CLUB LEADERSHIP SEMINAR

1. CLUBLEADERSHIPSEMINAR

2. Who are members of the Kin Association? • People who belong to a Kinsmen, Kinette or Kin Club • Clubs • Zone • Districts • All above

3. Who may be an active member of a Kinsmen club? • Males 19 & over • Males 21 & over • Males and females 19 & over • Males and females 21 & over

4. Where did the name Kinsmen come from? • Old army term for people who performed service in the military • Mark Twain • Was the name of a luncheon club that once existed in New York • Hal was Scottish and this term means family

5. What is the maximum percentage a club can transfer from Service to General for it’s administrative fee on service projects? • 10% • 15% • 25% • 50% • 100%

6. At a General meeting, The most appropriate time to recite the Objects & Aims is: • After singing the national anthem • After singing the Kin Song • After saying Kin Grace • After the toast to the Association • Never

7. A Motion to Adjourn • Requires 2/3 majority of those present and voting to carry. • May not be moved by the sergeant at arms. • Does not require a seconder • Can be made at any time • Is debatable as to time only

8. A motion to reconsider, if made at a subsequent meeting requires: • Majority of those present and voting • Majority of those present • 2/3 majority of those present and voting • 2/3 majority of those present

9. Can the President ever vote twice? • YES • NO

10. A Motion to move into committee of the whole requires a time limit? • TRUE • FALSE

11. A motion to reconsider, if made at a subsequent meeting requires:What year did Kinettes achieve full partnership status? • 1965 • 1973 • 1988 • 1995 • 2003

12. District 1 Club Leadership Seminar

13. District 1 Club Leadership Seminar

14. Association Administration

15. Association Structure

16. Critical Path • Critical Dates • Jul 01 take office • Sep 30 Membership status forms filed • Nov 15 File Insurance for, pay National 7 District dues • Dec 31 T2 and change of officers files • Feb 20 Founder’s night • Jun 15 Club Annual Report filed • Need total service hours and service dollar

17. Clubs Kin was originally founded on fellowship. Kin soon found out that was not enough Kin started performing service work Service work opens the door to potential liabilities. To protect our members the Association required clubs to incorporate.

18. Incorporation • Our clubs are incorporated • Members are similar to shareholders • Dues are similar to investing • The longer you stay in – the greater the personal benefit you should receive. • Being incorporated means our shareholders and officers are protected from personal liability • The club executive is a club’s Board of Directors • Incorporations means paperwork

19. The buck stops here The Executive must have appropriate checks and balances & reporting processes in place. The Executive must use them. Many members do not appreciate the direct relationship of management of risk to their dues Critical each club have a risk management program in place Paperwork …do it and reduce dues

20. Insurance Premiums

21. Projects • Clubs runs numerous projects. • Due diligence requires every project to submit a project proposal to the Executive prior to commencement • The Executive must approve every project proposal. • Provides documentation in proving due diligence was done. • Project chairs must file a project completion report to the executive

22. Reducing Risk • Project Management • Our risk management guide offers excellent checks and balances for all projects. • Proper training of project chairs reduces the risks • Club Executive • Proper training of Executive members reduces the risks. • Club Members • Club members must understand the roles and responsibilities of the Executive and support them.

23. What do these people have in common? A well respected and loved catholic priest who has dramatically increased attendance at the local parish. A past director of a non-profit who is so loved by the company she works for, the owners call her mom and have her over for the holidays. Last year’s “Volunteer of the Year” who is chairing 3 projects and helps on the rest. District Leadership Seminar

24. Due Diligence We are responsible for safekeeping large quantities of the publics monies To be successful in defending against lawsuits and malfeasance, due diligence requires the Board of Directors to ensure they have appropriate checks and balances in place Our Insurance covers us if we have done our due diligence Be sure the paperwork is done and saved

25. Club Executive • At a minimum, a not-for-profit incorporation must have a President a Secretary and a Treasurer. • Positions - not people • Each club determines the size, composition, and roles of the members of their Board.

26. Club Executive • An executive may be comprised of the following positions • Multiple positions may be assigned to an individual. • President • Secretary • Treasurer • Membership • Risk Manager • Vice President • Communications • Registrar • Service • Ways & Means • Personal Development • Past President

27. Director Positions • Two types of Directors • Directors responsible for major responsibilities • Director at large positions • Entry level positions • Gain experience • Learn how the club operates.

