Welcome to the Civitan Club Secretary Online Certification Program. THANK YOU for your service to...

Club Secretary Online Certification Program

Welcome!

Welcome to the Civitan Club Secretary Online

Certification Program.

THANK YOU for your service to your community, your club and Civitan International!

Introduction!

The club secretary online certification program is divided into video segments for your convenience.

All of the reports/forms in this presentation are available online at www.civitan.org and can easily be completed and emailed.

After you have review each video segment, you must complete the certification test in order to be certified.

You may only take the certification test once.

http://www.civitan.org/

Primary Responsibilities of Club

Secretary

Primary Responsibilities

Maintain an accurate membership roster


Record and report minutes


Prepare and submit club reports to

Civitan International


Handle, organize and file all incoming and outgoing

club correspondence


Order club supplies


Maintain member attendance records


Understand the significant role

of the club secretary

Maintain an Accurate Membership Roster

Maintain an accurate membership roster

Records kept on each member of the club should include the

following information:

Date the member joined Birth date Home and business address Business and home telephone numbers Email addresses Personal interest in community affairs Miscellaneous items

Record and Report Minutes

Overview - Record and report minutes

Minutes of the club and board meetings are imperative to a club.

Meeting minute and roll call sample form

(Your Club Name) Civitan Club Roll Call ____________________ Meeting Date ___ / ___ / 20__

Astaire, Fred Bench, Johnny Cleveland, Grover DoGooder, Darla Hoover, J. Edgar Ness, Elliott Roberts, Julia Simon, Simple Volunteer, Victor Washington, George

Meeting called to order by __________________________________ Business Motion ___________________________________________________ By _______________________ Second by ______________________ Discussion_________________________________________________ __________________________________________________________ Aye’s _________ Nay’s_________ Motion ___________________________________________________ By _______________________ Second by ______________________ Discussion_________________________________________________ __________________________________________________________ Aye’s _________ Nay’s_________ Motion ___________________________________________________ By _______________________ Second by ______________________ Discussion_________________________________________________ __________________________________________________________ Aye’s _________ Nay’s_________ Motion ___________________________________________________ By _______________________ Second by ______________________ Discussion_________________________________________________ __________________________________________________________ Aye’s _________ Nay’s_________ Adjournment by ________________________________@____:____

(Your Club Name) Civitan Club Roll Call ____________________ Meeting Date ___ / ___ / 20__

Astaire, Fred Bench, Johnny Cleveland, Grover DoGooder, Darla Hoover, J. Edgar Ness, Elliott Roberts, Julia Simon, Simple Volunteer, Victor Washington, George

Meeting called to order by __________________________________ Business Motion ___________________________________________________ By _______________________ Second by ______________________ Discussion_________________________________________________ __________________________________________________________ Aye’s _________ Nay’s_________ Motion ___________________________________________________ By _______________________ Second by ______________________ Discussion_________________________________________________ __________________________________________________________ Aye’s _________ Nay’s_________ Motion ___________________________________________________ By _______________________ Second by ______________________ Discussion_________________________________________________ __________________________________________________________ Aye’s _________ Nay’s_________ Motion ___________________________________________________ By _______________________ Second by ______________________ Discussion_________________________________________________ __________________________________________________________ Aye’s _________ Nay’s_________ Adjournment by ________________________________@____:____

Recording minutes

Minutes must be complete, yet concise and accurate,

with only the facts presented.


The layout of the minutes should be in such a way that a reference can be made at

any time to any item discussed in the past.


The minutes should clearly indicate:a. The nature of the meeting – board, general, etc.b. The date, time and place the meeting was held.c. The name of the presiding officer or chairperson.


When the number of members attending is small, the

names of all in attendance should be

listed.


At larger meetings, names are not necessary (except the

presiding officer or chairperson) but the number of people present should be

recorded.


Precise wording should be used to

list any decisions made.


Motions and amendments should be clearly stated and an

indication as to whether they were carried or lost. Also record the names of those individuals who made the

motions and those who seconded them.

