Cardinal District Fall Meeting Salt Fork State Park November 8, 2014 All successful Civitan clubs accomplish these components annually, especially those that earn honor club recognition consistently. The five key components in club development are: 1. Officer training 2. Monthly board meetings 3. Conducting service projects 4. Regular Meetings 5. Interaction Communications Component One Officers Properly Trained The current president along with the board of directors must make sure the incoming president and president-elect attend the annual. Likewise the current president/board should make sure the incoming secretary and treasurer complete the offered through Civitan International s website. Also the incoming president should take time to review the role and job description with the incoming club directors as it is explained in the club bylaws. Plus he/she should work with each appointed committee chair reviewing the job description for his/her position as outlined in the bylaws or the club s policies.
Component Two Hold Monthly Board Meetings Monthly, schedule a board meeting at a different the regular meetings. (Sample board agenda is on the Club Resource CD.) than Conduct the meeting at an include a light meal or snacks/refreshments.. Plan to Assist treasurer and president with preparing and approving an and review the budget monthly. (Sample budget is on Club Resource CD.) Discuss items occurring over the next month/quarter: Have committee chairs give reports: speakers, service, fundraising, support/donations, membership/recruitment, newsletter, and publicity. During August or September plan to conduct an annual with the outgoing and the new board to plan, evaluate, and discuss.
Component Three Conduct Projects Benefitting the Community Survey the membership for (sample is on Club Resource CD). The Project Menu from Civitan International contains a list of projects that other Civitan clubs have accomplished http://civitan.org/wp-content/uploads/2014/04/projectsmenu.pdf Annually the club needs to conduct a. This is a project that they can call their own and in which all or most of the members participate. Be sure the project chair (Documentation should include timeline, supplies needed, subcommittees involved, cost, recommendations for improvement, etc.) Component Four Conduct Informative Regular Meetings Quality meetings are informative with good fellowship and networking, nice meal/snacks, a great speaker, A sample agenda on the Club Resource CD includes: Guest speaker of interest at each meeting. Short business session with project reports and updates. Announcements of club interest and upcoming social event. Recognition of accomplishments of members (Civitan and non- Civitan). Door prizes, 50/50 raffles.
Annual special meetings and gatherings Conduct a minimum of two annual business meetings: 1. (during March to May). 2. (September or October). Conduct two Membership Recruitment Meetings each year: 1. 2. Conduct two Civitan educational programs each year: Examples: Initiate new members: Conduct initiation at a regular meeting,. Invite district to initiate new members. Present new member with a lapel pin and a new member packet that includes the club s latest. Annual banquet: Annual Installation and Awards Ceremony (August/September) Plan a special occasion, perhaps a Saturday night affair. Invite district governor-elect or another district officer to install the next year s officers. Present certificates and awards to deserving recipients. Socials: Three or four social outings annually examples: Seasonal party (Halloween, Thanksgiving, holiday) Spring/summer family picnic
Friday/Saturday night social or progressive dinner (at member s home or office) Civitan Night at local sporting event (baseball, hockey, etc.) Bowling night or softball, volleyball, croquet, etc. Outside the club Civitan meeting attendance Have club representative (usually president or president-elect) attend: Component Five Interaction Continuous Communication/Publicity Members need to hear from the people in charge through! Newsletter: It is crucial that members receive a newsletter monthly or bi-monthly. Be sure it includes a calendar and lots of praise and recognition. Email announcements and letters. Set up a phone (ding-a-ling) or email committee to remind of meetings and other up-coming events. Quarterly give updated rosters to members. Arrange publicity in local newspaper. Maintain club website Facebook.