Optimist International Leadership Development Lieutenant Governor Elect Seminar

Optimist International Leadership Development Lieutenant Governor. Elect Seminar Optimist International 1

Team Building Exercise Spend 5 minutes in pairs getting to know as much as you can about one another. Optimist International 2

Self introductions • Come to the front of the room. • Have person to be introduced set down in a chair but say nothing. • The person introducing stands behind the person and introduces the person in the chair as if he/she were that person. • Have the two switch places (seated and standing in back) and introduction is repeated. • Go around the room till are introduced. Optimist International 3

Functions of Lieutenant Governor Optimist International 4

Functions of Lieutenant Governor The Lieutenant Governor is an administrative arm of the district. Your ability to do your job will result in a success zone! Remember, you are the Governor of your Zone! Optimist International 5

What are things you will do and the roles you will serve during the coming year? Optimist International 6

What are things you will do and the roles you will serve during the coming year? Possible answers • Be supportive • Listen • Answer questions • Encourage participation in awards program • Promote service to youth • Install new club officers • Speak at club functions • Conduct zone meetings • Be a liaison between governor and clubs • Do an Annual Club Planning Conference • Promote growth • Build a new club • Be optimistic • Give advice • Submit reports Optimist International 7

What are things you will do and the roles you will serve during the coming year? • Be supportive • Listen • Answer questions • Encourage participation in awards program • Promote service to youth • Install new club officers • Speak at club functions • Conduct zone meetings • Be a liaison between governor and clubs • Do an Annual Club Planning Conference • Promote growth • Build a new club • Be optimistic • Give advice • Submit reports HELP Optimist International 8

What resources will you need during the coming year? • District Governor • District committees • Optimist International staff • District Leaders Handbook • Awards Handbook • Optimist International and Club Constitution and Bylaws • Club President’s Answer Book • Materials on Membership, New Club Building, Programs, Youth Clubs, Service Projects, Fund Raising, and more. Optimist International 9

Roundtable Discussions • How will I get members of my clubs to adopt and work for goals of my District and Optimist International? • How can I make friends and gain trust of my presidents and secretary-treasurers? • How will I, as lieutenant governor, react if a president fails to live up to my expectations? Optimist International 10

Annual Club Planning Conference (Next) Break Optimist International 11

Annual Club Planning Conference Lieutenant Governor-Elect Optimist International 12

What is an Annual Club Planning Conference? Optimist International 13

What is an Annual Club Planning Conference? The Annual Club Planning Conference is a way for the Club Leadership and District Leadership to determine the Organization, Plans and Direction of the Club for the coming Optimist year. The Annual Club Planning Conference can be a key to your success as a Lieutenant Governor. Optimist International 14

When should an Annual Club Planning Conference Be Held? Optimist International 15

When should an Annual Club Planning Conference Be Held? Before October 1 Optimist International 16

Annual Club Planning Conference Who should attend? Optimist International 17

Annual Club Planning Conference Who should attend? Lt. Governor President Secretary-Treasurer Vice Presidents Committee Chairs Other Board Members Optimist International 18

What are the benefits of an ACPC? Optimist International 19

What are the benefits of an ACPC? • Helps Lt. Governor identify administrative problems • Point out specific needs for remedial action • Provide names of key club leaders • Helps club understand the role of the lieutenant governor • Stresses club organization model • Calls attention to functions that might be overlooked • Provides valuable information to the district • Educates board members • Creates good relationship between board and lieutenant governor • Helps build consensus for the coming year Optimist International 20

Club Information District _____Zone____ Club Number_____ Complete Club Name____________ President’s Name _______Phone Number______ Sec-Treas Name____Phone Number______ Lt. Gov Name______Phone Number______ Optimist International 21

Club Information Number of members? _______Club Incorporation number? ________ Day and Time of Meetings? _____ Frequency of Club bulletin? _________ Annual Dues? __________ Are club Bylaws available? _________ New Member Initiation Fee? _____ When were Club policies last updated? ______ Has Budget been approved? _____ US Clubs-When will IRS form 990 be filed? ___ Optimist International 22

