Effective Management for club Secretaries

Congratulations! you have been elected Club Secretary! So, what do you do? The club secretary assists the president in the administrative work of the club. Is responsible for keeping all records and recording minutes of club and board of directors meetings. The efficient and well-informed secretary can make a significant contribution to the effectiveness of his or her Exchange Club by keeping members up-to-date on the latest news from the local, district, and national levels. The secretary also keeps these other levels informed of noteworthy club activities through the timely completion of required report forms.

Stay up-to-date on records and reports: 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 The club secretary maintains accurate club records and promptly returns required reports and records changes to the district and National headquarters through the website. Some important items to remember to include in the club meeting minutes: Take attendance at the meeting and obtain the club’s the balance from the Treasurer’s report. Meeting minutes should be distributed no later than 24 hours prior to the next meeting.

You’re super important! Assists the club president to ensure success! 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 The club secretary assists the president in the administrative work of the club. This key officer is responsible for keeping all records and recording minutes of club and board or directors meetings. The secretary also keeps other levels informed of noteworthy club activities through the timely completion of required report forms. Primary responsibilities include: maintain accurate records of membership & roster in the database, attendance, activities, record and distribute meeting minutes, and distribute the information received from the district and National Exchange Club. The membership and roster in the Exchange database is how National and District Dues are assessed so it is vital that they remain up-to- date to ensure accurate billing. This includes: upholding National, District and local club bylaws and attending conventions and conferences. 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! On Jun 1st shortly before taking office you will receive an email to set up a login account. This is based on the email address and officer information that the club secretary entered in the database for the upcoming year. Always make sure that your contact information is correct in the Exchange database. Successful completion of Exchange University by August 1st is required to earn the Distinguished Club Secretary Award.

“Club Leadership Guide” Get a Copy of the … “Club Leadership Guide” And Club Bylaws Available 24/7 on Exchange’s website via your computer, smartphone, and tablet. The Guide and Club Bylaws can be found on the Member Resources section of the website so make sure that your password and login are up-to-date. If you need assistance updating you password, contact the Member Services Department.

These pages give an overview of the club secretary responsibilities. What’s in the “Club Leadership Guide” These pages give an overview of the club secretary responsibilities. A copy of the Club Leadership Guide is available on the National Exchange Club website, which can be downloaded & printed. Make sure to review the Club Secretary responsibilities in your Leadership Guide.

Download it, AND access the Google Calendar! PLANNING CALENDAR! Download it, AND access the Google Calendar! A full printable calendar of events is available on the National Exchange Club website. It can also be synced with your digital calendar. Be sure to check this calendar regularly as it will guide your club through the year and bring events to your attention that will assist your club in accomplishing its goals.

Keeper of the DATES! Administrative year begins July 1st 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 ADMINISTRATIVE YEAR BEGINS July 1 DUES PAYMENT TO NATIONAL HEADQUARTERS July 10 NATIONAL CONVENTION July CLUB PROGRAM DEV. MTG REPORT DUE TO HEADQUARTERS July 15 DISTINGUISHED CLUB PRES., SECR., TREAS. AWARD DEADLINES Aug. 1 “BABY SAFETY” MONTH Sept. PATRIOT DAY Sept. 11 1ST QUARTER

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

DUES PAYMENT TO NATIONAL HEADQUARTERS. Jan DUES PAYMENT TO NATIONAL HEADQUARTERS Jan. 10 “NATIONAL COMMUNITY SERVICE” MONTH February EXCHANGE’S ANNIVERSARY March 27 This voter registration card is for those who will be attending the National convention to vote. The voter must me registered for convention online or on site no later than 7 pm on Thursday prior to convention voting. 3rd QUARTER

“CHILD ABUSE PREVENTION” MONTH. April OBSERVE “BLUE MONDAYS” “CHILD ABUSE PREVENTION” MONTH April OBSERVE “BLUE MONDAYS” Every Monday in April SUGGESTED CANDIDATE FOR NATIONAL OFFICE DEADLINE 120 days prior to opening of National Convention Review award deadlines April DUES PAYMENT TO NATIONAL HEADQUARTERS April 10 CLUB OFFICER ELECTION Reported in database April 30 FREEDOM SHRINE” MONTH May PROPOSED AMENDMENT DEADLINE 60 days Prior to opening of National Convention 4th QUARTER

