1 “Soroptimists Are Shining Stars”2017 Leadership Training “Soroptimists Are Shining Stars” Today we are going to talk about Soroptimist leadership, beginning with the role of the President. CLICK TO MOVE SLIDE

2 President’s Leadership TrainingIf you follow the simple format presented you will be on the way to a healthy happy club year where everyone will have a great club experience. CLICK TO MOVE SLIDE

3 Roadmap to Success Program Membership Public Awareness FundraisingOne vital area to consider when planning your goals is to review the Four Pillars … SIA’s CLUB ROADMAP for SUCCESS ! CLICK This is our guide to use to make sure we are on track and that our club members are working together to provide the necessary resources and opportunities for women and girls to reach their full potential. It’s all about INCREASING OUR COLLECTIVE IMPACT to … Strengthen our organization (increase) Work together (collective) The ultimate … to provide women and girls access to education and training to make a sustainable and measureable difference in their lives. (impact) CLICK TO MOVE SLIDE

4 Program Live Your Dream Award Dream It, Be It!Projects for Women & Girls PROGRAM: Participate in the Live Your Dream Awards – this is our signature program; this is what we’re all about … working together to help women live their dreams! By participating in this program you are not only encouraging women to apply for the cash awards but you’re also making the community aware that Soroptimist exists and that Soroptimist members are willing to help women live their dreams. So be sold on this program … it’s who we are … it’s what we do. Develop a Dream It, Be It project or tailor an existing project to connect with girls in your community. Research shows that girls need positive women role models in their life – and we have a endless supply of successful & caring members ready to share their life experiences. Remember to focus on projects that directly benefit women and girls. This is at the core of our mission. Our Core Values are gender equality, empowerment, education, diversity and fellowship for all women and girls. CLICK TO MOVE SLIDE

5 Membership Program Event Recruit New Members New Member OrientationAssign Mentor Stay Connected Social Recruiting CLICK The new membership campaign is continuing … review it thoroughly to get wonderful ideas on how to reach out in the community and attract potential members. Recruit! Recruit! Recruit! Keeping your club healthy and happy is another way to get the word out that your club is the one to be with! Set-up a “new member orientation” and/or a “mentorship program” to educate them on “who we are”. Many times members would say to me … “I don’t know how to talk to people about Soroptimist because I’m not sure of who we are and what we do. Stay Connected- attend a region conference, federation and/or international convention to meet other members from around the world and get ideas of what they are doing to attract and maintain their memberships. Make sure your members are well connected to SIA-HQ (by providing their personal addresses) for current information and beneficial resources. Always have Soroptimist material with you to distribute if someone asks and utilize your club’s social media CLICK TO MOVE SLIDE

6 Public Awareness Join “Live Your Dream.org” Media OutreachSocial Media Community Involvement PUBLIC AWARENESS Encourage each other and the community to join Live Your Dream .Org. - powered by Soroptimist, the LiveYourDream.org online community offers an alternative way to deliver our mission; strengthen and grow the Soroptimist brand; and increase resources to improve the lives of women and girls Promote the Soroptimist Dream Programs and other mission-focused projects within your club and out in the community. Set-up a booth at community colleges and University college fairs . We shouldn’t be kept a secret! We should be known to ALL! To boldly go where you haven’t been before! Assign someone in your club to get press releases into local publications and rely on Social Media to get the word out. CLICK TO MOVE SLIDE

7 Fundraising Review Existing Projects Brainstorm New Projects10% Club Giving to SIA Here’s where your club can get so creative in HOW and WHAT you’re going to do to raise funds to support the programs and projects. Review existing projects to determine what fundraisers are line with Empowering women and girls? How much money did your club raise last year? How much money would your club need to raise this year to support the programs and your club projects? Can you partner with other clubs to raise funds? Many hands make for light work – especially for our smaller clubs. Brainstorm throughout the year for new ideas to raise funds. If a new members has an idea for a fundraiser, support them. You never know until you try it. Is your club contributing at least 10% of your fundraising monies to support our federation’s programs? Remember, this money comes full circle to fund the Club Grants for Women & Girls and our region Live Your Dream winners. CLICK TO MOVE SLIDE

8 Congratulations! You’re the Star CHEERLEADERWELL Hello? CLICK ON MEGAPHONE CLICK AGAIN Oh No!, Like it or not you are IT for the year! Put a smile on your face and let’s see what this entails. CLICK TO MOVE SLIDE

