prior to your term of office - civitan international · web view2019-2020 club planning calendar...

2019-2020

Club Planning Calendar

Review 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!

Augu st 2019

Prior to Your Term of Office

CHECK EACH ITEM WHEN COMPLETED

Finalize 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 PLANNER

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2 3Leadership Workshops

Raleigh, NC

4 5 6 7 8 9 10Leadership Workshops

Huntsville, ALLittle Rock, AR

11 12 13 14 15 16 17Leadership Workshops

Nashville, TN

18 19 20 21 22 23 24 Leadership Workshops

Chattanooga, TNCharlotte, NCOrlando, FL

25 26 27 28 29 30 31

September 2019Prior to Your Term of Office


Membership____ 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 2019

MONTHLY PLANNERnday Monday Tuesday Wednesday Thursday Friday Saturday

1 2 LABOR DAY 3 4 5 6 7Leadership Workshops

Birmingham, AL

8 9 10 11 12 13 14

15 CLUB MEMBERSHIP PLAN OF ACTION DUE TO G-E'S

16 17 18 19 20 21 FALL BEGINS

22 23 24 25 26 27 28

29 30 All Club Officer Training Should be complete

October 2019During Your Term of Office


Dues____ 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 PLANNER


1 CIVITAN YEAR BEGINS!

2 3 4 5

6 7 8 9 10 11 12

13 14 CANADIAN THANKSGIVING DAY

COLUMBUS DAY

15 16 17 18 19

20 21 22 23 24 25 26

27 28 29 30 31 Halloween OCT-DEC DUES DELINQUENT AFTER THIS DATE

BOARD OF DIRECTORS MEETING TENTATIVE

No vember 2019 During Your Term of Office


Review____ 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 PLANNER


1 2

3 SET CLOCKS BACK

4 5 ELECTION DAY (US)

6 7 8 9

810 11 VETERANS DAY

(US)REMEMBRANCE DAY (CANADA)

12 13 14 15 DEADLINE FOR CLUB OFFICER TRAINING CERTIFICATION

16

17 18 19 20 21 THANKSGIVING DAY (US)

22 23

24 25 26 27 28 29 30

December 2019During Your Term of Office


Membership____ 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.


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 PLANNER


1 HONOR CLUB/AWARD APPLICATIONS FOR 2018-19 YEAR

2 3 4 5 6 7

88 9 10 11 12 13 14

15 16 17 18 19 20 21 WINTER BEGINS

22 23 24 25 CHRISTMAS 26 BOXING DAY

(CANADA)

27 28

29 30 31 DEADLINE: ADDS /DELETES JAN-MAR DUES BILLING

J anuary 2020 During Your Term of Office

HAPPY NEW YEAR!!


IRS 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.


Dues____ Pay quarterly district and international invoices/dues by mid-January.

JANUARY 2020MONTHLY PLANNER


1 NEW YEAR'S DAY 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20MARTIN LUTHER KING, JR. DAY

21 22 23 24 25

26 27 28 29 30 JAN-MAR DUES DELINQUENT AFTER THIS DATE

JAN 31 Postmark Deadline, Shropshire Scholarship Applications Application Due

February 2020During Your Term of Office


IRS 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.


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 budget

FEBRUARY 2020JUNIOR CIVITAN APPRECIATION MONTH! MONTHLY PLANNER


1

82 3 4 5 6 7 8

9 10 11 12 13 14 VALENTINE’S DAY

15IRS filing deadline for form 990

16 17 PRESIDENTS DAY (US)

18 19 20 21 22

23 24 25 26 27 28 29

C L E R G Y A P P R E C I A T I O N W E E KSNO-DO-TENTATIVE

SNO-DO-TENTATIVE

March 2020During Your Term of Office


Membership____ 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 www.civitan.org .

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


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.

http://www.civitan.org/

MARCH 20202020 SUMMER LEADERSHIP WORKSHOPS WILL BE ANNOUNCED IN APRIL MONTHLY

PLANNER Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2 3 4 5 6 7

88 Set Clocks Forward

9 10 11 12 13 14

15 16 17 ST. PATRICK'S DAY

18 19 20 FIRST DAY OF SPRING

21

22 23 24 25 26 27 28

29 30 31 DEADLINE: ADDS/DELETES FOR APRIL-JUNE BILLING

INTERNATIONAL BOARD OF DIRECTORS WEB CONFERENCE MEETING-TENTATIVE

April 20 20 During Your Term of Office

Civitan Awareness Month


Dues____ 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 www.civitan.org .


