1 2012 - 2013 WOTM Training SessionHave you heard?

2 Welcome Spread the word! Introductions Thank you for attendingThank you Hostess Chapter Spread the word!

3 Elected Officers Please refer to pages 2–8 of the Officers’ HandbookChain of Command TEAMWORK = Harmony Communicate, Cooperate, Respect Chapter Analyst Session Leader

4 Paid Employees No member of the Board of Officers shall be a paid employee of her respective Lodge No Officer can receive compensation of any kind – including tips The IRS views tips as wages WOTM Headquarters will NOT make exceptions to this ruling

5 Recorder CompensationThe Recorder may receive reasonable compensation as determined by the Chapter Board of Officers and membership Compensation paid to a Recorder is subject to local government regulations Refer to pages of the Recorder’s Handbook

6 Chapter Development ChairmenChairmen = future leaders Plan fundraising and social activities regularly Chairmen’s Pamphlets Fun, Fun, Fun! Fundraising and Activities Books WOW! – helpful hints and fun ideas

7 Standing Committee ChairmenSpecial Occasions Academy of Friendship - August Star Recorder - September College of Regents – November Green Cap/Ways and Means th Quarter

8 Chairmen’s ResponsibilitiesHold monthly committee meetings Divide the chapter year into quarters Share ideas and talents Don’t discourage volunteers! Present plans to the Board of Officers Remit reports

9 Special Committee ChairmenAudit Application Review Youth Awareness Sports Government Relations Birthday/Anniversary Sunshine Craft Kitchen Decoration, etc. Shall hold fundraising projects Proceeds: ½ General Fund, ½ Committee Activities

10 Membership QualificationsBy Invitation ONLY! Be a female person Be 21 years of age or older Not be a member of a terrorist group or recognized subversive organization Not be a registered sex offender or convicted felon Be of good character and capable of understanding the obligation of membership Profess belief in a Supreme Being Not have been expelled, suspended or rejected for membership by any chapter

11 Gift of Membership The Gift of Membership in the Women of the Moose is PERMITTED DO NOT… Pay dues for members just to keep them in the membership total Pay dues without consent

12 Membership ApplicationsSponsor = Active member of the Women of the Moose Active = dues paid current Endorser = Active co-worker of the Chapter to which the prospective member is making application Does NOT receive sponsor credit

13 Membership Applications (cont.)ATTN RECORDERS: Be sure to enter and transmit an enroll/ballot date for each accepted applicant Clean-up “rejected” applicants regularly Do NOT provide membership lists for commercial or business purposes.

14 Application Review CommitteeThe Board of Officers shall NOT act as the Application Review Committee Responsibilities Review each application for completeness and accuracy Determine if applicant is favorable Thorough and impartial review Orientation, Sponsor, Public Records Sign the application

15 Sponsor Information Recorders should confirm sponsor information prior to transmitting the data If a co-worker is working towards personal honors, the required number of candidates must be sponsored and enrolled into the Chapter in which she is attempting to qualify for honors between May 1 and April 30 The credit for the new member is counted toward the Award of Achievement for the Chapter of the new member, not necessarily the sponsor’s Chapter

16 Multiple Membership Co-workers may hold membership in more than one WOTM unit at the same time Complete an application Remit fees and dues Entitled to vote NOT entitled to hold an installed position in more than one Chapter

17 New Member OrientationProven Success!!! Share your story with the group How To… Monthly Orientation Joint meeting with LOOM Informal Family friendly Officer/Chairmen participation Use Mooseheart/Moosehaven videos

18 Membership Incentives/CampaignsAwards may be earned by sponsoring new member applications Final Year Heart of Distinction Sponsor 25 candidates between May 1, 2012 and April 30, 2013 25 Club Event By invitation only to qualified members

19 Transfers Refer to Recorder’s Handbook – Page 6 $10 Transfer Feecommunication Request a read receipt 14 days Acceptance Sponsor credit is NOT issued for transfers