9 Cheerleading Your TeamCreate a Theme and Set the Tone Gently Nudge Non-Participants Convey Optimism Praise & Encourage Members Use your creativity to develop a theme for the year to set a positive tone for your club members. Think about how your theme will encourage everyone to support your Presidency? Your theme should be something that you’re passionate about and what you’d like to see the club moving forward with as a unified whole. Being able to positively motivate club members is an essential skill to have in your leadership bag. Why is that? Motivation is the energizing factor that keeps club members enthusiastic about working together to accomplish our mission. Additionally, it inspires members to work together, increases engagement, and promotes a harmonious and happy club atmosphere. Be the model. Finally, as the leader, all eyes are on you so it's critical that you lead by example. Communicate what you know, keep promises, be respectful, have a positive attitude and always show kindness. These combined factors are powerful and will encourage success. It’s true that moving club members to action can be a challenge. But without creating a motivating atmosphere that is open, trusting, and fun, membership can drop and ultimately the women and girls who need our help the most suffer. Take the time to encourage members to exceed their expectations. Our clubs are the way we accomplish great things like providing thousands of women and girls with the tools they need to overcome tremendous obstacles. Under your strong, motivating leadership, our combined energy can accomplish so much more! Praise your members – a little encouragement and appreciation go a long way. Always have a “can do” attitude – together we can accomplish great things. CLICK TO MOVE SLIDE

10 Communication Club Emails Social Media Posts Website NewslettersConference Calls Facebook/Twitter/Snapchat/and a Website are vital to the club because that’s where everyone in the community is spending their time! They’re posting /sharing anything and everything … it’s easy, free and user friendly! s are great way to keep members updated on meetings and events. Club Newsletters really sums up everything your club is doing right now – keeps members involved even if they can’t attend meetings on a regular basis. It’s also a great way to educate them on Region/Federation issues. Don’t forget to post the newsletter on Facebook – it’s a great way to get new members – they can really see everything your club is doing. Conference Calls are so easy to set up for free and are invaluable to get committees meeting and sharing. Makes it easier for older members to participate since they don’t have to go out at night or in bad weather. Everyone just picks up the phone! You are the cheerleader of the club – be positive and upbeat. Think of each meeting like a party at your house – you are the hostess. You will never get your members involved if you are a “Debbie Downer” all the time. CLICK TO MOVE SLIDE

11 Know Your Audience What’s Their Motivation? Tug the HeartstringsInnovate & Challenge Repeat, Repeat, Repeat Celebrate Know your team. While we are united by our mission and love of Soroptimist, we are also individuals with different motivators. Get to know club members by having one on one conversations. Incorporate teambuilding exercises into club meetings or simple one question ice breakers before the meeting officially starts. CLICK You can tap into each person's strengths and motivators which could be: the chance to learn a new skill; the opportunity to expand their network; providing more Live Your Dream Awards than the club has ever done before; or even being the member who spearheads the club's first Dream It Be It program. Tug at their heartstrings. It's important to make members feel something. That means tapping into their passions. Showcase the stories of our Live Your Dream Award recipients. They are the perfect examples of women who face challenges and obstacles and somehow are finding the motivation themselves to make a change to improve not only their life, but those of their families. Innovate and challenge. Encourage brainstorming to make a tried and true fundraiser better or to how to get a Dream It Be It program off the ground. Then give members the support they need make it happen. By taking ownership, they will sharpen or gain new skills and be empowered by the responsibility. Repeat, repeat, repeat. Don't underestimate repeating that Soroptimist is empowering women and girls through our Dream Programs. New members come into clubs throughout the year and need to hear this as part of their on-boarding. Seasoned members benefit too by the reminder of where our focus makes the most impact. Celebrate. Do Soroptimists need to be reminded to celebrate? Probably not, but it's worth noting to have fun and enjoy every small win that your club achieves. Each milestone helps to build motivation to keep going and aim higher. CLICK TO MOVE SLIDE

12 Miscommunication Ask Questions Apologize Restart Make It ClearInevitably with any group, there will be miscommunication. Don’t let issues fester, take care of them right away. Ask questions to understand what the problem is. Just because you think one way doesn’t mean everyone else does. Apologize for the misunderstanding. We are all busy with so may things in our lives and sometimes we just move too fast. Restart from the beginning. What is the information you meant to convey verses what the other party perceived. Start with a “Do Over”. Make it clear and explain your intentions. Remember, we are all volunteers so we are here by choice, not because we have to be. JOY: Now I would like to turn the presentation over to Director Barbara. CLICK TO MOVE SLIDE

13 President’s Goals & DutiesCLICK TO MOVE SLIDE

14 Setting Smart Goals Measurable - details Attainable- high vs lowSpecific – define precisely Measurable - details Attainable- high vs low Relevant – Keep aligned Time-Bound- deadline All incoming Presidents should familiarize themselves with their clubs bylaws and procedures. Review last year’s budget so you can see how your club’s funds were distributed, how much fundraising you’ve done and how much you raised for your service projects. Get valuable input from your members and begin to set goals for your club with the incoming board. Some clubs even schedule a summer “retreat” for the board to plan their calendar year effectively. Set SMART goals. CLICK Specific: Your goal must be clear and well defined, not vague or general. Without a specific direction your goal is not sufficient enough to show you the way to success. When you define precisely where you want to go, getting there is much easier. 2. Measurable: Include precise amounts, dates and other details in your goal so that you can measure if you are on the right track. Without a way to measure your progress, you miss out on the celebration that comes with achieving something. 3. Attainable: Make sure that the goal you set is achievable. Setting a goal without the hope of achieving it can erode your confidence. Also resist the urge to set a goal that is too low or easy. Accomplishing a goal that you didn’t have to work hard for can be unsatisfying and can also make you fear setting a future goal that carries a risk of non-achievement. 4. Relevant: Keep your goal aligned with where you want to go. Don’t put your goal in someone else’s hands. Instead, make sure the factors influencing your goal are ones that are controllable. 5. Time-bound: Your goal must have a deadline. When you have a deadline, your sense of purpose increases and achievement is more likely. CLICK TO MOVE SLIDE