Club Organization Club Chair Names Community Service________ Fellowship_____________ Director of Personal Growth_____ Finance______________ Youth Activities__________ Foundation (CFR)__________ Publicity_____________ Programs _____________ New Club____________ Membership____________ Youth Clubs___________ Other ______________ Does your Club Participator in the Personal Growth and Involvement Program? ___ Optimist International 23

Club Goals What Goals have been set by the Club for the coming year? Net Gain in Membership______Friend of Youth Award__________ Sponsor of new Club(s)______ Community Service Involvement Award_____ Honor Club___________ Partner in Education Award_______ Distinguished President______ No. of CPA Entries (Honor Club requirement)_____ Sponsor of Jr Optimist/Octagon/Alpha Club_________________ Optimist International 24

Club Training and Development of Future Leaders Do you plan to present some ‘Skills Development Modules’ at Club Meetings? (examples: Creative Problem Solving, Effective Time Management, Choosing Optimism as a Philosophy of Life, Public Speaking, etc. )___________________ Who will represent Club at District Meetings? __________________ Does your Club offer financial assistance to officers who attend District & Optimist International Meetings? __________________________ Optimist International 25

Club Service in the Community What community/youth serving projects are planned for the year? _________ What fund-raising projects are planned for the year? ______________ What amount does the Club plan to raise from fund-raising projects? $_______ Optimist International 26

Send in the Form! Have the club officers sign and date the form. The paperwork’s not over till the form is mailed! Optimist International 27

Roundtable Discussion • You call a club president to discuss his/her goals and setting up the ACPC. He says, ”the board members don’t have time to meet, he is happy with the club as it is, and he doesn’t need any outside help. ” What is your response? • How do you deal with volunteers such as club president who have negative attitudes? • Role play a typical Annual Club Planning Conference by actually going through the ACPC form and asking questions. The facilitator plays the role of the board by giving answers that typify a marginal club situation. The Lieutenant governors would each take a separate section of the form to complete. Optimist International 28

Reports to Submit • Annual Club Planning Conference Report (November 15) • Zone Meeting Reports (Quarterly, report sent no later than 30 days after meeting) • Club Visitation Report (Held April 1 to July 1, report sent no later than 30 days after meeting) • Annual Club Reviews (October 10) Optimist International 29

Zone Meetings Lieutenant Governor-Elect Optimist International 30

Zone Meetings • Conducted Quarterly • Lieutenant governor arranges and conducts the meeting • President and secretary-treasurer of each club are invited • Other volunteers may be invited • Conduct meeting 3 to 4 weeks before district conference • Often conducted with an evening meal • Make meeting convenient with the majority of clubs. Optimist International 31

Purposes of Zone Meetings Promote Organizational Goals Build camaraderie Share ideas among club leaders Optimist International 32

Objectives of Zone Meetings What do you want to accomplish? Optimist International 33

Objectives of Zone Meetings • • What do you want to accomplish? To empower my club leaders with the information and desire to grow. To determine which leaders are interested in helping me build a new club. To promote Optimist International programs that involve the youth. To evaluate progress toward goals and reestablish goals. Optimist International 34

Objectives of Zone Meetings Lieutenant Governor Elect What do you want to accomplish? Write a short meeting objective for your first quarter zone meeting. You have 2 minutes Share with group Optimist International 35

Zone Meetings Lieutenant Governor-Elect Optimist International 36

Sample Zone Meeting • Set goals and plan of action for first quarter. a. b. c. d. • • Membership New Club Building JOOI Youth Club Building Life Membership Optimist Club and JOOI Youth Club Dues All ACPC Reports due in by November 15 Review Awards program Youth Appreciation Week and Essay Contest Absentee training for those not present for District Convention Review supplies availability and encourage support for line of Official Optimist International products Encourage joint projects with JOOI Youth Clubs Optimist International 37

Sample Zone Meeting • • Give each club representative one minute to brag on a recent project, accomplishment or success. Give each club representative one minute to share a challenge facing them in the near future. Don’t allow the discussion to ramble. Keep a close check on time. Optimist International 38

Zone Meetings Invite a specific District Committee Chair to your zone meeting to give a presentation and promote their specialty. Optimist International 39

Zone Meetings • • • Make leaders feel welcome and valued Recognize accomplishments of others Be friendly Be supportive Be optimistic Optimist International 40

