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Lincolnland District

Lincolnland District

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Lincolnland District

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  1. Lincolnland District Club Officer and Board Member Leadership Training Sessions Spring 2014

  2. Lincolnland District Invocation Pledge I pledge Allegiance to the flag of the United States of America and to the Republic for which it stands, one nation under God, indivisible, with Liberty and Justice for all.

  3. Agenda • National Exchange • Lincolnland District • Leadership Responsibilities • Resources • Notes and News • Clubs’ Best Practices • Open Forum

  4. National Exchange • Founded in Detroit on March 27th, 1911 • Headquarters is in Toledo, Ohio • America’s Service Club • 12 regions • 31 districts • 669 clubs as of 12/31/13 • Approximately 20,000 members

  5. 2013 - 2014 National Exchange National President Don Wright (Murfreesboro, TN) National President-Elect Tom Karnes (Detriot, MI) National Treasurer Anne Marie Logue (Gettysburg, PA) Immediate Past National President Lou Molitor (Waukegan, IL, and Kenosha, WI) Executive Vice President Tracey Edwards (Toledo, OH)

  6. Lincolnland • 4th largest district in Exchange • In Region 3 with Wisconsin – UP, Minnesota, and Dakota Territory districts • 11 divisions (12 numbered divisions, but no Division 8) • 26 clubs • 1088 Lincolnland Exchangites

  7. Lincolnland • Division 1 – ALL, Gurnee • Division 2 – Grayslake, Round Lake Area • Division 3 – Bolingbrook, Naperville, West DuPage County • Division 4 – Aurora, DeKalb-Sycamore Area, Tri-Cities • Division 5 – Bloomington, Joliet • Division 6 – Aledo, Quad Cities • Division 7 – Champaign, Rantoul, Urbana • Division 8 – Open • Division 9 – Charleston, Mattoon • Division 10 – Beardstown, Quincy • Division 11 – Alton, Belleville • Division 12 – North Chicago, Waukegan, Zion

  8. 2013 – 2014 Lincolnland • District President Emy Trotz (Naperville) • District President-Elect Bill VanKeuren (Mattoon) • District Secretary Sandy Southworth (Naperville) • District Treasurer Lisa Alsip (Grayslake) • Immediate Past District President Mike Oster (LMV, Gurnee, Grayslake) • Region 3 Vice President Jim Ruzon (Joliet, IL)

  9. 2013 – 2014 Lincolnland • Division 1 Director Millie Lang (ALL, Gurnee) • Division 2 Director Cynthia Lee (Grayslake, Round Lake) • Division 3 Director Janet Jacobs (Naperville) • Division 4 Director John Hughes (DeKalb / Sycamore) • Division 5 Director Jim Ruzon (Joliet) • Division 6 Director Joe Johnson (Quad Cities)

  10. 2013 – 2014 Lincolnland • Division 7 Director John Hummel (Urbana) • Division 8 – No Division 8 • Division 9 Director Jerry Parker (Mattoon) • Division 10 Director Joel Koch (Quincy) • Division 11 Director Debbie Marshall (Alton) • Division 12 Director Kim Wood (North Chicago, Zion)

  11. Leadership Responsibilities • Club Officers and Board • President • President-Elect • Secretary • Treasurer • Board of Directors • Division Directors

  12. Club President • Serve as the leader of the club • Effectively manage club activities and ensure the club meets operating standards • Work with club officers, the board, and membership to establish goals for program excellence • Preside at all regular and special club meetings as well as monthly board meetings

  13. Club President (continued) • Prepare agendas for club and board meetings • Lead the club program development meeting • Encourage and appoint qualified members to serve as committee chairs • Assign board members to serve as committee liaisons

  14. Club President (continued) • Communicate with the district and national organizations on club operations and activities • Represent the club at district and national events • Uphold the national, district, and local bylaws

  15. Club President - Sidenotes • You are the face of your club • Be active in your community not only at Exchange Club events • Keep your members engaged in your club’s activities • Plan your year before it starts – develop a calendar • Have a productive Program Development Meeting

  16. Club President - Sidenotes • Set goals – Membership retention New membership growth Meeting attendance • Don’t micromanage your committee chairs • Express your appreciation to committee chairs and club members • Communicate • HAVE FUN!

  17. Club President-Elect • Assist the Club President in managing and leading the club • Preside at club and board meetings in the absence of the President • Become familiar with the chairs, members, and procedures of the club’s committees • Conduct new member orientations • Conduct club officer and board elections

  18. Club President-Elect (continued) • Coordinate with the President and incoming/outgoing Board Members to ensure a smooth transitional period • Perform other duties as assigned by the President or Board of Directors • Prepare to serve as President • Uphold the national, district, and local bylaws

  19. Club President-Elect – Sidenotes • Learn from your Club President • Encourage members to become candidates for leadership positions • Get to know all the operating aspects of your club • Attend as many committee meetings as possible • Plan and prepare

  20. Club Secretary • Maintain accurate records of club membership and activities • Process new membership applications • Record and maintain complete minutes of the Board of Directors meetings • Relay information and submit reports to the district and national organizations regarding club operations, activities, and membership

  21. Club Secretary (continued) • Distribute informational materials received from the district and national levels to club membership • Assist in managing club correspondence with the community

  22. Navigating the Membership Database

  23. We love the new web resources and ability to update information!!  I wish other organizations had it together as much as Exchange!! Susan Clanton, Bowling Green National took the time to assist our club with some issues and did so with a great attitude.

  24. Compiling & Printing Reports

  25. Expand criteria box to filter data Show Month – Current or Previous Org Filter – District or Club

  26. Expand criteria box to filter data

  27. Expand criteria box to filter data Filter to active or inactive members Select all records or individual records Export contacts OR Mailing labels

  28. Mailing Labels Excel Spreadsheet

  29. Club Treasurer • Review all fees, membership dues, and other monies due to the club • Deposit and disburse funds as required by the Board of Directors • Work with an independent bookkeeper to maintain accurate records of the club’s financial transactions

  30. Club Treasurer (continued) • Assist the Board of Directors in monitoring and approving budgets and expenditures • Ensure that key financial forms (such as 990 forms) are filed with the appropriate agencies • Serve as a key member of the club’s finance committee

  31. Club Treasurer - Sidenotes • Drive the budgeting process • Keep operating and charitable funds separate • Pay bills and invoice members in a timely manner

  32. Board of Directors • Direct and coordinate club affairs • Ensure that the club is providing appropriate services for the community • Review and approve the club’s budget and present it to the membership for approval • Review and determine club operating policies and procedures • Report to the club any board action related to general club policy

  33. Board of Directors (continued) • Render decisions or recommendations on matters referred to the board by club membership • Serve as liaison for one or more club committees • Actively support and participate in the programs and events of the club’s committees