prior to your term of office -...

2017-2018Club Planning Calendar

Civitan Club Planning Calendar2017-2018

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.We realize leadership techniques are different and you may choose to vary from this planning calendar. However, successful club officers inform us if you use this important tool it will be invaluable to your club’s success.

GOOD LUCK AND THANK YOU FOR YOUR SERVICE!

July 2017

Prior to Your Term of OfficeCHECK EACH ITEM WHEN COMPLETED

Organize____ Create a binder with tabbed sections which might include: club roster, club goals, budget data, club bylaws, board minutes, club bulletins, committees, monthly reports, district information, international information.

Meet with Board of Directors____ Contact current Secretary to make sure the club officer report form was submitted to Civitan

International and to the Governor-Elect by the July 1 deadline.____ Review a current club roster and discuss with board of directors who is active and who is not. ____ Seek advice for next year on areas of improvement in the club

Committee Appointments____ Review club committees currently in place (even a “committee” with just a chair). Evaluate how well

these committees are functioning; adequately, poorly or not at all. What changes need to be made, if any?

____ Appoint committee chairs for 2017-2018.

Club Officer Certification____ Attend one of the Geographical Leadership Workshops in order to obtain certification.

Conventions____ Attend the Civitan International convention. As president-designate, you should be one of your

club’s delegates to the International convention.____ Plan to attend district convention in August or September.

Observe____ Observe for the next three months all aspects of club meetings. Do they start and end on time? Is

there an agenda, informative speakers, good attendance by members, introductions of guests? Make notes of needed changes and make necessary changes.

____ Observe all board meetings. Are they held at least once a month? Is there an agenda? Are committee chairs requested to attend and give reports? Is the club’s financial condition reviewed? Make notes of needed changes and make necessary changes.

JULY 2017MONTHLY PLANNER

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 CANADA DAY

DEADLINE REPORT 2017-18 CLUB OFFICER ELECTIONS

2 3 4 INDEPENDENCE DAY

5 6 7 8

9 10 11 12 13 14 15 Leadership Workshops

Atlanta, GA

16 17 18 19 20 JULY DUES DELINQUENT AFTER THIS DATE

21 22 Leadership Workshops

Little Rock, ARAlbuquerque, NM

Decatur, ALBurbank, CA

23 24 25 26 27 28 29

30 31

August 2017Prior to Your Term of Office

CHECK 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 August 11. If possible every member should serve on at least one committee.

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 September 15 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.

AUGUST 2017MONTHLY PLANNER


1 2 3 4 5 Leadership Workshops

Memphis, TNColumbia, SC

Greensboro, NC

6 7 8 9 10 11 12


Raleigh, NCLansing, MI

Huntsville, ALChattanooga, TN


Nashville, TNOrlando, FL

Charlotte, NCBirmingham, AL

27 28 29 30 31

September 2017Prior to Your Term of Office

CHECK EACH ITEM WHEN COMPLETED

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 2017MONTHLY PLANNER


1 2

3 4 LABOR DAY

5 6 7 8 9

10 11 12 13 14 15 CLUB MEMBERSHIP PLAN OF ACTION DUE TO G-E'S

16

17 18 19 20 21 22 FALL BEGINS

23

24 25 26 27 28 29/30 District's Membership Plan of Action Due Area Director Year End Report Due All Club Officer Training Should be completeDEADLINE: ADDS/ DELETES FOR OCTOBER BILLING

October 2017During Your Term of Office


Dues____ Pay quarterly district and international dues by mid-October. Club

Treasurer/billing contact should have received invoice.

Officer Materials____ Pass on past officer materials to incoming club officers.

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.

OCTOBER 2017MONTHLY PLANNER


1 2 3 DEADLINE 4 5 6 7

CIVITAN YEAR BEGINS!

FOR ADDS/DELETES 2016-17

8 9 CANADIAN THANKSGIVING DAY

COLUMBUS DAY

10 11 12 13 14

15 16 17 18 19

20 OCTOBER DUES DELINQUENT AFTER THIS DATE

21

22 23 24 25 26 27 28

29 30 31 Halloween

November 2017

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.

HAVE A WONDERFUL THANKSGIVING

AND COUNT YOUR MANY BLESSINGS.

NOVEMBER 2017MONTHLY PLANNER


1 2 3 4

5 SET CLOCKS BACK

6 7 ELECTION DAY (US)

8 9 10 11 VETERANS DAY (US)REMEMBRANCE DAY (CANADA)

812 13 14 15

DEADLINE FOR CLUB OFFICER TRAINING CERTIFICATION

16 17 18

19 20 21 22 23 THANKSGIVING DAY (US)

24 25

BOARD OF DIRECTORS MEETING TENTATIVE

26 27 28 29 30

December 2017During 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.

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.