20 Reinstatements Dues expired more than 12 monthsbut less than 24 months – signed application required May re-instate or re-enroll into her Chapter or re-instate into Allheart Chapter #3000 Dues are NOT pro-rated Applicant retains years of service Applicant shall pay 2 or 3 years dues to bring her membership current Refer to example on page 5 of the Recorder’s Handbook

21 Re-enrollments A former member who has been dropped for non-payment of dues 24 months or more after the expiration date of her last membership card must be re-enrolled Submits an application Remits fees and 1 year’s dues Does NOT receive credit for previous years of service Sponsor credit is awarded

22 Earmark all payments with member name and ID#Centralized Dues ALL dues payments (active or expired status) shall be processed through the Dues Processing Center U.S. Payments: Canadian Payments: Moose International Moose International Dues Processing Center Dues Processing Center PO Box PO Box 88067 Chicago, IL Chicago, IL Earmark all payments with member name and ID# US and CANADIAN payments can be paid online at

23 Automatic Deposits Changes to the Chapter’s previously remitted Bank Authorization Form should be reported to the Finance Department immediately The Bank Authorization Form can be found in the Members Area of the Moose International website Pre-printed voided check must be attached – do not hand write a blank check

24 $20.00 Chapter Dues & Fees Minimum Application FeeMinimum Annual Dues Rate $20.00 Chapters shall remit payments for new, re-enrolled and re-instated members to the Finance Dept. per the Statement of Account (a.k.a. Consolidated Statement) each month.

25 Life Membership $ (US funds only) Check or Money Order should be sent to the Dues Processing Center Earmarked “LIFE MEMBERSHIP” and Member ID # Co-workers may earn a life membership by enrolling 250 members or maintaining 50 years of continuous membership May pay dues ahead equal to 50 years of service

26 Membership Retention Retention MUST be a primary function of ALL Co-workers Utilize Keys To Successful Membership Retention book Mailed to each Chapter in May 2012 Available online – Members Area– WOTM section of the website

27 Checklist for a Successful YearRefer to: Officers’ Handbook – Pages 66-73 Recorder’s Handbook – Pages 29-37

28 Chapter Policies Policies shall:Be in compliance with the General Laws of the Women of the Moose Become effective upon approval Be written in ink, typed or computer generated onto the official pages of the Chapter Minutes Book Be available for all co-workers upon request

29 Maximum Allowable Expenses$ 0.30 per mile $ per day

30 Disciplinary ProceduresHandled through the General Governor’s Office Reasonable fines may be imposed by the Senior Regent

31 Audit Training 2-HOTT Session Audit Committee GuidelinesRecorder, Secretary-Treasurer and Audit Committee are encouraged to attend Audit Committee Guidelines Visit Members Area - Education and Training - Printable Materials The Chapter Audit Committee MUST audit the Chapter records monthly

32 Audit Training (cont.) How to audit the records Existence of AssetsVerify Expenditures Savings and Investments Verify Membership Remit the Chapter Audit Report (or Service Chapter Audit Report) via to or fax to Questions???

33 Monthly Reports Photocopy or electronically save ALL reports before remitting to WOTM Headquarters/Moose International ALL reports must be received on or before May 1, 2013 – NO EXCEPTIONS! Remit reports monthly Forms 114/166 Don’t forget Green Cap/Ways & Means Include Chapter’s monthly community service activity on each Form 114

34 Emailing Reports [email protected] Save Postage – Save TimeSubject Line C-number Form month/year Form Type Examples: C May C June Audit

35 Reporting Officer/Chairman Info.After May 2, 2012 Officer and Chairmen information must be entered by the Chapter using the Officer Maintenance function from the Admin Menu Updates required (including resignations): Any Installation after May 2, 2012 August 10, 2012 February 10, 2013 Prior to May 2, 2013

