good morning and welcome to president-elect and secretary-treasurer training

Good Morning and Welcome to President-Elect and Secretary-Treasurer Training

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Arizona District Optimist International

Club Presidents-Elect & Secretary-Treasurer

Training

Duck in the Desert

S.P.A.C.E.R.

• Safety– Emergency Egress– Rest Rooms

• Purpose/Objectives– Next Slide

• Agenda• Code of Conduct• Expectations• Roles

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Purpose

• Objectives of Seminar – Acquire a better knowledge of the Club

President and Secretary-Treasurer role and function

– Learn effective ways to lead volunteers, conduct meetings and grow your club

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Agenda

Morning Session• S.P.A.C.E.R. • Ted Gaffin and Jim Oliver

Opening Remarks Ask the Two Questions

• Accepting the Challenge• Take some Answers• Resources for Success• Finance and Budgets• Optimist OIF• Take some more Answers• ACPC• Take some more Answers• Leading Your Team• Delegating Committees

 Afternoon Sessions • Conducting Meetings• Success Through Growth

– Membership and Inductions

• PGI• New Club Building• 2014-2015 Arizona District

Incentive Program• Goals Workshop• External Reporting• Wrap Up

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Welcome & Introductions• Code of Conduct

– Please put phones on vibrate– Stay engaged and participate– Be respectful of each other– Because of the limited time and the amount of material to cover, we

will not take a break so please manage your energy (restroom, stand-up, etc.)

• Expectations– Write down on a Post-it what you expect from this training.

• Roles– I am your resource to give the tools and knowledge to have a successful

year– You need to absorb and ask questions

• Introductions– Your Name– Your Club– How long have you been an Optimist

Governor Ted’sOpening Remarks

Ted Gaffin2014 – 2015 Governor of the Arizona District

Optimist International

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Optimist International Representative

Jim OliverOptimist International Board of Director

Member

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I Have Two Questions for You

• Why did you join your Optimist Club?

• What keeps you an Optimist?

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Accepting the Challenge

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•Club President is the “Chief Executive Officer” of their Club•We are in the “People Business” of motivating and managing the efforts of volunteers

Accepting the Challenge

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Characteristics of a Good Leader

• Commitment• Friendly• Optimistic• Delegate• Smile• Promote• Fellowship• Good Listener

• Tactful• Appreciative• Recognize effort• Persistence• Organized• Dependable• Speaking ability• Caring

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Duties and Responsibilities of Secretary-Treasurer

•Oversee the finances of the Club, collect dues, and pay bills

•Keep Member records of name, address, phone, attendance, dues payment, birthdays, and anniversaries

•Keep official “minutes” of meeting•Be communication link between Club and all others; send in reports•Help your Club succeedAlso highly suggested•Provide guidance in adherence to Bylaws•Attend Quarterly District Conferences and Zone Meetings

Organizing the Records of Your Club

•Secretary-Treasurers Records•Make certain you get your outgoing•Secretary-Treasurer to sit down and go over this in detail.

•Get a good “database” computer software program to • supplement keeping financial and member records•Update the Club checking and/or savings account signatures

•Your Optimist Club is a business. It should operate as a business. •Your Club should require 2 signatures on checks written•The 2 signatures should be the Secretary-Treasurer and the President or a Vice President•No two members of the same family should be signatories on the account.

•Assist Finance Committee in preparing a budget.•Send a “Member Directory” to all Club Members.•Give the Board Members a copy of the Club’s Bylaws

Club Fees and Dues• What is the “fee” for a new

Member to join your Club?• How much do your Members

pay annually for “dues?”– Annual Club Membership fees

and dues are set by the Members and are listed in the Club’s Bylaws.

– These dues and fees can be changed by a vote of the general Membership

• The minimum new Club initiation fee” is $30 US.

– Of this amount $15 US is sent in with the “Club Roster Adjustment” form as a processing fee.

– The Club keeps the rest.

• Annual Club Member dues generally range from $60 US to $120 US.

• Do you want to include meal cost in the dues?

• How much are your District Dues per Member?

– $

• How much are Optimist International Dues per Member?

– Regular Members - $61.68 – College Members - $22.74– Life Member - $26– New Member processing fee: $15– Life Membership fee is $456.90

(U.S.) effective October 1, 2013.

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Let’s Take a Few of Your Answers

• Why did you join your Optimist Club?

• What keeps you an Optimist?

