Good Morning and Welcome to President- Elect and Secretary-Treasurer Training

Transcription

1 Good Morning and Welcome to President- Elect and Secretary-Treasurer Training Arizona District Optimist International Club Presidents-Elect & Secretary-Treasurer Training Duck in the Desert 2 1

2 S.P.A.C.E.R. Safety Emergency Egress Rest Rooms Purpose/Objectives Next Slide Agenda Code of Conduct Expectations Roles 3 Purpose Objectives of Seminar Acquire a better knowledge of the Club President and Secretary-Treasurer role and function Learn effective ways to lead volunteers, conduct meetings and grow your club 4 2

3 Agenda Morning Session S.P.A.C.E.R. Ted Gaffin and Jim Oliver Opening Remarks Ask the Two Questions Accepting the Challenge Take some Answers Resources for Success Finance and Budgets Optimist OIF Take some more Answers ACPC Take some more Answers Leading Your Team Delegating Committees Afternoon Sessions Conducting Meetings Success Through Growth Membership and Inductions PGI New Club Building Arizona District Incentive Program Goals Workshop External Reporting Wrap Up 5 Welcome & Introductions Code of Conduct Please put phones on vibrate Stay engaged and participate Be respectful of each other Because of the limited time and the amount of material to cover, we will not take a break so please manage your energy (restroom, stand-up, etc.) Expectations Write down on a Post-it what you expect from this training. Roles I am your resource to give the tools and knowledge to have a successful year You need to absorb and ask questions Introductions Your Name Your Club How long have you been an Optimist 6 3

4 Governor Ted s Opening Remarks Ted Gaffin Governor of the Arizona District Optimist International 7 Optimist International Representative Jim Oliver Optimist International Board of Director Member 8 4

5 I Have Two Questions for You Why did you join your Optimist Club? What keeps you an Optimist? 9 Accepting the Challenge 10 5

6 Accepting the Challenge Club President is the Chief Executive Officer of their Club We are in the People Business of motivating and managing the efforts of volunteers 11 Characteristics of a Good Leader Commitment Friendly Optimistic Delegate Smile Promote Fellowship Good Listener Tactful Appreciative Recognize effort Persistence Organized Dependable Speaking ability Caring 12 6

7 Duties and Responsibilities of Secretary-Treasurer Oversee the finances of the Club, collect dues, and pay bills Keep Member records of name, address, phone, attendance, dues payment, birthdays, and anniversaries Keep official minutes of meeting Be communication link between Club and all others; send in reports Help your Club succeed Also highly suggested Provide guidance in adherence to Bylaws Attend Quarterly District Conferences and Zone Meetings 13 Organizing the Records of Your Club Secretary-Treasurers Records Make certain you get your outgoing Secretary-Treasurer to sit down and go over this in detail. Get a good database computer software program to supplement keeping financial and member records Update the Club checking and/or savings account signatures Your Optimist Club is a business. It should operate as a business. Your Club should require 2 signatures on checks written The 2 signatures should be the Secretary-Treasurer and the President or a Vice President No two members of the same family should be signatories on the account. Assist Finance Committee in preparing a budget. Send a Member Directory to all Club Members. Give the Board Members a copy of the Club s Bylaws 7

8 Club Fees and Dues What is the fee for a new Member to join your Club? How much do your Members pay annually for dues? Annual Club Membership fees and dues are set by the Members and are listed in the Club s Bylaws. These dues and fees can be changed by a vote of the general Membership The minimum new Club initiation fee is $30 US. Of this amount $15 US is sent in with the Club Roster Adjustment form as a processing fee. The Club keeps the rest. Annual Club Member dues generally range from $60 US to $120 US. Do you want to include meal cost in the dues? How much are your District Dues per Member? $ How much are Optimist International Dues per Member? Regular Members - $61.68 College Members - $22.74 Life Member - $26 New Member processing fee: $15 Life Membership fee is $ (U.S.) effective October 1, Let s Take a Few of Your Answers Why did you join your Optimist Club? What keeps you an Optimist? 16 8

9 Next Resources for Success 17 Resources for Success People Governor Lieutenant Governor District Committees Mentor Web-sites optimistleaders.org optimist.org Publications Awards Handbook Cons t. & Bylaws Answer books See Web-sites Conferences District (4) OI Convention (July) 18 9

10 Governance of Optimist International Optimist International Board & President Staff in St. Louis & Montreal Regional Vice Presidents District Governor, Exec. Comm. & Board Zone Lieutenant Governors Club President & Board The Functional Unit of Optimist International Member Volunteers 19 E-Optimist Let s take a tour of what is out there at the stroke of a few keys

