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THE CLUB PRESIDENT-ELECT
Study Unit Objectives
After completing this study unit, you should be able to:
1.Exemplify the spirit of Civitan in your leadership of the club;
2.Understand your job responsibilities as club president elect;
3.Preside effectively at club and board meetings in the absence of the president;
4.Serve as the club program director;
5.Implement and conduct new member orientation programs;
6.Orient the board of directors prior to their assumption of office;
7.Inform and involve your club in electronic communications;
8.Participate on the club’s board of directors; and
9.Understand the significant role of the club president elect.
1. Exemplify the Spirit of Civitan
Often those serving as president-elect consider the office to be "a time of waiting in the wings." Until they are called upon, the job at hand is simply to wait until they become club presidents. Nothing could be further from the truth. As president-elect, this year should be used wisely through observing, participating, and learning all that you can about the club and its members, so you’ll be ready to serve as president.
Though not at the forefront, the president-elect has much to do, and to be successful, you must use your time and energy productively. You must represent a commitment to leadership in the actions you take while waiting to assume the presidency. Keep the following points in mind and refer to them during your year as president elect:
Effective presidents-elect demonstrate their leadership by:
learning from others by listening, observing, and participating.
building confidence in others through encouraging them to succeed.
recognizing ways to improve your club and assisting to implement those changes.
creating an environment in which club members can learn and grow as they undertake projects.
celebrating the club’s achievements with those who made the successes possible.
looking for opportunities to assist others in any or all aspects of the club.
remembering that fellowship is an important part of being a Civitan
2. Job Responsibilities
As club president elect, you are responsible for leading your club to the successful achievement of its goals by:
1.Presiding at all club and board meetings in the absence of the president;
2.Planning for the coming year with the leadership team (e.g., goals, budget, service, growth, etc.);
3.Assisting the president in removing barriers so members can work toward accomplishing club goals;
4.Serving as club program director, ensuring the club has on-going educational and informative club meetings;
5.Implementing and conducting new member orientation programs;
6.Orienting the board of directors in their roles prior to their assumption of office;
7.Implementing the use of electronic club communications;
8.Participating on the club’s board of directors; and
9.Assisting the club president to ensure success in the achievement of club goals.
3. Preside: Meeting Management
Since people have many demands on how they spend their time these days, suffering through a "bad" or "boring" meeting will quickly result in avoiding such meetings altogether. Since, in the absence of the club president, you may serve as the meeting
leader, your performance is essential to insure members believe their time has been well spent so they will look forward to returning to the club environment. The basic skills of meeting management are not difficult to master, but preparation is required.
Different types of meetings have different characteristics:
A.Board or business meetings. A predetermined agenda, a specified meeting, and a stable membership (your leadership team) are characteristics of these meetings. The primary focus of these meetings is to update one another on activities being planned and discussion of issues raised by members. Held monthly.
B.Club meetings. A loosely structured agenda (often based on routine or tradition) with an emphasis on announcements, programs, and opportunities to volunteer for projects. Interesting programs should always be a part of at least four bi-weekly meetings a quarter. Held weekly or bi-weekly.
C.Planning meetings. A series of objectives to be met, a limited membership, and (perhaps) more time flexibility. The focus is on situation analysis, problem-solving, and decision-making. Held annually or semi-annually.
D.Brainstorming meetings. May be held in conjunction with planning meetings; least structured of the meeting types; emphasis is on gathering as many ideas as possible on a particular topic or issue. Held annually or semi-annually.
If you are designated as the presiding officer for the meeting, you need to do at least the following to prepare.
1.Prepare an agenda. An agenda is put together after talking with your leadership team (board and committee chairpersons). A discussion should occur a day or two before the meeting. Please review sample agendas located in the Protocol Manual.
2.List the person(s) responsible for each item on the agenda. Make sure the people listed on the agenda know they will have to be prepared for the meeting. Don’t wait until five minutes before the meeting to do this.
3.Begin the meeting on time. When you wait for the latecomers it rewards their tardiness and punishes the members who were on time for the meeting.
4.Speak clearly and loudly enough to be heard by everyone in the room.
5.Follow the agenda and keep the meeting on track and on time.
6.Listen to what others’ are saying during the meeting.
7.Summarize decisions made during the meeting and review who is responsible for actions to be taken.
8.End the meeting on time. Civitans are busy people with other obligations. Ending on time reduces the need for members to leave before you’ve completed the agenda.
4. Serve as Club Program Director
The Civitan club meeting is a member’s greatest source of knowledge, fellowship, and service. Few members have the time or desire to waste an hour of their day on long-winded reports, announcements, or business. As program director, you are
essential to making the club meeting interesting, worthwhile, and informative by scheduling speakers who offer a variety of timely topics. Although there may be a program committee in your club, you will be responsible for leading the effort.