Motions and amendments sample form

(Your Club Name) Civitan Club ____________________ Meeting Date ___ / ___ / 20__

Motion __________________________________________________________________________________ By _______________________________________ Second by _____________________________________ Discussion________________________________________________________________________________ _________________________________________________________________________________________ Aye’s _________ Nay’s_________ Motion __________________________________________________________________________________ By _______________________________________ Second by _____________________________________ Discussion________________________________________________________________________________ _________________________________________________________________________________________ Aye’s _________ Nay’s_________ Motion __________________________________________________________________________________ By _______________________________________ Second by _____________________________________ Discussion________________________________________________________________________________ _________________________________________________________________________________________ Aye’s _________ Nay’s_________ Motion __________________________________________________________________________________ By _______________________________________ Second by _____________________________________ Discussion________________________________________________________________________________ _________________________________________________________________________________________ Aye’s _________ Nay’s_________

(Your Club Name) Civitan Club ____________________ Meeting Date ___ / ___ / 20__

Motion __________________________________________________________________________________ By _______________________________________ Second by _____________________________________ Discussion________________________________________________________________________________ _________________________________________________________________________________________ Aye’s _________ Nay’s_________ Motion __________________________________________________________________________________ By _______________________________________ Second by _____________________________________ Discussion________________________________________________________________________________ _________________________________________________________________________________________ Aye’s _________ Nay’s_________ Motion __________________________________________________________________________________ By _______________________________________ Second by _____________________________________ Discussion________________________________________________________________________________ _________________________________________________________________________________________ Aye’s _________ Nay’s_________ Motion __________________________________________________________________________________ By _______________________________________ Second by _____________________________________ Discussion________________________________________________________________________________ _________________________________________________________________________________________ Aye’s _________ Nay’s_________


If any business covered in the minutes

is reopened at subsequent meetings, the original

minutes must not be altered.


Type the minutes whenever possible.


Store the recorded minutes in books /binders that allow

for permanent storage.

Reporting minutes

If possible, avoid reading the minutes. Ideally, the

minutes should be distributed to the members

before the meeting.

Reporting minutes

The first item of business at the

meeting is to accept or confirm the

minutes of the previous meeting.

Prepare and Submit Reports to Civitan International

Overview – Reports to Civitan International

One of the most important responsibilities

of the club secretary is reporting club

membership address changes, additions,

deletions and new club officers to Civitan International.

Adding a new member – Addition Form

The cost is $17.50 for US clubs and $15.00 for Canada clubs.

New member packet by mail.

An addition form will be accepted by email or faxed but must be accompanied with a credit card for payment.

Additions will not be added without payment.

District No. Report of Additions

And Subscriptions Club No. To Civitan Magazine

Club Name

City State

Please type or print; press firmly. Report new member promptly.

Addition of NEW MEMBERS ($15.00 fee plus $2.50 liability insurance for each):

1. Name Sponsor’s name & member no.

Address City State Zip code

( ) Telephone AC (B) (R) (Cell) (Fax) Email







Total New Members added: x $17.50 =

Reinstated members (former members of this Civitan club $5.00 fee plus $2.50 liability insurance = $7.50 each):

1. Name Approximate dates of membership Sponsor’s name & member no.



Total Reinstated Members: x $7.50 =

Transfer members from other clubs (must list former club; no fee):

1. Name Former club & approximate dates of membership Sponsor’s name & member no.



No fee due. If New Members and Reinstates are sent in by email, the fees must be charged to a credit card. Select Card Type

Name on Card Card # Expiration date Security code

Affidavit: I hereby certify that the above members have been informed that the membership dues include $2.50 for

Mail to: Email (as attachment) to: annual subscription to Civitan Magazine. I understand that notification to members is required by U. S. Postal Regulations

Civitan International [email protected] when subscriptions are paid through membership dues.