11 Finances and Budgets 21 Finances & Budgets Finances Youth Fund - Monies raised from the community are returned to the community General Fund - Dues pay for internal social and administrative cost Club dues need to cover the Optimist International quarterly dues, Arizona bi-yearly dues, and leave some for your club Budget Created during Summer for coming year (Oct. 1- Sept. 30) By Club Finance Committee with incoming Sec/treasurer and President Budget Guides available on Web-site under Answer Book It s a way the Board of Directors can approve in advance the expenditures of the Club for the year Board must approve. Can be revised by the Board if necessary 22 11

12 Secretary-Treasurer Handles Club Records Dues Billing and Records Billing of dues to Club Members The dues statements can be sent out Annually, Semi Annually, or Quarterly Always give a per period amount and an annual amount, and a past due amount if applicable Use a collection system that is firm but understanding is key to keeping members current A treasurer who handles this well can encourage a strong, stable Membership roster Member Records Names, addresses, day and evening phone numbers for distribution to other Members as a directory Birthdays and anniversaries - to recognize and observe Members for these personal occasions. Attendance records to encourage and recognize Members who have perfect attendance You will do all member ship adjustments with OI using Optimist Leaders Online 23 Financial Records Your Club is a business Necessary for accountability Board has access to your accounting Keep your records neat and accurate There should be no possibility of misunderstanding Club Secretary-Treasurers should be bonded Cash and checks received are recorded Accurately complete the date and who gave you the money Put in the amount in the appropriate column List the amount to be deposited in the last column Disbursements received are recorded Accurately complete the date and who you paid the money to Put in the amount in the appropriate column List the amount to be paid out in the last column 24 12

13 Form A Tax Season Reminder for U.S. Clubs February 13, 2008 In 2007, Optimist International received a letter from the Internal Revenue Service alerting the organization about new filing requirements that will affect many Optimist Clubs in the United States. All clubs MUST now submit a 990 in some form regardless of the amount of money your club brings in How to Submit Form 990 Form 990-EZ Form 990-PF 990 e-postcard Consequences of Not Filing The PPA requires the IRS to revoke the tax-exempt status of any organization that fails to meet its annual filing requirement for three consecutive years. Therefore, any organization that does not file the e-postcard, or a required information return Form 990, Form 990-EZ or Form 990-PF, will have their taxexempt status revoked as of the filing due date of the third year. For more information about the new requirements, Optimists can visit 25 Incorporation Is your club incorporated? You do not have to be incorporated, but it does protect your club officers and club members from personally be sued There is cost for initial incorporation and an annual fee to maintain your incorporation For more details go to the Arizona Incorporation Commission website. At:

14 Fund Raising Funds raised from the community and from non-optimist are held in a Youth Fund They may be held in a separate bank account or they may be managed as a part of the regular bank account Generally funds raised from the community must go back to the community in the form of youth and/or community service projects All fund-raisers should comply with local and state/provincial and federal laws In most cases raffles require securing a license in advance. What are some possible fund-raisers for your Club? Raffles Product sales Child identifications Food sales Traffic collections Bingo 27 OI Foundation Donations supports Scholarship and Optimist International For the Benefit of the Club: Club Campaign Fund Pass Through Program Club Grant Program Scholarships $365 Club For Individuals: Dime-A-Day Century Circle Presidents Club Women s Philanthropy Council Friends of Today Christian D. Larson William H. Harrison Society Friends of Tomorrow Executives Club Contact OIF for details: or 28 Every Club should have a Club Foundation Representative (CFR) 14

15 Let s Take a Few of Your Answers Why did you join your Optimist Club? What keeps you an Optimist? 29 ACPC or Annual Club Planning Conference 30 15

16 What is an ACPC? ACPC is an acronym for the Annual Club Planning Conference It is a meeting between your Lieutenant Governor and your Club s Board of Directors The purpose is to review where your Club is now so you may consider possible goals for the coming year As you go through the process, invite responses and ideas from your new Board of Directors This is usually done before the Optimist year begins and ACPC form will be completed 31 Let s Take a Few of Your Answers Why did you join your Optimist Club? What keeps you an Optimist? 32 16

17 Leading Your Team T.E.A.M. Together Everyone Achieves More! 33 Motivate and Manage Light a fire under your Members (motivate) Run along beside them (manage) What are ways a President can Motivate Volunteers? 34 17

