Club Leadership Guide

Dear Exchange Club Leaders,Congratulations on your appointment as an Exchange Leader, and please accept my appreciation for your service to the members of your club and community. Following are some important tips to help you and your club excel:

Plan to attend three critical upcoming events providing important training and information:

• Your district’s leadership development conference, or club officer training • Your district convention • Exchange’s National Convention • Review in detail the Leading a Successful Club Guide • Use this manual to plan your club’s year of program and leadership team training • The Leading a Successful Club Guide is available to easily download on Exchange’s website

Make special note of the following important contact information:

• Exchange’s website: NationalExchangeClub.org. You will find the Member Resources tab to be your central location to store, gather, and work with your club information. From here, you can download and print rosters, update club and member information, enter projects, and more. If you do not have login credentials, please contact National Headquarters. • The National Exchange Club Headquarters can be contacted at 419.535.3232 and MemberServices@NationalExchangeClub.org. Your National Headquarters staff is available to answer questions, offer advice, connect you with people who can help your club, and provide you access to brochures, award information, and other leadership materials.

Exchange’s website is a central location for everything you need to know about America’s Service Club and the NEC Foundation; Programs of Service guides; contact information for your district director, district secretary and district president; and other useful and timely information. Check back often, as information on the website is updated frequently.As you transition into this important leadership role, please plan to integrate electronic and online resources into your year. Tools, such as online calendars and forms, allow for ease of accessibility and management, as well as promote cost-effective management opportunities. Exchange is embracing the usefulness of technology and has begun the process of streamlining our processes. Should you have any questions about using online resources, please contact your National Headquarters. I am confident you are going to make the coming year great for your Exchange Club! Know that you have a solid team to help you, and we wish you every success! Thank you for stepping into this important role and for your efforts as you lead your club in membership growth, program excellence and leadership development. I look forward to seeing you at National Convention!Yours in Exchange,

Tracey EdwardsChief Executive Officer

Club Leadership ......................................................... 2

Club President ............................................................ 6

Club President-Elect/Immediate Past President ............... 10

Club Secretary .......................................................... 13

Club Treasurer ......................................................... 16

The Board of Directors .............................................. 21

Club Committees ...................................................... 25

The District .............................................................. 37

The National Exchange Club ..................................... 40

National Exchange Club Foundation .......................... 43

National Headquarters ............................................. 47

Administrative Calendar ........................................... 48

Appendix ................................................................. 49

Glossary ................................................................. 72

NEC Organizational Chart ........................................ 77

VISION: A strong America, safe communities, and unified people.MISSION: Exchange, inspiring communities to become better places to live.CORE VALUES: Family, Community, and CountryMOTTO: Unity for Service

Table of Contents For additional information about details provided within this manual,visit the Member Resources (login) section of Exchange’s website, NationalExchangeClub.org.Exchange’s National Headquarters can be contacted atMemberServices@NationalExchangeclub.org and 419.535.3232.

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Club Leadership

Welcome to your year as an Exchange leader!The role of a club officer requires both leadership and management skills. The objective of this monthly planner is to empower Exchange Club members to reach their fullest potential. This tool has been designed to provide useful information on management skills, such as organizing committees and planning for the year, as well as leadership skills, such as motivating others and encouraging creativity.

Assembling Your TeamYour leadership is vital to the success of your Exchange Club. The members of your club have chosen a leadership team, you and your fellow officers, to chart a course of action, set clear and realistic goals, effectively manage club affairs, and meet club operating standards. The first step is to work with the president, president-elect, and immediate past president to adopt a three-year management plan. In a partnership among club leaders, these three Exchange Club members provide a sense of continuity and purpose which will guide club members toward success. To further your club’s efforts toward serving Exchange Club members and the community, develop a long-range plan by utilizing the Club Long-Range Planning Tool (see the Member Resources page on Exchange’s website).

Setting Your Administration’s ToneEffective club leaders set the tone of their administration early on. It should be positive, one that lends encouragement and support to members, motivating them to be the best they can. Develop creative, goal-oriented plans to achieve program excellence, growth and leadership development — then involve every member in some aspect of those plans. A sense of camaraderie and teamwork among your leadership team translates easily to the members.

Developing Future LeadersEvery officer should keep in mind the need to cultivate new leaders for your Exchange Club, to provide a pool of capable individuals who can advance as needed. Whenever an interest surfaces, discuss with that member the leadership opportunities available, such as club officer, director or committee chairperson. Involve that member in club activities, developing his or her leadership potential to the fullest. Keep in mind that in order to serve as a district director, a member must first complete a term as a club officer.Leadership development and personal growth are valuable benefits of membership offered to every Exchange Club member.

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Planning Your YearThe success of any plan relies on certain key elements which include:

— Training all club officers. — Assessing the community’s needs. — Planning to meet your community’s needs. — Executing your club’s plan in a timely manner.

Club officers should begin by: — Participating in district-level training conferences. — Attending training by the district director. — Attending training in the community.

The success of any officer’s performance will lie in achieving the goals set for the year.This requires a well thought-out and effective plan of action that is executed in a timely fashion. A plan of action must contain goals which are specific and attainable. With the input of fellow Exchange Club members, you must evaluate the needs of your club and community, and set specific goals to produce measurable results. Including an updated long-range plan as part of your action plan will solidify your members behind the club’s efforts to serve the community. A mission statement, focus goals and action steps clearly spell out the direction of the club.After reviewing the Leading a Successful Club guide, the club president should utilize the three-year management plan to develop responsibilities for the president-elect and immediate past president. The roles of these officers are distinct yet provide the basis for teamwork, which demonstrates dynamic and productive leadership.

The Rewards of LeadershipExchange Club leadership carries with it trust and responsibility, and it can be a fulfilling and exciting experience. As a leader, you experience the satisfaction of seeing your vision for community service become a positive reality through the combined efforts of yourself and your fellow Exchange Club members. Experience gained through club leadership will improve your organizational and communication skills; and, at the same time, provide you an opportunity to meet and work with influential business and community leaders. Administrative experience in your club will furnish the skills and background you need to progress to the district and national levels of Exchange leadership.

CommunicatingUse all of your resources to keep members and officers updated on the latest organizational news. Currents newsletter, FYI emails, and Exchange’s website are regularly updated to provide timely and accurate Exchange news and events.

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Resources for Planning Your YearWhether club president, officer, director or committee leader, your ability to lead and manage effectively should demonstrate a clear understanding of your Exchange Club’s purposes and objectives.The bylaws list the following basic purposes of a club: 1. To actively participate in the establishment of new Exchange Clubs. 2. To benefit our members by providing opportunities for personal development as they participate in the affairs of the club. 3. To promote active participation in the Programs of Service of The National Exchange Club and its National Project, the prevention of child abuse, for the betterment of the community. 4. To exemplify the meaning of Exchange in a spirit of “Unity for Service.”These purposes should be reviewed regularly by you and your leadership team.The following planning tools will help you build a solid foundation for success during your year as a club leader: 1. Club President’s Planning Worksheet – provides a place to identify club activities, club officers, board of directors and committee chairs. 2. Community Needs Assessment – an integral element of the planning process. 3. Three-Year Leadership Plan – outlines continuing responsibilities of the president, president-elect and mmediate past president. 4. Club Long-Range Planning Tool – a valuable resource in developing a plan of action an club goals. 5. Club Program Development Meeting Agenda – a tool to target specific club goals and develop a plan of action.

OfficersThe executive committee consists of the club president, president-elect, secretary, treasurer, immediate past president, and vice presidents, if needed. These officers, along with elected directors (six are recommended) make up an Exchange Club’s board of directors. This is the leadership team that directs and manages club activities.The following pages include various sections detailing the duties of each club officer. The Board of Directors section provides information on the role and responsibilities of the board as a whole.

Election of Officers and DirectorsEach year, club officers are elected to serve for a one-year term. The terms of the directors are for two administrative years or until their successors have been elected and assume office. These two-year terms are staggered.The provisions of the bylaws should be followed when electing officers. Only the offices detailed in the bylaws should be filled. If additional officers are required, the Club Bylaws must be amended. Amendments must be submitted in writing to National Headquarters for approval by the National Committee on Jurisprudence and Laws.

Election of Officers and Directors (continued next page)

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Leadership TrainingDistrict leaders provide training for incoming club officers and district directors at leadership forums, generally held during the spring, preceding the new administrative year. The district provides additional training for club leaders at district educational conferences, in the fall or winter. Club leaders should also plan to attend the National Convention, the district convention, and district director meetings, to take advantage of additional training programs and seminars offered.Attendance at inter-club meetings is another means of developing constructive leadership. Discussing common goals and challenges with your fellow Exchange Club leaders can be a productive and thought-provoking learning experience.In addition, your National Headquarters staff and National Board of Directors are available to assist with information and advice.Leadership Development Resources

Support SyStemS:– Club officers – District directors – District officers– Volunteer field representatives – Regional vice presidents – National growth team

DiStrict LeaDerShip training:– Conferences – District conventions

nationaL LeaDerShip training:– National Convention seminars

Club Bylaws require the club president to appoint a Nominating Committee to select nominees for the officers and directors positions to be filled at the election meeting. This committee evaluates the capabilities of proposed candidates and determines their availability and willingness to serve.Club elections are conducted in March or April. By April 30, the club secretary should report the names of the incoming officers by logging onto Exchange’s website, proceeding to your club’s officer tab; then enter your officers via the officer election form. The new board assumes office July 1.

Exchange UniversityExchange University is Exchange’s online training resource. It is a continuing educational opportunity that is accessible anywhere with an internet connection. Newly elected officers will be contacted via email with notification of available training materials geared toward their club offices.Courses include: Club President Orientation, Club Secretary Orientation, Club Treasurer Orientation, and District Director Orientation. Completion of a course is required by August 1 for Club Officers and District Directors to be eligible directors for their awards. Please see the awards details found in the Member Resources section of the website.Note: A valid email address is required for participation in Exchange University.Email: MemberServices@NationalExchangeClub.org Website: NationalExchangeClub.org Phone: 419.535.3232

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Election of Officers and Directors (continued from prev. page)

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The club president has the task of combining the talents and skills of members to meet agreed-upon objectives. This officer presides at all regular and special club meetings and all board meetings.

Club President Primary Responsibilities:1. Attend district leadership forum and educational conferences.2. Complete Exchange University3. Work with the district director, club president-elect, and immediate past president to establish goals for: – Program Excellence (club standards, programs of service, child abuse prevention) – Leadership development – Growth (membership building, new club building)4. Develop a monthly plan to achieve those goals with the assistance of the president-elect and immediate past president.5. Appoint qualified members to appropriate committees; oversee the Programs of Service, Prevention of Child Abuse, and Fundraising Committees.6. Provide leadership and management training for other club officers and board members.7. Seek out and develop capable, interested leaders and involve them in club activities.8. Preside at all club meetings, as well as board meetings.9. Prepare agendas for club and board meetings.10. Distribute to club members, especially officers and committee members, information from national and district levels.11. Relay to the district and The National Exchange Club information on club activities.12. Attend and participate in the district conferences, convention and National Convention.13. Carry out policies and accomplish goals of The National Exchange Club.14. Establish an adequate financial plan and budget for the club.15. Uphold the National, District, and Club Bylaws.

The president’s leadership is vital to the success of the club. Members look to the president to chart a course of action, effectively manage club activities and ensure that the club meets operating standards. The president encourages and inspires the members, motivating them to be the best they can be. The successful club president works to create a strong sense of teamwork, making sure to involve every member in some aspect of club operations.

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Club StandardsThe club president, through his or her leadership, should encourage excellence in all phases of club operations.The following are recommended club standards for Exchange Clubs:

Programs of ServiceClubs should participate in the national Programs of Service by conducting a variety of prevention of child abuse, Americanism, Youth Programs, and Community Service activities, as well as other projects that are important and of interest to their communities.

Prevention of Child AbuseAs part of its Programs of Service activities, every club should be actively involved in the organization’s National Project, the prevention of child abuse, by either sponsoring one or more of the projects outlined in the Prevention of Child Abuse Project Guide, supporting an existing prevention of child abuse agency or helping establish an Exchange Club Center for the Prevention of Child Abuse.