15 Duties Basic Job Description Set Goals for the club yearPreside over club meetings Write 4 Club Activity Reports Attend 3 Presidents’ Roundtables We already talked about working with your Board to set the goals for the club year. Just follow the roadmap and you will be successful. Your primary job is to preside over club meetings and keep the agenda moving so that the meeting begins and ends on time. You are also responsible for writing Club Activity Reports for your District Director within a reasonable time period. These reports are valuable because they assist you to stay on track. More on these in a minute. You are also expected to attend 3 President Roundtables. These meetings allow an opportunity for everyone to share what their clubs are doing. This is also the time that you will receive updates from the Region and SIA Headquarters. All members are welcome to the roundtable. CLICK TO MOVE SLIDE

16 More on Duties Club Activity Report Presidents’ Roundtables ProgramMembership Public Awareness Fundraising Active and Projected Presidents’ Roundtables Time to share Time to receive The Club Activity Report is a form that you receive based on the Roadmap to Success. You may not have data for all 4 of the categories and that’s o.k. Just detail what your club has accomplished and what you are planning for in the future. to your District Director in a timely fashion. She has to compile the information in her report to the Region Board. The President’s Roundtables are an opportunity to get to know the other presidents, develop a rapport and comradery. O.K. there’s a little bragging going on and it’s all in the spirit of Soroptimist. If you have flyers, new brochures etc. it’s time to share these and learn what other clubs are doing. The District Director also will be sharing news from SIA headquarters and the Region. If you personally cannot attend, please make sure someone from your club is there to receive the information. CLICK TO MOVE SLIDE

17 The Big Circle Director Shares with Region BoardPresident Writes Club Report You receive Region Information for Club You & Director share at Roundtable So, let’s review: CLICK President writes a club report and s it to the District Director That report is compiled and shared at the Region Board Everyone shares at the Roundtable You take valuable information back to your club. The circle is complete! CLICK TO MOVE SLIDE

18 Succession Encourage New Members Train New Leadership Club ContinuityLeaders are responsible for setting the pace, motivating, and managing. They also have the important task of looking beyond what is happening now and into the future – which should include planning for the passing of the torch to the next person who is taking their place. This is a process that doesn’t happen overnight, so don’t wait until the end of the year to wonder who will be the next club president or program chair. In the real world it would be fantastic to bring club members on to the board of directors who will eventually want to be President Elect or Vice President. An ideal prospective leader should be enthusiastic and knowledgeable about Soroptimist. They should also exhibit leadership competencies – which can take time to develop. And just as honing leadership skills takes time, so does growing new leaders. You never know until you ask. It is often reported that people do not volunteer because no one asked them to do so. The same can be said for leadership. People may not automatically step into a leadership role unless they are approached and simply asked! Use a “job description. Have a written position description of what is involved. Not only does this let potential leaders knows exactly what to expect, but is will also instill confidence in them when they can see and understand their responsibilities and goals. View the member resources at for several sample descriptions. For continuity it is wonderful for members to know that the club will always have a group of women who can lead the club. It’s very important not only for the individual member but also for the club as a whole if you train your incoming officers well and support them throughout the year. Encourage all members to not be afraid of taking on a position on the board. We all took that first step, and we are still here. BARBARA: Next we will hear from Director Pat Eileen. CLICK TO MOVE SLIDE

19 Planning & Delegating PAUSE FOR LAUGHTER CLICK TO MOVE SLIDE

20 Planning President’s Calendar Print from SIA Website Check It OftenKeep in Visual Sight Club Calendar Develop Before Year Starts Provide to All Members Update Often The President’s Planning Calendar: - Provided on SIA’s website is an exceptional tool to keep with you during your term. - It reminds you of program deadline dates, international events, when SIA-HQ is closed, etc. - So at the beginning of your year, go to the SIA website and print a hard copy for yourself . The Club Calendar: - Is what you develop with your board members - Here’s where you plan your board meetings, service projects, fundraising events, social events, deadline dates, etc., then as your committees meet you can plug in their event and deadline dates. - Once completed, share this with all of your members so they know in advance what happening with your club. CLICK TO MOVE SLIDE