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Next Resources for Success

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Resources for Success

• People• Governor• Lieutenant Governor• District Committees• Mentor

• Web-sites• optimistleaders.org• optimist.org

• Publications• Awards Handbook• Cons’t. & Bylaws• Answer books• See Web-sites

• Conferences• District (4)• OI Convention (July)

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Governance of Optimist International

• Optimist International Board & President• Staff in St. Louis & Montreal• Regional Vice Presidents

• District Governor, Exec. Comm. & Board• Zone Lieutenant Governors

• Club President & Board• The Functional Unit of Optimist International• Member Volunteers

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E-Optimist• Let’s take a tour of what is out

there at the stroke of a few keys…– www.optimist.org– www.optimistleaders.org– www.optimistmail.org– www.oifoundation.org– www.arizonaoptimists.com– www.Optimist-info.com– www.newoptimistclubs.com– www.Optilink@yahoogroups.com

Finances and Budgets

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Finances & Budgets

Finances• Youth Fund - Monies raised

from the community are returned to the community

• General Fund - Dues pay for internal social and administrative cost

• Club dues need to cover the Optimist International quarterly dues, Arizona bi-yearly dues, and leave some for your club

Budget• Created during Summer for

coming year (Oct. 1- Sept. 30)• By Club Finance Committee

with incoming Sec/treasurer and President

• Budget Guides available on Web-site under “Answer Book”

• It’s a way the Board of Directors can approve in advance the expenditures of the Club for the year

• Board must approve.• Can be revised by the Board if

necessary

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Secretary-Treasurer Handles Club Records

Dues Billing and Records• Billing of dues to Club Members

• The dues statements can be sent out Annually, Semi Annually, or Quarterly

• Always give a per period amount and an annual amount, and a past due amount if applicable

• Use a collection system that is firm but understanding is key to keeping members current

• A treasurer who handles this well can encourage a strong, stable Membership roster

Member Records• Names, addresses, day and

evening phone numbers for distribution to other Members as a “directory”

• Birthdays and anniversaries - to recognize and observe Members for these personal occasions.

• Attendance records to encourage and recognize Members who have “perfect attendance”

• You will do all member ship adjustments with OI using Optimist Leaders Online

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Financial Records

• Your Club is a business• Necessary for accountability• Board has access to your

accounting• Keep your records neat and

accurate• There should be no possibility

of misunderstanding• Club Secretary-Treasurers

should be bonded• Cash and checks received are

recorded• Accurately complete the date

and who gave you the money

• Put in the amount in the appropriate column

• List the amount to be deposited in the last column

• Disbursements received are recorded

• Accurately complete the date and who you paid the money to

• Put in the amount in the appropriate column

• List the amount to be paid out in the last column

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Form 990 -- A Tax Season Reminder for U.S. Clubs

• February 13, 2008In 2007, Optimist International received a letter from the Internal Revenue Service alerting the organization about new filing requirements that will affect many Optimist Clubs in the United States.

• All clubs MUST now submit a 990 in some form regardless of the amount of money your club brings in

• How to Submit– Form 990– Form 990-EZ– Form 990-PF– 990 e-Postcard

• Consequences of Not Filing– The PPA requires the IRS to revoke the tax-exempt status of any organization that fails to meet

its annual filing requirement for three consecutive years. – Therefore, any organization that does not file the e-Postcard, or a required information return

Form 990, Form 990-EZ or Form 990-PF, will have their tax-exempt status revoked as of the filing due date of the third year.

• For more information about the new requirements, Optimists can visit www.irs.gov/eo

Incorporation• Is your club incorporated?

• You do not have to be incorporated, but it does protect your club officers and club members from personally be sued

• There is cost for initial incorporation and an annual fee to maintain your incorporation

• For more details go to the Arizona Incorporation Commission website. At: http://www.azcc.gov/Default.htm

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Fund Raising • Funds raised from the community and from non-Optimist are held in a

“Youth Fund”• They may be held in a separate bank account or they may be

managed as a part of the regular bank account• Generally funds raised from the community must go back to the

community in the form of youth and/or community service projects• All fund-raisers should comply with local and state/provincial and

federal laws• In most cases raffles require securing a license in advance.• What are some possible fund-raisers for your Club?

– Raffles– Product sales– Child identifications– Food sales– Traffic collections– Bingo

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OI Foundation

For the Benefit of the Club:• Club Campaign Fund• Pass Through Program• Club Grant Program• Scholarships• $365 Club

For Individuals:• Dime-A-Day• Century Circle• Presidents Club• Women’s Philanthropy Council• Friends of Today• Christian D. Larson• William H. Harrison Society• Friends of Tomorrow• Executives Club

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Every Club should have a Club Foundation Representative (CFR)

Donations supports Scholarship and Optimist International

Contact OIF for details:800-500-8130 or www.oifoundation.org

Let’s Take a Few of Your Answers

• Why did you join your Optimist Club?