28. Executive Development • The following should ONLY be filled with members who have prior executive experience • The President provides leadership. • The Secretary is the nerve center of the club • The Treasurer ensures all members are conversant with the club’s financial position • The Past President provides guidance. • Have an Executive developmental program in place. • Director at Large positions

29. Executives – Board of Directors To operate as a team, everyone must understand the basic roles and responsibilities of each Board position Successful Club Manual provides a detailed roles and responsibilities of each position. Each club may customize and assign the roles to different people All executive members must have a basic understanding of financial reporting so they may use the information effectively

30. General Executive R&R’s • Be familiar with the successful club manual. • Be familiar with Club, Zone, District and National obligations and bylaws • Produce a club calendar of events • Meeting themes • Critical dates • Project dates

31. General R&R’s • Two way lines of communication open and working • Set goals and develop a plan to achieve them • Determine the best people to chair the club’s committees. • Monitor committees • Ensure proper reporting is being done

32. Incorporation Tax Return Need your business number & corporation papers T2 short tax return Need Balance Sheet or GIFI (Profit & Loss) Due December 31 of each year Most clubs have no taxable income but must still file the return NEW: due transfer of responsibility from Ontario Government to CCRA

33. President • Lead the club • Lead the Executive • Keep toes to the fire • Motivational and inspirational • Chair meetings • Chairs must be impartial • Chairs can pass the gavel – but perception? • In some clubs the VP chairs

34. President • Focus on the big picture • You can’t do it all • Delegate whenever possible but retain responsibility • Keep business professional but ensure there is an active social life • Lead by example • Start on time • Accept advice

35. Vice President Training ground to be a successful President Chair the General meetings will give you a better appreciation of the club activities Attend as many committee meetings as possible Takes notes – prepare for next year Do not chair committees – you job is to prepare yourself for next year.

36. Secretary The busiest position on the Executive and arguably the most important. The most misunderstood position on the executive Requires the most training. Many of the duties can be delegated.

37. Secretary • Assist with preparation of agenda and circulate in advance of meeting • Everything should go through the secretary and be recorded • Prioritize incoming correspondence • All bank statements must be addressed to the club • Secretary records the final date and balance of each statement in the minutes • Only copies of the statement are given to the Treasurer. • Original are filed with Club records and given to auditor

38. Secretary File the incorporation annual return with the Province. File the Insurance questionnaire to National Ensure the T2 has been filed with CCRA

39. Secretary Preparation of all outgoing correspondence Ensure all project chairs file written reports Ensure club is meeting all its external obligations. Record the minutes Circulate the minutes promptly

40. Minutes • Minutes must accurately report the proceedings of the meeting. • They reflect facts not what was said. • Comments should be brief and not reflect opinions • They are official and legal record of the club • Should be able to produce all minutes since incorporation and at least the last 7 consecutive financial audits. • Recommend they be stored electronically • DropBox

41. Treasurer • The Executive is ultimately responsible and accountable for the clubs finances. • The Executive: • Sets the frequency and type of reporting • The financial software used to record the clubs finances. • Ensures the financial audit is completed • Club dues and assessments are paid • T2 is filed with the Government • Treasurer is responsible for tracking ALL club finances. • Treasurer must maintain absolute control of every check book and account • If out of town for a prolonged time, require a motion to appoint an Acting |Treasurer

42. Treasurer • Each bank account should have 3 signatories • The treasurer must be one of the signatories for each account. • Treasurer must be one of the signatories on every cheque. • No one, other than the treasurer, shall have access to the club cheques.

43. Treasurer • In consultation with the President, Finance committee and Executive prepare the annual budget. • Submit to each Executive meeting: • Balance sheet • Profit and Loss comparison against budget for the General and Service accounts • List of cheques written and deposits made since previous approval • All funds flow through the treasurer. • Collects member assessments • Prepare the T2.

44. Director - Risk • Mandatory position – may be combined with another position – Past President? • Work with committees to reduce risk to the club. • Have input to the Club Project Proposal • Ensure Insurance Forms are filed by Nov 15th • Ensure all new projects are included • Consult with Zone, District and National to ensure compliance

45. Director – Membership Represents the future of the club Ensures all prospective members have proper mentoring Ensures all new members receive their New Members kit, name badge etc with a reasonable time Ensures all new members receive the proper Kin Education

46. Director - Registrar In charge of contacting members to see who will attend the next meeting Maintains accurate records of member attendance at meetings Collects money for meals Has guest cards and info packages for prospective members available at all meetings Ensures all members have their name badges, club and association pins

47. Director - Service Reviews all requests for service donations Makes recommendations on service donation requests Ensures the proposed budget includes recommended donations for Zone, District and National service projects

48. Director – Ways & Means • Clubs need to operate projects that raise funds that may be donated to approved service projects. • Review Project Proposal Reports that deal with fund raising projects. • Assist the chairs in writing these reports • Make recommendations on fund raising projects.

49. Past President Brings the experience of having been a President Can sit back and bring a global perspective to the meetings Having consulted with all committees and involved with Risk – makes an ideal candidate to be Risk Manager

50. Strong Clubs don’t just happen • Each member should all be concerned about the health of his/her club. • Each member is important. • If someone is drifting away, find out why • Fix problems BEFORE they happen • Having BEEN good is nice, BEING good is better • Share what you know with other clubs • Participate in Kin events outside the club