1. Effective management for club secretaries

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

3. 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 club’s balance from the Treasurer’s report. Meeting minutes should be distributed no later than 24 hours prior to the next meeting.

4. 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.
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!

5. Take the online course!
You will receive an to setup a login account shortly after taking office. This is based on the address and officer information that the club secretary entered in the database for the upcoming year.

6. “Leading a Successful Club” Guide And Club Bylaws
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.

7. Two pages that give an overview of club secretary responsibilities.
What’s in the
“Leading a Successful Club” Guide
Two pages that give an overview of
club secretary responsibilities.
A copy of the Club Leader Planner is available on the National Exchange Club calendar on the website, which can be downloaded & printed. Make sure to review Club Secretary responsibilities

8. 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 calendar on the website.
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.

9. 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”!

10. 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, SECR., TREAS. AWARD DEADLINES Aug. 1 “BABY SAFETY” MONTH Sept. PATRIOT DAY Sept. 11
1ST
QUARTER

11. 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

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

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

14. “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 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
4th
QUARTER

15. 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 after meeting takes place. The minutes should also state next meeting date, time and place.

16. 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
Every new member must be approved by the club’s board of directors to ensure they are exemplary 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 kit 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.

17. 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

18. ADD Member Information
Fill out information from Member’s application form that was filled out by the member so that personal information is accurately recorded. Make sure to ask for primary and phone numbers. Do not include any information the member has not included.
Then go to “relationships” 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.

19. ADD Officers Officer Election Report - Login into Members Area
- Manage My Clubs > Go button (side menu)
- Officers tab
- Election Form button (below current officer listing)
- Type in last name in fields next to select member from dropdown list
- Fill all fields with an incoming officer
- Submit

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

21. 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.

22. 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.

23. 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.

24. Update Club Information
Check out 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 club mailing address is correct for national and district billing.
Make sure member contact information is correct for billing. Verify mailing address, primary address and primary phone number.
Update address to verify billing is being sent to proper location: Click on Club Info Tab :
- Click on Edit Club Info button
- Go down to Club Address
- Update required fields - Submit
Programs of Service entered
Click on Meeting tab Click on Edit button next to meeting information
- Update Fields
- Mark as Primary - Submit

25. The History of Your Club

26. 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 it’s community. It will help the club achieve success and notoriety for it’s hard work.
Because It Helps Get New Members – An active a 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.

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

28. 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

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

30. For additional information
Contact your district secretary
Call National Headquarters: