Prior to Your Term of Office - Champions of Service



2019-2020Club Planning Calendar3200400208915Review each month carefully. As the year progresses, you may want to look back at check points from previous months. We suggest you always look forward a month or two when plotting your times to accomplish key written and verbal communications.GOOD LUCK AND THANK YOU FOR YOUR SERVICE!August 2019Prior to Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDFinalize Committee Appointments____ Appoint committee chairs and officers. Each should understand the job expectations and the resources/support available from you and the club.____ Provide job descriptions to committee members for the coming year (Descriptions are provided in the President Leadership manual)Committees ____Determine club members’ interests and complete committee assignments by mid-August. Installation Ceremony____This is the responsibility of the current President and Secretary. (They should order pins, awards, etc., and invite an incoming district officer.)Club Officer Certification____Attend one of the President/President Elect Leadership Workshops in order to obtain certification. Membership ____Find out if your club had a net gain or loss in membership in the last year. When was the last time your club had a formal membership drive? ____Brainstorm ideas with incoming officers on how the club can increase membership. Work with club membership chairs to develop solid growth plans. Set membership goals and dates of membership meetings each quarter.____Review the Membership Plan of Action which is due in September to district Governor-Elect.Review Information and Materials____Review a copy of the club’s constitution and bylaws. Become familiar with the provisions.Budget/Finances____Review the club’s budget. Is it reviewed against expenditures and income each month by the board of directors? Does the club stay within the overall budget and are there periodic revisions? Is the club in sound financial condition?____Meet with incoming and current Treasurers to review club’s financial status and develop a budget for board approval.____Schedule budget-planning session with board and committee chairs for late September. Board must approve final budget before October 1.Club Newsletter/Bulletin ____Meet with the newsletter/bulletin editor to review newsletter format and details of distribution.Board of Directors____Conduct planning meeting with outgoing & incoming Board. Review & plan in the following areas: Service Projects, Fund Raising Projects, Membership Growth, Budget/Finances, etc.____Ensure insurance coverage and proper contracts are in place for upcoming events. If you have questions, contact Civitan International or a local attorney or insurance agent.August 2019Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday 123Leadership WorkshopsRaleigh, NC4 5678910Leadership WorkshopsHuntsville, ALLittle Rock, AR11121314151617Leadership WorkshopsNashville, TN 181920 21222324 Leadership WorkshopsChattanooga, TNCharlotte, NCOrlando, FL25262728293031September 2019Prior to Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDMembership____Conduct a 4th quarter membership meeting.____Sponsor a member personally.____Hold an initiation and orientation for new members.Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue. Meet with Lt. Governor/Area Director____Meet with current club President and the district Lt. Governor/Area Director to complete the Year-End Conference Report due September 30.Follow Up____Confirm current or new Treasurer is sending dues notices to the membership for the October - December quarter dues. September 2019Monthly PlannerndayMondayTuesdayWednesdayThursdayFridaySaturday12 Labor day34567Leadership WorkshopsBirmingham, AL89101112131415 Club Membership Plan of Action Due to G-E's1617181920 21 Fall Begins22232425262728 2930 All Club Officer Training Should be completeOctober 2019During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDDues____Pay quarterly district and international dues by mid-October. Club Treasurer/billing contact should have received invoice.Awards____Review and complete the Honor Club Application and Club Competitive Awards applications which are due by December 1.Newsletter/Bulletin____Coordinate with Newsletter Editor an article in the newsletter highlighting the accomplishments of the past year and thank everyone for their support.Sponsoring Clubs for Junior Civitan____Reminder that Junior Civitan club dues deadline is November 1. October 2019Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday283210333375001 Civitan Year Begins!234567 891011121314 Canadian Thanksgiving DayColumbus Day15161718 192021222324-720090275590Board of Directors Meeting Tentative00Board of Directors Meeting Tentative2526 2728293031 HalloweenOct-Dec Dues delinquent after this dateNovember 2019During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDReview____Review minutes of past month’s board meeting.____Evaluate past month’s club meetings and adjust as needed.____Review September membership survey results from members. Phone those who have not replied. Compile results and briefly report them at the next meeting to the entire membership.____Evaluate the work being done in standing committees.Membership____Review roster and determine non-attending members. Re-engage them in club meetings and activities by setting up a phone committee to call them. Make sure they are also being sent club newsletters.