Club Secretary/Treasurer Training District Convention Saturday, August 17, 2013 Arizona District...

Club Secretary/Treasurer Training

District ConventionSaturday, August 17,

2013

Arizona District Optimist International

Arizona DistrictOptimist International


Accepting the Challenge

What are the characteristics of a good club secretary/treasurer?

• Attentive to detail

• Be responsible

• Be dependable

• Be organized

• Be friendly

• Be optimistic

• Smile

• Be a good listener

• Be tactful

• Be appreciative

• Be persistent

• and Care

A PRIMARY DUTY OF AN ADMINISTRATIVE ASSISTANT IS TO HELP MANAGEMENT ACHIEVE

SUCCESS



Accepting the Challenge

What can I do as Secretary/Treasurer to help my club succeed?

• Be optimistic

• Deal in realism without being negative

• Turn in all reports on time

• Apply for all earned awards

• Keep accurate records

• Share club roster with all members

• Be early to all meetings and be available

• Recognize the efforts of others

• Be open and forthright

• Live the Optimist Creed

A PRIMARY DUTY OF AN ADMINISTRATIVE ASSISTANT IS TO HELP MANAGEMENT ACHIEVE

SUCCESS



Resources for Success

• Your Lieutenant governor

• District Committees

• The Awards Handbook

• Other International Materials >>>

• International Constitution & Bylaws

• Club Constitution & Bylaws

• Membership Handbook

• New Club building Handbook

• District Conferences and Convention

• International Convention

• Optimist International Staff

• Club President’s Answer Book

• Club Secretary/Treasurer’s Answer Book

• District Governor

QUIZ ..

BOWL



Part 1



Duties and Responsibilities

•What is the fee for a new member?

•What are the annual dues per member?

•How much are your annual district dues per member?

•How much are your international dues per member?

•What about life members?

•Do you know who they are?

Oversee the finances of the club:

• Collect fees and dues:




• name

Keep member records:

• address

• phone (home and work)

• fax number

• e-mail address

• attendance

• dues payment

• birthdays

• anniversaries




• Club Meetings

Keep official “minutes” of meetings

• Board Meetings

• Special Meetings




• Club members

Be a communications link:

• District Officers

• International Officers/Staff




Honor &

Distinguished Club Status

Help your club succeed:

By Achieving




• Attend quarterly district conferences

• Attend quarterly zone meetings

• Provide guidance in adherence to Constitution and Bylaws



Getting Started

• Set up a club checking and/or savings account

• change club officers’ signature card

• general fund and/or youth account

• Assist finance committee in preparing a budget

• Send a “member directory” to all members

• Give the Board of Directors a copy of the Constitution and Bylaws

• International/ Club level

• Should the club separate the duties of the Secretary/Treasurer?

• Many large clubs separate (over 75 members)

• A club constitution issue (requires vote of the membership)

• This training combines the role of the Secretary/Treasurer

• Develop a good data base for your club’s finances



Creating a Club Budget

Roundtable Workshop on

Preparing a Sample Club Budget

• Created at the beginning of each year and approved by the Board.

• Helps the board of directors approve expenses in advance.

• The Club Finance Chair is responsible for creating the budget.

• Compare budget with actual expenditures monthly.

• May be revised by the Board as necessary.

_____________________________ Optimist Club of ___________________________

Monthly Statement Of Receipts And Disbursements For the month of _________________, 19____, and cumulative from October 1, 19____

Budget Receipts Receipts BudgetThis Month Year to Date Balance

Cash Receipts (Income)1. Membership Fees $_____________$_____________$_____________$_____________2. Membership dues _____________ _____________ _____________ _____________3. Meals _____________ _____________ _____________ _____________4. Miscellaneous _____________ _____________ _____________ _____________

Fund Raising5. ____________________ _____________ _____________ _____________ _____________6. ____________________ _____________ _____________ _____________ _____________7. ____________________ _____________ _____________ _____________ _____________8. ____________________ _____________ _____________ _____________ _____________

Budget Total & Budget Balance Total $_____________ $_____________Total Receipts (Income) $_____________$_____________

Budget Disbursements Disbursements BudgetThis Month Year to Date Balance

Cash Disbursements (Expenses)1. A. International Dues $_____________$_____________$_____________$_____________

B. Insurance Premium _____________ _____________ _____________ _____________2. District Dues _____________ _____________ _____________ _____________3. Processing Fees _____________ _____________ _____________ _____________4. Supplies _____________ _____________ _____________ _____________5. Printing & Stationery _____________ _____________ _____________ _____________6. Petty Cash _____________ _____________ _____________ _____________7. ____________________ _____________ _____________ _____________ _____________8. ____________________ _____________ _____________ _____________ _____________9. Postage _____________ _____________ _____________ _____________

10. Club Bulletin _____________ _____________ _____________ _____________11. Meals _____________ _____________ _____________ _____________12. Youth Activities &

Community Service _____________ _____________ _____________ _____________13. Convention Delegates _____________ _____________ _____________ _____________14. Insurance & Bonds _____________ _____________ _____________ _____________15. Fellowship & Hospitality _____________ _____________ _____________ _____________16. Miscellaneous _____________ _____________ _____________ _____________17. Contingencies _____________ _____________ _____________ _____________

Budget Total &Budget Balance Total $_____________ $_____________Total Disbursements $_____________$_____________Excess ReceiptsOver Disbursements $_____________$_____________

Bank and Cash Balance, Beginning of month $_____________Bank and Cash Balance, Beginning of year $_____________Bank and Cash Balance Now $_____________

Dues Uncollected $_____________Miscellaneous uncollected $_____________ Bills Unpaid $_____________Total Uncollected $_____________

Submitted by _________________________________, Secretary/Treasurer Date _______________



Fund Raising

• Product sales

• Child identification

• Traffic collections (fine pot)

• Bingo

• Sports pools

• Auctions

• Garage Sales

• Raffles

• door prizes

• 50/50 drawing

What are a number of different possibilities as fund raisers?



Dues Billing• Send dues statement at the beginning of each period:

• annually

• semi annually

• quarterly



Dues Billing

• Billing statements are available at Optimist International:

• (1-800-500-8130) or www.optimist.org

• Send dues statement at the beginning of each period:

• annually

• semi annually

• quarterly



Dues Billing

• Sending an initial statement

• Send a past due statement - 30 days

• Phone or make a personal contact with member

• Action recommended to Board

• Send dues statement at the beginning of each period:

• annually

• semi annually

• quarterly

• Billing statements are available at Optimist International:

• (1-800-500-8130) or www.optimist.org



Member Records• name

• address

• phone (home and work)

• fax number

• e-mail address

• attendance

• dues payment

• birthdays

• anniversaries

How would you suggest someone record the details of the member’s records in the secretary/ treasurer's notebook?

What do you believe would be a simple, but fair policy for determining perfect attendance while allowing for a flexible make-up mechanism?

What types of simple but adequate database software packages can you suggest that will meet the needs of your club?



End of Training

Questions ?

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