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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.
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
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.
Overview - Record and report minutes
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.
Overview - Record and report minutes
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.
Overview - Record and report minutes
When the number of members attending is small, the
names of all in attendance should be
listed.
Overview - Record and report minutes
At larger meetings, names are not necessary (except the
presiding officer or chairperson) but the number of people present should be
recorded.
Overview - Record and report minutes
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_________
Overview - Record and report minutes
If any business covered in the minutes
is reopened at subsequent meetings, the original
minutes must not be altered.
Overview - Record and report minutes
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.
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
2. Name Sponsor’s name & member no.
Address City State Zip code
( ) Telephone AC (B) (R) (Cell) (Fax) Email
3. 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.
Address City State Zip code
( ) Telephone AC (B) (R) (Cell) (Fax) Email
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.
Address City State Zip code
( ) Telephone AC (B) (R) (Cell) (Fax) Email
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
( ) Telephone AC (B) (R) (Cell) (Fax) Email
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
City State/Province Postal Code
Area Code (B) (R) (Cell) Fax
Member Number President-Elect
Mailing Address
City State/Province Postal Code
Area Code (B) (R) (Cell) Fax
Email Member Number Secretary
Mailing Address
City State/Province Postal Code
Area Code (B) (R) (Cell) Fax
Email Member Number Treasurer
Mailing Address
City State/Province Postal Code
Area Code (B) (R) (Cell) Fax
Member Number Billing Contact
Mailing Address
City State/Province Postal Code
Area Code (B) (R) (Cell) Fax
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
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
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.
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
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.
Ordering club supplies
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.
Ordering club supplies
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.
Ordering club supplies
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.
Overview – Member attendance records
Each club should establish its own guidelines regarding attendance at
meetings, keeping in mind that requirements must be reasonable.