____Review the progress on upcoming membership meeting organization. Meet with membership chair to discuss membership meeting and encourage all members to bring guests.Follow Up____Application for awards must be submitted to Civitan International by December 1.____Make sure all officers are reported as certified to Civitan International. Certification is awarded upon completion of attending one of the President/President-Elect Leadership Workshops. (Deadline November 15)Newsletter/Bulletin____Contact the Newsletter Editor about information for the next issue. It should inform, praise, encourage, motivate, and remind. Sponsoring Clubs for Junior Civitan____Reminder that Junior Civitan club dues deadline is November 1. HAVE A BLESSED THANKSGIVING November 2019Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday123 Set Clocks BACK45 Election Day (US)67898593725-65468510 11 Veterans Day (US)Remembrance Day (Canada)12131415 Deadline for Club Officer Training Certification16171819206699251517650021 Thanksgiving Day (US)222324252627282930December 2019During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDMembership____Review the plan of action/membership meeting timelines with committee chair. Analyze results to date. With first quarter ending, determine if you are on target toward attaining your growth goals. Finances/Budget____Review the club financial status with club Treasurer/billing contact. Make sure all bills are being paid to local, district, and international accounts.____ Review the club budget and goals. Look for areas of success and also needed improvements.Club Meetings____Meet with President-Elect or Club Program Chair to review January – March club meeting program. Work with them to ensure your club offers members a chance to enhance their knowledge. ____Have a holiday social for members.Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue. Follow Up____Confirm Treasurer is sending dues notices to the membership for the January – March quarter dues.Have a wonderful holiday with family & friends.December 2019Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday1 Honor Club/Award Applications for 2018-19 year2345678891011121314151617 1819 2021 Winter Begins22232425 Christmas26 Boxing Day (Canada)272829 30 31 Deadline: Adds /Deletes Jan-mar Dues BillingJanuary 2020During Your Term of OfficeHAPPY NEW YEAR!!CHECK EACH ITEM WHEN COMPLETEDIRS Requirements____Prepare for IRS filing of 990 form by February 15. Committees____Contact committee chairs to arrange initial meetings with their committees to formulate goals, action plans, and a budget for the upcoming quarter. Ask for reports.Membership ____Committee should finalize plans for 2nd quarter membership meeting.____Encourage all members to bring a prospective member to the meeting.Public Relations____Work with club Public Relations Chair to send out press releases about Clergy Appreciation Month activities which are held in the month of February.Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue. Dues____Pay quarterly district and international invoices/dues by mid-January. January 2020Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday 1 New Year's Day23456789101112131415161718 1920Martin Luther King, Jr. Day21222324 2526272829106807029210Jan 31 Postmark Deadline, Shropshire Scholarship Applications Application Due00Jan 31 Postmark Deadline, Shropshire Scholarship Applications Application Due30 Jan-Mar dues delinquent after this dateFebruary 2020During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDIRS Requirements____IRS filing of form 990 by February 15. Public Relations____Offer any assistance to club Public Relations chair in relation to Clergy Appreciation Week activities.Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue. Meetings/Conventions____ Confirm dates and locations of district meetings and International convention and announce them in upcoming club meetings. (President-Elect should be a delegate for your club at the International convention).____Determine/gain approval for club to contribute to financing delegate attendance, if this was not included in budgetFebruary 2020Junior Civitan AppReciation Month! Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday18235560700405Clergy Appreciation Week00Clergy Appreciation Week3456721526583820Sno-Do-Tentative00Sno-Do-Tentative8-3175546100Sno-Do-Tentative00Sno-Do-Tentative9101112135867402012950014 Valentine’s Day15IRS filing deadline for form 9901617 Presidents Day (US)18192021 2223242526272829March 2020During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDMembership____Review roster and determine non-attending members. Re-engage them in club meetings and activities by personally contacting them. Make sure they are also being sent club newsletters.____Conduct the 2nd quarter membership meeting.____Sponsor a member personally.