18 Ways to Motivate Be Enthusiastic Be Optimistic Be Friendly/Outgoing Call people by name Listen and Respect Write personal thankyou notes Teach others Invite them to conferences Recognize Thank Appreciate Care 35 Marketing We are the best kept secret Why market? Let the community know who you are and what you do Get new members New club building opportunities 36 18

19 Communications What are the various ways in which a Club President might communicate with club leaders? 38 19

20 What are the various ways in which a Lieutenant Governor might communicate with club leaders? Addressing the club or board members Phone call Personal conversation Newsletter Format letter Personal hand written note Which are more effective? 39 STOP Time for Lunch STOP Time for Lunch 40 20

21 Now that your bellies are full 41 Let s rev up our jets and get back to it! 42 21

22 Communicate Communicate Bottom-line Communicate And when your done with that Communicate some more 43 Let s Take a Few of Your Answers Why did you join your Optimist Club? What keeps you an Optimist? 44 22

23 Delegating Committees 45 How to Ask Member for Help? What you want done Why they would be the one to do it Give them direction and expectations Give them ownership of the task Ask them for ideas to implement Be excited when they suggest actions Be flexible to allow them authority 46 23

24 Things to Ask Greet at the door Pledge to Flag (or Toast) Recruit a new member Arrange a program Lead the Optimist Creed Give an Invocation Sell Raffle Tickets Serve on a Committee Be Chair of a Committee Write Club Bulletin Go to District Conference Visit a new club with you Build a New Club Others? 47 Committees of an Optimist Club Standing Committees Community Service Fellowship Finance Membership New Club Building Public Relations Youth Clubs Program Other Committees Publicity Social Functions Personal Growth Program Bulletin Fund raising 48 24

25 Planning a Committee Meeting Find a convenient place to meet Decide on a convenient time Mail meeting announcement and agenda one week in advance A well planned agenda will ensure a productive meeting 49 At the Meeting Start the meeting on time Define Committee s objectives Encourage each member to contribute Maintain a positive approach Do not rush - it takes time to consider worthwhile alternatives Select the solution nearly acceptable to all Divide responsibilities Adjourn the meeting on time 50 25

26 After the Meeting Report progress and recommendations to the Board Keep in touch 51 Let s Take a Few of Your Answers Why did you join your Optimist Club? What keeps you an Optimist? 52 26

27 Conducting Meetings Presiding at Meetings 53 Presiding at Meetings Board of Director s Meeting General Membership Meeting Committee Meeting Optimists have adopted ROBERTS RULES OF ORDER For official use in Parliamentary Procedures 54 27

28 Presiding at Meetings ROBERTS RULES OF ORDER allows for a diversity of opinions to be considered and allow the majority of the group to decide the issues. 1. Motion Placed on the floor 2. Motion Discussed and Considered 3. Motion Voted for or against 55 Conducting Board of Directors Meetings 56 28

29 Board Meetings Conduct the Business of the Club To oversee projects To oversee use of financial resources To approve or delete club members To formulate and enforce policies 57 Board Meetings Who are the members of the Board of Directors? 58 29

30 Board Meetings Who are the members of the Board of Directors? President Secretary-Treasurer Vice Presidents Directors (May or may not be Committee Chairpersons) Immediate Past President President-Designate 59 Board Meetings Monthly committee reports to the board of Directors build in a way to manage the efforts of the committees with accountability The work of the club is performed by the committees Remember, they are volunteers Secretary-Treasurer Each month a financial summary is prepared called the Monthly Statement of Receipts and Disbursements Given to the Board of Directors for their review Monthly totals are transferred from the Cash Receipts and Cash Disbursements journals and compared to the Club s budget 60 30

31 Board Meetings The Club Secretary-Treasurer records the minutes of the Board Meetings Usually just the motions, who made a seconded, and pass or fail is recorded. These minutes become a permanent record of the club 61 Conducting Club Meetings 62 31

32 A good Club meeting is a result of careful planning and enthusiastic leadership 63 Have you ever attended a bad club meeting? 64 32

33 Have you ever attended a bad club meeting? Started late YES Poorly planned Lack of interest No member participation No speaker No guests Poor meal service Forgot the Creed Forgot invocation Nothing accomplished Didn t have any fun Ended late 65 Who is responsible for having a good meeting? YOU ARE! 66 33