• What keeps you an Optimist?

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ACPC or

Annual Club Planning Conference

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What is an ACPC?• ACPC is an acronym for the Annual Club Planning

Conference

• It is a meeting between your Lieutenant Governor and your Club’s Board of Directors

• The purpose is to review where your Club is now so you may consider possible goals for the coming year

• As you go through the process, invite responses and ideas from your new Board of Directors

• This is usually done before the Optimist year begins and ACPC form will be completed

Let’s Take a Few of Your Answers

• Why did you join your Optimist Club?

• What keeps you an Optimist?

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Leading Your Team

• T.E.A.M.

Together

Everyone

Achieves

More!

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Motivate and Manage

• Light a fire under your Members (motivate)

• Run along beside them (manage)

• What are ways a President can Motivate Volunteers?

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Ways to Motivate

• Be Enthusiastic• Be Optimistic• Be Friendly/Outgoing• Call people by name• Listen and Respect• Write personal thank-

you notes

• Teach others• Invite them to

conferences• Recognize• Thank• Appreciate• Care

Marketing

• We are the best kept secret

• Why market?– Let the community know who you are and

what you do– Get new members– New club building opportunities

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Communications

What are the various ways in which a Club President might communicate with

club leaders?

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What are the various ways in which a Lieutenant Governor might

communicate with club leaders?

Addressing the club or board membersPhone callPersonal conversationNewsletterFormat letterPersonal hand written note

Which are more effective?39

STOP – Time for Lunch

STOPTime for Lunch

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Now that your bellies are full…

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Let’s rev up our jets and get back to it!

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Bottom-line• Communicate

• Communicate

•CommunicateAnd when your done with that…

Communicate some more43

Let’s Take a Few of Your Answers

• Why did you join your Optimist Club?

• What keeps you an Optimist?

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Delegating Committees

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How to Ask Member for Help?

• What you want done

• Why they would be the one to do it

• Give them direction and expectations

• Give them “ownership” of the task• Ask them for ideas to implement• Be excited when they suggest actions• Be flexible to allow them authority

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Things to Ask

• Greet at the door• Pledge to Flag (or

Toast)• Recruit a new member• Arrange a program• Lead the Optimist

Creed• Give an Invocation• Sell Raffle Tickets

• Serve on a Committee• Be Chair of a

Committee• Write Club Bulletin• Go to District

Conference• Visit a new club with

you• Build a New Club• Others?

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Committees of an Optimist Club

• Community Service• Fellowship• Finance• Membership• New Club Building• Public Relations• Youth Clubs Program

• Publicity• Social Functions• Personal Growth• Program• Bulletin• Fund raising

Standing Committees Other Committees

Let’s Take a Few of Your Answers

• Why did you join your Optimist Club?

• What keeps you an Optimist?

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Conducting Meetings

Presiding at Meetings

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Presiding at Meetings• Board of Director’s Meeting

• General Membership Meeting

• Committee Meeting

• Optimists have adopted ROBERTS RULES OF ORDER For official use in Parliamentary Procedures

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Presiding at Meetings

ROBERTS RULES OF ORDER allows for a diversity of opinions to be considered and allow the “majority” of the group to decide the issues.

1. Motion – Placed on the floor2. Motion – Discussed and Considered3. Motion – Voted for or against

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Conducting Board of Directors Meetings

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Board Meetings

Conduct the Business of the Club

• To oversee projects

• To oversee use of financial resources

• To approve or delete club members

• To formulate and enforce policies

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Board Meetings

Who are the members of the Board of Directors?

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Board Meetings

Who are the members of the Board of Directors?

• President • Secretary-Treasurer• Vice Presidents• Directors (May or may not be Committee

Chairpersons)– Immediate Past President– President-Designate

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Board Meetings• Monthly committee reports to the board of Directors

build in a way to manage the efforts of the committees with accountability

• The work of the club is performed by the committees

• Remember, they are volunteers

• Secretary-Treasurer– Each month a financial summary is prepared called the “Monthly

Statement of Receipts and Disbursements”– Given to the Board of Directors for their review– Monthly totals are transferred from the “Cash Receipts” and “Cash

Disbursements” journals and compared to the Club’s “budget”

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Board Meetings

• The Club Secretary-Treasurer records the minutes of the Board Meetings

• Usually just the motions, who made a seconded, and pass or fail is recorded. These minutes become a permanent record of the club

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Conducting Club Meetings

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A good Club meeting is a result of careful planning

and enthusiastic leadership

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Have you ever attended a bad club meeting?

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YES

Have you ever attended a bad club meeting?