____Hold an initiation and orientation for new members.International Convention____Register online for international convention at .Club Officer Certification____Pre-register club President & President-Elect for officer certification at one of the Leadership Workshops. Dates and locations will be announced this month.Awards____Review the Honor Club application and Civitan International Awards program. Determine if your club is on target. Public Relations____Begin planning Civitan Awareness Month activities for April.Board of Directors____Ensure insurance coverage and proper contracts are in place for upcoming events. If you have questions, contact Civitan International or a local attorney or insurance agent.Follow Up____Confirm Treasurer is sending dues notices to the membership for the April - June quarter dues.Club Meetings____Meet with President-Elect or Club Program Chair to review April - June club meeting programs. Work with them to ensure your club offers members a chance to enhance their knowledge. Encourage your chair to contact the Chamber of Commerce or other agencies to reserve speakers.District Meetings____Plan to attend spring district meeting.March 20202020 SUMMER LEADERSHIP WORKSHOPS WILL BE ANNOUNCED IN APRIL Monthly Planner SundayMondayTuesdayWednesdayThursdayFridaySaturday 123417145492125International Board of Directors Web Conference Meeting-Tentative00International Board of Directors Web Conference Meeting-Tentative5678598170109220008 Set Clocks Forward9101112131415 1617 St. Patrick's Day18 1968389531432520 First Day of Spring21 222324 25262728 293031 Deadline: Adds/Deletes for April-June BillingApril 2020During Your Term of OfficeCivitan Awareness MonthCHECK EACH ITEM WHEN COMPLETEDDues____Pay quarterly district and international dues by mid-April. Club Treasurer/billing contact should have received invoice.Annual Club Election of Officers____Conduct the election of 2020-2021 officers between April 1 and third week in May.International Convention____Finalize selected club members as delegates to the district and international conventions.____Register online for international convention at .Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue. District____Meet with district Lt. Governor/Area Director to complete Semi-Annual Club Conference Report which is due to Civitan International by April mittees____Contact committee chairs to arrange initial meetings during the month with their committees to formulate goals, action plans, and a budget for the upcoming quarter. Ask for reports during quarter.Club Officer Certification____Pre-register club President & President-Elect for officer certification at one of the Leadership Workshops. Board of Directors____Ensure insurance coverage and proper contracts are in place for upcoming events. If you have questions, contact Civitan International or a local attorney or insurance agent.April 2020Civitan AppReciation Month! Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday12345678910Good Friday1112 Easter13141516171819 20212223242526272829 April-June dues delinquent after this day30 May 2020During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDMembership ____Committee should finalize plans for 3rd quarter membership meeting.____Encourage all members to bring a prospective member to your membership meeting.Club Officer Certification____Pre-register club President & President-Elect for officer certification at one of the Leadership Workshops.Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue. MAy 2020 Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday1 International Honor Key Nomination Deadline23 45 Cinco de Mayo6 7895505451866900010 Mother’s Day11121314156819891900560016 Armed Forces Day1718 VICTORIA DAY (CANADA)19202122232425 Memorial Day262728293031June 2020During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDAwards____Review the Honor Club application and Civitan International Awards program. Determine if your club is on target. Membership____Conduct a 3rd quarter membership meeting.____Sponsor a member personally.____Hold an initiation and orientation for new members.____Help new members get involved with club committees in areas that match their interests.Conventions____Finalize plans to attend district and international conventions.Club Officer Certification____Pre-register club President & President-Elect for officer certification at one of the Leadership Workshops.Reports____Submit the new club officer report to Civitan International by July 1.Supplies____Start thinking about year-end supplies needed for installation, awards ceremonies, member recognition, etc. Order earlyNewsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue of the newsletter/bulletin. Follow Up____Confirm current or new treasurer is sending dues notice to the membership for the July - September quarter dues.Club Meetings____Meet with President-Elect or Club Program Chair to review July - September club meeting program. Work with them to ensure your club offers members a chance to enhance their knowledge. Encourage your chair to contact the Chamber or other agencies to reserve speakers.JUNE 2020MONTHLY PLANNERSunday TuesdayWednesdayThursdayFridaySaturday1 Club Officer Elections for 2020-21 Complete23456789101112133406392003710014 Flag Day15161718 1920 SummerBegins21 Father's Day22232425 10795142240Jr Civitan Int. Convention -Tentative00Jr Civitan Int. Convention -Tentative2627-10795187325Jr. Conv00Jr. Conv282930 Deadline: Adds/Deletes for July- Sept BillingJuly 2020During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDDues____Pay quarterly district and international dues by July 20. Club Treasurer/billing contact should have received invoice.Installation/Awards Ceremony____Work with your Secretary to make certain the supply order is submitted for items used by your club to honor incoming and outgoing officers and other club leaders (officer pins, plaques, certificates, etc.), and allow three to six weeks plus shipping time for items requiring engraving. Invite incoming Lt. Governor or Governor-Elect