activities. At least three times annually (in most cases, once per quarter), the district board meets to conduct business. Club members, and especially club leaders, are encouraged to attend these open meetings to gain a better understanding of the issues and concerns facing other clubs in the district. District Leadership Forums In addition to conferences and conventions, every district should hold a leadership forum before June 30. These gatherings are specifically designed to train incoming club leaders and district directors. The district officers, aided by a volunteer field representative and other knowledgeable Exchangites, provide in-depth training for incoming club presidents, presidents-elect, and immediate past presidents. These officers should make every effort to attend, as this vital training can help set the pace for a successful year. District Committees The district president is assisted by various district committees in planning and implementing programs to assist clubs in meeting their goals. The bylaws call for the following district committees: A. New Club Building B. Interclub/Fellowship C. Exchange Education D. Convention E. Budget and Finance F. Membership G. Public Relations/Marketing H. Audit and Review (optional) Other committees may be established as determined by the district board of directors. The primary purpose of these committees is to assist and work with local clubs. For more information, consult the Leading a Successful District guide. It can be found in the Member Resources section of Exchange s website. District Conventions and Conferences The district convention is an annual opportunity to bring together Exchangites from clubs throughout the district for the purpose of sharing ideas, gaining a broader understanding of the organization, and receiving training on club leadership and management. District conferences are conducted for the same purposes. Every district convention and conference should have time devoted to leadership training, and using the resources of the district, national officers, volunteer field representatives, and National Headquarters staff. District conventions, during which district officers are also elected, are held annually in the late spring. Conferences are generally conducted twice a year, in the fall and mid-year. These gatherings are open to every member, and every Exchange Club should be well represented. District Finances Each district operates with an established budget. Revenue for the district is generated by dues remitted by members through their club to the district treasurer. Most districts submit club statements quarterly. Clubs should remit dues promptly to ensure the district s financial stability.

27 information and assistance Club leaders should keep in mind that the district director is available to offer assistance, answer questions and provide useful information whenever the need arises. Most district directors have served as club president and consequently have valuable hands-on experience which they will be pleased to share with other club leaders. Club officers and other members should take full advantage of the district director s Exchange expertise by maintaining close contact and welcoming suggestions. If you do not know how to get in contact with your district director, call your district president or National Headquarters. District Resource Team There has always been a need for active volunteers on the club and district levels to help clubs with membership growth, training officers, and program excellence. The district resource team helps the volunteer field representatives (described in the next section) in these areas. Resource teams include past and present district officers and individuals who would like to become volunteer field representatives. For more information about the district resource team, contact the district president. District Bulletin Every district publishes a bulletin, in most cases on a quarterly basis. Copies of the district bulletin are distributed to every member in the district to share news of events sponsored by local clubs, provide information on district and national programs, and carry out Exchange education. Clubs are encouraged to regularly submit local news and story ideas to the district bulletin editor. The District Director The district director, a member of an Exchange Club in his or her division of the district, represents the district in guiding, training, and providing service to the club. The district s main purpose is to render helpful assistance to its Exchange Clubs. This assistance is provided most effectively through personal contact by a knowledgeable and capable district director. The director develops a relationship with each club in the division and is responsible for: 1. Planning and conducting leadership training for club officers and directors in cooperation with club presidents. 2. Working with the club president to help establish goals relating to program excellence, growth, and leadership development. 3. Encouraging the adoption of club standards. 4. Providing direction in membership recruiting and club building activities. 5. Visiting clubs and reporting to the district president on the status and activities of clubs. 6. Acting as a communications link to clubs: a. Being knowledgeable of Club, District, and National Bylaws, policies, and programs. b. Relaying to clubs information from the district and The National Exchange Club. Note: To become a district director, a member must first serve a term as a club officer. District Director Visits In an effort to develop a strong, supportive relationship with each club in the division, the district director must communicate with clubs regularly and visit club meetings, including fundraising events. The number of visits to each club varies depending on the particular club s circumstances. A club with a strong and active membership, which meets or exceeds standards and goals, may require only one two visits during the year. A club requiring special assistance in some area, or that does not meet standards, may benefit from additional visits and support. 25