Let’s review six important steps to ensure success:
1.Plan programs months in advance.
2.Vary the type of programs to create a change of pace. Consider topics that cover national and local interest, humorous issues, or travelogues.
3.Stress programs that will have interest and appeal for club members.
4.Use adequate communication and follow-up with the program speakers to ensure against them failing to show.
5.Use many members to help on the program committee. This will provide in an array of topics since committee members will have different contacts in the community.
6.Cooperate fully with the bulletin editor and publicity chairperson to adequately announce and properly report the upcoming program.
If your club doesn’t have a program committee, consider three different methods:
1.As program director you will be responsible for choosing all programs and making the necessary contacts to confirm the programs. Once confirmed, chose a chairperson for the particular program. The chairperson’s responsibility will be to contact the speaker by telephone the day before the meeting, host the speaker, and make the introduction of the
speaker.
2.As program director assign individual members to be responsible for a program. Give them specific dates and ask them to follow-up and report back to you once a speaker is planned. With this method, you need only assist when necessary.
3.As program director, appoint a committee of three to five Civitans to assume all responsibility for identifying and presenting programs.
With any of these methods, the ultimate responsibility falls on your shoulders. Don’t just delegate the task and forget it; constantly follow-up and communicate.
Arranging speakers for your programs is a simple process. After you have the tentative schedule of topics and a master calendar, use the following guidelines:
1.Make the first contact by telephone.
2.Brief the speaker on the club and its members. Are they formal, or do they relax and enjoy informality in a speaker?
3.Have a particular date in mind; if the speaker is not available, suggest other dates from your master calendar. Good speakers may require four to five months advance booking.
4.Explain the time limits of the club meeting. This will save embarrassment for both the speaker and you.
5.Confirm your initial contact by letter. The letter should give date, time, place of meeting and driving instructions if necessary. The letter should state explicitly that the speaker is invited to join you for a meal. Send the confirming letter as soon as possible after the preliminary arrangements are made.
6.If the program has been engaged well in advance, a reminder note should be sent 10 days before the meeting. A telephone call on the morning of the meeting would also be in order.
As president-elect, your responsibility as program director will enhance your knowledge in the areas of organization, planning, and working with others. Coordinating club programs will not only benefit the club, but will serve to sharpen your skills in areas needed when you are the club president.
5. Implement and Conduct New Member Orientation Programs
When a new member is accepted into membership, an orientation program is imperative to begin their involvement in the club. Without understanding the basic purpose, areas of opportunities, and club activities available, there is little chance a new member will know the direction to proceed.
As president-elect, your responsibility for orienting new members will require that you become familiar with all aspects of the organization in order to teach others. This will give you a head start before serving as president and will allow you to gain the knowledge needed to successfully lead your club.
The complete orientation process is discussed in the administrative section of this manual. Please review and implement all areas listed for each new member who is accepted in the club.
6. Orient the Board of Directors Prior to Their Assumption of Office
Orienting new board members is a responsibility that will assist in your preparation to serve as president and participate on the Board. Since you will work closely with your board members, gaining the knowledge needed to orient them can only benefit you in future administrative skills.
The complete orientation process is discussed in the administrative section of this manual. Please review and implement all areas listed when conducting orientation for the board of directors.
7. Inform and Involve Your Club In Electronic Communication
The late twentieth century has been characterized by a number of technological advances and changes. One of the most dramatic changes has been the emergence of electronic forms of communication. You should be in the forefront of leading your club toward the integration of electronic communication into the operation of your club.
Let’s look at some ways you could use electronic communication (if it’s not being used already):
1.Supplement or replace the "TelephoneTree" used to notify members of meetings and projects.
2.Supplement or replace the club bulletin.
3.Establish a presence on the World Wide Web for the club through the posting of a web page detailing information about the club. The web page can be created using assistance from the Civitan International home page [www.civitan.org] that provides authoring tools for clubs to use.
4.Distribute club minutes, meeting agendas, etc.
5.Create a "chat room" where members might interact with other members electronically.
6.Develop a bulletin board service for the posting of announcements, ideas for projects, updates on activities, etc.
It’s easy enough to do any or all of these things. First, you will need to help your club members learn about using electronic communication. The basic requirement is a telephone modem and a computer; however, advances have brought web-TV into
being, and libraries, cafes, and organizations often permit patrons and employees to use their equipment to access email or the Internet.
If you are not web-literate, ask in a club meeting for someone who is willing to show you the ropes. Don’t assume that the helpful club member will necessarily be a younger member either, lots of people are using electronic communication!
When you are comfortable with the technology, begin training your club members to use the technology, too. You’ll discover that it facilitates communication, reduces costs, and may even increase interest in what is happening in the club on the part of
some members.