to install incoming officers. Installation is usually conducted at the end of September or the beginning of October.Club Election of Officers____Deadline is July 1 to report 2020-2021 club officers to World Headquarters.Membership____Review roster and determine non-attending members. Personally, contact members who have missed two or more meetings to avoid future deletion problems. Determine what their expectations are from the club. Make sure they are satisfied and show a desire to help them find an activity and become involved.Meet with Incoming President____Offer advice on areas of potential improvement in the club. Conduct a club assessment in August to help develop goals for the next administrative year if incoming President request it.Convention____Plan to attend the Civitan International mittees____Contact committee chairs to arrange initial meetings with their committees to formulate goals, action plans, and a budget for the upcoming quarter. Ask for reports during quarter.Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issueJuly 2020Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday1 Canada Day2 Deadline Report 2020-2021 Club Officer Elections3372745177800004 Independence Day567891011 12131415 16171819202122232425-40005161925CI Board00CI Board-3175461645International Convention-Milwaukee WI00International Convention-Milwaukee WI26 2728293031 July-Sept dues delinquent after this dateAugust 2020During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDAwards____Review the Honor Club application and Civitan International Awards program. Determine if your club is on target. Membership ____Committee should finalize plans for 4th quarter membership meeting.____Encourage all members to bring a prospective member to the membership meeting.Recognition____Order any recognition awards for club from Civitan International supply house.District____Plan to attend district convention.Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue. August 2020Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday 1234 5678 91011121314151617 1819202122232425262728293031September 2020During Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDMembership____Conduct a 4th quarter membership meeting.____Sponsor a member personally.____Hold an initiation and orientation for new members.Installation Ceremony____See July “things to do”.Newsletter/Bulletin____Contact the Newsletter Editor about information that needs to be included in the next issue. It should inform, praise, encourage, motivate, and remind.Meet with Lt. Governor/Area Director____Meet with current club President and the district Lt. Governor/Area Director to complete the Year-End Conference Report due September 30.Follow Up____Confirm current or new Treasurer is sending dues notices to the membership for the October - December quarter dues.September 2020Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday 1234567 LABOR DAY8910111213 1415 Club Membership Plan of Action Due to G-E's161718 19204514851898650021 First Day of Fall22232425 262728 2930October 2019After Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDDues____Pay quarterly district and international dues by mid-October. Club Treasurer/billing contact should have received invoice.President’s Materials____Pass on president’s materials to incoming club President.Awards____Review and complete the Honor Club Application and Club Competitive Awards applications which are due by December 1.Newsletter/Bulletin____Coordinate with new President and Newsletter Editor an article in the newsletter highlighting the accomplishments of the past year and thank everyone for their support.October 2020Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday1028703054351 Civitan Year Begins!2345 6789101112 Canadian Thanksgiving DayColumbus Day131415 16 17 18 192021108585322580Board of Directors Meeting Tentative00Board of Directors Meeting Tentative22 23 242526272829304432302012950031 HalloweenNovember 2019After Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDFollow Up____Application for awards must be submitted to Civitan International by December 1.____Make sure all officers are reported as certified to Civitan International. Certification is awarded upon completion of attending one of the President/President-Elect Leadership Workshops. Secretary & Treasurer should train online at . (Deadline November 15)November 2020Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday1 OCT-DEC Dues Delinquent after this date23 Election Day (US)4567521970209550008 Set Clocks Back91011 Veterans Day (US)Remembrance Day (Canada)121314815 Deadline for club officers Training Certification16171819 20212223242526 Thanksgiving Day (US)27282930December 2019After Your Term of OfficeCHECK EACH ITEM WHEN COMPLETEDFollow Up____Application for awards must be submitted to Civitan International by December 1.____Make sure all officers are reported as certified to Civitan International. Certification is awarded upon completion of attending one of the President/President-Elect Leadership Workshops. Secretary & Treasurer should train online at . (Deadline November 15)December 2020Monthly PlannerSundayMondayTuesdayWednesdayThursdayFridaySaturday1 Honor Club/ Competitive Award App. for 2019-2023456789101112131415161718192021 Winter Begins22232425 Christmas26 Boxing Day (Canada) 2728 2930 31 Deadline: Adds /Deletes Jan-mar Dues Billing ................
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