•Started late•No speaker

•Forgot invocation•Poorly planned

•No guests•Nothing accomplished

•Lack of interest•Poor meal service

•Didn’t have any fun•No member participation

•Forgot the Creed•Ended late

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Who is responsible for having a good meeting?

YOU ARE!

Plan the meeting in advance(Timed Agenda)

• 12:00 Call to Order– Start the meeting on time

• 12:01 Invocation• 12:02 Meal service• 12:20 Introduce guests• 12:21 Induction and/or

introduction of New Members

• 12:23 Introduce Members with Birthdays

• 12:25 Read New Member proposals

• 12:28 Committee announcements

• 12:30 Introduce Speaker• 12:31 Speaker’s address• 12:55 Response to

Speaker• 12:56 Announce next

week’s program• 12:57 Draw for door prize• 12:58 The Optimist Creed• 1:00 Adjourn on time

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Fellowship

• Greeters• Name Badges• Member Activities• Participation• Awards and Recognition• Activities

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Ways to have fun and exciting meeting

• Invite the District Governor or Lt. Governor• Invite District Chairs to present training• Invite local celebrities (TV, radio, historians.)• Invite public officials (police, fire, librarians, etc.)• Have member talent perform• Invite your JOOI Club

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Add Fun and Excitement

• Fun awards• Sergeant at Arms• Pictures• Smile• Welcome• Birthdays and

anniversaries• Make up an award day• Always in good taste

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Improving Attendance

• Promote great programs

• Phone Committee• Weekly club newsletter• Local newspaper

announcements• Send the Sheriff out to

bring in members who haven’t attended in a while

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More Things to Do

• Ask your Fellowship Committee for recommendations

• Encourage, motivate, and inspire your Program Committee to provide the best speakers and programs

Publicly Recognize Members for their efforts and achievement and added value to the

Club

MembershipHow do we increase Membership?

PRIMA– Participation

– Recruitment

– Induction, Orientation and Enrollment

– Maintenance and Retention

– Attendance

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All we have to do to get a new member is: Just Ask!

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Induction and Education of New Optimist Members is a

primary responsibility of You as a Club Leader.

It is also a privilege.

Member Inductions

• First impressions are important– One of the most important events you will do– A good induction shows you care– Need to plan it carefully and thoroughly– A bad induction could leave a poor impression

and look like you do not care

• New Members should be inducted quickly after approval by your Board– Keep a couple of new membership kits on hand

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How do I perform a proper induction?

• Schedule a meeting for the induction • Advise the Secretary-Treasurer who notifies and

gathers all the necessary supplies

• Participants should include:• The inductee(s)• The President• The sponsor(s)• The Secretary-Treasurer• The Membership Chair

• The sponsor(s) should notify the inductee(s) to review what will be going on and when

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The Ceremony• The President should announce the

inductee(s) at the beginning of the ceremony

• The Membership Chair or President should introduce their sponsor(s).

• The sponsor(s) should introduce the inductee(s) with a brief (2 minute) biography.

• The President or Membership Chair reads what it means to be an Optimist

• The President invites the new member to pledge loyalty to the Club with the pledge

• The President affixes the lapel pin

• The President affixes the sponsor pin to the sponsor

• The sponsor should present the new member with a New Member Welcome Kit

• Explain what is included in the kit• The Secretary –Treasure should

present the new member with a membership card and certificate

• The President should invite all members to welcome the new member with a round of applause as the President warmly shakes the new member’s hand

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After the induction…

• Educate fully the new Member on the functions, activities, and projects the Club does in your community.

• Through the Membership Application - Interest Finder, assign the new Member to a project or activity, and committee.

• Use Personal Growth and Involvement Program (PGI)

Personal Growth and Involvement (PGI)

• Elements of PGI – Presence/Attendance

– Knowledge of the Organization

– Activities/Programs

– Personal Growth/Self Development

– Growth/New Members

– Communication

80The P.G.I. program will make members better volunteers

New Club Building

• Why Build a New Club?– New friends

– Fellowship

– Business Contacts

– Build the roster of your own club

– Service to children your club cannot reach

– Betterment of community

– New enthusiasm in area

– Recognitions

• Work with your Lt. Governor and New Club Building Chair– Make a commitment– Select a site– Plan the project– Building the Club -

Get to work!