36 International Co-worker of the YearDo not write “NONE” on this form! Required for the Award of Achievement Required for Senior Regent to earn her Green Cap To receive credit, form must be received on or before July 1st Consider accomplishments of the last year only Follow form instructions precisely! Do not identify the nominee in any way Complete entire form – attach member record screen shot & remember signatures

37 Novice Co-worker of the YearRequired for the Award of Achievement Required for Senior Regent to earn her Green Cap To receive credit, form must be received on or before July 1st Nominee Requirements: Enrolled after July 1, 2009 Sponsored and enrolled 3 or more members Served on a committee Attends meetings regularly

38 Correspondence 630-966-2211 (fax)Women of the Moose Department/Name South International Drive Mooseheart, IL (fax) Please DO NOT include correspondence with monthly reports Correspondence should be signed and include Chapter name, number, contact phone # and/or address

39 Communication Moose Leader Official Communication s WOTM Website

40 PO Box Highly encouraged, but not requiredMail must be addressed to a Moose unit Chapter mailing address should not be the home address of any member

41 Website www.mooseintl.org An important line of communication!Officers/members should review the website at least weekly

42 Endowment Fund Collections shall be conducted at each Chapter Meeting and all Special Meetings Remit donations to Moose Charities monthly

43 Committee Activity MeetingsThe entire Meeting Agenda shall be performed CLOSED except Standing Committee Nights and approved open meetings Round-table meetings are NOT in order Dress code: OFFICERS shall wear business dress attire

44 Committee Activity Meetings (cont.)Should be FUN, inviting and welcoming Be creative Theme party Guest speaker Social time Be the “hostess with the mostest” Name badges, decorations, music, refreshments, etc.

45 Board of Officers’ MeetingRefer to pages of the Officers’ Handbook Shall be held at a convenient time & place Not on the same night as the regularly scheduled 2nd meeting of the month Exception: Emergency business Drinking alcoholic beverages and smoking are prohibited during the meeting

46 Board of Officers’ Meeting (cont.)Discussing Proposals Accepted Rejected Locked Taking Minutes Maintaining Confidentiality

47 Joint Officers’ MeetingShall be held at least monthly Build harmony with the Lodge Establish good channels of communication Discuss projects/activities Minutes not recorded in Official Minutes Book

48 Second Meeting of the MonthShould be held 2 weeks following the Committee Activity Night Is a CLOSED meeting Shall be conducted in order outlined by the Meeting Procedures and Agendas book Financial Report Monthly Reports

49 Christmas in October Can be held as an OPEN MeetingIs a VERY SPECIAL occasion Monetary Gift Walk

50 Dispensations for MeetingsNOT REQUIRED… By majority vote of the Chapter, meeting night/time may be changed Notify WOTM Headquarters via LCL.net To change meeting date due to holiday, conference or inclement weather

51 Meeting Minutes Examples - refer to Officers’ Handbook pages 38-48Shall be taken at all regular meetings Shall be recorded on Official Minutes Pages Shall be accurate Shall be signed

52 Private Policy “You are either a member or a guest.”Required for the protection of our tax-free status and Constitutional Right of Privacy Do not jeopardize our non-profit status “You are either a member or a guest.” A guest is anyone who is not a member of the Order, Lodge or Chapter.

53 Fundraising Activities should not conflict with the Privacy Policy or WOTM General Laws No one shall make a personal profit No demonstration parties in the name of the Chapter or Committee unless 100% of the net profits are being donated to the Chapter No contracts without dispensation Refer to the Officers’ Handbook pages for more information

54 Handling Funds Recorder is responsibleOne Checking Account – “General Fund” Business Receipts shall be issued No Petty Cash – No Cash Payouts Exception: Bingo (with dispensation) Exception: 50/50 (split the pot raffles)

55 Handling Funds (cont.) Issuing ChecksBlank checks shall NOT be signed – grounds for removal from office The Chapter is NOT a bank Do not cash personal checks with Chapter funds