National AwardsAn excellent club goal is the National Service Award, which is earned by conducting service projects in each of the following categories: prevention of child abuse, Americanism, Youth Programs, and Community Service (at least one in each, plus any two additional projects). Clubs should strive to achieve the Big “E” award, which focuses on expansion, efficiency, and education.

FundraisingClubs should raise sufficient funds to support their planned service projects, maintaining high standards in all fundraising activities. Funds obtained from the community should be used exclusively for service projects.

Club Meetings and DecorumThe well-prepared club president has a definite impact on the success of meetings. The president controls the atmosphere of the meeting, using the presidential gavel

as a leadership symbol.The following items should be present at a well-run club meeting:

Items: An American flag, Exchange Club banner, bell, gavel, and lectern.Agenda: There should be a pre-planned agenda for each meeting, which should be distributed to club members prior to the meeting.Time: Meetings should last no more than one hour, and should begin and end on time. The president or program chairperson should advise each speaker on the time allotted on the agenda.Location: Meetings should be held in a positive, private atmosphere.

Frequency: There should be at least two regularly scheduled meetings per month.Attendance: Clubs should have ongoing programs to promote meeting attendance; at least 60% of the members should attend every meeting.Business: The business of the club should be handled by the board of directors at separate monthly meetings.Exchange Education: Members should be informed about Exchange’s history, purpose, and accomplishments through three-minute capsule presentations at every meeting. Material for Exchange education is available through Exchange’s website.

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Participation Clubs should be actively involved in inter club, district, and National Exchange Club affairs, which will encourage Exchange education and team spirit, as well as develop future leaders.

Club GrowthClubs should maintain a minimum membership of 25, necessary for effective and efficient operations. There should be ongoing, aggressive membership recruitment and retention programs, spearheaded by the president-elect.Clubs are able to charter with 20 members; however, these clubs are encouraged to bring membership up to 25 within 12 months. Every club should consider building new Exchange Clubs to help create an even stronger and more widely recognized organization.

Club BulletinA club bulletin, essential for member communication, should be published at least once a month. The bulletin should create interest in the club’s activities, focus on club goals, and stimulate meeting attendance.

Records and ReportsThe club secretary should maintain club records and promptly return required reports and record changes to the district and National Headquarters.

FinancesClubs should follow standard financial support and control guidelines. Dues should be sufficient to meet overhead and operating costs.

PublicityEach club should have an ongoing public relations program, regularly sending news releases to area media on service and fundraising projects, and engaging in other activities to help enhance public awareness of Exchange.For additional information on publicity, refer to the PR/Marketing page on the Member Resources section of Exchange’s website.

Leadership Development A major responsibility of the club president is to develop and conduct leadership training for club officers and directors, working closely with the district director and immediate past club president. Training should focus on both leadership and management issues, covering areas of club standards, administrative procedures, program excellence, membership recruitment and retention, as well as methods to train, motivate and involve club committees and members. All clubs should participate in district leadership forums and other training opportunities at district conventions, conferences, and the National Convention.

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This important meeting provides an opportunity to chart a course for the year’s activities. The club president, working closely with the president-elect, immediate past president, board of directors, and committee chairs, sets goals for program excellence, growth, and leadership development. The leadership team then develops strategies to accomplish those goals with the support and cooperation of the club.It should be held apart from a regular club meeting, but be open to all members. The president and the leadership team should plan carefully for this meeting– its success will be the cornerstone for a productive year.

Preparing for the Meeting

1. Review this leadership guide.

2. Implement a community needs assessment, a survey to determine specific concerns in the community that could best be addressed through club involvement.

3. Review the Programs of Service; consider those projects and others that will positively impact the community.

4. Review the National Awards program.

5. Meet with committee chairs to review plans and discuss presentations to be made at the meeting.

6. Promote attendance through personal contact, letters, and club bulletin.

7. Complete a membership survey. Successful clubs keep members interested in the club’s programs and keep members active in club projects that meet the community’s needs. Clubs should determine member interest and satisfaction and include this in the program development meeting.Whether you use the survey or another form, it can provide an anonymous but accurate evaluation of member interest. It also determines the club’s effectiveness in keeping members active and involved. It should be an important tool to set the agenda for a club’s program development meeting.

8. Review the Club Program Development Meeting Form.

Club Program Development Meeting

The meeting should be conducted by June 30 and reported by July 15

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Club President-Elect Primary Responsibilities:1. Assume the duties of the club president if he or she is unable to fulfill these duties.

2. Preside at club and board of director meetings in the absence of the president.

3. Assist the club president and district director in training, motivating, and mentoring club officers, board members, and committee chairs.

4. Attend club board of directors meetings.

5. Attend and participate in the district convention and conferences and the National Convention.

6. Conduct a community needs assessment for your tenure as president.

7. Oversee the Membership Expansion and Retention, New Club Building, and Public Relations Committees.

8. Become acquainted with club committee chairs and members in order to distinguish and select qualified people for the succeeding year’s leadership team.

9. Develop ideas and goals for the following year.

10. Coordinate with president and incoming/outgoing board members for a smooth transitional period.

11. Perform other duties as assigned by the club president and board of directors.

12. Uphold the National, District, and Club Bylaws.

Club President-Elect &Immmediate Past President

Club President-ElectThe club president-elect should assist the clubpresident and immediate past president in managing and leading the club. The president-elect should be responsive to his or her Exchange Club, district, and The National Exchange Club. Growth is a major focus of the president-elect.

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Community Needs Assessment A community needs assessment should be done by the club president-elect prior to his or her tenure as club president to gain information from the members and the community.The study should include questions, such as:1. Which programs do we do best and do they meet the needs of the community? How can they be improved?2. Which programs can be improved?3. How are we perceived by our community? Do our programs offer unique advantages to those who join us as members?4. How can we broaden our appeal? How can we strengthen the loyalty of our current members?

This information should be used when the program development meeting is held in late spring/early summer. A sample worksheet can be found on the Member Resources page on Exchange’s website.

Immediate Past President Primary Responsibilities:1. Oversee Leadership Development/Education, Social and Attendance Committees. 2. Assist the club president-elect in preparing for the office of club president by serving as a source of information and assisting in setting goals and objectives for the coming year.3. Attend regular meetings of the board of directors.4. Counsel and assist the club president and board.5. Attend and participate in district convention, conferences, and the National Convention.6. Serve as chair of the nominating committee.7. Perform other duties as assigned by the club president and/or board of directors.8. Uphold the National, District, and Club Bylaws.

Immediate Past President The preceding year’s club president automatically assumes this office and acts as a key advisor to the club’s leadership. This experienced club officer has the opportunity to share valuable knowledge.

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Presidential Outline

1 President-elect - Begin the three-year path

Before, During, And After Holding Office

2 President - Lead — Remembers IRS Form 990 or 990N

(e-postcard, visit www.irs.gov/990N) due November 15

— Review progress on membership growth, monthly

— Review and work with committees, monthly

— Assist in new club building — Check National Service Award and

Big “E” Award progress

— Feel ownership of club goals — Solicit feedback for growth — Support public relations efforts — Participate in inter club activities — Motivate committee chairs — Provide recognition — Membership growth — Attend district and National Conventions — Set early plans for projects — Review club achievements

3 Immediate Past President - Share Experience — Attend district conferences — Assist with recruitment and expansion — Lead new club building — Assist with public relations — Advise the president — Mentor the president-elect

— Attend district and National Conventions — Ensure there are member enrichment activities — Participate in social committee — Participate in attendance committee — Participate in board meetings

Help the president succeed — Participate in officer induction — Demonstrate Exchange enthusiasm — Assist in new club building — Involve all members — Feel ownership of club goals — Develop and promote hands-on

projects — Ensure club has public relations

efforts — Participate in inter club activities — Work on member recruitment and

expansion — Provide recognition — Maintain enthusiasm — Work with club committees

Prepare for next year — Attend District and National Conventions — Lead community needs assessment — Lead membership interest survey — Organize three-minute Exchange

education talks — Look for and develop talent of leaders — Schedule interesting program speakers,

provide a clear agenda — Seek feedback for growth — Hone leadership skills — Attend district mid-year conference — Set early plans for projects — Form community needs team — Develop club goals — Plan committee appointments — Review club achievements — Select leadership team

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Club SecretaryThe club secretary assists the president in the administrative work of the club. This key officer is responsible for keeping all records and recording minutes of club and board of directors meetings. The efficient and well-informed secretary can make a significant contribution to the effectiveness of his or her Exchange Club by keeping members up to date on the latest news from the local, district, and national levels.

The secretary also keeps these other levels informed of noteworthy club activities through the timely completion of required report forms.

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Club Secretary Primary Responsibilities:1. Maintain accurate records of club membership, attendance, and activities.2. Record and maintain accurate, complete minutes of club and board of directors meetings.3. Report to the division, district, and national organization regarding activities and membership through the Member Resources section of the website.4. Distribute information received from district and national levels to club members, especially club officers, directors, and committee members.5. Assist club president in ensuring the club achieves success.6. Receive and acknowledge all club correspondence promptly and professionally.7. Maintain a permanent reference library of Exchange publications and procedures.8. Attend and participate in district convention and conferences, and the National Convention.9. Uphold National, District, and Club Bylaws. (The bylaws state that the offices of treasurer and secretary may be combined if the club desires.)10. Complete Exchange University

NOTE: The official enrollment date of a member is the online entry date or the date the information is received at National Headquarters.

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Electing and Reporting New MembersEvery new member must be approved by the club’s board of directors. The election process for approving new members is detailed in Article V of the Club Bylaws. The club secretary should become familiar with the procedure.The secretary should see that newly approved members promptly pay a joining fee of no less than $25. This one-time fee is placed in the club’s operating account. Once enrolled, National Headquarters will invoice the club a one-time fee as specified in the National Bylaws. Each new member will receive a new member packet from National Headquarters and begin receiving Exchange Today. The club president will receive an official membership certificate and lapel pin to present to each new member at a club meeting.To enroll a new member or change the status/classification of a current member, the secretary should login to the Member Resources section of the website and enter this information. Make sure all information is provided and accurate. New member’s sponsor information should be included so that proper credit for membership awards may be given.

Club SuppliesThe club secretary can purchase club supplies from the Exchange Market by visiting BuyExchange.org.

Membership Information, Forms, and RostersThe National Exchange Club website allows individuals, club officers, and district leaders to manage and update membership information and Programs of Service projects.Individuals can log into the Member Resources section to access these functions. Club officers can add and drop members, report officer election information, obtain a roster report, make changes to personal information, complete award forms, and more. Special permissions are given to club officers to obtain records and lists, while all members can make changes to their individual profiles.It is important to:• Report email addresses, as these serve as members’ logins for the Member Resources section.• Report the precise number of members, as the club roster count is how National and districts accurately determine invoices for each club.• Report upcoming officers yearly on April 30 for the upcoming year and update as changes occur, as a current officer listing allows the club to effectively communicate with the district and National maximizing the use of all resources available to the club.

Attendance RecordsAccurate and organized attendance records should be made available to the attendance committee after every meeting.

Quarterly Dues Statement & Membership RosterAt the end of each quarter (Sept. 30, Dec. 31, March 31, June 30), National Headquarters mails each club a dues statement. Per capita dues are compiled based on the number of voting and honorary members recorded at the end of the reporting period. An official club roster can be accessed in the database or available upon request to review all changes reported throughout the quarter. The secretary should review the statements promptly.

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Members Delegates 1 - 49 3 50 - 74 4 75 - 99 5 100 - 124 6 125 - 149 7 150 - 174 8 175 - 99 9 200 - 224 10 225 - 249 11 250 - 274 12 275 - 299 13

Adjustments to the amount billed on the statement will be made only when discrepancies are reported within 30 days of the billing.No other considerations will be granted. Once the statement has been verified, pass it on promptly to the treasurer for payment.

Convention Registration CredentialsNational Headquarters will request a list of club representatives entitled to vote at the National Convention. Voting delegates include the club’s president, president-elect, immediate past president, secretary, treasurer, and three representatives for the club’s first 25 members, and one representative for each additional 25 members, based on the membership report at March 31 preceding the National Convention. An alternate may be elected for any voting delegate, including club officers.