NATIONAL OUTSTANDING SERVICE AND FUNDRAISING PROJECT, PR AWARD AND BEST WEB VIDEO AWARD DEADLINES June 1 CARE AWARD DEADLINE June 1 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 & GIVING CAMPAIGN DEADLINE June 30 *voter must be registered for convention no later than 7pm Thurs prior to convention voting 4th QUARTER

Meeting Agenda Providing a meeting agenda to your members is essential to having a productive meeting, and shows you respect your members time enough to allow them to be prepared for the meeting. A best practice is to provide the agenda to your membership 24 hours prior to the meeting. A sample agenda can be found in the appendix of the club leader planner or on the NEC website. Meeting Minutes should be taken at the meeting and the same format can be used. This should list attendees, which include members and guests and be distributed 24-48 after meeting takes place. The minutes should also state next meeting date, time and place.

Membership Guru! Become familiar with elections and reporting of new members make sure dues are collected The new member application: Every new member must be approved by the club’s board of directors to ensure they are an exemplary example of the clubs mission. The secretary is responsible for entering new members in the database and also to ensure the National joining fee of $20 and club dues (which need to include District fees) have been paid. Information on the new member’s sponsor should be entered in the “relationship field” when adding the new member in the database so the proper credit can be given. The new member will then receive a new member packet from the National Exchange Club and will begin receiving Exchange Today magazine. The secretary should report new members promptly. The membership closeout deadline each month is at 12:00pm noon, Eastern Standard Time on the last business day of the month. 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 packet is then mailed to the new member

Member Categories CATEGORY VOTE HOLD OFFICE PAY DUES ACTIVE YES YES YES ACTIVE-HONORARY YES YES YES AT-LARGE YES NO NO LIFE YES YES ONE-TIME FEE HONORARY NO NO DUES PAID BY CLUB BUSINESS YES YES YES COLLEGIATE YES YES YES EXCEL/JR EXCEL YES YES YES ASSOCIATE NO NO YES FAMILY YES YES YES ACTIVE MILITARY YES YES YES* Active Members are elected according to the Bylaws and are eligible for all rights and privileges of membership. Active Honorary -An Active Member who has performed a special service for the club may be elected to Active Honorary status by a club’s board of directors. An Active Honorary Member is entitled to all rights and privileges of membership and entails no additional membership or joining fee. At-Large Accommodates active nonresident or incapacitated members who cannot attend club meetings for an extended period of time. An Active, Active Honorary or Life Member may apply for At-Large Membership. At-Large Members must be elected by a club’s board of directors and are entitled to all rights and privileges of membership, but may not hold office. Clubs may reduce dues for these members until such time as they can revert to Active Member status. Life Any Active Member may be granted Life Membership, provided they have been an Active Member for 30 years or more; or, they are 65 years of age or older and have been an Active Member for at least 10 years or more. Honorary A person who has never been an Active Member of any Exchange Club and must have rendered some special service to an exchange club. An Honorary Member shall be elected by the same procedure as active members, but shall not vote, hold office or pay dues. Dues are paid by the club. Business Any business entity may apply for a Business Membership. The business should designate a primary contact and may identify up to two alternates. Only the primary contact from the business shall be allowed to vote or hold office. Collegiate College students and faculty members within the territorial limits of a Collegiate Exchange Club. These members have the same rights and privileges as other members of local Exchange Clubs. Excel/Junior Excel- Primary, middle, and/or high school students within a community. These members have the same rights and privileges as other members of local Exchange Clubs, except they cannot serve as District or National Officers. Associate Resides in an area where an Exchange Club in good standing does not exist within a 25-mile radius, or is a previous member of an Exchange Club and has not been a member during the past three years. Associate Members pay dues directly to The National Exchange Club. These members do not have the right to vote or hold office. Family Active Members may be eligible for Family Membership and shall be entitled to all rights and privileges of membership. Individuals in a member’s same household, including dependent college students, may qualify. Active Military - National dues may be waived for active military members who are currently deployed. *National dues may be waived for active military members who are currently deployed