34 Plan the meeting in advance (Timed Agenda) 12:00 Call to Order Start the meeting on time 12:01 Invocation 12:02 Meal service 12:20 Introduce guests 12:21 Induction and/or introduction of New Members 12:23 Introduce Members with Birthdays 12:25 Read New Member proposals 12:28 Committee announcements 12:30 Introduce Speaker 12:31 Speaker s address 12:55 Response to Speaker 12:56 Announce next week s program 12:57 Draw for door prize 12:58 The Optimist Creed 67 1:00 Adjourn on time Fellowship Greeters Name Badges Member Activities Participation Awards and Recognition Activities 68 34

35 Ways to have fun and exciting meeting Invite the District Governor or Lt. Governor Invite District Chairs to present training Invite local celebrities (TV, radio, historians.) Invite public officials (police, fire, librarians, etc.) Have member talent perform Invite your JOOI Club 69 Add Fun and Excitement Fun awards Sergeant at Arms Pictures Smile Welcome Birthdays and anniversaries Make up an award day Always in good taste 70 35

36 Improving Attendance Promote great programs Phone Committee Weekly club newsletter Local newspaper announcements Send the Sheriff out to bring in members who haven t attended in a while 71 More Things to Do Ask your Fellowship Committee for recommendations Encourage, motivate, and inspire your Program Committee to provide the best speakers and programs Publicly Recognize Members for their efforts and achievement and added value to the Club 72 36

37 Success Through Growth Why Grow? New Ideas More projects Better programs More money More friends More resources for getting things done Club achievement Honor and distinguished club status Increased sense of pride New leaders More fellowship Growth = More Service = Success 73 Membership How do we increase Membership? PRIMA Participation Recruitment Induction, Orientation and Enrollment Maintenance and Retention Attendance All we have to do to get a new member is: Just Ask! 74 37

38 Induction and Education of New Optimist Members is a primary responsibility of You as a Club Leader. It is also a privilege. 75 Member Inductions First impressions are important One of the most important events you will do A good induction shows you care Need to plan it carefully and thoroughly A bad induction could leave a poor impression and look like you do not care New Members should be inducted quickly after approval by your Board Keep a couple of new membership kits on hand 76 38

39 How do I perform a proper induction? Schedule a meeting for the induction Advise the Secretary-Treasurer who notifies and gathers all the necessary supplies Participants should include: The inductee(s) The President The sponsor(s) The Secretary-Treasurer The Membership Chair The sponsor(s) should notify the inductee(s) to review what will be going on and when 77 The President should announce the inductee(s) at the beginning of the ceremony The Membership Chair or President should introduce their sponsor(s). The sponsor(s) should introduce the inductee(s) with a brief (2 minute) biography. The President or Membership Chair reads what it means to be an Optimist The President invites the new member to pledge loyalty to the Club with the pledge The President affixes the lapel pin The Ceremony The President affixes the sponsor pin to the sponsor The sponsor should present the new member with a New Member Welcome Kit Explain what is included in the kit The Secretary Treasure should present the new member with a membership card and certificate The President should invite all members to welcome the new member with a round of applause as the President warmly shakes the new member s hand 78 39

40 After the induction Educate fully the new Member on the functions, activities, and projects the Club does in your community. Through the Membership Application - Interest Finder, assign the new Member to a project or activity, and committee. Use Personal Growth and Involvement Program (PGI) 79 Personal Growth and Involvement (PGI) Elements of PGI Presence/Attendance Knowledge of the Organization Activities/Programs Personal Growth/Self Development Growth/New Members Communication The P.G.I. program will make members better volunteers 80 40

41 New Club Building Building a New Club in a community or area that has no Optimist Club is the BEST Community Service Project any Club could ever perform Why Build a New Club? New friends Fellowship Business Contacts Build the roster of your own club Service to children your club cannot reach Betterment of community New enthusiasm in area Recognitions Work with your Lt. Governor and New Club Building Chair Make a commitment Select a site Plan the project Building the Club - Get to work! 81 Recognize Publicly Recognize Members for their effort and achievement and added value to the Club. Consistent and relative to accomplishment List some of the many ways a President can Recognize Volunteers 82 41

42 Ways to Recognize Write a personal note of congratulations or thank you Thank them in person Pat them on the back Smile at them Give the thumbs-up Recognize them from podium Put their name in Bulletin Put their name in Newspaper Give the a certificate Member of the Week Recognize birthdays and anniversaries Handshake Others ARIZONA DISTRICT INCENTIVE PROGRAM MEMBER SPONSORSHIP (includes FOO s): A SPONSOR OF A NEW MEMBER: PIE THE GOVERNOR Sponsor will receive a coupon to Pie the Governor at a District Meeting RECOGNITION OF MEMBER THAT SPONSORS THE MOST NEW MEMBERS (TIE BREAKER- TBD) (Big Degrazia print)(minimum of 5 new members) NEW CLUB BUILDER(S): DISTRICT RECOGNITION FOR BUILDERS OF EXCELLENCE. (Framed Bridge Builder Poem) 84 42