P. O. Box 130744 Fax to: Birmingham, AL 35213-0744 (205) 592-6307 Signature and Title Date

Mail, email, or fax to: District Governor Keep copy for Club Files Members cannot be added to Total enclosed $ club roster until fees are paid.

Office Use Only

Received

Amount

Posted

Reinstating and transferring members -

Addition Form

A member may be reinstated or transferred by using the lower portion of the addition form.

The cost to reinstate a member is $5.00 plus $2.50 liability insurance = $7.50 for US clubs and $5.00 for Canada clubs.

There is no cost to transfer a member from another Civitan club.

Deleting a member - Deletion Form

When a member is to be officially deleted from your club membership roster, a deletion form must be completed and sent to Civitan International.

The official date of the deletion is the date it is processed at Civitan International.

District No. Report of Deletions

Address Changes Club No. Offi cer Changes Club Name City State / Province

Please type or print; press firmly. Delete member promptly.

Deletion of Members: *Reason

1. Member No. & Name Address City State / Province Postal code

2.

Member No. & Name Address City State / Province Postal code 3.

Member No. & Name Address City State/Province Postal code

4. Member No. & Name Address City State / Province Postal code

*Indicate reason for removing member. (One reason per member.)

1. Death 2. Moved away – List new address 3. Time or schedule conflict 4. Nonparticipation 5. Nonpayment of dues 6. Transferred to another Civitan Club 7. Other Report of address changes or name changes (Give old and new name.) 1.

Member No. & Name New Address / Name City / State / Province / Postal code ( ) Telephone AC (B) (R) (Cell) (Fax) Email

2.

Member No. & Name New Address / Name City / State / Province / Postal code


Report of changes in current year’s club officers: 1.

Position / Member No. & Name Address Old officer name and member no. City / State / Province / Postal code ( ) Telephone AC (B) (R) (Cell) (Fax) Email

2. Position / Member No. & Name Address Old officer name and member no.

City / State / Province / Postal code ( ) Telephone AC (B) (R) (Cell) (Fax) Email

Mail to: Email (as attachment) to:

Civitan International [email protected] P. O. Box 130744 Fax to: Signature and Title Date Birmingham, AL 35213-0744 (205) 592-6307 (Must be signed)

Mail, email, or fax to: District Governor Keep copy for Club Files

Office Use Only

Received

Posted

Name or address changes for a member- Deletion Form

Name and address changes for a member are located on the lower portion of the deletion form.

If you are submitting a name change, please list the old name and the new name of the member.

Changes in current year officers - Deletion Form

Changes in club officers are also located on the lower portion of

the deletion form.

Report of club officers

By July 1 of each year a new slate of club officers should be

reported to Civitan International.

Report of Civitan Club Officers Club Officers for 2015-16 (term beginning October 1, 2015)

Return no later than July 1, 2015

Secretaries: Please complete this form and mail it immediately following club officer elections. List the member number, current mailing address, telephone contact numbers (with area code), and email address (when available) for each officer. If officers are not reported, last year’s officers will be used for contact purposes and listed in the international directory.

District # Club # Club Name

Club Meeting Location Street address

City State/Province Postal Code

Club Meets Each Week 1-3 week 2-4 week Day of Week Time a. m. p. m.

Club’s Membership Male Female Both

Club Mailing Address: Member Number President

Mailing Address


Area Code (B) (R) (Cell) Fax

Email

Member Number President-Elect

Mailing Address



Email Member Number Secretary

Mailing Address



Email Member Number Treasurer

Mailing Address



Email

Member Number Billing Contact

Mailing Address



Email

1. Mail, fax or email original to: Fax: 205-592-6307 Civitan International Records Dept. Email: [email protected] P. O. Box 130744 Birmingham, AL 35213-0744 2. Mail a copy to: your District Governor-Elect

Summary of Reports/Forms

Adding a new member – Addition form

Reinstate and transfer members – Addition form

Deleting a member – Deletion form

Name or address change for member – Deletion form

Changes in current year officers – Deletion form

Report of club officers – New club officer form

Club Correspondence

Overview – Club correspondence

A simple method of filing is to use a three ring binder for the

correspondence. Create a series of sections in the binder. Here are some

suggested headings:

District Incoming Correspondence Civitan International Incoming Correspondence Incoming Board Matters Completed Board and Club Minutes Copies of Outgoing Correspondence Supply House Orders Immediate Action

Overview – Club correspondence

If the club is doing a special project, it may be

necessary to include a separate file for it,

especially if the project is ongoing and large

amounts of correspondence are generated.

