Welcome to the club president’s workshop GOLDEN WEST REGION LEADERSHIP TRAINING RETREAT 2013 PRESIDENT’S WORKSHOP
Agenda overview • Club President Job Description • District Director Job Description • Resources • Club Administration • Communications • District Breakouts
Club PresidentJob Description GOLDEN WEST REGION LEADERSHIP TRAINING RETREAT 2013 PRESIDENT’S WORKSHOP
Club president Job description LEADERSHIP RESPONSIBILITIES • The club president assumes leadership of the club • What does it mean to “lead?” To guide on a way, to direct on a courseor in a direction • Always remember you are a guide. It is your job to direct and guide the club not to dictate how the club will run.
Club President Job Description ADDITIONAL LEADERSHIP RESPONSIBILITIES • Gives the time and effort necessary to lead and carry on the work of the club • Begins and ends meetings on time • Has, or quickly acquires, a working knowledge of Soroptimist • Represents her club in the community • Serves as a delegate at region conferences and represents her club at district fall meetings
Club President Job Description • Demonstrates strong personal leadership; strives to develop leadership in others; and shares responsibility Look for members who demonstrate leadership potential and teach them: • Give responsibility for a particular part of an event • Ask them to be an assistant chair of a committee • Ask them to be on the board, perhaps as a director or secretary
Club President Job Description • demonstrates strong personal leadership; strives to develop leadership in others; and shares responsibility • Delegate to others • Give them guidance and direction • Then LET THEM DO IT! You will be better off and so will your club!
Club President Job Description ADMINISTRATIVE RESPONSIBILITIES Relating to the club and the board of directors • Recognizes that the responsibility for administering club affairs is vested in the board of directors, but the work is to be performed by officers, board members, standing and special committees, and members
Club President Job Description ADMINISTRATIVE RESPONSIBILITIES Relating to the club and the board of directors • Plans and prepares agendas for club and board meetings, including all matters of business and promotion of SIA, region and club activities; encourages membership participation; conducts meetings efficiently and effectively
Club President Job Description ADMINISTRATIVE RESPONSIBILITIES Relating to the club and the board of directors • Meets with committee chairs and coordinators, providing assistance and motivation for implementation of programs, and stimulating ideas throughout the year
Club President Job Description ADMINISTRATIVE RESPONSIBILITIES Relating to club committees • Appoints all standing and special committees, unless otherwise directed in club bylaws • Shares views with committee chairs, but lets the chairs preside at committee meetings
Club President Job Description ADMINISTRATIVE RESPONSIBILITIES Relating to region and SIA • Ensures that all SIA and region correspondence, requests and questionnaires are answered promptly, and that club mailings are read and the information contained is disseminated to the club
Club President Job Description ADMINISTRATIVE RESPONSIBILITIES Relating to region and SIA • Immediately after the club election, assures that the SIA and region are furnished data, on forms provided, regarding new officers for the annual region directory and mailing lists
Club President Job Description Knowledge is Power! Be a Powerful Informed President
District directorJob Description GOLDEN WEST REGION LEADERSHIP TRAINING RETREAT 2013 PRESIDENT’S WORKSHOP
MEET YOUR DISTRICT DIRECTORS • District 1 Director Carol Duncan – SI the Chino Valley • District 2 Director Liz Glowka – SI Palm Desert • District 3 Director Mandy Mann – SI Flagstaff • District 4 Director Maryann Erickson – SI Gold Canyon
District director job description PRIMARY RESPONSIBILITY: To connect and communicate with clubs by • Direct communication with club presidents • Making an official visit to your club during the biennium • Coordinating a fall meeting for all clubs in her district each year of the biennium
District director job description COMMUNICATING WITH CLUB PRESIDENTS No. 1 Communication Tool: EMAIL You’ve got mail! Check your Soroptimist inbox often! How often is often?
District director job description OFFICIAL CLUB VISITS • District directors visit each club in their district once during the biennium • The region pays travel expenses for this visit • If your club would like another visit, your club pays travel costs for the district director CLUB INSTALLATIONS • When a district director serves as the installing officer at a club installation, it is the club’s responsibility to pay for travel costs
District director job description DISTRICT FALL MEETINGS Each district director coordinates a fall meeting for the clubs in her district • Works with hostess club(s) to select facility • Develops meeting budget • Prepares and sends call to fall meeting • Develops the fall meeting program; coordinates with presenters
district fall meetings 5 REASONS TO ATTEND FALL MEETING • Bond with your club members • Learn how to effectively implement important Soroptimist programs • Learn how your club can carryout the Soroptimist mission • Inspire and be inspired by connecting with other Soroptimist members • Increase your Soroptimist IQ
Resources forclub presidents GOLDEN WEST REGION LEADERSHIP TRAINING RETREAT 2013 PRESIDENT’S WORKSHOP
LEADERS RESOURCE GUIDE SECTIONS TO REVIEW • Section 3: Information for Presidents • Section 8: Program • Section 9: Membership • Section 10: Fundraising • Section 11: Public Awareness .
LEADERS RESOURCE GUIDE MORE SECTIONS TO REVIEW • Section 12: Parliamentary Procedure, Protocol, and Etiquette • Section 13: Goal Setting • Section 14: Team Building through Committees • Section 15: Facilitation, Mediation, and Conflict Resolution.