21 Why & How to Delegate? Why? Vital for Effective LeadershipSaves You Time Develops Members’ Leadership Skills How? Right Person for the Job Clear Description of Task Provide Support Establish Deadlines Why do we delegate? Because of the obvious … Vital for effective leadership (don’t do everything yourself) Saves you time We are all leaders therefore, we should all be able to lead the group. If you insist on doing everything yourself, you’ll become frustrated Share the JOY of Soroptimist! HOW TO DELEGATE TASKS: At the beginning of each year, you should survey your members to find out what their skills, interests, hobbies, etc. are. Choose the person who would be perfect for that particular leadership role (if they haven’t volunteered themselves yet). Meet with that person to review the tasks of the position. Answer any questions they may have. Remind that person that they can contact you at any time for support, to brainstorm ideas with, and to answer any questions they may have. Depending on the tasks, establish deadlines to when it needs to be completed. Use this time management strategy to your advantage. Delegation may not come naturally to you, but if you practice and become more comfortable with it, your confidence will grow. Not only will you be able to focus on your priorities, you’ll also be empowering club members to become more engaged and fulfilled with their club experience. When you put your trust in members by delegating, it helps reinforce their value to the overall organization. It’s a win-win situation for everyone! CLICK TO MOVE SLIDE

22 Improve Delegating SkillsDo Not Micromanage Give Up Control Plan Ahead Adhere to Deadlines Praise Your People Please do not micromanage. Some of us can be very controlling but give up that control and let others shine. Planning ahead is important because you want to make sure every step of the way has been accounted for and every angle is reviewed. Deadlines are set for a reason and it’s usually to allow time for other tasks or follow-up tasks. IMPORTANT!! PRAISE YOUR PEOPLE!! Everyone deserves praise for their contributions! CLICK TO MOVE SLIDE

23 Welcome to the CommitteePAUSE CLICK TO MOVE SLIDE

24 Forming Committees President facilitates formingReview roster for hidden treasures President serves as ex-officio member CLICK It is the responsibility of the President to facilitate the forming of committees that are vital to the operation of the club. If you are president for a second term, don’t take it for granted that members want to be on the same committees as last year or if the same members even want to chair them. Review your roster for members you think would be great at chairing a particular committee and ask – IN PERSON! It’s hard to say NO when someone is standing right in front of you, and more than likely, they will be honored to know you think they are up to the task. Mix things up and give members an opportunity to volunteer for something new. It rejuvenates members and brings new ideas to existing p programs and fundraisers. Don’t forget, you are an ex-officio member of the committees. CLICK TO MOVE SLIDE

25 Committee Functions Soroptimist Ideals AccomplishedPromote Soroptimist Programs Recommendations from Membership Tasks Clearly Defined Understanding Region/Federation Programs Close Contact with Region Committees COMMITTEES Have a purpose: This is what keeps our tasks organized and focused. Committees are the “heart” of the club; where goals are established and set, ideas are shared, creativity is explored and materialized. Tasks are clearly defined and delegated These groups of members is what moves the club forward and into action … to create that IMPACT! There’s usually a Region Committee to match a club’s committee, so don’t forget to consult the region’s committee members and chair for any questions you may have. CLICK TO MOVE SLIDE

26 Serving on a Committee Respect & Integrity Support DecisionsValuable Volunteers Stepping Stone Passionate Prepared Whenever you serve on a committee or deal with more than one person, always treat each other with respect and integrity. When disagreements happen, don’t make things personal. It ‘s a democracy – once the committee as a whole has come to a decision, support it whole heartedly. As we say, disagree in private, unite in public! Remember, we are all volunteers so don’t judge or be too critical of committee members. We are all working toward a common goal. Chairing or serving on a committee is a great stepping stone for leadership in the club. So foster members you think have the qualities you would like to see in officers of you club in the future. We are all passionate about something, so encourage members to join committees on topics that they are passionate about. As the chair or member of a committee, be prepared to with tasks that are assigned to you. If everyone does a little, a lot can be accomplished. CLICK TO MOVE SLIDE

27 “THINK” T - is it TRUE H - is it HELPFUL I - is it INSPIRINGN - is it NECESSARY K - is it KIND A good rule of thumb is to THINK before you speak. TRUE – is it truly the facts or just your best guess or assumption HELPFUL – will it help accomplish the goals of the committee INSPIRING – will it encourage members to help with this event or program NECESSARY – does it pertain to the topic at hand KIND – like your mother said, “If you don’t have anything nice to say, don’t say anything at all” CLICK TO MOVE SLIDE

28 Reporting Summary of deadlines & activities Keep club members informedGive reports at club meetings Leave time on your agenda for Committee reports. This engages the club members and the committee members and keeps everyone on track. CLICK TO MOVE SLIDE

29 Committees Summary Heart of the Club Accomplish GoalsSource of Excellence Provide Vision Move Club Forward In Summary we can say that Committees: Are what keeps our tasks organized and focused. Committees are the “heart” of the club; where goals are established and set, ideas are shared, creativity is explored and materialized. Tasks are clearly defined and delegated These groups of members are what moves the club forward and into action … to create that IMPACT! PAT EILEEN: Director Elise will be our next presenter. CLICK TO MOVE SLIDE