Address ChangesWhen a member’s personal information changes, the member can login to the Member Resources section of the website and update their information, or the club secretary can make updates on their behalf.

Award Qualification FormsThe club secretary has the opportunity to qualify his or her club and club officers for various awards of The National Exchange Club. For additional information, see the Member Resources section of Exchange’s website.

Membership RecordsAn accurate membership roster and accompanying membership record is an important responsibility. During a club’s existence, new members will be added and dropped, and other information will change. The secretary should accurately record these changes via the Member Resources section of the website.Membership records should show the name, home or work address and telephone numbers, email, classification, and sponsor of each member. Explanations of membership classifications can be found in the appendix.

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Voting Delegates SummaryIn addition to the president, president-elect, immediate past president, secretary, and treasurer, clubs are also entitled to additional voting delegates per the following table:When the club is more than 60 days past due on its account with the district or National Headquarters, the club is considered to be not in good standing and not eligible to vote in the district and National Convention sessions.A credential card, provided from National Headquarters, should be used to register designated representatives. A similar procedure will be initiated by the district prior to its convention.

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The club treasurer is responsible for collecting all funds due to the club, and depositing and disbursing the funds in a manner designated by the board of directors. The treasurer also keeps complete and accurate records of all financial transactions and other duties as outlined.

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Club Treasurer

Club Treasurer Primary Responsibilities:1. Receive or collect all fees, dues, and other monies due to the club; deposit and disburse funds as directed by the club’s board of directors.2. Keep accurate and complete records of the club’s financial transactions.3. Make an annual report of the club’s financial condition to the board of directors, and at other times as requested by the board. Provide all accounts and books at any time for inspection by the board of directors and any auditor authorized by the board.4. Assist the board of directors in preparing and monitoring the budget.5. The club must file the Form 990 e-postcard with the Internal Revenue Service by Nov. 15, or risk losing its tax-exempt status. Go to www.irs.gov/990N for details or call National Headquarters.6. Attend and participate in district convention, conferences, and National Convention.7. Uphold the National, District, and Club Bylaws (the bylaws state the offices of treasurer and secretary may be combined if the club desires).8. Complete Exchange University.

Membership DuesMembership dues should be an amount sufficient to cover an individual member’s dues to the district and The National Exchange Club, as well as meals and administrative and operating club expenses.

Quarterly Dues Statement & Membership RosterAt the end of each quarter (Sept. 30, Dec. 31, March 31, June 30), National Headquarters mails each club a dues statement. Per capita dues are compiled based on the number of voting and honorary members recorded at the end of the reporting period. An official club roster can be accessed in the database or available upon request to review all changes reported throughout the quarter. The secretary should review the statements promptly. Adjustments to the amount billed on the statement will be made only when discrepancies are reported within 30 days of the billing.

No other considerations will be granted. Once the statement has been verified, pass it on promptly to the treasurer for payment.

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Invoicing StatementsBefore the beginning of each month or quarter, the treasurer mails to each member a statement covering the membership dues, including meal charges, if applicable. For revenue to be available to meet club financial obligations, it is essential the treasurer be punctual in billing members, preferably in advance. Note: Quarterly dues are pre-billed by National Headquarters.

Membership Dues ReportThe record of dues payments should show the status of each member’s account at any given time. On a monthly basis, the treasurer should provide the club’s board of directors with a membership dues report, which provides that information. A sample report can be found in the Appendix or see the Member Resources section of Exchange’s website.

Delinquent DuesIf the club’s normal dues statement, and any subsequent reminders mailed by the secretary or treasurer, fail to collect outstanding dues, the treasurer or other board member should contact the member by telephone or in person. The member should be encouraged to meet his or her financial obligations to continue enjoying the benefits the club provides.

Accounting ProceduresQuarterly Club Billing Dues and joining fees as specified in the National Bylaws. Club Liability Insurance Club Crime Insurance

InvoicesInvoices are sent from National Headquartersfor the following:

— Quarterly dues (January 1, April 1, July 1, October 1).

— Insurance (invoiced quarterly) general liability and crime insurance are both provided for each club under a master policy and combined on one bill.

— New, transferred, reinstated member processing fees (invoiced weekly).

— A new member’s dues are effective the first day of the month, following his/her joining a chartered Exchange Club.

— Excel Clubs and Collegiate Clubs.

Remitting Payment — The club will receive overdue account statement

at the beginning of the month if the account becomes 45 days or more past due

— There will be a $25 fee assessed to your club for returned checks.

— A 1% per month service charge will be applied to all club accounts more than 60 days past due.

NOTE: National considers clubs to be “in good standing” if they have no “amount due” more than 60 days from the invoice date. This includes having quarterly dues, insurance premiums, member processing fees, and supply orders paid IN FULL.

Statement of AccountStatements are sent mid-quarter to clubs with an outstanding balance.

— Invoices will remain on the Statement of Account "until paid IN FULL.

— Payments on accounts that cannot be applied to a specific invoice will be shown as “payment”.NOTE: Statements are NOT invoices. They are a recap of the account activity.

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Separate AccountingThe club bylaws require that an Exchange Club establish two separate bank accounts; one for club operations and one for club service activities and projects.All revenue from member dues, fees, and meal charges should be deposited in the club’s operating account. The net proceeds of any fundraising activity are to be deposited in the club’s projects/activities account.Only club operating expenses, such as meals, supplies, dues, and fees payable to the district or The National Exchange Club can be paid out of the operating account. Club projects or activities conducted in the community should be paid out of the club’s projects/activities account.

Payment of InvoicesThe treasurer should prepare and submit to the board a monthly accounts payable report, which identifies payable invoices. To facilitate the accounting and budgeting process, the payable invoices should be listed in two categories: those chargeable to the administrative (operating) account, and those chargeable to the project/activities account.

The treasurer should ensure checks are issued promptly for payment of invoices as they are due.

Joining/Transfer/Reinstatement FeeFor each new member, transferred or reinstated, the local Exchange Club is assessed a joining fee to The National Exchange Club.

Signing ChecksWhen signing Exchange checks, here are two points to keep in mind:It is recommended that club checks be signed only after they have been properly drawn.For control purposes, two signatures are required. The board designates who is authorized to sign and make deposits and withdrawals.

Exchange Market OrdersExchange Club merchandise sold by The National Exchange Club to local clubs are required to be paid in full before the order is shipped. Exchange offers several payment options: orders paid with a credit card at the time of order are shipped immediately; and orders paid by check will be shipped when the check is received. The National Exchange Club accepts MasterCard, Visa, American Express, and Discover.

AuditThe Local Club Bylaws require an annual audit of financial records by a committee appointed by the club president-elect. The audit committee should report to the board of directors by the July board meeting. Additional audits, requested by the president or board of directors, may be necessary when an officer change occurs or to review the club’s financial condition.

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CLUB LIABILITY INSURANCE Active Annual Memberships Premium

1 - 24 $100

25 - 54 $130

55 - 74 $165

75 - 89 $195

90 - 109 $230

110 + $260

CLUB CRIME INSURANCE Active Annual Memberships Premium

1 - 24 $85

25 - 54 $100

55 - 74 $115

75 - 89 $130

90 - 109 $145

110 + $160

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The auditors should be provided with the club’s general ledger accounts, individual members’ accounts, journal of cash receipts and disbursements, check stubs, duplicates of receipts issued to members, creditors’ invoices, and any other financial records kept by the treasurer and secretary.Cash receipts must be verified to determine that funds have been turned over to the treasurer for deposit or deposited in the treasurer’s name. Cash deposits and withdrawals must be verified by reconciling the club’s books with the current bank statement.The auditors should determine that all expenditures have been made in accordance with policies approved by the board of directors. Expenditures should be supported by invoices. A written report of the findings of the audit should be submitted to the board of directors and the club.

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IRS RequirementsThe Internal Revenue Service has designated The National Exchange Club, districts, and local clubs as 501 (c)(4) nonprofit civic organizations exempt from the payment of federal income taxes on the dues revenue they generate. Additionally, clubs are exempt from paying federal taxes on the receipt of donations, contributions, ticket purchases, and other funds given by the public.Any such amounts given to any 501 (c)(4) organization cannot be considered a tax-deductible contribution by the donor. Furthermore, Internal Revenue Code Section 6113(a) requires:Each fundraising solicitation by, on behalf of an organization to which this section applies, shall contain an express statement (in a conspicuous and easily recognizable format) that contributions or gifts to such organizations are not deductible as charitable contributions for federal income tax purposes.Internal Revenue Code 6710(a) provides for a penalty, in the event of nondisclosure, of $1,000 per day.Donations are only deductible when contributed to a 501(c)(3) entity such as the National Exchange Club Foundation, any of its Exchange Club Centers for the prevention of child abuse, or any other local or national 501(c)(3) organization. Donations, contributions, ticket purchases, etc., may be tax-deductible; however, if the donor can establish a business purpose, such as advertising, good will or name recognition. A donation of $250 or more can be given to the National Exchange Club Foundation and redistributed back to the club to allow the donor a claim of a charitable contribution to a 501(c)(3).For more information, contact National Headquarters.

990 Forms Due November 15th!Clubs are required to electronically submit Form 990-N, also known as the “e-Postcard,” unless the club chooses to file a complete Form 990 or Form 990-EZ.Information you will need to file the e-Postcard:– Taxpayer Identification Number– Tax year ending date June 30– Club’s legal name and mailing address– Name and address of a club officer– Website address (if applicable)Clubs that fail to file the required e-Postcard (or information returns - Form 990 or Form 990-EZ) will lose their tax-exempt status. Visit www.irs.gov/990N to file your club’s e-Postcard by November 15, and send a copy to National Headquarters.

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National Convention FeesWith the quarterly dues billing, each club pays The National Exchange Club $25 as one-fourth payment of the annual National Convention registration fee of $100. The four quarterly payments make up the total amount of the National Convention fee for the club’s voting representatives. The fee is due regardless of whether the club is represented at the National Convention.

District/National Dues and FeesDistrict DuesDistrict officers and directors provide leadership and direction to local Exchange Clubs, helping the clubs to operate more effectively and efficiently. District leaders coordinate training and educational activities for club officers, and assist them in setting goals and meeting standards. To cover this cost, each Exchange Club pays the district, for each of its members, the amount of dues provided for in the District Bylaws.

National DuesThe National Exchange Club provides a wide variety of administrative, training, and support services to the local Exchange Clubs. To cover the cost of these services, each club pays The National Exchange Club per capita dues per quarter for each active, active-honorary, at-large, business, and honorary member, as specified in the National Bylaws. These quarterly dues include a yearly subscription for Exchange Today, and a yearly contribution to the National Exchange Club Foundation for support of Exchange’s National Project, the prevention of child abuse.

Excel and Junior Excel Club per capita dues per member are specified in the National Bylaws and are billed October 1. Clubs will be billed for new members joining after October 1 on a quarterly prorated basis.All dues are payable based on the membership of the club on file as of June 30, September 30, December 31, and March 31 of each year. These dues are payable by the 10th day of July, October, January, and April.

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Board of Directors

Board of Directors Primary Responsibilities: 1. Ensure that the club provides necessary services to its community.

2. Develop and review a realistic budget and financial policy for the club.

3. Approve and, if necessary, recommend changes to the president’s goals and plans for the year.

4. Determine club operating policies and procedures, and ensure the club meets recommended standards.

5. Oversee the membership roster, monitoring, and encouraging membership growth.

6. Fill any vacancies which may occur between elections.

7. Seek out and develop capable leaders, and involve them in club activities.

8. Report to the club any board action related to general club policy and promptly render decisions or recommendations on matters referred to the board by the club.

9. Consider any amendment to the Club Bylaws and ensure the amendment is sent to National Headquarters for approval by the National Committee on Jurisprudence and Laws prior to adoption.