President’s Activity checklist • Your month-by-month guide to stayingon track and aheadof deadlines! • Provide a copy to your board! Download from theGWR Website Print Shop
GWR Club management guide CLUB MANAGEMENT GUIDE CONTENTS: • Club officers and their duties • Club Committees [from generaloperations to individualcommittee responsibilities] • Parliamentary Procedure • Club Protocol • Scripts for inducting newmembers & installingclub officers
Gwr & sia website resources GWR WEBSITE www.goldenwestregion.org SIA WEBSITE www.soroptimist.org
Club ADMINISTRATION GOLDEN WEST REGION LEADERSHIP TRAINING RETREAT 2013 PRESIDENT’S WORKSHOP
Non-profit organization status Club Relationship to SIA • Each club is an affiliate of SIA • Clubs are granted a charter by SIA and must operate under SIA bylaws and rules and procedures. • As long as a club is in good standing, they may continue to hold the charter, receive the benefit of the tax exempt status and operate under the name Soroptimist International.
Non-profit organization status Each club is formed particularly to: • Promote the advancement of women through volunteer service to the community; • Serve as a global voice on issues of importance to women; and • Engage in any other lawful activities that further the exempt purpose of the club
Non-profit organization status BENEFITS OF NON-PROFIT STATUS • Contributions are tax-deductible to the donor • Exempt from federal / state income taxes • Exempt from state sales tax—Not California • Eligible to apply for grants available only to 501(c)(3) organizations • Public legitimacy of this IRS recognition
Non-profit organization status RESPONSIBLITIES AS A NON-PROFIT • To file annual tax return with the IRS • To file annual tax return with your state, if applicable • To make sure that no part of club earnings are distributed to directors, officers, members or family members of members • To avoid participating in any political campaign
Club Bylaws Recommended Best Practices • Review of bylaws once during each Biennium; amend as needed to reflect organizational/club growth and development Resources • SIA Sample format for Club Bylaws • GWR Laws & Resolution Committee: Margie Burke – email@example.com – 480-213-9528
Financial ACCOUNTABILITY Your club needs procedures to assure financial accountabilityFinancial Horror Stories: • Club treasurer who kept no records or receipts • Clubs who failed to file tax returns/lost non-profit status • Commingling of club and personal funds • Only authorized signer on club bank account left club and took all the money
Financial ACCOUNTABILITY Best Practice Club Financial Policies: • Club approval of an annual budget • Procedures to keep cash and checks safe • Presentation of regular financial reports (recommend monthly reporting) • Timely reconciliation of the bank statement
Financial ACCOUNTABILITY More Best Practice Club Financial Policies: • Club president reviews and approves bank reconciliation reports • Segregation of duties Example: Person making bank deposits should not be responsible for reconciling the club bank statement • A voucher system should be in place assure all club expenditures are authorized and documented
Financial ACCOUNTABILITY More Best Practice Club Financial Policies: • Internal control procedures: Two signers on your bank account • Guidelines for reimbursement of expenses • Requirement for annual audit/review of financial records
Financial Resources • GWR Treasurer’s Manual • Soroptimist International of the Americas – 501(c)(3) Organizations: Fundraising, the IRSand State Law
Risk management Each club should obtain necessary insurance products to protect the organization and members • General liability insurance – • Insurance coverage for club activities • Policy now cover the sale or serving of alcoholic beverages by club members – See update • Directors and Officers Liability Insurance – • Insurance for claims against club and region officers or directors
Use of sia registered marks • SIA has registered its trade marks, including the S-logo • Clubs producing items with the logo which will be sold must apply for licensing & pay a licensing fee – Application form on SIA website • No approval/fee required for items that are NOT going to be sold
Use of sia registered marks Clubs co-sponsoring an event with a non-Soroptimist organization • Both the club and the other party must obtain written permission from SIA headquarters before using the SIA mark or logo for the event • SIA Contact to request permission to use the Soroptimist name or marks: Lisa Mangiafico – firstname.lastname@example.org
California sales tax • California clubs or clubs from other states making sales of goods or merchandise in California need a seller’s permit from the California State Board of Equalization • For more information about applying of a permit, reporting sales, filing returns and paying any tax due, refer to the GWR Treasurer’s Handbook
COMMUNICATIONS GOLDEN WEST REGION LEADERSHIP TRAINING RETREAT 2013 PRESIDENT’S WORKSHOP
Communications GWR will communicate with clubs using @soroptimist.net email addresses Benefits: • Eliminates need to change club email contact every year • Legitimizes your club status • Eliminates need to use their personal email for club business • Both SIA and GWR websites use the @soroptimist.net address to direct interested parties to clubs
communications REGION RECOMMENDATIONS FOR CLUB EMAIL COMMUNICATIONS • President or designated club member should check club email at least once each day • President of designated club member should respond to emails within 24 hours, even if it is just to communicate “I GOT IT”
Communications GWR Nuggets Newsletter Primary way region shares information related to the business of Soroptimist with your club PUBLICATION SCHEDULE: September 1 – September/October Issue November 1 – November/December Issue January 1 – January/February Issue March 1 – March/April Issue May 1 – May/June Issue
Communications REVIEWING AND SHARING THE NUGGETS • Club presidents will receive email notification that the Nuggets is available for download • Timely attention is required – as president you need to know if action(s) are necessary and to pass on information as appropriate • Sharing it with your club members is your responsibility as the leader of your club INCREASE THE SOROPTIMIST IQ OF YOUR CLUB!
District breakouts GOLDEN WEST REGION LEADERSHIP TRAINING RETREAT 2013 PRESIDENT’S WORKSHOP
CLICK FOR INFORMATION • LEADERS RESOURCE GUIDE (GWR) • PRESIDENT’S ACTIVITY CHECKLIST (GWR) • CLUB MANAGEMENT GUIDE (GWR) http://www.goldenwestregion.org/files/uploads/files/GWR%20Club%20Management%20Guide_July%202012.pdf