56 Dispensations $1000.00 Visit www.mooseintl.org Members Area – FormsMust be completed in their entirety Must be signed by the Board of Officers Must affix Chapter Seal Attach copy of minutes to Financial Dispensations $ LOOM Donations Civic Organizations Paraphernalia

57 Community Service & Charitable FundraisingClose the social quarters to non-members Volunteers only! Chapter/Lodge may not benefit financially from the event Net proceeds shall be donated Record each event

58 Public Solicitation of MembersAdvertising For Membership

59 Dispensation to AdvertiseAdvertisements to the public must: Not include price Contain “Members and qualified guests only.” If the event includes non-members, “This is a community service event. All net proceeds are going to ______.”

60 Award of Achievement WOTM General Laws, Section 102 Did you know…???The Membership Quota is simply a goal – it does NOT effect the Award of Achievement Credit is not given for deceased members Resignation/Removal of an Officer at the end of the Chapter year will not cause the Chapter to lose the Award of Achievement

61 Eligibility for Green CapSenior Regents must attend a WOTM Training Session to qualify for personal honors Refer to WOTM General Laws, GREEN CAP Sections It is YOUR responsibility to know the requirements

62 Star Recorder RequirementsRecorders must attend a WOTM Training Session and 2-HOTT Session to qualify for personal honors Recorders to WOTM General Laws, ELIGIBILTY FOR STAR RECORDER Section It is YOUR responsibility to know the requirements

63 Eligibility for the College of Regents DegreeJr. Graduate Regents must attend a WOTM Training Session to qualify for personal honors Refer to WOTM General Laws, ELIGIBILITY FOR COLLEGE OF REGENTS and SECOND CHANCE FOR COLLEGE OF REGENTS

64 Eligibility for the College of Regents Degree (cont.)Green Cap = ½ way there! What is “second chance?” When will my call letter arrive? On or around December 1st following the term as Jr. Graduate Regent

65 Make-up Training SessionsNovember 1, 2012 thru January 31, 2013 Requests must be received in writing by the Chapter Analyst Coordinator on or before December 1, 2012 No one-on-one sessions – session(s) will be centrally located Chapter(s) incur all expenses

66 Eligibility for the Academy of Friendship DegreeAttendance at a WOTM Training Session is encouraged, not required Refer to WOTM General Laws, ELIGIBILTY FOR ACADEMY OF FRIENDSHIP What is Five for Friendship?

67 Nominations, Elections, InstallationRefer to General Laws Sections Election Handbook is available on the WOTM website Become familiar with: Nominating Committee Meeting procedures 3 meetings required Eligibility of Officers Installation

68 Representatives/ Matriculants to ConferencesChapter Representative: Annual Conference, Midyear Conference, International Conference Shall attend all eligible meetings Shall make a report at Chapter Meeting

69 Representatives/ Matriculants to ConferencesAllowable Expenses Lodging Transportation Allowable mileage = $0.30 per mile Food Allowance Maximum = $30.00 per day Pre-Registration Fee Luncheon/Dinner Meetings Optional

70 Representatives/ Matriculants to ConferencesDetermining Expense Money Proposal for Financial Assistance Repayment of Expenses Co-worker does not complete her term of office Note: There are exceptions

71 Ordering Supplies Catalog Sales Phone 630-966-2250 Fax 630-859-3505Supply Form available online Who Are The WOTM? Applications Moose Member Benefits And many more! Catalog Sales Phone Fax Online

72 Questions & Answers ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?

73 Hostess Chapter Volunteers for next yearIf interested, please provide your Chapter’s contact information to the Session Leader The Chapter Analyst Coordinator will contact you in the Spring of 2013 to determine available dates and meeting locations

74 Evaluation Form You are encouraged to submit your comments, concerns and recommendations to WOTM Headquarters: Office of the Grand Chancellor 155 S. International Drive Mooseheart, IL or Please include your name, session leader’s name and date / location of session in your correspondence All comments will remain CONFIDENTIAL

75 Certificate of Attendancefor attending Travel home safely