8. Participate On the Club’s Board of Directors
As president-elect, you have a responsibility to participate fully on the board of directors. You will be leading your club next year, so learning as much as you can about the club, its operation, and its members is important to your future success as president.
You will chair the meetings in the event that the president is unable to attend a scheduled board meeting. That means you need to stay in touch with the president, working with him/her and the secretary in developing the agenda, and staying on top of the activities and projects in which the club is engaged.
The more you participate on the board this year, the easier it will be for you to lead the board next year
9. Understand the Significant Role of the President-Elect
The amount of effort, time, and enthusiasm you give to your office as president-elect will have a direct relationship to how you serve as the incoming president of your club. If you observe, learn, and listen during this year, you will be prepared to fulfill the responsibilities that lie ahead of you.
The knowledge and organizational tools you will master through administering the orientation programs, setting up electronic club communication, and serving as program director will give you much of the needed skills to succeed as club president.
Use your time wisely and become involved in as many aspects of the club as possible. This will ensure your success and prepare you to lead the club in achieving annual goals.
ADMINISTRATIVE INFORMATION AND FORMS
Overview of New Member Orientation
Units I – IV
Once a new member is accepted into membership, you should contact them to schedule an orientation meeting. The orientation program involves a four unit training session and should involve the new member in an array of club activities without delay. Upon completion, the new member receives a certificate from Civitan International (upon request).
Unit I: You and Your Club
This unit is designed to acquaint the new member with all aspects of his/her local club, including history, on-going activities, organization, etc.
Unit II: The International Connection
A logical extension of the first unit, this unit focuses on the operations and make-up of the organization at the district and international levels, and their inter-relationships with the local club.
Unit III: Finding Your Place In Your Club
Designed to help the new member identify those areas of club work that most interest him/her.
Unit IV: Sharing Civitan with Others
This unit will assist the new member in identifying and recruiting prospective members, maximizing their enthusiasm.
NEW MEMBER ORIENTATION UNIT I:
Title: You and Your Club
Objective: At the end of this unit, the new member should understand and identify with the history, traditions, composition, club projects, and other accomplishments of the club. Furthermore, the new member should be familiar with the relationships that exist within the club and the community it serves.
Materials Needed:
1.CL100 – This is Civitan
2.Local Club Folder including such items as constitution, roster, officer list, projects list, awards program, organization chart, committee list, budget, bulletins, and sample programs.
Instructional Process:
1.Discuss the major concepts in the first sections of the brochure This is Civitan,
such as Civitan’s mission statement, club purpose, origin of Civitan, the Civitan
emblem, creed, and club structure.
2.Review the specifics of the local club using the Local Club Folder, discussing:
a.When, where and how this club was developed/chartered;
b.What local, district, and/or international projects has the club done;
c.The ways in which the club raises funds to finance projects;
d.How the club makes decisions and how do persons attain officer status;
e.What social activities are sponsored by the club for members and their families;
f.What are the financial responsibilities of members;
g.How a new member can know what has, is and will happen in the club;
h.Opportunities for personal development and service; especially through volunteering for functions, accepting committee and officer roles.
1.Explore how the local club relates to other Civitan clubs.
NEW MEMBER ORIENTATION UNIT II:
Title: The International Connection: Your Club, District, and Civitan International
Objective: At the end of this unit, the new member should understand the relationship between the local club, the district and Civitan International. Furthermore, the new member should be familiar with the operation of Civitan at the district and International levels.
Materials Needed:
1.CL100 – This is Civitan
Instructional Process:
1.Discuss the sections in the brochure titled Civitan Projects, District support structure, International support level, and the Civitan International Foundation.
2.Explain the history and purposes of Civitan International as an association of local clubs.
3.Ask the new member to list the values of being a part of an International organization, especially in terms of helping others.
4.Review the opportunities which the district and Civitan International provide for the member and the club.
NEW MEMBER ORIENATION UNIT III:
Title: Finding Your Place in Your Club
Objective: The new member should become familiar with the different roles or opportunities he/she can get involved in which best suits their abilities and interests.
Materials Needed:
1.A list of opportunities for service in the club, such as committee, projects, or special assignments.
Instructional Process:
1.Discuss the new member’s skills, abilities and interests;
2.Explore and identify specific opportunities for service based on their responses;
3.Arrange and ensure the new member’s involvement in these areas. Follow up with the new member and other members with whom they are working to see how the new member is progressing.
NEW MEMBER ORIENTATION UNIT IV:
Title: Sharing Civitan with Others
Objective: At the end of this unit, the new member should be able to approach a prospective member and present Civitan in an effective manner so as to secure the prospective new member as a Civitan.