10. Approve minutes of club and board meetings.

11. Arrange for publication of periodic club directories and regular club bulletins.

12. Review attendance records and suggest methods of improvement, if necessary.

13. Elect representatives of the club to attend National and district Conventions.

The board of directors can set the tone and pace for the year ahead and is responsible for the overall management of the club. The board directs and coordinates club affairs, determines policy, and helps to ensure that the club is providing appropriate and necessary services to its community. The leadership team (president, president-elect, and immediate past president) balances the skills of leadership and management, guiding the entire board and club.The club officers and the directors (six are recommended) make up the board of directors. Exchange Clubs operate on the basis of annual elections and terms of office, with the administrative year established as July 1-June 30. Officers serve on the board during their terms, and the directors serve for two years, with the terms of half of those directors expiring each year.

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14. Maintain contact with club members.

15. Uphold the National, District, and Club Bylaws.

MeetingsRegular meetings of the board are vital to the successful functioning of an Exchange Club. Board meetings should be scheduled as frequently as necessary, and at least once a month. The president is chairperson of the board, with the president-elect presiding when the president is absent.Meetings should be at a stated time and place that allows ample time to consider all items of business. Board meetings immediately preceding or following regular meetings should only be used for brief decisions on minor matters and should not replace regular board meetings.

Committee ReportsCommittee chairs should be invited to attend board meetings when matters pertaining to their committees are to be considered. Past presidents should be invited to board meetings whenever their experience and counsel would be beneficial.

QuorumAt any regular or special meeting of the board, a majority of the members constitutes a quorum, and a majority vote of those present shall decide a question, except for those questions for which a greater proportion is specifically required in the bylaws.

Special MeetingsSpecial meetings of the board of directors may be called by the president or at the request of any three board members. The bylaws require that before a special meeting is held, at least 48 hours notice be given personally, or by mail, or telephone to each board member.

BudgetThe board of directors should develop and regularly review a realistic annual budget. The budget should cover two basic areas:1. Administrative income and expenses.2. Fundraising income and service project expenditures.The budget should be based on the anticipated income and expenditures for the club at the beginning of the administrative year. Once approved, the budget should be monitored and

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Club Long-Range PlanAn effective management tool available to the board is the club’s long-range plan. Working with the input of the membership and the involvement of the leadership development/education committee, the board should develop a long-range plan for the club (see Club Long-Range Planning Tool in the appendix, or see the Member Resources section on Exchange’s website). If a plan is in place, the board should review the plan each year and update as necessary.The long-range plan should:

— Provide for training of officers and directors. — Support the club’s active participation in inter club, division, district, and national activities. — Include a means to identify, encourage and support future leaders of the club.

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adjusted, as necessary, by the board, with a review at least quarterly.As the year progresses, the board should develop plans to increase club income whenever the need arises, or consider modifying anticipated expenditures. A sample budget outline and fundraising/Programs of Service statement can be found in the appendix, or see the Member Resources section on Exchange’s website.

FinancesThe board of directors must ensure that club funds are handled in a businesslike manner, and that adequate funds are available to meet operating and project costs. To accomplish this, the board should: 1. Adopt and monitor a workable budget. 2. Establish adequate membership dues and a procedure for regular and prompt collection. 3. Develop fundraising programs to secure regular, recurring income for club service activities. 4. Designate financial institutions where funds for checking and savings accounts are to be deposited; authorize the club treasurer to open accounts; and designate club officer(s) to sign checks. 5. Direct the secretary to turn over to the treasurer all money received, or direct the secretary to deposit money received, providing the treasurer with duplicate deposit slips. 6. Approve and authorize payment of all bills, except invoices, from The National Exchange Club and the district, which the bylaws stipulate should be paid upon receipt. 7. Require periodic financial reports from the secretary and treasurer to assure funds are being deposited and disbursed on a regular basis. 8. See that all matters involving expenditure of funds, which are brought to the floor of the club, are referred for consideration by the president to the board.

MembershipThe board of directors should regularly monitor the membership growth of the club, and take a leadership role in encouraging ongoing membership recruitment and retention programs. In addition, the board of directors approves all members before they may be submitted to the general membership for election. The board must ensure membership proposals are processed in accordance with the provisions of the Club Bylaws.

The board of directors should: 1. Act promptly on proposals for new members, reinstatements, and transfers. 2. Set a time limit for newly elected members to qualify for membership by paying necessary fees. 3. Work with the attendance and membership expansion/ retention committees to keep a constant flow of proposed members to the board for approval. 4. Accept a member’s resignation only after exhausting all possible means of retaining him or her. 5. Suspend a member, for due cause, by a two-thirds (2/3) majority vote of board members present and voting. 6. Expel a member, for due cause, by a two-thirds (2/3) majority vote of board members present and voting — but only after a thorough hearing.

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Tips for a Successful Board Meeting1. The board should meet at a fixed time at least once a month.2. All board meetings must be open to all members. Non-board members may follow the proceedings but may not propose formal action.3. The club president should prepare a timed agenda, which the club secretary should send to each board member at least one week in advance.4. Working with the other club officers, the president should prepare for the required reports and business.5. Board meetings should begin and end on time.6. During the meeting, the board should resolve every item on the agenda. The presiding club officer should seek specific conclusions and objectives; discussion on an item should close with clearly-defined goals coupled with an action plan to achieve them.A sample agenda can be found on the Member Resources page of Exchange’s website. This suggested agenda would be altered at the board’s first meeting of the administrative year, when discussion would include items such as duties of board members, the club’s objectives for the year, audit of club funds, budget for the year, and other topics requiring long-range planning.

InsuranceGeneral LiabilityAs of July 1, 2017, The Comprehensive General Liability (CGL) and Umbrella Liability is underwritten by Philadelphia Insurance Company. The policies cover all districts, clubs and its members when acting on behalf of the club or district.To obtain a Certificate of Insurance to show proof of insurance coverage, complete and submit a Certificate Request Form (see the Member Resources section of the website > Club Tools and Resources).

What is Covered?• General Liability $1,000,000 limit protects for suits from bodily injury and property damage resulting from Exchange activities at meeting halls, rental space, etc.• Personal injury including slander, libel, defamation of character, false arrest, invasions ofprivacy, detention and malicious prosecution (except for an offense related to membership).• The sale of food, beverages and other products.• Cyber Liability coverage with a $50,000 sublimit.• Sexual Abuse & Molestation coverage with a $100,000 sublimit.• Contractual liability for responsibilities clubs may assume under terms of a lease or rental of a facility.• The use of non-owned and hired automobiles.• Umbrella Liability $2,000,000 limit. Follow form primary CGL coverage.The CGL and umbrella policies pay on behalf of the insured for those sums that they become legally obligated to pay as damages because of bodily injury or property damage, and pays defense fees in addition to the benefit limit. The policy is designed to cover the usual and customary activities of a club. However, it does include the standard General Liability exclusions of claims for war, nuclear, auto, aircraft, watercraft and professional liability. Also personal property loaned to you or in your care, custody and control is excluded.

Crime InsuranceCrime Insurance is provided for all clubs and districts under a master policy. Clubs will be billed on a quarterly basis, beginning with the October 1 dues billing. The policy provides a $100,000 limit for Dishonesty and a $5,000 limit for Money, and both are subject to a $500 deductible

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In order to maintain a strong, successful club, well-planned and active committees should be incorporated into a club’s operations. Each club member should have a committee responsibility.The club president should select committee chairs to serve throughout the administrative term, July 1-June 30. Special care should be taken in selecting committee personnel, especially chairs. They should have a sincere interest in the goals and purposes of the committee to which they have been appointed.

Club Committee Primary Responsibilities:1. Consult with the club president, president-elect or immediate past president and select committee members. Match members to committees according to their areas of interest. 2. Arrange time and place for committee meetings, and plan meeting agendas.3. Meet with committee members, and plan programs to meet objectives and fulfill purposes.4. Become knowledgeable about all aspects of the committee’s responsibility.5. Keep the club’s board of directors and club well-informed of committee activity.

Recommended CommitteesThe following committees are recommended for efficient club operations:1. Programs of Service – Americanism Projects2. Programs of Service – Community Service Projects3. Programs of Service – Youth Projects4. Prevention of Child Abuse5. Fundraising6. New Club Building7. Membership Expansion and Retention8. Community Awareness/Social Media9. Leadership Development Education10. Fellowship11. Programs/Exchange Education12. Nominating

In large Exchange Clubs (more than 75 members), the leaders may elect to increase the number of committees by dividing the Programs of Service Committee into separate Americanism, Community Service, and Youth Program Committees. In smaller clubs (fewer than 29 members), the suggested committees can be combined. For example, the Social and Attendance Committees could be merged. It is important to remember that these are guidelines which may be adapted to fit the particular needs of your Exchange Club.

Club Committees

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Guidance and Participation After the committees are appointed, the president should invite all chairs to a conference for an explanation of individual committee duties and purposes, which can be done at the club programming meeting. The president-elect and immediate past president should attend, as some of the committees will be overseen by those leaders. At the conference, it is the president’s duty to:1. Distribute committee publications and material provided by The National Exchange Club.2. Counsel committees concerning their responsibilities and roles in achieving club goals.3. Explain the need for regular progress reports.4. Outline a three-way organizational structure for committee operations: a. The president oversees the Programs of Service, Prevention of Child Abuse, and Fundraising Committees. b. The immediate past president oversees the Leadership Development/Education, Social, and Attendance Committees. c. The president-elect oversees the Membership Expansion And Retention, New Club Building, and Public Relations Committees.The chairs and committee members should be invited occasionally, to attend board of directors meetings to discuss committee plans.

Programs of Service Committees:Exchange’s motto, “Unity for Service”, characterizes the spirit and purpose of the many community projects sponsored by the organization. Collectively, these projects are called the Programs of Service; Americanism, Community Service, Youth Programs, and the National Project, the prevention of child abuse. The primary purpose of this committee is to ensure the club is providing meaningful and beneficial services to the community by sponsoring a variety of Programs of Service projects, as well as other service projects. Subcommittees may be formed as needed for the various projects.In addition to these activities, clubs should consider sponsoring local projects, which help meet the needs determined through the community needs assessment. The Programs of Service Guide contains more information, project guidelines, and project ideas. Quick reference guidelines for a number of projects can be found on the Member Resources section of Exchange’s website.

Program Excellence Equals StrengthA strong club has a good membership base, excellent Programs of Service projects, and members that have fun! There is no hard and fast rule on the number of members that make a great club. But, generally, it takes 25 members to run an effective club. If there are fewer than 25, the club may risk its members burning out.The club’s Programs of Service should exhibit its excellence through serving the needs of the community. These needs change with time. Successful clubs evaluate their projects and fundraisers on a regular basis, and develop new strategies to make each year a successful one. An important part of a great Programs of Service is good public relations—making sure the community (and club members) knows about club projects. People join Exchange to make a difference in their communities. Make the Exchange experience an enjoyable one, and members will continue to work hard to accomplish this goal.

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National Programs of Service GuidelinesThe Programs of Service represents programs that are promoted nationally. The National Exchange Club encourages all clubs to participate in these programs. Clubs may implement additional service projects using the following critical guidelines:

— Must fit within existing portfolio areas of Americanism, Community Service, Youth Programs, and prevention of child abuse.

— Should help clubs and members fulfill the Vision and Mission of The National Exchange Club.

Americanism Projects CommitteeExchange’s Americanism activities promote pride in our country, respect for the flag, and appreciation of our freedoms. Some examples are GIVEAKIDAFLAGTOWAVE, Proudly We Hail, Freedom Shrine, Healing Field, Military Appreciation, and One Nation Under God.

Community Service Projects CommitteeExchange’s Community Service projects meet diverse local needs. These activities are broad in scope and designed to benefit every member of the community. Some examples are Crime & Fire Prevention, Book of Golden Deeds Award, and Service to Seniors.

Youth Projects CommitteeThe youth activities are designed to benefit, award, and develop the young people of our country. Some examples are Youth of the Month/Year Award, A.C.E. Award, and Young Citizenship Award.