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 2017MONTHLY PLANNER


1 HONOR CLUB/AWARD APPLICATIONS FOR 2016-17 YEAR

2

83 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 WINTER BEGINS

22 23

24 25 CHRISTMA

S

26 BOXING DAY (CANADA)

27 29 30

31 QUALITY ACHIEVEMENT AWARD APP. DUE JANUARY 31, 2018DEADLINE: ADDS /DELETES JANUARY BILLING

January 2018During Your Term of Office

HAPPY NEW YEAR!!CHECK EACH ITEM WHEN COMPLETED

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 2018MONTHLY PLANNER


1 NEW YEAR'S DAY

2 3 4 5 6

7 8 9 10 11 12 13

14 15MARTIN LUTHER KING, JR. DAY

16 17 18 19 20 JANUARY DUES DELINQUENT AFTER THIS DATE

21 22 23 24 25 26 27

28 29 30

February 2018

SNO-DO-TENTATIVE

SNO-DO-TENTATIVE

JAN 31 Postmark Deadline, Shropshire Scholarship Applications 2016-17 Quality Achievement Award Application Due

During Your Term of Office


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 2018MONTHLY PLANNER


1 2 3

84 5 6 7 8 9 10

11 12 13 14 VALENTINE’S DAY

15 16 17

18 19 PRESIDENTS DAY (US)

20 21 22 23 24

25 26 27 28

GOVERNOR’S UPDATE-TENTATIVE

UPDATE

C L E R G Y A P P R E C I A T I O N W E E K

G-E Training

G-E Training-Birmingham-Tentative

March 2018During 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.

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.

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.

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 2018MONTHLY PLANNER


1 2 3

84 5 6 7 8 9 10

11 Set Clocks Forward

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 GOOD FRIDAY 31DEADLINE: ADDS/DELETES FOR APRIL BILLING

BOARD OF DIRECTORS MEETING-

DANCE-A-THON TENTATIVE

DANCE-A-THON ENDS

April 2018During 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 2018-2019 officers between April 1 and third week in May.

International Convention____ Finalize selected club members as delegates to the district and international conventions.____ Mail in registration forms for international convention to Civitan International.



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.

APRIL 2018MONTHLY PLANNER


1 EASTER 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16 17 18 19 20 APRIL DUES DELINQUENT AFTER THIS DAY

21

22 23 24 25 26 27 28

29 30 Area Director Semi-Annual Report Due

May 2018During 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.

Club Officer Certification ____ Pre-register club President & President-Elect for officer certification at one of the Leadership Workshops.



MAY 2018MONTHLY PLANNER


1 INTERNATIONAL HONOR KEY NOMINATION DEADLINE

2 3 4 5 CINCO DE MAYO

6 7 8 9 10 11 12

13 MOTHER’S DAY

14 15 16 17 18 20

20ARMED

21 22 VICTORIA DAY (CANADA)

23 24 25 26

FORCES DAY

27 28 MEMORIAL DAY

29 30 31

June 2018During Your Term of Office


Awards____ 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 early

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

newsletter/bulletin. It should inform, praise, encourage, motivate, and remind.

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 2018MONTHLY PLANNER


1 CLUB OFFICER ELECTIONS FOR 2018-19 COMPLETE

2

3 4 5 6 7 8 9

10 11 12 13 14 FLAG DAY 15 16

17 FATHER'S DAY

18 19 20 21 SUMMERBEGINS

22 23

24 25 26 27 28 29 30DEADLINE: ADDS/DELETES FOR JULY BILLING

July 2018During 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

JR CIVITAN INT. CONVENTION

JR. CONV

____ Deadline is July 1 to report 2018-2019 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.



JULY 2018MONTHLY PLANNER


1 CANADA DAY 2 DEADLINE REPORT 2018-19 CLUB OFFICER ELECTIONS

3 4 INDEPENDENCE DAY

5 6 7

8 9 10 11 12 13 14

15 16 17 18 19 20 JULY DUES DELINQUENT AFTER THIS DATE

21

22 23 24 25 26 27 28

29 30 31

August 2018During Your Term of Office


Awards____ Review the Honor Club application and Civitan International Awards program. Determine if

your club is on target.

Membership

INTERNATIONAL BOARD

INTERNATIONAL CONVENTION-RENO NV

____ 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 2018MONTHLY 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 2018During 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”.



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 2018MONTHLY PLANNER


1

2 3

LABOR DAY

4 5 6 7 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______________30 DEADLINE: ADDS/ DELETES FOR OCTOBER BILLING

24 25 26 27 28 29

October 2018

After 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 2018MONTHLY PLANNER


1 CIVITAN YEAR BEGINS!

2 DEADLINE FOR ADDS/DELETES 2017-18

3 4 5 6

7 8 CANADIAN THANKSGIVING DAY

COLUMBUS DAY

9 10 11 12 13

14 15 16 17 18 19 20 OCTOBER DUES DELINQUENT AFTER THIS DATE

21 22 23 24 25 26 27

28 29 30 31 HALLOWEEN

November 2018After 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. Secretary & Treasurer should train online at Civitan.org. (Deadline November 15)



NOVEMBER 2018MONTHLY PLANNER


1

2 3

4 SET CLOCKS BACK

5 6 7 8 9 10

811 VETERANS DAY (US)REMEMBRANCE DAY (CANADA)

12 13 14 15 DEADLINE FOR CLUB OFFICERS TRAINING CERTIFICATION

16 17

18 19 20 21 22 THANKSGIVING DAY (US)

23 24

25 26 27 28 29 30

BOARD OF DIRECTORS MEETING TENTATIVE

December 2018After 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.

DECEMBER 2018MONTHLY PLANNER


1 HONOR CLUB/ COMPETITIVE AWARD APP. FOR 2017-18

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 JANUARY DUES BILLING

prior to your term of office -...

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