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Building a New Club in a community or area that has no Optimist Club is the BEST Community Service Project any Club could ever perform

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Recognize

• Publicly Recognize Members for their effort and achievement and added value to the Club.• Consistent and relative to accomplishment

• List some of the many ways a President can Recognize Volunteers

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Ways to Recognize

• Write a personal note of “congratulations” or “thank you”

• Thank them in person• Pat them on the back• Smile at them• Give the “thumbs-up”• Recognize them from

podium

• Put their name in Bulletin

• Put their name in Newspaper

• Give the a “certificate”– “Member of the Week”

• Recognize birthdays and anniversaries

• Handshake• Others

2014-2015 ARIZONA DISTRICT INCENTIVE PROGRAM

• MEMBER SPONSORSHIP (includes FOO’s):– A SPONSOR OF A NEW MEMBER: “PIE THE GOVERNOR”

• Sponsor will receive a coupon to “Pie the Governor” at a District Meeting

– RECOGNITION OF MEMBER THAT SPONSORS THE MOST NEW MEMBERS

(TIE BREAKER- TBD) (Big Degrazia print)(Minimum of 5 new members)

• NEW CLUB BUILDER(S):– DISTRICT RECOGNITION FOR BUILDERS OF EXCELLENCE.

• (Framed “Bridge Builder” Poem)

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2014-2015 ARIZONA DISTRICT INCENTIVE PROGRAM

• CLUB ON TRACK FOR HONOR CLUB: (Framed Degrazia picture)– RECOGNITION TO PRESIDENT EACH QUARTER

• CLUB MUST BE POSITIVE AT QUARTER END• See OI Recognition Program for Honor Club Requirements• “FAST START” BY 1ST MEETING IN OCTOBER

Club must be +1 by meeting

• RECOGNITION TO CLUB S/T OR SEC & TREAS OF HONOR CLUB AT YEAR END

(Framed “Starfish thrower” poem)

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2014-2015 ARIZONA DISTRICTINCENTIVE PROGRAM

• Special Governor Pin (Starfish) will be given to each of the following:– New Member Sponsor (including FOO’s)– Each New Member– Each BOE– Each NCB Charter Member

•  LT. GOVERNOR:– ZONE WITH HIGHEST % IN NET GROWTH FOR THE QUARTER (must be +1)

A framed Degrazia Picture plus a $25.00 Gift Card)

ZONE WITH HIGHEST % NUMBER OF REGISTRANTS AT CONFERENCE.

• (Gets to hold District Mascot until the next meeting)

•  1st Timers at District Meeting– Drawing to select one who receives Registration and Meals at next meeting

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GOALS

Our Destination

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Why Set Goals?

• GOALS are required so that we know where we are going and when we have arrived

• GOALS provide focus and direction.

• Without our GOALS we wander aimlessly and without purpose

• GOALS provide us with a measuring stick to let us know how we are doing

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CLUB INVENTORY??

WHERE are YOU?

1) Financially?

2) Membership?

3) Meeting Attendances?

4) Projects?

5) In the Community?

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MAKE SURE YOURGOAL ARE SMART

S PECIFIC

M EASUREABLE

A TTAINABLE ( & Challenging)

R ELEVANT (Individual to team & vice versa)

TIME-BASED(Deadline spark productivity)

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Reporting - Externally

Club Roster Adjustment•Add and delete Members with this form.•Change Member information (address, etc.)•New Members receive ‘Optimist Magazine” and are covered by our insurance.•District and International dues are based on the number of Members at the end of each quarter.•The activation date is the date received at Optimist International. (the only exception is the end of the Optimist year - September 30 -use the postmark date)

•Form must be signed by the Club President and Club Secretary-Treasurer

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Reporting - Externally

IRS Form 990

•Due February 15

•Form filed annually by US clubs only.

•One page financial report of Club’ activity.

•File only if gross receipts over $25,000 annually.

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Reporting - Externally

Officer Elect Report•Due May 20•Officer information is mailed out with the supplied information•Information supplied to the Districts for their records

Every year hundreds of Club leaders do not receive their materials due to incorrect information supplied, or lack of a Club filing this report

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Reporting - Externally

Community Projects Awards (CPA)

•Due September 30 to District Activities Chair•Three page report on service project or activity•Share with other Optimist Clubs your great project ideas•Awards are given at District and Internationals levels for a number of categories

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Reporting - ExternallyOther Reports

•New Club Building Permission Request

•Club Foundation Representative Appointment

•Youth Clubs Report

•Annual Club Planning Conference (ACPC)

Next Steps

TNT100

Next StepsTNT

(46 Days Your Year Starts)• Meet with your incoming board of directors and start planning

– Set goals

– Projects

– Budget

– Fundraising

– Chairs• Programs• Newsletter• Internet Safety• Other

• Call your Lt. Governor setup the ACPC

Ready-Set-Go Your Year is Here!

Have fun with it! 101

• jmpekny@msn.com

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End of Session

Two

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Good Job!!!