ADD Member Information Fill out information from Member’s application form. (the form that is Typically used is the Inspiring Change Brochure) Make sure that it was filled out by the member so that personal information is accurately recorded. Make sure to ask for primary email and phone numbers. Do not include any information the member has not included. Then go to “Sponsor” and enter the sponsor name so that proper credit is given to the sponsor. This will also provide useful information in mentoring the new member. Add: Contact Information <Click Submit> Membership Information <Click Submit> Sponsor Information <Click Submit>

ADD Officers Officer Election Report Login- Select Manage my Club- Go to Officers - For Current Officers -Click on Add Officer -Update required fields -Submit -For the Next Year’s Officers -Click on Election Form

Update Member Information Keep member information of emails and addresses current to enable proper distribution of information and billing.

Drop Members Make sure to drop inactive members as soon as possible. It is important that the secretary or an officer provide an Exit Interview to give valuable information to the club. Drop Members: Login- Select Manage my Club- Go to Roster Active -Click on the Members Name you want to drop. -Go to Membership -Click on Change or Drop -Select the reason for Dropping -Submit

New Member orientation Make sure to conduct New Member Orientation. Slide presentations and other materials are available on the website. These can be customized with specific club information. Make sure all members know important information about Exchange.

Participation in the Programs of Service Clubs should participate in the National programs of service & the National Project. Project ideas from Exchange’s programs of service booklets are available on the NEC website.

Update Club Information Update Club info on the website. The secretary needs to drop members off the roster if they are no longer members. The club is billed for the amount of members on the roster from the website. Make sure member contact information is correct for billing. Verify mailing address, primary email address and primary phone number. Update address to verify billing is being sent to proper location: Login- Select Manage my Club- Go to Club Info -Click on Edit Contact Info -Go down to Club Address -Update required fields -Submit Add Programs of Service: Login- Select Manage my Club- Go to POS -Click Add New Program of Service -Add POS Information Update Meeting: Login- Select Manage my Club- Go to Meetings -Click Edit -Add Meeting Information

The Record of Your Club Facebook page and Newsletters are may be archived as records. Use the templates and logos available on the website.

Apply for National Awards! Reasons to apply for Awards! Individuals deserve recognition The club benefits It helps attract new members It helps members professionally An excellent club goal is the National Service Award which is earned by conducting service projects in each of the Programs of Service and at least two additional projects. Club should strive to achieve the Big E award that focuses on expansion, efficiency and education. There are many BENEFITS for participating in the National Awards Campaign are here are some: Because They Deserve It – As a club leader, you are responsible that your club, club officers and club members receive all the awards and recognition that they have earned and deserve. The awards program is established for the clubs and club members and it’s the responsibility of the leadership to utilize it. Because the Club Benefits - The national awards make excellent public relations content for the club next press release. It is a big deal to take credit for earning a national award for the club service to its community. It will help the club achieve success and notoriety for its hard work. Because It Helps Get New Members – An active and busy club is very attractive to potential members. A full service banner displayed provides a powerful message and provides club members a source of pride for the club. People are drawn to success. It Helps Members Professionally – Most employers encourage employees to participate in volunteer efforts in their community. When a member or club receives recognition in the community, the employer benefits by association. Successful members also receive benefits from grateful companies.

National Website: NationalExchangeClub.org Member Resource page Club Resources Club Building Bylaws and Policies Forms PR and Marketing Exchange University Currents Leadership newsletter Shop at www.buyexchange.org Exchange Today magazine and more The National Exchange Club Website is a great resource for Exchange information. Every member of Exchange has access to the Member Resources page with the most relevant and up-to-date Exchange information. Log on today! If you need assistance logging on contact the Member Services Department.

Distinguished club secretary award application: Distinguished club secretary award Successfully complete the Club Secretary responsibilities and qualify for the Distinguished Club Secretary Award. Keep in mind this is an application based award that you must submit to National Headquarters. (next slide )…. To be completed by club president and returned to National Headquarters by August 1st

Distinguished club secretary award application: Distinguished club secretary award This can be submitted via mail or emailed to Member Services by August 1st -- MemberServices@NationalExchangeClub.org To be completed by club president and returned to National Headquarters by August 1st

For additional information Contact your district secretary Call National Headquarters: 419.535.3232