Effective management for club secretaries the CLUB SECRETARY

Effective management for club secretaries

the CLUB SECRETARY! the president’s right-hand person. So, what do you do?

You are the communication hub for your club! Stay up-to-date on records and reports: Membership Activities Board of Director Meeting Minutes Reports to District and National Headquarters Club Meeting Minutes : Distribute At least 24 hours prior to meeting, Include Attendance, and balance from Treasurer’s report

Assists the clubpresident to ensuresuccess! Receive and acknowledge all club correspondence. Key Items include: Accuracy of Club roster in database, record & distribute club & Board meeting minutes, file reports accurately & timely with district and National Headquarters Communicate with district directors, district Officers, and National headquarters. Uphold national, district, and club bylaws. Attend and participate at district convention and conferences, and National Convention. You’re super important!

Take the online course!

Get a Copy of …“Leading a Successful Club” Guide And Club Bylaws Available 24/7 on Exchange’s Member Resources Page via your computer, smartphone, and Tablet.

What’s in the “Leading a Successful Club” Guide Two pages that give an overview of club secretary responsibilities.

PLANNING CALENDAR! Download it, AND access the Google Calendar!

Keeper of the DATES! Administrative year begins July 1 st Check for award deadlines ! There are several months with deadlines, and you don’t want to miss one of these. It can cost your club the Big “E”!

ADMINISTRATIVE YEAR BEGINS DUES PAYMENT TO NATIONAL HEADQUARTERS NATIONAL CONVENTION CLUB PROGRAM DEV. MTG REPORT DUE TO HEADQUARTERS DISTINGUISHED CLUB, SECR. , TREAS. AWARD DEADLINES “BABY SAFETY” MONTH PATRIOT DAY July 10 July 15 Aug. 1 Sept. 11 1 ST QUARTER

CRIME PREVENTION MONTH FIRE PREVENTION WEEK DUES PAYMENT TO NATIONAL HEADQUARTERS NATIONAL DAY OF SERVICE “ONE NATIONAL UNDER GOD” MONTH IRS FORM 990 DUE October Oct. 10 October November Nov. 15 2 nd QUARTER

DUES PAYMENT TO NATIONAL HEADQUARTERS “NATIONAL COMMUNITY SERVICE” MONTH EXCHANGE’S ANNIVERSARY Jan. 10 February March 27 Send in voting card to the national headquarters* March 31 *voter must be registered for convention no later than 7 pm Thurs prior to convention voting 3 rd QUARTER

“CHILD ABUSE PREVENTION” MONTH OBSERVE “BLUE MONDAYS” SUGGESTED CANDIDATE FOR NATIONAL OFFICE DEADLINE April Every Monday in April 120 days from opening of National Convention submission award deadline DUES PAYMENT TO NATIONAL HEADQUARTERS CLUB OFFICER ELECTION Reported in database June 1 April 10 April 30 4 th QUARTER

“FREEDOM SHRINE” MONTH May NATIONAL OUTSTANDING SERVICE AND FUNDRAISING PROJECT, PR AWARD AND BEST WEB VIDEO AWARD DEADLINES May 15 CARE AWARD DEADLINE May 31 PROPOSED AMENDMENT DEADLINE 60 days from opening of Natl Conv NATIONAL EXCHANGITE OF THE YEAR, ALL-AMERICAN VOLUNTEER OF THE YEAR, YOUTH & A. C. E. OF THE YEAR DEADLINES June 1 CONVENTION CREDENTIALS DUE TO NATIONAL HEADQUARTERS June 1 ADMINISTRATIVE YEAR ENDS June 30 AWARDS & CAMPAIGN FOR KIDS FUND SUBMISSSION DEADLINE June 30 4 th QUARTER

Meeting Agenda

Membership Guru! Become familiar with elections and reporting of new members make sure dues are collected Make sure the New Member Application: Filled out by the new member for accuracy approved by club’s board of directors National $20 joining & club dues paid Application entered in database with name of sponsor new member kit & magazine is then mailed to the new member

Member CATEGORIES CATEGORY ACTIVE-HONORARY AT-LARGE LIFE HONORARY BUSINESS COLLEGIATE EXCEL/JR EXCEL ASSOCIATE FAMILY ACTIVE MILITARY VOTE YES YES NO YES HOLD OFFICE YES NO YES PAY DUES YES NO ONE-TIME FEE DUES PAID BY CLUB YES YES YES* *National dues may be waived for active military members who are currently deployed

ADD Member Information

ADD Officers

Update Member Information

Drop Members

New Member orientation

Participation in the Programs of Service

Update Club Information

The History of Your Club

Apply for National Awards! Reasons to apply for Awards! Individuals deserve recognition The club benefits It helps attract new members It helps members professionally

National Website: National. Exchange. Club. org Member Resource page • Club Resources • Club Building • Bylaws and Policies • Forms • PR and Marketing • Exchange University • Currents • Shop at www. buyexchange. org • Exchange Today • and more!