Club correspondence

Meet with the past secretary to determine the current

procedures regarding the correspondence collection.

Club correspondence

If the mail is sent directly to a post office make certain you

obtain a key.

Club correspondence

Sorting the mail should be done on

a regular basis.

Club correspondence

Record all correspondence received on a detail journal.

The journal should include the name of the person whom the correspondence was sent, date of the correspondence and whom the correspondence was from.

Club correspondence

Meet with the president after sorting all the

correspondence. Discuss which items must

be handled at the next club meeting and

those that can be held over until the next

board meeting.

Club correspondence

Avoid, whenever possible, standing up and

reading every piece of correspondence.

Club correspondence

Circulate a summary of the correspondence at the meeting,

providing information on the basic contents, the recipient, and to whom follow-up action

was assigned.

Club correspondence

All outgoing correspondence from the club should be written on club’s official letterhead not be written on blank paper.

If the communication is verbal, follow-up with a written letter confirming details of the conversation.

Club Supplies

Overview – Club supplies

For the convenience and club savings, Civitan International offers supplies

essential for club operations. As secretary, it is your responsibility to

familiarize yourself with what is available

and have the necessary supplies on hand.

Club supplies

You may order online at www.civitan.org/supplies.

http://www.civitan.org/supplies

Club supplies

Beginning in January 2015 the Civitan Supply House will no longer

be able to bill clubs or districts for supply house items.

All orders will need to be made with a credit card (Visa, Mastercard,

American Express, and Discover/Novus), or by a ACH direct

debit transfer from the club’s bank account.

Ordering club supplies

Print clearly or type complete information:

item stock number, description, style, size, or engraving instructions, etc.

List the complete club name and accurate shipping address.


Normal delivery is by parcel post or United Parcel Service.

Shipping charges are added to the invoice and a street address is

required for UPS delivery.


Claims for damage or shortage must be made

within five (5) days after receiving merchandise.

Credit or exchange cannot be made on merchandise

items that are damaged on return.


The Civitan Supply House will not be responsible for errors in sizes,

engraved, or printed items that are ordered by phone.

Club supplies

Suggested supply items that you should have on hand at all times:

1. Club stationary2. Member lapel emblems3. Framed creeds4. Framed member scrolls/member plaques5. Luncheon badges and place cards6. Member and guest cards7. Program “Thank you” cards8. Greeting cards (birthday, sympathy, get well, etc.)9. Proposal for membership cards

10. Decals 11. Member recruitment brochures: CL 100 – Civitan: A

Service Club Worthy of Your Time, CL 101 – Where Volunteers Become Heroes,

CL 181 – Talk Civitan, CL 115 – Adding New Members for Your Club’s

Success.

Club supplies

Don’t wait until the last minute and then expect to get what you need.

The Supply House at Civitan International needs a lead time for

shipping of two to four weeks on some items,

so it’s important to plan ahead.

Maintain Member Attendance Records

Overview – Member attendance records

Each club should establish its own guidelines regarding attendance at

meetings, keeping in mind that requirements must be reasonable.

Becoming Certifiedas Club Secretary

Overview – Certification

Secretary Online Certification test

Please fill out all of the information

Answer each test question.

Click the grade quiz button.

Good Luck!

Welcome to the Civitan Club Secretary Online Certification Program. THANK YOU for your service to...

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Transcript of Welcome to the Civitan Club Secretary Online Certification Program. THANK YOU for your service to...