30 Let’s Review Procedures & AgendaPAUSE CLICK TO MOVE SLIDE

31 Stay On Plan Periodically Review, Revise, Adjust Club Calendar GoalsCommittees What’s Working What’s Not Working PAUSE CLICK Periodically review, revise and adjust: Club Calendar because things change and new things develop Check those SMART goals and make sure they’re still SMART How are the committees functioning? What’s working….Yay! What’s not working…how can we change CLICK TO MOVE SLIDE

32 Collaborate Team Environment Full Disclosure Encourage BrainstormingSet an Example Share Resources Be Flexible For Soroptimist, the concept of leading collaboratively speaks to increasing our big goal to increase our collective impact which breaks down to: Strengthening our organization (increase) by working together (collective) we provide women and girls with access to education and training to make a sustainable and measurable difference in their lives (impact). Some of the benefits of practicing this type of leadership style within your club are engagement, trust, and leadership succession. Members become more engaged because they have a higher participation. Also, new leaders emerge more naturally in a collaborative setting. Try the following tips to help you practice collaborative leadership in your club or region: Recognize change is accomplished in a team environment. Share information and keep communication lines open. Encourage brainstorming because different perspectives can bring about the best possible ideas. Keep in mind, brainstorming is a process and all suggestions should be considered in the early stages. Promote and model inclusiveness by welcoming new members, making sure they meet others, and include them in discussions. Solve problems and challenges by actively seeking input from club members. Be flexible with rules and responsibilities. Address conflicts quickly and fairly by mediation. Provide immediate feedback for a job well done or give constructive criticism when necessary. CLICK TO MOVE SLIDE   

33 Soroptimist Protocol Set Up Before Your Meeting Display U.S. FlagDisplay Club Banner Organization is key when being President. Set up and be ready for your club meeting 15 minutes before members start to arrive. This gives you freedom to take care of last minute items before the meeting starts. Always have our US Flag and Club Banner displayed and follow other items of Soroptimist protocol Pledge of Allegiance Soroptimist Grace (if your club does it) Introductions of Region Board Members Introductions of other Special Guests Self Introductions CLICK TO MOVE SLIDE

34 Procedures Determine if Quorum is Present- (if voting)Start Meeting on Time Follow Your Agenda Speak Loud & Clear Stay On Topic End Meeting on Time Determine if you have a quorum. Your secretary can help with this. Start your meeting on time. Lunch meetings are great because you’re forced to keep your meeting within the time frame. Be sure you have an agenda for you and for everyone else. This helps you stay on task and cover all the vital issues of the meeting. Speak loud and clear, if you’re a soft spoken person or there’s too much noise around, then think about getting a portable speaker with a microphone. Stay on topic as much as possible. You are in control of the meeting so you can direct the discussions if they start to go off topic. End your meeting on time or earlier. Everyone’s time is valuable so respect their time constraints. You can always table an item on the agenda to address at the next meeting. Better to wait than to decide on issues after half the members have left the meeting. CLICK TO MOVE SLIDE

35 Meeting Agenda Call to Order Pledge of Allegiance WelcomeInspiration or Grace Introductions Business Portion Program Portion Announcements END of Meeting & Soroptimist Pledge This is your usual / common layout for an agenda. This can be modified a bit to fit your club’s shared information. As for the Business and Program portions of the meeting, some clubs prefer to have their program speaker first then their business meeting. Use whatever works best for your clubs. ELISE: We’ll now turn our program over to Governor-elect Sylvia, who will speak about serving as Vice President or President-elect. CLICK TO MOVE SLIDE

36 Vice President President-electFounder Region Leadership Training District VI 10/30/16 Vice President President-elect Duties Stepping Up to Leadership: Climbing the Ladder to Leadership Leadership Tips Welcome. It is so nice to see so many excited members in one room, eager to learn and take on a leadership role in their club. No matter what position you will be holding or hope to hold, we are glad you are here and we are hoping we can give you the resources you need in order to make your transition into leadership, whether it is the Vice President or President-elect role, or a different leadership role, a smooth and easy one. In many non-profit organizations, the Vice President or President-elect is considered the “heir apparent”. She/he is slated to move into the top leadership position when the current president’s term ends. Instead of taking a perfectly capable board member and only asking that person to hold their breath until it is “their turn”, wouldn’t it be a better use of their time and talent to have something worthwhile to do? We want to use our Vice Presidents and President-elects valuable talents now. We want them to “own” their position. One thing to note about today’s session is that every club is different and every club leader is different. Clubs have different bylaws, different styles, different leadership descriptions and different responsibilities with a different focus. Your club bylaws dictate what the roles are for the Vice President and President-elect. Each of you should review your club bylaws to make sure you are following the bylaws.

37 Duties Yes They Can VaryFounder Region Leadership Training District VI 10/30/16 Duties Yes They Can Vary PROGRAMS FUNDRAISING SERVICE PROJECTS DIFFERENT RESPONSIBILITIES depending on clubs REVIEW BYLAWS AND PROCEDURES, and IDENTIFY what YOUR FOCUS should be. PREPARE yourself for the UPCOMING PRESIDENCY. LEARN everything you can. TRY new things! SHARE your ideas! How many of you as Vice President/President-elect are: Responsible for programs? Responsible for fundraising? Responsible for service projects? Some clubs divide these responsibilities between Vice Presidents and the President-Elect. Some clubs only have a Vice President, some a President-elect. Some clubs have committees for these areas, with the Vice President or President-elect leading the committee. Every club may be different. Be sure to review your club bylaws and/or procedures, and identify what your focus should be. Prepare yourself for the upcoming presidency. You should be on the track for president. Learn everything you can about Soroptimist from all the various resources available to you. Try new things! Share your ideas!

