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Arizona District Optimist International

Arizona District Optimist International. Club Secretary/Treasurer Training District Convention Saturday, August 17, 2013. Arizona District Optimist International. Club Secretary/Treasurer Training. Accepting the Challenge.

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Arizona District Optimist International

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  1. Arizona District Optimist International Club Secretary/Treasurer Training District Convention Saturday, August 17, 2013

  2. Arizona DistrictOptimist International Club Secretary/Treasurer Training Accepting the Challenge What are the characteristics of a good club secretary/treasurer? • Attentive to detail • Be responsible • Be dependable • Be organized • Be friendly • Be optimistic • Smile • Be a good listener • Be tactful • Be appreciative • Be persistent • and Care A PRIMARY DUTY OF AN ADMINISTRATIVE ASSISTANT IS TO HELP MANAGEMENT ACHIEVE SUCCESS

  3. Arizona DistrictOptimist International Club Secretary/Treasurer Training Accepting the Challenge What can I do as Secretary/Treasurer to help my club succeed? • Be optimistic • Deal in realism without being negative • Turn in all reports on time • Apply for all earned awards • Keep accurate records • Share club roster with all members • Be early to all meetings and be available • Recognize the efforts of others • Be open and forthright • Live the Optimist Creed A PRIMARY DUTY OF AN ADMINISTRATIVE ASSISTANT IS TO HELP MANAGEMENT ACHIEVE SUCCESS

  4. Arizona DistrictOptimist International Club Secretary/Treasurer Training Resources for Success • Your Lieutenant governor • District Committees • The Awards Handbook • Other International Materials >>> • District Governor • International Constitution & Bylaws • Club Constitution & Bylaws • Membership Handbook • New Club building Handbook • District Conferences and Convention • International Convention • Optimist International Staff • Club President’s Answer Book • Club Secretary/Treasurer’s Answer Book

  5. Arizona DistrictOptimist International Club Secretary/Treasurer Training QUIZ ..BOWL Part 1

  6. Arizona DistrictOptimist International Club Secretary/Treasurer Training Duties and Responsibilities Oversee the finances of the club: • What is the fee for a new member? • What are the annual dues per member? • How much are your annual district dues per member? • How much are your international dues per member? • What about life members? • Do you know who they are? • Collect fees and dues:

  7. Arizona DistrictOptimist International Club Secretary/Treasurer Training Duties and Responsibilities Keep member records: • name • address • phone (home and work) • fax number • e-mail address • attendance • dues payment • birthdays • anniversaries

  8. Arizona DistrictOptimist International Club Secretary/Treasurer Training Duties and Responsibilities Keep official “minutes” of meetings • Club Meetings • Board Meetings • Special Meetings

  9. Arizona DistrictOptimist International Club Secretary/Treasurer Training Duties and Responsibilities Be a communications link: • Club members • District Officers • International Officers/Staff

  10. Arizona DistrictOptimist International Club Secretary/Treasurer Training Duties and Responsibilities Help your club succeed: By Achieving Honor & Distinguished Club Status

  11. Arizona DistrictOptimist International Club Secretary/Treasurer Training Duties and Responsibilities • Provide guidance in adherence to Constitution and Bylaws • Attend quarterly district conferences • Attend quarterly zone meetings

  12. Arizona DistrictOptimist International Club Secretary/Treasurer Training Getting Started • Should the club separate the duties of the Secretary/Treasurer? • Many large clubs separate (over 75 members) • A club constitution issue (requires vote of the membership) • This training combines the role of the Secretary/Treasurer • Develop a good data base for your club’s finances • Set up a club checking and/or savings account • change club officers’ signature card • general fund and/or youth account • Assist finance committee in preparing a budget • Send a “member directory” to all members • Give the Board of Directors a copy of the Constitution and Bylaws • International/ Club level

  13. Arizona DistrictOptimist International Club Secretary/Treasurer Training Creating a Club Budget • Created at the beginning of each year and approved by the Board. • Helps the board of directors approve expenses in advance. • The Club Finance Chair is responsible for creating the budget. • Compare budget with actual expenditures monthly. • May be revised by the Board as necessary. Roundtable Workshop on Preparing a Sample Club Budget

  14. Arizona DistrictOptimist International Club Secretary/Treasurer Training Fund Raising What are a number of different possibilities as fund raisers? • Raffles • door prizes • 50/50 drawing • Product sales • Child identification • Traffic collections (fine pot) • Bingo • Sports pools • Auctions • Garage Sales

  15. Arizona DistrictOptimist International Club Secretary/Treasurer Training Dues Billing • Send dues statement at the beginning of each period: • annually • semi annually • quarterly

  16. Arizona DistrictOptimist International Club Secretary/Treasurer Training Dues Billing • Send dues statement at the beginning of each period: • annually • semi annually • quarterly • Billing statements are available at Optimist International: • (1-800-500-8130) or www.optimist.org

  17. Arizona DistrictOptimist International Club Secretary/Treasurer Training Dues Billing • Send dues statement at the beginning of each period: • annually • semi annually • quarterly • Billing statements are available at Optimist International: • (1-800-500-8130) or www.optimist.org • Sending an initial statement • Send a past due statement - 30 days • Phone or make a personal contact with member • Action recommended to Board

  18. Arizona DistrictOptimist International Club Secretary/Treasurer Training Member Records • name • address • phone (home and work) • fax number • e-mail address • attendance • dues payment • birthdays • anniversaries How would you suggest someone record the details of the member’s records in the secretary/ treasurer's notebook? What do you believe would be a simple, but fair policy for determining perfect attendance while allowing for a flexible make-up mechanism? What types of simple but adequate database software packages can you suggest that will meet the needs of your club?

  19. Arizona DistrictOptimist International Club Secretary/Treasurer Training End of Training Questions ?

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