District____ Meet with district Lt. Governor/Area Director to complete Semi-Annual Club Conference Report which is due to Civitan

International by April 30.

Committees____ 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


http://www.civitan.org/

APRIL 2020CIVITAN APPRECIATION MONTH! MONTHLY PLANNER


1 2 3 4

5 6 7 8 9 10GOOD FRIDAY

11

12 EASTER 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 APRIL-JUNE DUES DELINQUENT AFTER THIS DAY

30

May 2020

During Your Term of Office


Membership ____ Committee should finalize plans for 3rd quarter membership meeting.____ Encourage all members to bring a prospective member to your membership meeting.



MAY 2020

MONTHLY PLANNER


1 International Honor Key Nomination Deadline

2

3 4 5 CINCO DE MAYO 6 7 8 9

10 MOTHER’S DAY

11 12 13 14 15 16 ARMED FORCES DAY

17 18 VICTORIA DAY (CANADA)

19 20 21 22 23

24 25 MEMORIAL

DAY

26 27 28 29 30

31

June 2020During Your Term of Office



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.


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

early

Newsletter/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 PLANNER

Sunday Tuesday Wednesday Thursday Friday Saturday

1 CLUB OFFICER ELECTIONS FOR 2020-21 COMPLETE

2 3 4 5 6

7 8 9 10 11 12 13

14 FLAG DAY 15 16 17 18 19 20 SUMMERBEGINS

21 FATHER'S DAY

22 23 24 25 26 27

28 29 30 DEADLINE: ADDS/DELETES FOR JULY- SEPT BILLING

JR CIVITAN INT. CONVENTION -TENTATIVE

JR. CONV

July 20 20 During Your Term of Office


Dues____ 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 convention.

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 during quarter.

Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be included in the next issue

JULY 2020MONTHLY PLANNER


1 CANADA DAY 2 DEADLINE REPORT 2020-2021 CLUB OFFICER ELECTIONS

3 4 INDEPENDENCE DAY

5 6 7 8 9 10 11

12 13 14 15 16 17 18

19 20 21 22 23 24 25

26 27 28 29 30 31 JULY-SEPT DUES DELINQUENT AFTER THIS DATEINTERNATIONAL CONVENTION-MILWAUKEE WI

CI BOARD

August 2020

During Your Term of Office



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.


AUGUST 2020MONTHLY PLANNER


1

2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31

September 2020During Your Term of Office


Membership____ 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 PLANNER


1 2 3 4 5

6 7 LABOR DAY 8 9 10 11 12

13 14 15 CLUB MEMBERSHIP PLAN OF ACTION DUE TO G-E'S

16 17 18 19

20 21 FIRST DAY OF FALL 22 23 24 25 26

27 28 29 30

October 2019After Your Term of Office


Dues____ 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 PLANNER


1 CIVITAN YEAR BEGINS!

2 3

4 5 6 7 8 9 10

11 12 CANADIAN THANKSGIVING DAY

COLUMBUS DAY

13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31 HALLOWEEN

BOARD OF DIRECTORS MEETING TENTATIVE

No vember 2019

After Your Term of Office


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. Secretary & Treasurer should train online at www.civitan.org. (Deadline November 15)

NOVEMBER 2020MONTHLY PLANNER


1 OCT-DEC DUES DELINQUENT AFTER THIS DATE

2 3 ELECTION DAY (US)

4 5 6 7

8 SET CLOCKS BACK

9 10 11 VETERANS DAY (US)REMEMBRANCE DAY (CANADA)

12 13 14

815 DEADLINE FOR CLUB OFFICERS TRAINING CERTIFICATION

16 17 18 19 20 21

22 23 24 25 26 THANKSGIVING DAY (US)

27 28

29 30

December 2019 After Your Term of Office


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. Secretary & Treasurer should train online at www.civitan.org. (Deadline November 15)

DECEMBER 2020MONTHLY PLANNER


1 HONOR CLUB/ COMPETITIVE AWARD APP. FOR 2019-20

2 3 4 5

6 7 8 9 10 11 12

13 14 15 16 17 18 19

20 21 WINTER BEGINS 22 23 24 25 CHRISTMAS 26 BOXING DAY (CANADA)

27 28 29 30 31 DEADLINE: ADDS /DELETES JAN-MAR DUES BILLING

prior to your term of office - civitan international · web view2019-2020 club planning calendar...

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