38 Founder Region Leadership Training District VI10/30/16 Speaker Meeting Procedure MAKE INITIAL CONTACT with the Speaker BEFORE YOUR MEETING PROVIDE the Speaker Facts about Soroptimist Type of Meeting, Who & Where Date, Time and Length GET from the Speaker Bio for Introduction Spelling of Name & Title Equipment Needs Dietary Needs Any Guests AFTER THE MEETING Thank Speaker Most clubs ask their Vice President or President-elect to take responsibility for speaker programs. For those clubs that have speaker programs, this is a vital and important aspect of your club’s program. It is important to bring in speakers that address issues that club members are interested in hearing about – fun, educational, environmental, informative and creative. Speakers should not present political topics. As you see, there are some procedures you should follow BEFORE your meeting and AFTER you meeting. Reach out to your speaker and make sure she/he knows about Soroptimist, and if possible, share with your speaker information about your own club. Make sure the speaker understands when and where the meeting is, and how much time is allocated to speak. You need to make sure you have information on your speaker so you can do a proper introduction. The most important thing to remember is to say thank you. Your speaker has taken time out of his or her day to present information to your club members.

39 Climb The Ladder To LeadershipFounder Region Leadership Training District VI 10/30/16 Climb The Ladder To Leadership Have you heard this phrase before? Increased Collective Impact Support Your President Check your club bylaws Prepare now for your time as President Support the Soroptimist strategic direction Shaping the Soroptimist Future Change our focus Hmmmm – Have you heard this phrase before? Increased Collective Impact Increased Collective Impact is about the social change we effect, not about increasing the number of projects we carry out. It’s about quality over quantity. Make sure you Support Your President – be there to help as well as learn Check your club bylaws to determine your specific duties Prepare now for your time as President; enjoy your learning and preparation time Support the Soroptimist strategic direction Shaping the Soroptimist Future – we must change our focus from trying to do everything to doing a few things well.

40 Founder Region Leadership Training District VI10/30/16 Leadership Tips Be enthusiastic. Be knowledgeable about Soroptimist. Be prepared. Welcome everyone to participate. Delegate responsibilities. Share the wealth. Let your star light shine. HAVE FUN! In summary, follow these tips and you will be an excellent leader in your club. Learn with enthusiasm Share your knowledge Be prepared Laugh and welcome everyone to be a part of the team Delegate Smile - Let your star light shine Have Fun And now I would like to present Secretary Kris who will be sharing some information about serving as a club secretary.

41 Founder Region Leadership Training6/4/2016 Secretary Responsibilities Be Prepared Taking the Minutes Tips Preparing & Distributing Minutes You too can be an “Unbelievable Secretary”. A good Secretary is essential for any club if it is going to function well. The office of the Secretary is one of the most important in the club because the Secretary manages all of the club’s records, files, and details. The best way for a Secretary-elect to begin their term is to watch and learn from the present club secretary. They can provide advice and guidance on how best to handle the job. We will cover the basic responsibilities of the secretary, how to take minutes, some tips, and how to prepare and distribute the minutes.

42 Secretary ResponsibilitiesFounder Region Leadership Training 6/4/2016 Secretary Responsibilities Take Minutes Club and Board Meetings Submit to the Club Prepare Board Recommendations Maintain Membership Attendance Send Notices Send Correspondence The main purpose of this job is that of a “record-keeper” for the club. The Secretary supports the President to ensure the smooth functioning of the club. At the club business and board meetings, the secretary takes minutes and records the actions that take place at the meeting. The secretary distributes the business meeting minutes to club members which include the recommendations of the board. In some clubs, the secretary maintains a roll of membership – in other clubs, this may be done by the treasurer. The secretary may send out notices and correspondence that do not fall under the responsibilities of other officers. With , the correspondence more often is handled by the president, as we discussed earlier. The Secretary should always be on time, organized and efficient. It is important that the club’s records always be accessible and in order.

43 Founder Region Leadership Training6/4/2016 “Bee” Prepared Minutes of the Previous Meeting Minutes of Special Business Meetings Club’s Bylaws and Procedures/Standing Rules Region and Federation Bylaws and Procedures List of Committees Club Roster Agenda Motion Forms Paper for Balloting The secretary should bring the following to each business meeting: 1. minutes of the previous meeting, as well as minutes of any business conducted at any meeting since the last business meeting (such as a program or special meeting) that have not been approved 2. the roll of membership 3. copies of the club’s bylaws and procedures/standing rules, as well as the region and federation bylaws and procedures 4. a list of all committees and their members 5. An agenda of all business to come before the meeting, arranged in proper order 6. Motion forms – two part if possible in case members want to make a motion or amendment to motions. 7. paper to use for ballot voting, if necessary.