Materials Needed:
1.CL101 – Join Civitan
2.CL181 – A Guide for One-on-One Sponsorship
3.CL116 – Prospective New Member List Form (located in the Adding To Your Success Manual)
Instructional Process:
1.Ask the new member to develop his/her statement about "What is Civitan?";
2.Role-play as a prospective member with new member.
3.Ask new member to list at least three prospective members and place their names on the Prospective New Member List.
4.As them to identify one of the prospects which they will contact and invite to the next club meeting.
5.Follow up and encourage the new member until he/she successfully gets a prospective member to the meeting.
NEW MEMBER ORIENTATION UNIT V:
Title: Participating In the VIP Program
Objective: Unit V should give the new member a jump-start in getting involved in an array of activities.
Materials Needed:
1.CL149 – VIP Program Flyer
Instructional Process:
1.Review with the new member how the VIP program works;
2.Discuss the five categories in which they can earn points in the program;
3.Follow up to ensure the new member is completing the program. After completion, send in the scorecard to Civitan International and receive a VIP pin, and certificate.
BOARD OF DIRECTORS ORIENTATION
Title: Now That You Are On the Board
Objective: At the completion of this unit, the member who has been elected to the club’s Board of Directors should understand the role and function of that Board. He/she should be able to participate in the decision-making process using the consensual method, and demonstrate the skills necessary for full participation as a Board member.
Materials Needed:
1.CL142 – How to be an Effective Club Board Member
2.Copy of club’s constitution and bylaws and the Constitution and bylaws of Civitan International.
3.Question and response sheet discussed below. Distribute a copy to each member.
4.Copies of the group exercise questions. Distribute a copy to each member and conduct a group discussion on the typical issues requiring board action.
Instructional Process:
1.You should begin the session by passing out a response sheet with the following
questions on it:
a.Why is the work of the Board important?
b.What do you think you have to contribute to the work of the Board?
c.What changes do you think the club needs to make in order to be more effective?
d.What do you think are the strengths and weaknesses of the club?
2. After the group has explored what it means to be a Board member through responses to the questions above, review each heading found in the literature mentioned under materials.
a.Policy and Legislative function
b.What is a Board of Directors?
c.What the Board of Directors does?
d.The Presiding Officer
e.Planning Meetings
f.Running Meetings
g.Setting Policy
h.Evaluating Programs
i.Communications
j.Dealing with Pressures
k.An Eye to the Future
3. Ask the group to give examples of the kinds of decisions which a club board is asked
to make: 1) policy, 2) allocation of resources, both financial and personnel and 3) operational, such as programs, projects, etc. Try to elicit specific examples of each kind of decision to ensure understanding by each member.
4. Review the process of consensual decision-making with the group by allowing them to participate in a simulated decision-making situation as outlined in the exercise on the following page.
5. .Conclude the session by assuring the group that they can function together as a team,
making the best possible decisions for the club.
SAMPLE DECISION-MAKING EXERCISES FOR THE BOARD OF DIRECTORS
1.Your club annually budgets $1500 to send two delegates to the International Convention. This year, three people have expressed interest in attending, yet your funds will only accommodate two. One of the prospective attendees is your club president. The other two are relatively new members, with less than three years of club involvement. Neither has held a club office beyond the committee level – one is your Candy Box Chairperson; the other chairs your Publicity Committee. Who does the Board select to attend?
2.Two of your members are several quarters in arrears with dues payments. Neither
attends meetings regularly anymore and several attempts to contact them by mail and telephones have not resolved the issue. What actions (if any) should the board authorize?
3.Your club Projects Committee has recommended a new service project that would result in widespread publicity and acclaim for the club. The project is such that hands-on activity is a must (and from most of your members). The project would also detract a bit from some of your on-going projects that only require one or two people participating. While these projects have been around for many years, most of your members have never been involved in any of the work because of their limited volunteer needs. How should the Board deal with this proposal?
NEW MEMBER ORIENTATION
CERTIFICATION REPORT FORM
New Member Name Date Trained
___________________________________________________________________ ___________________________________________________________________
___________________________________________________________________ ___________________________________________________________________
___________________________________________________________________ ___________________________________________________________________
___________________________________________________________________ ___________________________________________________________________
___________________________________________________________________ ___________________________________________________________________
___________________________________________________________________ ___________________________________________________________________
I do hereby certify that the above person(s) completed their New Member Orientation on
on the following date(s) indicated. Please send certificates for each of these new members to the following address:
President Elect: ___________________________________________________
Club: _____________________________________ District: _______________
Address: _______________________________________________________
City: _________________ State/Providence __________ Postal Code _______
Please return this form to the Membership Services Department, P.O. Box 130744, Birmingham, AL 35213-0744.
CF 255 5/93 PRINTED USA
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