43 ARIZONA DISTRICT INCENTIVE PROGRAM CLUB ON TRACK FOR HONOR CLUB: (Framed Degrazia picture) RECOGNITION TO PRESIDENT EACH QUARTER CLUB MUST BE POSITIVE AT QUARTER END See OI Recognition Program for Honor Club Requirements FAST START BY 1 ST MEETING IN OCTOBER Club must be +1 by meeting RECOGNITION TO CLUB S/T OR SEC & TREAS OF HONOR CLUB AT YEAR END (Framed Starfish thrower poem) ARIZONA DISTRICT INCENTIVE PROGRAM Special Governor Pin (Starfish) will be given to each of the following: New Member Sponsor (including FOO s) Each New Member Each BOE Each NCB Charter Member LT. GOVERNOR: ZONE WITH HIGHEST % IN NET GROWTH FOR THE QUARTER (must be +1) A framed Degrazia Picture plus a $25.00 Gift Card) ZONE WITH HIGHEST % NUMBER OF REGISTRANTS AT CONFERENCE. (Gets to hold District Mascot until the next meeting) 1 st Timers at District Meeting Drawing to select one who receives Registration and Meals at next 86 meeting 43

44 GOALS Our Destination 87 Why Set Goals? GOALS are required so that we know where we are going and when we have arrived GOALS provide focus and direction. Without our GOALS we wander aimlessly and without purpose GOALS provide us with a measuring stick to let us know how we are doing 88 44

45 CLUB INVENTORY?? WHERE are YOU? 1) Financially? 2) Membership? 3) Meeting Attendances? 4) Projects? 5) In the Community? 89 S PECIFIC MAKE SURE YOUR GOAL ARE SMART M EASUREABLE A TTAINABLE ( & Challenging) R ELEVANT (Individual to team & vice versa) TIME-BASED(Deadline spark productivity) 90 45

46 Goal Characteristics RESULTS ORIENTED MUTUALLY AGREED UPON TIMELY CONTROLLABLE POSTED and COMMUNICATED 91 I m # 1! Honor! Setting or Clarifying YOUR GOALS Distinguished! Best Year our CLUB ever had! New RECORD in the number of kids we helped 92 46

47 Road Blocks It didn t work before. No one cares Only Fred knows how to do it Costs too much We don t have the people power There is not enough time to properly plan We will lose money The kids will not show up 93 Set Your Club s Goals NOW This weekend take time to speak with Tom Hogan and ask him what his goals are and expectations from you Take a minute and write down some goals you would like for your club Go back to your clubs and share your thoughts with your incoming board and members Solidify your goals then communicate them 94 47

48 Reporting - Externally Club Roster Adjustment Add and delete Members with this form. Change Member information (address, etc.) New Members receive Optimist Magazine and are covered by our insurance. District and International dues are based on the number of Members at the end of each quarter. The activation date is the date received at Optimist International. (the only exception is the end of the Optimist year - September 30 - use the postmark date) Form must be signed by the Club President and Club Secretary-Treasurer 95 Reporting - Externally IRS Form 990 Due February 15 Form filed annually by US clubs only. One page financial report of Club activity. File only if gross receipts over $25,000 annually

49 Reporting - Externally Officer Elect Report Due May 20 Officer information is mailed out with the supplied information Information supplied to the Districts for their records Every year hundreds of Club leaders do not receive their materials due to incorrect information supplied, or lack of a Club filing this report 97 Reporting - Externally Community Projects Awards (CPA) Due September 30 to District Activities Chair Three page report on service project or activity Share with other Optimist Clubs your great project ideas Awards are given at District and Internationals levels for a number of categories 98 49

50 Reporting - Externally Other Reports New Club Building Permission Request Club Foundation Representative Appointment Youth Clubs Report Annual Club Planning Conference (ACPC) 99 Next Steps TNT100 50

51 Next Steps TNT (46 Days Your Year Starts) Meet with your incoming board of directors and start planning Set goals Projects Budget Fundraising Chairs Programs Newsletter Internet Safety Other Call your Lt. Governor setup the ACPC Ready-Set-Go Your Year is Here! Have fun with it!

52 End of Session Two Good Job!!!