44 Founder Region Leadership Training6/4/2016 Taking Minutes Cover these points (according to Robert’s Rules of Order) Kind of Meeting Name of the Organization Date and Place of the Meeting Name of Presiding Officer and Board Members Present Approval of Minutes as Read or Corrected Main Motions, Points of Order and Appeals Time Meeting Started & Adjourned Minutes are the formal and legal record required to record the business of the club. The Secretary should sit near the President for convenient clarification or help as the meeting proceeds. LISTEN! Focus on what is done - NOT how it got there. In taking the minutes, it is important to cover these points (according to Robert’s Rules of Order): You can see on the screen the items you need to record in your minutes. The kind of meeting (business or board) The name of the organization (Soroptimist International of Any Town) The date and place of the meeting (the date is most important because it is a reference point of locating the minutes) Whether the President and Secretary were present, or, in either’s absence, the name of the substitute Whether the minutes of the previous meeting were approved or corrected All main motions, points of order and appeals – whether sustained or lost – and all other motions that were not lost or withdrawn The hours of the meeting- when the meeting was called to order and the time it was adjourned. In addition, board minutes usually reflect the names of board members who were present and those who were absent.

45 Founder Region Leadership Training6/4/2016 Tips Record the following: Facts only Treasurer’s Report Correspondence Reports of Standing Committees Other Business The secretary should take notes in the order that business occurs on the meeting agenda, taking special note to record the following: Facts only: Record only facts; never record opinions. Record all motions verbatim. It is not necessary to record who seconded the motion. If a question is hotly contested, simply note “after a lengthy discussion…” which will indicate that the question was openly debated prior to a decision. The results of the vote must be recorded: whether passed, defeated, tabled, referred, etc. Treasurer’s Report: The minutes should include balances indicated in the treasurer’s report, and it should be stated that the report is filed for review. Correspondence: Briefly record items received and record any action taken as a result of the correspondence. Reports of standing committees: Record who gave the report and a brief facts. Committee recommendations are a motion, and should be recorded, but do not need to be seconded. (Seconding a motion shows at least two people wanted to discuss the proposal. When a committee or board makes a recommendation, more than two have already indicated interest.) Other business: Resignations are accepted with regret, and there is no need to indicate a reason (the member’s letter will be made part of the files). When assignments are made - what was decided, who is to do it, and by what time it should be completed; details should be worked out in committees. If a discussion is held and a general consensus is reached about an action, the action can be noted as “By consensus, the club agreed to…”

46 Preparing & Presenting MinutesFounder Region Leadership Training 6/4/2016 Preparing & Presenting Minutes Translate Your Notes and/or Recordings Into Minutes Distribute to Members Present Minutes for Approval File Approved Minutes Present Board Recommendations Translate meeting notes into formal minutes as soon as possible, remembering to sign the minutes. Send a copy to the president, as she will need them to set the agenda for the next meeting Most clubs now distribute the minutes by to all members. If not, then the secretary may distribute printed copies of the minutes at the next business meeting. Corrections to the minutes need not be noted in the current minutes, but should be entered on the margin of the previous minutes. Nothing is ever erased from minutes; if material is expunged, a line is drawn through it. Upon approval of the minutes, the secretary should note “approved” and record the date and initial the original minutes. These minutes then become the permanent copy, and should never be destroyed as they are the legal record of the proceedings of the club. The secretary should read the board recommendations to the club at its business meeting. Only board members have access to the actual minutes of the board. All club members have access to the business meeting minutes. Sample club business meeting minutes and board meeting minutes are available in the membership section of the members area of as well as in the Leadership Handbook that was recently ed to all club presidents, and is on the Founder Region website.

47 Founder Region Leadership Training6/4/2016 Take Pride in Your Work! Don’t forget to take pride in your work - these records will be around for many years to come. Future Soroptimists may even be reading YOUR minutes at our 200th year Anniversary! Now we’ll hear from Treasurer Vicki.

48 Founder Region Leadership Training6/4/2016 Club Treasurer Responsibilities Tips Resources Typically, only the club treasurers have had the opportunity to attend the Treasurers workshop. Now, since everyone is together, you can see that anyone can be your club treasurer.    Have you ever heard a member of your club say: “I can’t be club treasurer; I’m not good at math.” We are all treasurers in our every day lives. We pay our bills, plan our personal budgets, figure out expenses at the store…… This is part of what the club treasurer does. As club treasurer, you are responsible for keeping track of what funds go in and out of your accounts. Your members need to feel as though the monies earned in their efforts in fundraising are properly being deposited, recorded and disbursed. Your record keeping will allow the club to know how much can be donated to a particular cause and whether or not members need to increase the fundraising done by the club. They will look to you as treasurer to inform them on how the club is doing on both their administrative and service budgets. Taking on the Treasurer position is an excellent opportunity for you to learn more about Soroptimist and various leadership roles. It can be a stepping stone to becoming President-elect and on to President and beyond if you set your sights on those positions.