Prevention of Child Abuse CommitteeThis Committee plans and promotes activities related to Exchange’s National Project, the prevention of child abuse. Although the prevention of child abuse projects should be implemented annually, clubs should put special emphasis on this area during April, National Child Abuse Prevention Month and/or September, National Baby Safety Month. The National Exchange Club produces and distributes a prevention of child abuse kit

Tax DeductibilityThe IRS has designated The National Exchange Club, districts, and clubs as 501 (c)(4) nonprofit educational organizations exempt from the payment of taxes on the dues revenue they generate. However, any donations, contributions, or ticket purchases made by the public cannot be considered as a tax-deductible item if the recipient of the proceeds is a 501(c)(4) organization. The net proceeds of any such event are, however, tax-exempt insofar as the payments to the IRS for the proceeds are concerned. In order for contributors to deduct the amount of their donation or ticket purchase (minus the fair market value of the benefit received by the purchaser), all of the proceeds must be given to a 501 (c)(3) nonprofit charitable organization such as the National Exchange Club (NEC) Foundation, Exchange Club Centers for the Prevention of Child Abuse, or foundation established by a club. For your donors to claim a tax deduction, they can make their donations through your club to the NEC Foundation. The club sends these donations accompanied by a Passthrough Grant Form. The donor will be able to claim a deduction as defined by law and the NEC Foundation will grant the funds to the club or district that completed the Passthrough Grant For a copy of the Passthrough Grant Form, please visit the Member Resources page on Exchange’s website.

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for information on positive parenting are available by contacting National Headquarters.Clubs are also encouraged to launch Blue Mondays campaigns in their communities. This observance of National Child Abuse Prevention months asks people to wear the colorblue every Monday throughout April.Clubs are encouraged to support local Exchange Club Centers for the Prevention of Child Abuse, which work directly with families to help them develop positive parenting skills. Clubs may also establish Exchange Club Centers for the Prevention of Child Abuse in communities where there are none.Every Exchange Club should be involved by sponsoring as many prevention of child abuse activities as possible.

Fundraising CommitteePlan and implement fundraising activities. The Fundraising Committee is responsible for developing a plan for raising funds to support club projects. However, decisions on fundraising projects should be a collaborative effort between the club’s board of directors and the committee. Raising funds should never be the sole responsibility of any committee; all members should take an active part.An effective fundraising project should build awareness while generating funds. While raising funds, stress that the money is for a specific cause, not simply for your club’s general projects.The net proceeds of any fundraising activity must be used exclusively for service projects – such funds cannot be used for payment of dues.

Getting StartedWhen developing your project, first plan the type of fundraiser your club will sponsor. Some traditional fundraisers include dinners, socials, raffles, auctions, selling promotional items, and food concessions at community events. For more ideas, see Exchange Today magazine and attend special fundraising seminars at district and National Conventions.The committee should determine the dollar goal for the project early on, and keep that in mind when deciding on the type of fundraiser. The higher the goal, the more ambitious the project will need to be.Then, select your team, making sure to involve as many members as possible, especially those with related experience. Next, plan your work. It is always a good idea to put your plan in writing, so every committee member can have a copy. The plan can then be referred to when it’s time for the next fundraiser.

Points to RememberThe greater the amount of creativity, excitement, and enjoyment you can put into your event, the more likely it will achieve the desired results. People like to support a good cause, and have fun while doing so.The Fundraising Committee should work closely with the Public Relations Committee so the event receives ample publicity. News releases, providing key details about your event, should be distributed to area media. Flyers, banners, word-of-mouth, and other means of publicity should also be used as much as possible. When publicizing your event, outline clearly how the funds raised will be used by your club.

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Your club may also want to encourage area businesses to cosponsor the event. If your event will fund a highly visible, worthy cause in the community, many area businesses may be willing to pay printing costs and other expenses in return for positive publicity. At the conclusion of the fundraiser, be sure to evaluate the project. Determine areas that need improvement and keep records of the things that worked so the club can implement an even more successful project next time.Remember to plan carefully, promote aggressively, and give every member an opportunity to take an active part in your club’s fundraising efforts.

New Club Building CommitteePlan locations and organize club builders. This committee’s responsibility is to accomplish what its title states—to build new clubs. Building a new Exchange Club broadens our organization’s service outreach and strengthens Exchange locally, regionally, and nationally. Organizing new clubs also expands the leadership talent pool and increases opportunities for further networking through joint meetings and projects.The ideal location to begin building a new club is a nearby community where no Exchange Club currently exists. The best way to find new members for the new club is to talk to a variety of people in that community.

New Club Building Incentives Exchange Rewards, an incentive program designed to promote new club building, provides financial rewards to sponsoring clubs or districts and club builders.

Membership Expansion and Retention CommitteeParticipate in recruiting and retaining members. Growth is a continuous challenge facing all membership organizations, including Exchange Clubs. For Exchange to retain and strengthen its reputation as America’s Service Club, Exchange Clubs must employ an aggressive program of quality membership building. Current members should be energetic and involved in activities that will help to recruit new members. It is through high-quality members that renewed vitality and ideas are infused into your club. When members miss two or more consecutive meetings, a friendly telephone call will let members know that they are missed.This committee plans and implements the club’s membership building endeavors. Membership building should be a year-round activity for all Exchange Clubs, with the Membership Expansion and Retention Committee regularly promoting the importance of recruiting new members. The Membership Committee, working with the club officers, should verify that new members are properly and promptly inducted. Perhaps a new member could be assigned to a current member to help with the acclimation process. The Membership Expansion and Retention Committee is also responsible for ensuring that new members receive a proper orientation. This committee may also work with the Exchange Education Committee during the orientation process.

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Involvement Equals RetentionNew members should become involved in a serious project or committee within their first 90 days of membership. Review the Member Interest Finder and invite them to a committee meeting in their area of interest. Assign new members who are not involved in an active project or assigned to a club duty, such as greeter, to serve on a standing committee. Just as ongoing membership recruitment efforts are vital to a club’s success and stability, so are ongoing retention efforts. Any organization inevitably loses a certain number of members but this committee should see that members are kept interested and involved. Active, interested members are much more likely to value and continue their memberships.

Membership Building StrategiesWhile membership needs differ from one club to the next, it is a fact that every club can always benefit from new members. Here are a few membership-building strategies that other clubs have found successful. Select a plan that best suits your club; you are welcome to develop your own strategy. (See Membership Prospects Wheel in the appendix or the Member Resources section on Exchange’s website.1. Member-a-Month: This program encourages a club to expand its membership by at least one new member every month. Under this approach, it is important to develop a prospect list and maintain it on an ongoing basis. The club’s membership could be divided into12 groups of two-three members, with each group assigned a specific month to recruit.2. Leadership by Example: This plan involves the club’s leadership in recruitment efforts, to help set a positive example for the entire club. The names of each officer and director are placed in a box, and by chance, each leader is assigned a specific month in which to recruit a member.3. Ten Most Wanted: At a club meeting, invite your members to help the committee identify at least ten community leaders who are not current members. Once they are chosen, place the names on a “10 most wanted”list. Then, select club members who will work in teams of two to contact each prospect.4. One-On-One: The goal is to involve every member in a concentrated membership campaign. During a 1-2 month period, every member is asked to recruit at least one new member. Prizes or incentives for the Exchange Club member who recruits the most new members in that period.5. Social Mixer: Plan a social mixer for members and prospective members. The event should feature refreshments and Exchange information. Holidays are a good time for a light and fun mixer. Having an exciting event also helps make a group more cohesive.6. Classification Expansion: The committee can check local reference materials (telephone directory, chamber of commerce, city index, internet search) to determine occupational classifications or types of businesses not represented in the club. From time to time, it is good to review the listing of classifications to expand the membership. This will stimulate thinking and suggest prospective members for consideration.

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Here are a few techniques for retaining members: 1. Educate. New members should be made familiar with club history and objectives, as well as programs and accomplishments of The National Exchange Club. 2. Involve. The club should sponsor a variety of important and necessary Community Service activities, keeping all members directly involved in bettering the community. 3. Interest. The programs should be interesting and varied, with good food and networking, and an appropriate meeting atmosphere. 4. Socialize. Clubs should organize periodic social gatherings, to which spouses and significant others are also invited.

With regard to member retention, enrichment is as important as involvement. The club president must ensure the membership at-large is enriched throughout the year.A healthy club recognizes the need to engage in a variety of activities to encourage and inspire its members.

These activities include: — Warm fellowship and camaraderie — Association with interesting people — Business leads and referrals — Community awareness — Leadership opportunities — Fulfillment in making a difference — Fun, enthusiasm and enlightenment — Education and informative speakers — Inter club, division, district, and national events

To determine member interest and the club’s effectiveness in keeping members active and involved, all clubs are encouraged to conduct a membership survey. For additional information on recruitment and retention programs, contact the growth team at National Headquarters.

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Exchange EducationAnother key responsibility of the Programs/ Exchange Education Committee is to familiarize new members with, and remind all members of, the history, policies, and accomplishments of the local club and The National Exchange Club.

The best way to inform members about Exchange is to designate a member to give a short Exchange education presentation at each meeting. It is often more effective to assign a different member at each meeting.

The National Exchange Club publishes numerous materials that are well suited for Exchange education, including Exchange Education and America’s Service Club – The History of The National Exchange Club (both available from the Exchange Market); and this guide.

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New Member OrientationThe first 90 days are the most important of a new member’s Exchange membership. In this short time, the impressions formed are the building blocks of an involved, productive member for years to come. The purpose of an orientation is to inspire new members to become active and long-term. See the Member Resources page of Exchange’s website for new member orientation presentations and follow these steps: 1. Conduct formal orientation within two weeks of induction. Suggestions for orientation times: a. Before or after your regularly scheduled club meeting b. After a district training c. A specially scheduled orientation meeting either during the week at lunch or in the evening; or, treat your new members to a special luncheon or dinner.2. Provide a New Member Orientation Presentation covering: a. Rewards of membership (satisfaction, fellowship, individual growth) b. Responsibilities of membership (attendance, participation, committee work, fundraising, membership building) c. When chartered d. Charter members still active e. Dues (local, district, national) f. Officers and board of directors g. Committees h. Achievements i. Programs of Service j. Fundraising k. District: i. Geographic ii. Boundaries iii. Officers, clubs, convention l. National Exchange: i. History ii. Bylaws iii. Programs of Service projects: Americanism,Community Service, Youth Programs, and the National Project – prevention of child abuse iv. Covenant of Service v. Mission: Inspiring communities to become better places to live. vi. Motto: Unity for Service vii. Officers, clubs, convention3. During the orientation presentation, the new member should complete the New Member Interest Finder (see Appendix or the Member Resources section of Exchange’s website).4. Use the New Member Interest Finder to determine the member’s interests and assign him/her to a committee.Additional goals include:

— To give a better picture of your club and how they can fit in — To meet key players in your club — To meet other new members — To provide awareness of opportunities for involvement — To reinforce the values of Exchange

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The new member’s sponsor and a club’s Membership Committee should complete the new member orientation checklist to guide the new member’s education, participation, and leadership opportunities. Successful completion of this checklist ultimately strengthens both the individual and the club. Once the checklist has been completed, login to the Member Resources page, proceed to the club’s online roster, and click on “Activate” next to the member’s name – this confirms that the new member orientation is complete.

New Member Orientation Checklist o Review New Member Packet: o Welcome booklet o Exchange Today magazine o What Exchange Can Do for You o What You Can Do for Exchange o Programs of Service o Our National Project –the prevention of child abuse o Member Benefits o Structure o Vision, Mission, Motto, and Covenant of Service o Cover membership commitment goal, personal reason for joining Exchange, and review the member interest finder. o Use member interest finder to determine member interests and move to involvement phase. o Use the orientation meeting as an opportunity to move the member into the involvement state.

Special Assignments/ Activities o Led Pledge of Allegiance or invocation at one or more club meetings o Served as a greeter at one or more club meetings o Passed out membership name badges at one or more club meetings o Served on social committee o Presented one or more 3-minute Exchange education segments at club meetings o Attended the club’s new member orientation program o Has been assigned to a service project committee (see member interest finder)

Attendance and Participation o Paid membership fee o Inducted o Regular meeting o Projects o Social activitiesAttention: take time to click on “Activate” next to the member’s name confirming the new member orientation is complete, this is required for the Distinguished Club President award.