28 EXCHANGE National Board of Directors 26 the national exchange club The National Exchange Club is a nonprofit corporation, organized and operated exclusively for educational purposes. As stated in the National Bylaws, the purposes of The National Exchange Club are: 1. To charter clubs. 2. To educate, improve, and develop the capabilities of its members. 3. To encourage, promote, and supervise Exchange Clubs. Our national organization helps strengthen clubs, offers leadership development opportunities, and assists with new club building. vision A strong America, safe communities, and unified people. Mission statement Exchange, inspiring communities to become better places to live. History The first Exchange Club was formed in Detroit, MI, on March 27, 1911, by Charles A. Berkey and 12 of his friends and associates. Although the Exchange Club officially organized and acquired its name that year, as far back as 1896, a group of business and professional men began to meet informally during the lunch hour to exchange ideas and information. Community service soon became the focus of club activity, and word of the organization spread. In 1913, an Exchange Club was formed in Toledo, OH. Soon, there were Exchange Clubs in Cleveland, OH, and Grand Rapids, MI. Representatives of these clubs met in Toledo in August 1917, and formally incorporated The National Exchange Club as a nonprofit, educational organization. Unity for Service is the officially adopted motto of Exchange, and our official colors are blue and gold. Structure There are more than 650 local Exchange Clubs, made up of nearly 20,000 members throughout the United States and Puerto Rico. The organization is divided into Exchange regions, and each region is made up of districts, each of which is further divided into divisions. The officers of The National Exchange Club include a National President, National President-Elect, National Treasurer, Executive Vice President, Immediate Past National President, and regional vice presidents. Each regional vice president works closely with the district presidents within the region, helping them establish goals, monitoring progress, and assisting in training. National Committees The National Bylaws call for the following committees: Jurisprudence and Laws This committee approves the form and usage of all amendments to the National Bylaws. It also approves all proposed amendments to the District and Club Bylaws to ensure they do not conflict with the National Bylaws, or substantially deviate from the standard bylaws adopted by Exchange s National Board of Directors. Budget and Finance This committee presents the annual budget of The National Exchange Club to its National Board of Directors. The committee also selects an independent auditor to conduct an annual audit. Leadership Opportunities Exchange offers men and women unlimited opportunity for leadership, service, and recognition at the club, district, and national levels. All members should be encouraged to take full advantage of the many leadership development opportunities available to them. Volunteer field representatives are intentionally recruited Exchange volunteers. They are endorsed by their district and trained to improve the capabilities of members, clubs, and districts. Volunteer field representatives will, upon request: 1. Conduct permanent organization procedures for new clubs, including officer training. 2. Implement leadership seminars at district educational conferences and conventions. 3. Assist in the implementation of leadership training for club and district officers 4. Facilitate new club building seminars. 5. Serve as interim district director in areas of vacancy. 6. Assist as part of the New Club Building Committee. For more information on how a volunteer field representative can assist your club or district, contact Exchange s growth team.

29 policies In its management of the activities of The National Exchange Club, the board of directors formulates policy which is applicable to the operation of Exchange at the national, district and club levels. The following policy statements are of general interest. Additional policy statements may be found on the website under Member Resources g Bylaws & Policies. Political Campaigns and Legislation The National Exchange Club and local clubs chartered by it are nonpartisan, educational organizations. All activities of local Exchange Clubs should be selected and supported purely on their own merits, without any alliances with political groups. An Exchange Club should not give endorsement to any individual for political office, nor should it attempt to influence legislation. A club should not permit itself to become an instrument of any political party that may seek its influence, nor should it permit itself to be used for a political purpose by an individual or group. Trademark The National Exchange Club s collective service mark name, emblem, and motto Unity for Service is registered as a trademark with the Patent Office of the United States. Under trademark laws, The National Exchange Club must exercise complete authority of the use of this service mark in order to protect its registered rights and prevent its name and emblem from becoming public property. Permission to use its service mark will be granted only if the contemplated use is appropriate to the ideals, objectives and traditions of The National Exchange Club. Alcoholic Beverages The National Exchange Club encourages chartered clubs to adopt a policy prohibiting the serving or drinking of alcoholic beverages from the start of a club meeting to its end. National Representatives A national representative, assigned by The National Exchange Club, can be a valuable and beneficial resource at district and club activities. The national representative should be the principal speaker at the event, and be available to assist the district in matters related to standards, policies, programs, and objectives. Typically, your national representative at club and district functions will be the respective regional vice president. However, the National President may designate another National Board of Directors member. Requests for the attendance of a national representative at a district or club activity should be made in writing to the Executive Vice President at least six-eight weeks before the event. The request should include the date, time, place, suggested dress, and occasion for the representative s visit. National Convention Exchange hosts its National Convention each year at a time and place designated by the Board of Directors. Each chartered Exchange Club is entitled to voting representation at the National Convention as outlined in the National Bylaws. Representatives elect national officers and vote on amendments to the bylaws; a variety of educational seminars are presented; national awards are presented to deserving members, clubs, and districts; and numerous public figures and Exchange Club leaders address the Convention body. National Project: Prevention of Child Abuse Exchange s Child Abuse Prevention (CAP) Services oversees a nationwide network of more than 65 Exchange Club Child Abuse Prevention Centers and Exchange Parent Aide programs. These centers utilize professionally trained Parent Aides who work with families at risk of abuse or where abuse has occurred. To date, more than 778,400 families and 1.8 million children have been helped by Exchange Club CAP Centers. National Headquarters CAP Services acts as a national resource center and clearinghouse to all Exchange Clubs wanting to conduct child abuse prevention programs in their communities. The National Exchange Club promotes National Child Abuse Prevention Month each year in April through a variety of initiatives, including the Believe in the Blue campaign ( and distribution of CAP-related materials that include the Child Abuse Prevention Project Guide (available on the website under Member Resources g Programs of Service Guides). The guide offers proven child abuse prevention ideas for clubs and centers to organize locally. CAP Services also provides clubs and centers with current child abuse prevention information. Another focus is the prevention of Shaken Baby Syndrome. September is recognized as Baby Safety Month, and clubs and centers are encouraged to develop local baby safety projects and campaigns. If an Exchange Club is interested in developing a local Exchange Club CAP Center, CAP Services provides technical assistance to facilitate the establishment of the new center. 27