49 Founder Region Leadership Training6/4/2016 Responsibilities Receive, record & deposit all funds Send notices of financial obligations to members Provide monthly financial reports to board Pay bills for authorized expenditures Prepare end of year statements & reports Prepare records for end of year review Prepare & file tax reports Report membership changes to Region & SIA The main purpose of this position is to keep the financial records for the club. You support your fellow officers by keeping accurate records and reporting those at your monthly board and business meetings. You must be organized and efficient and perform your duties in a timely matter. The treasurer shall: • receive, record and deposit all funds - dues, fundraising, donations, brags & fines • send notices of financial obligations to club members - mostly this is your annual dues statements to members in May/June for the upcoming year beginning in July. Be sure that you pay dues for Founder Region as well as SIA. This is particularly important mid year when you bring in new members. Send in the new member form and dues to Founder Region at the same time you send to SIA. This will ensure that membership numbers tie. • provide monthly to the board a report of members who have not met financial obligations • furnish financial reports as required by the board and the club - you should give membership a report with transactions of income and expense so all can see where the club stands financially. This does not need to be in minute detail, however, you should be prepared to answer questions from the membership. Be open with your membership as to where your money is being spent. • pay bills for authorized expenditures provided in the club’s budget - just like in your every day life, pay the club's bills in a timely manner. Create a voucher system for paying bills so all payments have proper supporting documents. • obtain board approval for payment of bills not covered by the budget - remember that if an expense is not in your budget, it will require a vote from the membership in order to pay. If it comes to the general membership as a recommendation from the board, it does not require a motion, however it does need a vote. • prepare statement of receipts and disbursements for the fiscal year, and arrange for annual financial review (financial review should be completed by August 15 if the club fiscal year runs July 1st to June 30th) (Sample Financial Review Form) • prepare and file tax reports and other reports as required by national, province/state, or local requirements. Note that I am not a tax accountant and I cannot give you tax advice. If you need tax advice, contact the IRS or your tax accountant. Links to the IRS and California state agencies are included in your Treasurer's Manual file. I will do my best to remind you of important deadlines such as tax filings or 1099 filing, however these important dates are listed in your treasurer calendar as well. • within 30 days, report membership changes to SIA Headquarters & Founder Region: This includes sending dues payments to both SIA and Founder Region. Please note that SIA is now asking that each club report the year of birth for each member; this is to allow SIA to determine the organization’s generational composition to better ensure that members have the recruitment and retention materials needed to grow their clubs. ~use Form 5008 for new and reinstated members; attach dues payment (SIA) (Sample) ~use Founder Region New Member/Reinstated Member form; attach dues payment (Sample- Explain parts of the form) (Founder Region) ~use Form 5010 for transfers, terminations and other information changes (Sample) I cannot stress to you enough as to the importance of filling out the membership forms entirely. Names, addresses, phone numbers, addresses and sponsor name. When you send membership forms to Founder Region at the same time you send them to SIA - or if you pay SIA on-line - it allows us to balance out our totals and I do not need to ask you to help reconcile the membership numbers at a later date. • perform any other duties as set forth in the club bylaws. These duties may include ordering pins, name badges, president's gavel, etc.

50 Founder Region Leadership Training6/4/2016 Treasurer Tips Use Your Treasurer’s Manual Use the Treasurer’s Calendar/Check List Work with Assistant Treasurer to share duties and mentor them for Treasurer position Communicate with president, members, and Region Treasurer Use your Treasurer's Manual – again this year we have provided the manual to you on a flash drive. All sections are numbered and there is now a Table of Contents listing the file numbers to the various categories. Use the treasurer’s calendar/checklist (show sample) Use both provided by SIA and Founder Region Treasurer Work with assistant treasurer, if applicable, to share duties and to mentor them for treasurer position Communicate with President, Members and region treasurer

51 Founder Region Leadership Training6/4/2016 Treasurer Resources Tax Information California Office of the Attorney General (raffles) California Secretary of State (Statement of Information SI-100) California Franchise Tax Board Your most important resource will be your Treasurer's flash drive. It contains the links you need to find SIA forms, Founder Region forms and various government websites Tax Information can be found on the IRS website. They have the links to forms and instructions you will need for your annual tax filing. The IRS is also a good source for information on tax-exempt organizations and what your requirements are California Office of the Attorney General is the website you will need for your annual renewal of registering as a charitable trust. The website will also give you information you need to file your raffle applications and reports. California Secretary of State - Statement of Information SI needs to be filed at the beginning of your fiscal year to report changes in club officers California Franchise Tax Board website has information on filing your annual California tax return and other links on maintaining your tax-exempt status VICKI: And now Governor Pam will conclude our presentation.

52 Shine Your Club’s Star in 2017-2018“Soroptimists Are Shining Stars” PAM: We hope this presentation was informative and that you are inspired to go forth and tackle the job! Remember, your Region Board members are here for support and we encourage you to make use of us; if we don’t have an answer, we’ll find out and get back to you!