Zone Meetings Turn in your Zone Meeting Report! Optimist International 41

Communications Workshop Lieutenant Governor-Elect Optimist International 42

What are the various ways in which a Lieutenant Governor might communicate with club leaders? Optimist International 43

What are the various ways in which a Lieutenant Governor might communicate with club leaders? Speech at club or board meeting Phone call Personal conversation Newsletter Format letter Personal hand written note Optimist International 44

What are the various ways in which a Lieutenant Governor might communicate with club leaders? Speech at club or board meeting Phone call Personal conversation Newsletter Format letter Personal hand written note Optimist International 45

What are the various ways in which a Lieutenant Governor might communicate with club leaders? Speech at club or board meeting Phone call Personal conversation Newsletter Format letter Personal hand written note Which are more effective? Optimist International 46

Roundtable Discussion • What opportunities will I have to talk with a club leader in a “one-on-one” setting? What would I discuss? • Should I make monthly phone calls to my presidents? If so, what should I talk about and how should I handle the communications? • What opportunities might I have to write letters of newsletters to club leaders? What would I write? Optimist International 47

Optimism & Attitude Next Lieutenant Governor-Elect Break Optimist International 48

Optimism & Attitude Lieutenant Governor-Elect Optimist International 49

Optimism and Attitude = Altitude Our mission is “ to develop optimism as a philosophy of life. ” Optimist International 50

Optimism and Attitude COURAGE “In the end, the only people who fail are those who do not try. ” Optimist International 51

Optimism and Attitude EFFORT “Life does not require us to be the biggest or the best, it ask only that we try. ” Optimist International 52

Optimism and Attitude EXCELLENCE “Some succeed because they are destined to, most succeed because they are determined to. ” Optimist International 53

Optimism and Attitude LEADERSHIP “Do not follow where the path may lead. Go instead where there is no path and leave a trail. ” Optimist International 54

Optimism and Attitude GOALS When the day is over and you have done your best. . . wait the results in peace. Optimist International 55

Roundtable Discussion • You learn that one of your clubs in your zone have not been meeting for the past few months. What do you do? • One of your club presidents has no desire to be an “Honor Club. ” He says that he doesn’t care about “points” and just wants to serve the community. How would you respond? • A president complains to you that they only have 25 members but keep getting billed for 27 members from Optimist International headquarters. Their roster does not agree with headquarters. How would you handle this situation? Optimist International 56

Membership Growth Lieutenant Governor-Elect Optimist International 57

Why Grow? Optimist International 58

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 Optimist International 59

Comprehensive Growth Program • • • Optimist International 60

Comprehensive Growth Program • • • Participation Recruitment Induction/orientation/enrollment Maintenance and Retention Attendance Optimist International 61

Roundtable Discussion • What can the lieutenant governor do to effect growth in their zone? Be specific. Optimist International 62

Roundtable Discussion • What can the lieutenant governor do to effect growth in their zone? Be specific. Possible answers – Lead by example, personally recruit a new member. – Recognize, with enthusiasm, members who bring in new members, recognize clubs that bring in new members – Promote the International and District Awards for growth. – Talk at every opportunity about the importance of “asking” and of wearing the “member recruitment pin. ” – Also, ask others to personally recruit, educate and motivate clubs to address the five concepts of club growth and get officers to attend membership sessions at district conferences. Optimist International 63

New Club Building Lieutenant Governor-Elect Optimist International 64

New Club 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. Optimist International 65

New Club Building The lieutenant governor is the primary person who can inspire the building of a new optimist Club in their zone. It takes only two people to get a project started - the lieutenant governor and an interested club president. Optimist International 66

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 Awards recognition Optimist International 67

New Club Building Get Started • Make a commitment. • Develop a positive attitude. • Select a site. Optimist International 68

New Club Building Plan the project • Organize a New Club Building Committee. • Establish a timetable for completion of the Club. • File a “New Club Building” request form. • Develop a prospect list. • Study your site. Optimist International 69

New Club Building the Club - Get to work! (Continued) • Recruit Charter Members by asking for applications and charter fees. • Encourage every Charter member to personally recruit another member. • Hold weekly meetings, more often if possible. • Communicate regularly with Charter members and prospective members. Optimist International 70