30 FOUNDATION future of the programs of Exchange. Gifts made to the Berkey 28 Mission and Structure The National Exchange Foundation (NECF) is a 501(c) (3) charitable organization administered by a board of elected volunteer trustees made up of Exchange Club members from across the country. The NEC Foundation s mission is to raise and provide financial resources for The National Exchange Club and its Programs of Service, including its National Project, the prevention of child abuse. NECF Supports Exchange s Programs of Service While the NEC Foundation helps fund the National Project, prevention of child abuse, it is also committed to sustaining Exchange s Programs of Service. Whether conducting Americanism, Community Service, or Youth Projects, the NEC Foundation supports all of Exchange s areas of service through resource development. Ways to Support the NECF The NEC Foundation cannot exist without the generous support of Exchange Clubs, Exchange members, and other generous donors. The following funding opportunities help enable the NEC Foundation to build a strong financial base to solidify its mission. Tributes Honoring or memorializing a loved one through a charitable gift is a meaningful way to pay tribute to someone special, while assuring that worthwhile values continue to improve communities. The NEC Foundation will notify the family or person that a gift has been made in his/her honor or memory (not the amount of the gift). Annual Giving Donations are essential and provide flexible, immediate funds for program and operating expenses. Consider making a yearly individual or club gift, so that the NEC Foundation can continue supporting Exchange s vital Programs of Service and our National Project, the prevention of child abuse. Exchange Strong Club Giving An annual opportunity for Exchange Clubs to help support Exchange s Youth Programs including our National Project. Your club can help make a positive difference in the lives of children and families with a gift to the Campaign for Kids. Berkey Fellowship Named in honor of Charles Berkey, the founder of Exchange, this prestigious fellowship is comprised of outstanding supporters who recognize the value of sustained giving, and make a donation of $1,000 annually to secure the the national exchange club foundation Fellowship become part of the Endowment Fund. Current Berkey members are invited to attend the Berkey Dinner at the National Convention. Heritage Society Make a powerful statement of commitment to the future of Exchange by considering the NEC Foundation in your estate planning. Once notified of your intent to include NEC Foundation in your estate, you will be acknowledged as a Heritage Society member. Ocean Campaign Just as an ocean is made up of individual drops, a fundraising campaign is made up of small, individual donations that, when combined together, can create a big impact. Clubs collect donations in special containers during every meeting and return the funds to the NEC Foundation. Passthrough Grants Donations to local Exchange Clubs are not tax deductible, as most clubs are 501(c)(4) organizations. Because the NEC Foundation is a 501(c)(3), donors can make deductible gifts; then the local club can submit the Passthrough Grant form with the donation, requesting the money for its project. Additional giving opportunities such as AmazonSmile and Bravelets Jewelry, are frequently featured on the NEC Foundation page of Exchange s website and Exchange s social media sites. The AmazonSmile Foundation will donate 0.5% of the purchase price from your eligible AmazonSmile purchase, and Bravelets Jewelry is made to help people be brave during tough times. Methods of Giving The NEC Foundation can receive gifts by mail, online, and through direct deposits and electronic fund transfers. What can be given? Cash, checks, credit/debit cards. Retirement Funds For donors older than 70 ½, a yearly distribution must be taken from certain retirement accounts; these funds are often used for charitable gifts because of the favorable tax treatment. Insurance Various options are available based upon individual circumstances. Stocks Gifts of appreciated securities or stock can be one of the most advantageous ways of giving. If you have owned the stock for more than one year, you may deduct the full fair market value and bypass all capital gain taxes. If you have any questions about charitable giving, contact the NEC Foundation office to discuss your personal situation. As with any gift, check with your personal advisors (i.e. accountant, attorney, financial planner, insurance agent, etc.) before making a decision.

31 HEADQUAR national headquarters National Headquarters Providing Value for Your Membership National network of like-minded individuals Administrative support Public Relations/Marketing tools Club expansion materials and ideas Assistance with club operations and member education Customizable club projects and fundraising ideas Officially-licensed Exchange Club merchandise Umbrella insurance coverage Current and interactive website and member resources page Leadership development Established Bylaws and policies National Exchange Club Foundation Exchange Today Magazine Learn more about your membership s value at NationalExchangeClub.org. NationalExchangeClub.org memberservices@nationalexchangeclub.org