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Community Awareness/Social Media CommitteePromote activates to convey a favorable public image of Exchange. This committee is responsible for gaining awareness, recognition, and promoting a favorable image of your Exchange Club to the public. A strong public relations committee is essential to gaining new members or sponsors.

ImageThe most effective public relations a club can acquire is through its members. Exchange Club members should continuously create public recognition, understanding, and confidence in the goals and principles of Exchange. Clubs should strive to be recognized as an asset to the community.The committee should encourage all members to wear the official lapel pin and Exchange attire, to display Exchange Club certificates and plaques, and to display club emblems and Exchange oval stickers on their vehicles. The committee should also recommend the display of Exchange Club road signs and ensure all printed material, bulletins, and projects be clearly identified with the official, registered Exchange Club emblem and name in a prominent location.

PublicityThe news media are interested in conveying news which highlights people helping to build a better community. When an Exchange Club is doing something worthwhile in a city or neighborhood, this provides an excellent opportunity to gain recognition from the local media. Send news releases at every opportunity.

The committee should also try to establish media relations by contacting the local print and broadcast editors, and asking them how the committee can work best with them to attain the greatest amount of news coverage. It is a good idea to become familiar with the specific submission requirements for both print and broadcast media. The committee should publicize every possible event such as fundraisers, service projects, election of officers, social events, and noteworthy speakers.Exchange Today is another good source of publicity. Exchange’s national magazine is always interested in outstanding news. Complete information, along with quality photographs, should be sent to the editor immediately after the event.Sample news releases for many club events, as well as publicity tips and pointers can be found in the PR/Marketing section on the Member Resources page on Exchange’s website.Contact the Communications Department for more information or assistance with your club’s public relations efforts at: Commun@NationalExchangeClub.org.

Leadership Development Education CommitteeThe effectiveness and strength of your Exchange Club is directly related to member involvement. This committee, working closely with club officers, should develop an ongoing program to stimulate the attendance and involvement of current members.When members miss two or more consecutive meetings, a friendly telephone call should be made to let members know they are missed and update them on club activities. Emphasize each member’s importance and let him/her know he/she is essential to the continued success of the club. The Exchange MarketPlace has “We Miss You” postcards available for purchase.A guaranteed way to boost attendance is to run a quality Exchange Club meeting. Programs must be interesting, and meetings should start on time and follow a planned agenda. Good food, service, and networking are essential to a member’s continued satisfaction.

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Another effective means of stimulating interest in meetings is through a well-written club newsletter, published as often as possible. The newsletter should include news on all club activities, special district and national programs, and information about members’ personal and professional accomplishments.The attendance committee should work with the club secretary to ensure the club has a systematic method of keeping attendance records. Keeping accurate attendance records, along with providing each club member with a complete and updated club roster, is generally the responsibility of the club secretary.The committee should also provide special recognition to a member who has had perfect attendance for one or more years.

Fellowship CommitteePromote camaraderie, ensure the quality of meeting location, promote fellowship with other clubs, and plan social events. This three-part committee has the responsibility of keeping members happy and satisfied with their Exchange Club memberships. The membership should be able to enjoy the friendship, fun, and ambiance of Exchange.

CamaraderieCommittee members cultivate and sustain an enthusiastic and friendly atmosphere by ensuring each member feels welcomed and involved in the club. Two committee members should be the greeters of the club. The greeters are stationed near the entrance before and after the meeting to assure proper greetings and seating of all club members. The committee members should see that members wear identification badges at each meeting. Another responsibility is to extend appropriate expressions of sympathy whenever needed.All visitors should be welcomed and introduced by the committee. If a visitor is a national or district officer, or other dignitary, the committee should provide a seat at the speaker’s table.New Exchange Club members should serve on this committee for several weeks to get to know the members, customs, and procedures of the membership.

Meeting ConditionsThe second role is to ensure the quality of meeting conditions. This includes researching prospective meeting places, considering proximity, cleanliness, parking, privacy, quality of food, service, cost, entertainment, and any other special requirements desired by the membership.After the committee has received the board of director’s approval of the meeting place, catering standards and agreements should be established with the meeting place management.The committee also coordinates table and room decorations at all meetings and other functions. The committee should make sure that the Exchange Club banner, bell and gavel, lectern, and the American flag are displayed properly and proudly, and arrange for their safekeeping between meetings.

Inter Club FunctionsThe third purpose is to broaden acquaintances among Exchange Club members, promote inter club networking, and encourage cooperation in all phases of Exchange functioning. A meeting between Exchange Clubs in nearby communities best exemplifies the inter club meeting approach. CLU

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An inter club meeting should be planned far enough in advance for sufficient preparation and to invite nearby national and/or district officers. Many clubs have found that Exchange Club member speakers and Exchange topics are more effective for inter club meetings.

Programs/Exchange Education CommitteeArrange interesting and stimulating speakers/meeting programs and educate club members about Exchange history policies/accomplishments. This committee has a two-fold purpose: to arrange interesting, informative, and entertaining programs; and, to familiarize members with the history, policies, and activities of the local club and The National Exchange Club. In larger clubs, these duties may be divided into two subcommittees: Programs and Exchange Education.

ProgramsThe Leadership Development/Education Committee should develop a plan for the entire year’s meeting programs. After the plan is approved by the club’s board of directors, the committee can begin arranging for speakers and programs.There are many sources from which to secure speakers at little, or no, cost. Many of the following groups generally provide speakers:– Chambers of commerce– Boards of education– Colleges and universities– Government agencies– Newspapers, radio, and television stations– City or school libraries– Industries– Churches and Synagogues– Medical and dental associations– Hospitals– Bar associations– Toastmasters clubs– United Way agencies– Athletic organizations and teams– Historical and art museumsNational and district Exchange Club officers in the area should also be considered as prime speaking possibilities.

Nominating CommitteeVoting process as relates to the bylaws. When electing officers and the board of directors, the president shall appoint a Nominating Committee and shall designate its chairman, who shall present to the club at its annual election meeting the names of those nominated as officers and directors of the club. Additional candidates may be nominated from the floor. All officers and directors shall be chosen by ballot, except when nominations are unopposed, when only a voice vote is needed to elect. A majority of all votes cast shall be necessary for the election of an officer or other member of the board of directors of this club.

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Clusters of clubs located within a geographic area are gathered together as districts. The district is a vital link in Exchange’s organizational structure. The district officers and directors provide leadership and direction to the local clubs, helping them to function more efficiently and effectively. The district leaders coordinate training and educational activities for club officers, and assist them in setting attainable goals and meeting club operating standards.

District leaders, with knowledge of club, district, and national policies and programs, help to convey important and useful information to clubs, enabling them to be the best they can be in the areas of program excellence, growth, and leadership development.

The bylaws list the following purposes of a district:

1. Building local Exchange Clubs.2. Increasing fellowship among clubs in the district.3. Strengthening established clubs.4. Promoting the participation of local clubs in the Programs of Service of The National Exchange Club.

District LeadershipThe officers of the district are the president, president-elect, secretary, treasurer, and immediate past president. If needed, vice presidents may also be elected. These officers, along with a member from each division of the district (known as a district director) elected during a district convention, make up the board of directors. This group is charged with managing the district’s activities.At least three times annually (in most cases, once per quarter), the district board meets to conduct business. Club members, and especially club leaders, are encouraged to attend these open meetings to gain a better understanding of the issues and concerns facing other clubs in the district.

District Leadership ForumsIn addition to conferences and conventions, every district should hold a leadership forum before June 30. These gatherings are specifically designed to train incoming club leaders and district directors. The district officers, aided by a volunteer field representative and other knowledgeable Exchange Club members, provide in-depth training for incoming club presidents, presidents-elect, and immediate past presidents. These officers should make every effort to attend, as this vital training can help set the pace for a successful year.

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District CommitteesThe district president is assisted by various district committees in planning and implementing programs to assist clubs in meeting their goals. The bylaws call for the following district committees:

1. Budget and Finance 6. Membership2. New Club Building 7. Public Relations/Marketing3. Interclub/Fellowship 8. Audit and Review (optional)4. Exchange Education 9. Special District Committees5. Convention

Special Committees may be established as determined by the district board of directors. The primary purpose of these committees is to assist and work with local clubs. For more information, consult the District Leadership Guide It can be found in the Member Resources section of Exchange’s website.

District Conventions and ConferencesThe district convention is an annual opportunity to bring together Exchange Club members from clubs throughout the district for the purpose of sharing ideas, gaining a broader understanding of the organization, and receiving training on club leadership and management.District conferences are conducted for the same purposes. Every district convention and conference should have time devoted to leadership training, and using the resources of the district, national officers, volunteer field representatives, and National Headquarters staff.District conventions, during which district officers are also elected, are held annually in the late spring. Conferences are generally conducted twice a year, in the fall and mid-year.These gatherings are open to every member, and every Exchange Club should be well represented.

District FinancesEach district operates with an established budget. Revenue for the district is generated by dues remitted by members through their club to the district treasurer. Most districts submit club statements quarterly. Clubs should remit dues promptly to ensure the district’s financial stability.

District Resource TeamThere has always been a need for active volunteers on the club and district levels to help clubs with membership growth, training officers, and program excellence. The district resource team helps the volunteer field representatives (described in the next section) in these areas. Resource teams include past and present district officers and individuals who would like to become volunteer field representatives.For more information about the district resource team, contact the district president.

Information and AssistanceClub leaders should keep in mind that the district director is available to offer assistance, answer questions and provide useful information whenever the need arises. Most district directors have served as club president and consequently have valuable hands-on experience which they will be pleased to share with other club leaders. Club officers and other members should take full advantage of the district director’s Exchange expertise by maintaining close contact and welcoming suggestions. If you do not know how to get in contact with your district director, call your district president or National Headquarters.

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District NewsletterEvery district publishes a bulletin, in most cases on a quarterly basis. Copies of the district bulletin are distributed to every member in the district to share news of events sponsored by local clubs, provide information on district and national programs, and carry out Exchange education. Clubs are encouraged to regularly submit local news and story ideas to the district bulletin editor.

The District DirectorThe district director, a member of an Exchange Club in his or her division of the district, represents the district in guiding, training, and providing service to the club. The district’s main purpose is to render helpful assistance to its Exchange Clubs. This assistance is pro-vided most effectively through personal contact by a knowledgeable and capable district director. The director develops a relationship with each club in the division and is respon-sible for:1. Planning and conducting leadership training for club officers and directors in cooperation with club presidents.2. Working with the club president to help establish goals relating to program excellence, growth, and leadership development.3. Encouraging the adoption of club standards.4. Providing direction in membership recruiting and club building activities.5. Visiting clubs and reporting to the district president on the status and activities of clubs.6. Acting as a communications link to clubs: a. Being knowledgeable of Club, District, and National Bylaws, policies, and programs. b. Relaying to clubs information from the district and The National Exchange Club.Note: To become a district director, a member must first serve a term as a club officer.

District Director VisitsIn an effort to develop a strong, supportive relationship with each club in the division, the district director must communicate with clubs regularly and visit club meetings, including fundraising events.The number of visits to each club varies depending on the particular club’s circumstances. A club with a strong and active membership, which meets or exceeds standards and goals, may require only one–two visits during the year. A club requiring special assistance in some area, or that does not meet standards, may benefit from additional visits and support.

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The National Exchange Club is a nonprofit corporation, organized and operated exclusively for educational purposes. As stated in the National Bylaws, the purposes of The National Exchange Club are:1. To charter clubs.2. To educate, improve, and develop the capabilities of its members.3. To encourage, promote, and supervise Exchange Clubs.Our national organization helps strengthen clubs, offers leadership development opportunities, and assists with new club building.

VisionA strong America, safe communities, and unified people.

Mission StatementExchange, inspiring communities to become better places to live.

