Club Officer and Board Member

Leadership Training Sessions

Spring 2014

Lincolnland District

I. Invocation

II. 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.

Lincolnland District

Agenda

• National Exchange

• Lincolnland District

• Leadership Responsibilities

• Resources

• Notes and News

• Clubs’ Best Practices

• Open Forum

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

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)

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

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

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)

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)

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)

Leadership Responsibilities

• Club Officers and Board– President– President-Elect– Secretary– Treasurer– Board of Directors

• Division Directors

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

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

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

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

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!

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

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

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

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

Club Secretary (continued)

• Distribute informational materials received from the district and national levels to club membership

• Assist in managing club correspondence with the community

Navigating the Membership Database

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 GreenNational took the time to assist our club with some issues and did so with a great attitude.

Compiling & Printing Reports

Show Month – Current or Previous

Org Filter – District or Club

Expand criteria box to filter data

Expand criteria box to filter data

Expand criteria box to filter data Filter to active or inactive membersSelect all records or individual records

Export contacts ORMailing labels

Excel Spreadsheet

Mailing Labels

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

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

Club Treasurer - Sidenotes

• Drive the budgeting process

• Keep operating and charitable funds separate

• Pay bills and invoice members in a timely manner

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

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

Board of Directors - Sidenotes

• You are the conscience of your club

• Be active at your club’s events

• Staging area for future club officers

Division Director

• Serve as a member of the District Board

• Provide leadership training to clubs within the division

• Encourage excellence through monitoring of club operations

• Actively support the division’s clubs

Resources

• 2014 – 2015 Club Leader’s Monthly Planner (“The Blue Book”)

• National Exchange Club, 1-800-XCHANGE www.nationalexchangeclub.org

• Facebook.com/NationalExchangeClub• Twitter.com/ExchangeClub• Exchange Today Magazine

Resources• Lincolnland Website,

www.lincolnlandexchange.org

• Lincolnland Link

National Exchange Websitehttps://www.nationalexchangeclub.org/

National Exchange Website

National Exchange Website

Log in with username and password

National Exchange Website

• Log in with user name and password

National Exchange Website

• Log in with user name and password

National Exchange Website

• Log in with user name and password

Lincolnland Websitewww.lincolnlandexchange.org

Lincolnland Website

Lincolnland Website

• Username = member Password = exchange

Lincolnland Website

Lincolnland Website

Resources (continued)

• Experienced Exchangites• Exchangites who previously served as

officers• Your Division Director• VFR (Volunteer Field Representative)

Frank Alberico, frankaexch@gmail.com Dennis Koch, dgkochcpa@adams.net Jim Ruzon, jruzon@comcast.net Scot Warren, swwarren@att.net

Notes and News

• Report your activities to National

- Identifies our successful programs

- Your program may help another community

- Your club deserves the recognition• Lincolnland Exchange Clubs Foundation for Youth

- Provides the funding for Lincolnland’s

Youth of the Year and ACE scholarships

- Can assist your club if you’re not a 501(c)(3)

organization

Notes and News

• The National Exchange Club Foundation- Provides funding for the National Exchange

Club’sPrograms of Service- Americanism- Community Service- Youth Programs- Prevention of Child Abuse

• We need a continued focus on membership retentionand new membership growth / club building

Notes and News

• 2014 Lincolnland District Convention

June 19th – 22nd, Champaign/Urbana, IL

Urbana Holiday Inn• 2014 National Convention

July 9th - 12th, New Orleans, LA

Sheraton

America needs Exchange now more than ever -

Parade the Spirit of Exchange

with Passion & Commitment!

Clubs’ Best Practices

• What makes your club successful?

• What practices does your club have that might help other clubs?

• What does your club do to have fun?

Open Forum

• Questions

• Comments

• Feedback

Mission Statement

Exchange,

America’s Premier Service Club,

working to make our communities

better places to live.

National Exchange Club

Core Values: Family, Community, and Country

Motto: Unity for Service

Programs of Service: Americanism, Community Service, Youth, and the

Prevention of Child Abuse

National Exchange ClubCovenant of Service

Accepting the divine privilege of single and collective responsibility as life's noblest gift, I covenant with my fellow Exchangites:

To consecrate my best energies to the uplifting of Social, Religious, Political, and Business ideals;

To discharge the debt I owe to those of high and low estate who have served and sacrificed that the heritage of American citizenship might be mine;

To honor and respect law, to serve my fellowmen and to uphold the ideals and institutions of my Country;

To implant the life-giving, society-building spirit of Service and Comradeship in my social and business relationships;

To serve in Unity with those seeking better conditions, better understandings, and greater opportunities for all.

Thanks for all you doin the Spirit of Exchange!

Let’s have a great 2014-2015!