New Club Building the Club - Get to work! (Continued) • Keep Optimist International, District Governor, and District officials informed of progress. • Stay positive and keep that burning desire. Optimist International 71

New Club Building The Organizational Meeting • Make certain the Club is ready. • Prepare for the meeting. • Hold a Pre-organizational meeting. • Must have 60% of Charter members in attendance. • First Board of Director’s meeting. • Orientation session for committee chairs and officers. Optimist International 72

New Club Building The Follow-Up is a Must! • Sponsor Club must complete 90 day program. • Help plan the Charter banquet. • Work with new Club to establish a firm foundation. • Encourage club to become an active member in all District activities Optimist International 73

Roundtable Discussion • How can you, as lieutenant governor, get club members to attend New Club Building seminars? • How can you, a lieutenant governor, create an interest in new club building for volunteers in your zone? • How does someone get started in a new club building project? What resources are available to assist you in building? Optimist International 74

New Club Building Sites What clubs might sponsor a New Club Building project and where might they build a club? Optimist International 75

Goals Workshop Lieutenant Governor-Elect Optimist International 76

Goals • Setting goals is important for personal accomplishment. • Our Awards program reflect worthwhile goals. • Activities reflect positively on the job you doe as lieutenant governor. Optimist International 77

Goals • Write down your goals for determining a direction for your year as lieutenant governor. • Goals should be personal for the person making them. • Goals may stay private with a sense of sincerity or they can be announced to others in the spirit of inter zone challenges. Optimist International 78

Goals Write down the following personal zone goals • New Club Building- How many new clubs do you hope to add to your zone this year? Name the potential site and who might build them. Be as complete as you can without commitment at this point. • Membership- How many members are in your zone? How many new members will you add to your zone as lieutenant governor? How many might you loose to natural attrition? What will be your net growth? • Honor Club- How many clubs in your zone have a history of being an “Honor Club? ” How many Honor Clubs will you have during your year as lieutenant governor? • Write a sentence or two describing what you would like to accomplish with your zone during your year as lieutenant governor. What can you use to measure success of meeting this goal? Write the names of the people who will help you achieve this goal? Optimist International 79

Installing Club Officers Lieutenant Governor-Elect Optimist International 80

Installing Club Officers A function of the incoming lieutenant governor is to install incoming club officers of the zone. It will be the first opportunity to make a first impression on a club. Optimist International 81

Installing Club Officers WHAT DO I DO? Optimist International 82

Installing Club Officers • Call the incoming club president and set up for the officer installation. • Installations should be done in front of the whole club with spouse and special guest in attendance. • The club should pay for your meal. • Use this opportunity to get a commitment from incoming officers toward the success of the club. Optimist International 83

Installing Club Officers I ask for a volunteer to do a model Installation Ceremony in front of the group. You may use either of the two sample “Club Officer Installation” ceremonies on page 48 and 49 of the “District Officers Answer Book. ” Optimist International 84

Role Playing A lieutenant governor before they do the installation will have a few moments to address the club membership. Invite several lieutenant governor’s-elect to stand up and give a one minute enthusiastic speech as if to do the important things they want the club membership to hear. Emphasize to the participants that this is just for practice. Optimist International 85

Role Playing • Recognize the President and Officers • Recognize the recent new member recruit and the new member sponsor pin. • Recognize the projects and impact the club has on its community. • The value of “Honor Club” - note banner patches and the history reflected on their banner. • The excitement of who we are and what we do as Optimists! • Best wishes from the Governor and International President. Optimist International 86

Club Presidents-Elect and Secretary-Treasurer-Elect Training Lieutenant Governor-Elect Optimist International 87

Getting Club Officers to Attend How do you as Lieutenant Governor of your zone get your incoming presidents to attend this training? Optimist International 88

Getting Club Officers to Attend How do you as Lieutenant Governor of your zone get your incoming presidents to attend this training? • Drive together as a zone • Personal hand written invitations • Give Prizes • Honor Club requirement • Emphasize value of training Nothing is more powerful or effective than a personal (or phone) invitation. Optimist International 89

Getting Club Officers to Attend • Education can empower your club leaders to do a good job. • You should promote training for club officers and members at District Convention and the District Conferences. • You will have to teach officer who doesn’t attend personally. Optimist International 90

Closing Remarks Optimist International 91