HistoryThe first Exchange Club was formed in Detroit, MI, on March 27, 1911, by Charles A. Berkey and 12 of his friends and associates. Although the Exchange Club officially organized and acquired its name that year, as far back as 1896, a group of business and professional men began to meet informally during the lunch hour to exchange ideas and information.Community service soon became the focus of club activity, and word of the organization spread. In 1913, an Exchange Club was formed in Toledo, OH. Soon, there were Exchange Clubs in Cleveland, OH, and Grand Rapids, MI. Representatives of these clubs met in Toledo in August 1917, and formally incorporated The National Exchange Club as a nonprofit, educational organization.“Unity for Service” is the officially adopted motto of Exchange, and our official colors are blue and gold.

StructureThere are more than 630 local Exchange Clubs, made up of more than 18,000 members throughout the United States and Puerto Rico. The organization is divided into Exchange regions, and each region is made up of districts, each of which is further divided into divisions.

National Board of DirectorsThe officers of The National Exchange Club include a National President, National President-Elect, National Treasurer, Chief Executive Officer, Immediate Past National President, and regional vice presidents. Each regional vice president works closely with the district presidents within the region, helping them establish goals, monitoring progress, and assisting in training.

National CommitteesThe National Bylaws call for the following committees:

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Jurisprudence and LawsThis committee approves the form and usage of all amendments to the National Bylaws. It also approves all proposed amendments to the District and Club Bylaws to ensure they do not conflict with the National Bylaws, or substantially deviate from the standard bylaws adopted by Exchange’s National Board of Directors.

Budget and FinanceThis committee presents the annual budget of The National Exchange Club to its National Board of Directors. The committee also selects an independent auditor to conduct an annual audit.

Leadership OpportunitiesExchange offers unlimited opportunity for leadership, service, and recognition at the club, district, and national levels. All members should be encouraged to take full advantage of the many leadership development opportunities available to them. Volunteer field representatives are intentionally recruited Exchange volunteers. They are endorsed by their district and trained to improve the capabilities of members, clubs, and districts.

Policies and Best PracticesIn its management of the activities of The National Exchange Club, the board of directors formulates policy which is applicable to the operation of Exchange at the national, district and club levels. The following policy statements are of general interest. Additional policy statements may be found in the Member Resources section of the website.

Political Campaigns and LegislationThe National Exchange Club and local clubs chartered by it are nonpartisan, educational organizations. All activities of local Exchange Clubs should be selected and supported purely on their own merits, without any alliances with political groups. An Exchange Club should not give endorsement to any individual for political office, nor should it attempt to influence legislation. A club should not permit itself to become an instrument of any political party that may seek its influence, nor should it permit itself to be used for a political purpose by an individual or group.

TrademarkThe National Exchange Club’s collective service mark—name, emblem, and motto “Unity for Service”—is registered as a trademark with the Patent Office of the United States. Under trademark laws, The National Exchange Club must exercise complete authority of the use of this service mark in order to protect its registered rights and prevent its name and emblem from becoming public property. Permission to use its service mark will be granted only if the contemplated use is appropriate to the ideals, objectives and traditions of The National Exchange Club.

Alcoholic BeveragesThe National Exchange Club encourages chartered clubs to adopt a policy prohibiting the serving or drinking of alcoholic beverages from the start of a club meeting to its end.

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Volunteer field representatives will, upon request:1. Conduct permanent organization procedures for new clubs, including officer training.2. Implement leadership seminars at district educational conferences and conventions.3. Assist in the implementation of leadership training for club and district officers4. Facilitate new club building seminars.5. Serve as interim district director in areas of vacancy.6. Assist as part of the New Club Building Committee. For more information on how a volunteer field representative can assist your club or district,contact Exchange’s growth team.

National RepresentativesA national representative, assigned by The National Exchange Club, can be a valuable and beneficial resource at district and club activities. The national representative should be the principal speaker at the event, and be available to assist the district in matters related to standards, policies, programs, and objectives.Typically, your national representative at club and district functions will be the respective regional vice president. However, the National President may designate another National Board of Directors member.Requests for the attendance of a national representative at a district or club activity should be made in writing to the Executive Vice President at least six-eight weeks before the event. The request should include the date, time, place, suggested dress, and occasion for the representative’s visit.

National ConventionExchange hosts its National Convention each year at a time and place designated by the Board of Directors. Each chartered Exchange Club is entitled to voting representation at the National Convention as outlined in the National Bylaws.Representatives elect national officers and vote on amendments to the bylaws; a variety of educational seminars are presented; national awards are presented to deserving members, clubs, and districts; and numerous public figures and Exchange Club leaders address the Convention body.

National Project: Prevention of Child AbuseExchange’s Prevention of Child Abuse Services oversees a nationwide network of more than 65 Exchange Club Centers for the Prevention of Child Abuse and Exchange Parent Aide programs. These centers utilize professionally trained Parent Aides who work with families at risk of abuse or where abuse has occurred. To date, more than 780,000 families and 1.8 million children have been helped by Exchange Club Centers.National Headquarters’ Prevention of Child Abuse Services acts as a national resource center and clearinghouse to all Exchange Clubs wanting to conduct prevention of child abuse programs in their communities.The National Exchange Club promotes National Child Abuse Prevention Month each year in April through a variety of initiatives; including the Believe in the Blue campaign (PreventChildAbuse.com) and distribution of materials related to the prevention of child abuse that includes the Prevention of Child Abuse Project Guide (available on the website under Member Resources – Programs of Service). The guide offers proven ideas for prevention of child abuse projects that clubs and centers may organize locally. Prevention of Child Abuse Services also provides clubs and centers with current information on topics regarding the prevention of child abuse. Another focus is the prevention of Shaken Baby Syndrome September is recognized as Baby Safety Month, and clubs and centers are encouraged to develop local baby safety projects and campaigns.If an Exchange Club is interested in developing a local Exchange Club Prevention of Child Abuse Centers, Prevention of Child Abuse Services provides technical assistance to facilitate the establishment of the new center.

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Recognition and AwardsThe National Exchange Club offers a variety of unique and distinctive awards to recognize members, clubs and districts for outstanding efforts in growth, program excellence and leadership development. Club leaders, especially the president and secretary, should be familiar with The National Exchange Club’s award program, and should encourage every member to strive for excellence. Please refer to the Awards area on the Member Resources section of the website.

Exchange Today MagazineExchange Today, published four times a year, is an educational and informational publication for Exchange Club members. The editorial content of the magazine promotes the organization’s goals, programs and policies, publicizes the work and accomplishments of Exchange Clubs, and shares new ideas with the entire membership.All Exchange Clubs are encouraged to submit articles to Commun@NationalExchangeClub.org describing exceptional service projects or other accomplishments.

Supplies and merchandiseAs a service to districts, clubs and members, and to aid them in their operations and service activities, The National Exchange Club maintains the Exchange Market. These official Exchange items are designed and manufactured especially for The National Exchange Club, and always carry the official, trademarked Exchange Club emblem.All Exchange Clubs are encouraged to use only official National Exchange Club supply items to meet operating standards and strengthen our organization’s image. Revenue from Exchange Market sales is used to support Exchange education and leadership development programs.The National Exchange Club maintains trademark registrations of the official emblem in the Patent and Trademark Office of the United States. This is to ensure exclusive use of such marks for identification of Exchange clubs, goods and purposes only. Refer to the Bylaws of The National Exchange Club, Article XVIII, Section 2, for details.

Mission and StructureThe National Exchange Foundation (NECF) is a 501(c)(3) charitable organization administered by a board of elected volunteer trustees made up of Exchange Club members from across the country. The NEC Foundation’s mission is to raise and provide financial resources for The National Exchange Club and its Programs of Service, including its National Project, the prevention of child abuse.

The National ExchangeClub Foundation

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Exchange Clubs are authorized to print emblems, titles or motto on publications only. Other uses are considered trademark violations unless they have prior approval by the National Board of Directors. Such permission is never granted for any item which competes with an item listed in the Exchange Market or otherwise supplied by The National Exchange Club.Many clubs use Exchange items for special recognition of member activities and contributions. In addition, Exchange items can be provided as mementos to guest speakers or program presenters. Check online for current availability and pricing. Custom-made, special order items are also available specific for your club or district at discount prices.

Other PublicationsThe National Exchange Club produces a wide variety of additional publications, dealing with every phase of club service, operations and administration. Many of these, such as this manual, are distributed automatically during the course of the year to club leaders. A club officer may request others. There is no charge for single copies of educational publications provided to Exchange Clubs. However, a nominal charge is made for additional copies in some cases. Current prices are listed on the National Exchange Club Shop website (BuyExchange.org).

Following is a list of publications available from your National Headquarters: Leading a Successful Club Guide Branding GuideCollegiate Exchange Club Brochure Excel Exchange Club BrochureFreedom Shrine Guide Exchange Print Public Service AnnouncementsExchange Today Guidelines for News Exchange Today Advertising RatesFundraising Award Application Inspiring Change Brochure National Project - Prevention of Child Abuse BrochureFollowing is a partial list of publications available from your Exchange Market:Exchange Education Fetal Alcohol Syndrome Brochure History of Exchange Join Exchange Video Learn the Crying Code One Nation Under God BrochuresTime Out Teddy Brochure Vial of Life KitsYouth Citizenship CertificatesYouth of the Month, Youth of the Year Certificates

Membership BenefitsThe National Exchange Club has a variety of member benefits that offer great savings on products and services from companies throughout the United States. Please visit the Member Resource page on Exchange’s website, NationalExchangeClub.org, to view the most current member benefits available.

NECF Supports Exchange’s Programs of ServiceWhile the NEC Foundation helps fund the National Project, the prevention of child abuse, it is also committed to sustaining Exchange’s Programs of Service. Whether conducting Americanism, Community Service, or Youth Projects, the NEC Foundation supports all of Exchange’s areas of service through resource development.

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Ways to Support the NECFThe NEC Foundation cannot exist without the generous support of Exchange Clubs, Exchange members, and other generous donors. The following funding opportunities help enable the NEC Foundation to build a strong financial base to solidify its mission.

• Tributes – Honoring or memorializing a loved one through a charitable gift is a meaningful way to pay tribute to someone special. The NEC Foundation will notify the family or honoree to let them know about your gift.• Annual Individual Giving Campaign – Donations are essential and provide flexible, immediate funds for program and operating expenses. Consider making a yearly gift, so that the NEC Foundation can continue supporting Exchange’s vital Programs of Service and our National Project, the prevention of child abuse.• Club Giving Campaign – An annual opportunity for Exchange Clubs to help support Exchange’s Youth Programs including our National Project. Your club can help make a positive difference in the lives of children and families with a gift to the Exchange Strong Club Giving Campaign.• Berkey Fellowship – Named in honor of Charles Berkey, the founder of Exchange, this prestigious fellowship is comprised of outstanding supporters who recognize the value of sustained giving, and make a donation of $1,000 annually to secure the future of the programs of Exchange. Contributions to the Berkey Fellowship will be designated unrestricted unless donor designated to the endowment. Current Berkey members are invited to attend the Berkey Dinner at the National Convention.• Heritage Society – Make a powerful statement of commitment to the future of Exchange by considering the NEC Foundation in your estate planning. Once notified of your intent to include NEC Foundation in your estate, you will be acknowledged as a Heritage Society member.• Facebook fundraisers - Creating a fundraiser for your birthday or whatever occasion you wish, is another way to give back to the NEC Foundation. Go to your Facebook timeline and click on the “fundraiser” on the left menu.• Additional giving opportunities, such as AmazonSmile, are frequently featured on the NEC Foundation page of Exchange’s website and Exchange’s social media sites. The AmazonSmile Foundation will donate 0.5% of the purchase price from your eligible AmazonSmile purchase back to the NEC Foundation.

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SERVICES PROVIDED• Passthrough Grants – Exchange club can secure financial support from organizations or individuals that wish to give the funds to a 501(c)(3) organization. The donation becomes tax deductible for the donor. For donations totaling $250 or more, the National Exchange Club Foundation will re-grant the funds to the Exchange Club submitting the Passthrough Grant Form. The NEC Foundation gladly provides this benefit to the Exchange Clubs for a minimal processing fee of 2%. The application form can be downloaded from the main landing page of the Member Resources section of Exchange’s website. Fees for other types of grants via the NEC Foundation will be discussed with those requesting the grant.

Methods of GivingThe NEC Foundation can receive gifts by mail, online, text-to-give, and through direct deposits and electronic fund transfers.

What can be given?• Cash, checks, credit/debit cards. Recurring gifts can easily be made online, text-to-give, or by calling National Headquarters.• Retirement Funds – For donors older than 70 ½, a yearly distribution must be taken from certain retirement accounts; these funds are often used for charitable gifts because of the favorable tax treatment.• Insurance – Various options are available based upon individual circumstances.• Stocks – Gifts of appreciated securities or stock can be one of the most advantageous ways of giving. If you have owned the stock for more than one year, you may deduct the full fair market value and bypass all capital gain taxes.• If you have any questions about charitable giving, contact the NEC Foundation office to discuss your personal situation. As with any gift, check with your personal advisors (i.e. accountant, attorney, financial planner, insurance agent, etc.) before making a decision.

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National Headquarters – Providing Value for Your Membership• National network• Administrative support• Public Relations/marketing tools• Club expansion materials and ideas• Assistance with club operations and member education• Able to Customize club projects and fundraising ideas• Officially-licensed Exchange Club merchandise• Umbrella insurance coverage• Current and interactive website and Member Resources page• Leadership development• Established Bylaws and policies• National Exchange Club Foundation• Exchange Today magazine

Learn more about your membership’s value at NationalExchangeClub.org.

MemberServices@NationalExchangeClub.org419.535.3232

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ADMINISTRATIVE CALENDARJuly 1 Administrative Year beginsJuly 10 Dues payment to National HeadquartersJULY National ConventionJuly 15 Club Program Development Meeting report due to National HeadquartersAug. 1 Exchange University awards deadline

SEPTEMBER Baby Safety MonthSept. 11 Veterans DayOCTOBER Crime Prevention MonthOctober Fire Prevention WeekOct. 10 Dues payment to National HeadquartersOctober National Day of Service (4th Saturday in October)

NOVEMBER One Nation Under God MonthNov. 15 IRS Form 990 dueJan. 10 Dues payment to National HeadquartersFEBRUARY National Community Service Month March 27 Exchange’s Anniversary

APRIL National Child Abuse Prevention MonthEvery Monday in April Observe Blue Mondays

120 days prior to opening Suggested candidate for national office deadlineof National ConventionApril 10 Dues payment to National HeadquartersApril 30 Club Officer Election Report due

MAY Freedom Shrine Month60 days prior to opening Proposed Amendments deadlineof National Convention

JUNEJune 1 National Outstanding Service, Fundraising Project, and C.A.R.E. Award deadlinesJune 1 Public Relations Award, EDIT Award, and Best Web Video Award deadlinesJune 1 National Exchange Club Member of the Year, All-American Volunteer of the Year, Youth of the Year, and A.C.E. of the Year deadlinesJune 1 Convention Credentials due to National HeadquartersJune 30 Administrative Year endsJune 30 Exchange Club Giving Campaign submission deadline, Big “E”, Distinguished District Director, Distinguished District President, Outstanding District, and Club Representative Award Deadlines

June 30 Distinguished Club Secretary and Treasurer awards deadlines

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Club President’s Planning Worksheet .............................................. 50Community Needs Assessment ....................................................... 52Club Long-Range Planning Tool ...................................................... 53Club Program Development Meeting Agenda .............................. 55Club Program Development Meeting Form .................................... 56Individual Club Member Survey ..................................................... 57Member Interest Finder ................................................................... 58How Does Your Club Rate? ............................................................. 59Committee Report Form ................................................................... 61Quarterly Membership Dues Report ............................................... 62Monthly Accounts Payable Report ................................................. 63Club Budget Outline ........................................................................ 64Fundraising and Programs of Service Budget/Statement ............ 65Club Board of Directors Meeting Agenda ..................................... 66Membership Prospect Wheel .......................................................... 67Member Exit Interview ..................................................................... 68Membership Classifications ............................................................. 69Inducting New Members Script ...................................................... 70Parliamentary Procedure ................................................................. 70Exchange Glossary .......................................................................... 72National Exchange Club Organizational Chart .......................... 77

The following items are listed in the appendix and may also be available onExchange’s website at NationalExchangeClub.org:

For additional information, please contactFor additional information, please contactNational Exchange Club Headquarters3050 W. Central Avenue, Toledo, OH 43606419.535.3232MemberServices@NationalExchangeClub.org

A complete list of award deadlines and award applications can be found in the Member Resources section of Exchange’s website.

APP

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IX

Appendix

49

CLUB PRESIDENT’S PLANNING WORKSHEET

BASIC DATA: Membership June 30 ______ Average Attendance % _______ Dues _______ per _______Regular meetings: ________________________ Board meetings: ____________________________Activities budget:: _________________________ Operating budget:: _________________________

Ongoing programs and projects:_________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ __________________________________________________________________________________________________________________________________________________________________

Scheduled social events:_________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________

National Convention: ________________________________________________________________District Convention: _________________________________________________________________

ADMINISTRATIVE SYSTEM:President: _____________________________ President-Elect: ______________________________ Immediate Past President: _________________ Secretary: __________________________________Treasurer: _____________________________

Board Members:1. ___________________________________ 4. _______________________________________2. __________________________________ 5. _______________________________________ 3. ___________________________________ 6. _______________________________________

Committees:Programs of Service Chair: ________________ Prevention of Child Abuse Chair: ________________Fundraising Chair: ______________________ Leadership Dev./Educ. Chair: __________________Social Chair: __________________________ Attendance Chair: ___________________________New Club Building Chair: _________________ Membership Chair: __________________________Public Relations Chair: ___________________

CLUB GOALS:

National Awards: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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District Awards:___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Leadership Goals:__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Program Excellence Goals:___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Financial Goals:___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Networking Goals:___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Social Goals:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Programs of Service When Begin Chair Budget # TrackingPrevention of Child Abuse

Freedom Shrine

GiveAKidAFlagToWave

One Nation Under God

Proudly We Hail

Military Appreciation

Crime/Fire Prevention

Book of Golden Deeds

Service to Seniors

National Day of Service

Youth of the Month/Year

A.C.E. Award

Young Citizenship Awards

Blue and Gold Award

Law Enforcement Officer of the Year Award

Firefighter of the Year Award

Other (Believe in the Blue)

51

COMMUNITY NEEDS ASSESSMENT

To be completed after discussion with city leaders

1. Does our club have focused service goals and a mission? Yes No2. Is our mission still relevant to the community? Yes No3. Do our clubs projects greatly improve the community? Yes No4. Would our community benefit if we changed our focus? Yes No

5. What programs does our club do well? _____________________________________________________ ____________________________________________________________________________________

6. How can we improve each of our programs of service? _________________________________________ ____________________________________________________________________________________

7. What new programs can we start today? ____________________________________________________ ____________________________________________________________________________________

8. How can our programs be beneficial, engaging, and fun? ______________________________________9. Is our club taking full advantage of possible partnerships and sponsorships in the community to have a

greater impact? Yes No Explain __________________________________________________

10. Has our club participated in events with other Exchange Clubs, our club’s Exchange district, and/or community organizations and companies to improve the collective area? Yes No

11. Is our club energized and thinking outside the box to create the best possible programs for our community? Yes No

12. Who can our club contact as a sponsor or partner for our next event? _____________________________ ____________________________________________________________________________________

13. What new projects make sense for us to complete with another Exchange Club or organization? _________ ____________________________________________________________________________________

14. How can we be innovative with our service programs to better serve our community? __________________ ____________________________________________________________________________________

Other suggested projects:

Literacy programs Anti-Bullying campaign Environmental protection Health care Troubled teens mentorship Substance abuse and prevention Recycling Adopt-A-Highway Service to the disabled Service to Senior Education Veterans assistance program Tutoring Programs

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CLUB LONG-RANGE PLANNING TOOL

The ________________ Exchange Club of ______________________

Club President _______________________________ Date _________________________________

Focus Goals:

1. Membership Growth2. Membership Retention3. New Club Building4. Effective Communications (timely bulletins, public relations, etc.)5. Program Excellence (Prevention of Child Abuse, other service projects, etc.)6. Leadership Development (developing, identifying, training leaders)7. Exchange Education8. ___________________________________________9. ___________________________________________

Action Steps:

1. Membership Growth Responsibility Timeline

a. ______________________________ _____________________ ___________________

b. ______________________________ _____________________ ___________________

c. ______________________________ _____________________ ___________________

d. ______________________________ _____________________ ___________________ 2. Membership Retention

a. ______________________________ _____________________ ___________________

b. ______________________________ _____________________ ___________________

c. ______________________________ _____________________ ___________________

d. ______________________________ _____________________ ___________________ 3. New Club Building

a. ______________________________ _____________________ ___________________

b. ______________________________ _____________________ ___________________

c. ______________________________ _____________________ ___________________

d. ______________________________ _____________________ ___________________ 4. Effective Communications

a. ______________________________ _____________________ ___________________

b. ______________________________ _____________________ ___________________

c. ______________________________ _____________________ ___________________

d. ______________________________ _____________________ ___________________

53

5. Program Excellence Responsibility Time line a. _________________________________ ________________________ ___________________ b. _________________________________ ________________________ ___________________ c. _________________________________ ________________________ ___________________ d. _________________________________ ________________________ ___________________ 6. Leadership Development a. _________________________________ ________________________ ___________________ b. _________________________________ ________________________ ___________________ c. _________________________________ ________________________ ___________________ d. _________________________________ ________________________ ___________________ 7. Exchange Education a. _________________________________ ________________________ ___________________ b. _________________________________ ________________________ ___________________ c. _________________________________ ________________________ ___________________ d. _________________________________ ________________________ ___________________ 8. __________________________________ a. _________________________________ ________________________ ___________________ b. _________________________________ ________________________ ___________________ c. _________________________________ ________________________ ___________________ d. _________________________________ ________________________ ___________________ 9. __________________________________ a. _________________________________ ________________________ ___________________ b. _________________________________ ________________________ ___________________ c. _________________________________ ________________________ ___________________ d. _________________________________ ________________________ ___________________ Notes on action steps: _____________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________

Signatures of committee chairs: ______________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ ______________________________________________________________________________________________________________________________________________________________________________I have reviewed this plan with the district president on (date) ________________________________________Signature of regional vice president ___________________________________________________________Signature of district president ________________________________________________________________

(Club president: please copy and distribute to district director, club officers, and committee chairs.)

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CLUB PROGRAM DEVELOPMENT MEETING AGENDA 1. Call to order2. Discussion of the meeting’s purpose3. President’s vision for the club

A. Program Excellence (based on the report of the community needs assessment) 1. Success Indicator: (National Service Award): ____________________________________ __________________________________________________________________________ __________________________________________________________________________ 2. Programs of Service: _______________________________________________________ __________________________________________________________________________ __________________________________________________________________________ 3. Prevention of Child Abuse: __________________________________________________ __________________________________________________________________________ __________________________________________________________________________

B. Leadership Development 1. Officer and board participation in leadership forum: _______________________________ __________________________________________________________________________ __________________________________________________________________________ 2. Identifying members for leadership roles: ________________________________________ __________________________________________________________________________ __________________________________________________________________________

C. Growth 1. New club building: ________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ 2. Membership recruitment and retention: _________________________________________ __________________________________________________________________________ __________________________________________________________________________

4. How do we get there? (committee input, reports, requests): ________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Fundraising plans: ___________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Budget plans: _______________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

5. Suggestions for club improvement from all members: _____________________________________ __________________________________________________________________________ __________________________________________________________________________ 6. Adjourn

55

CLUB PROGRAM DEVELOPMENT MEETING FORM

Must be conducted no later than June 30 and reported to National Headquarters, MemberServices@NationalExchangeClub.org, no later than July 15.

President __________________________________ ___________________________________ Name (type or print) Signature

______________ Exchange Club of ____________________________ District ________________Program Development Meeting Date _______ Total Membership ______ Total in attendance at meeting _____

A. Prior to the meeting, were the following preliminaries accomplished: Yes No 1. Did you acquaint yourself with the functions of the board of directors as contained in the monthly planner?

2. Did you review the complete agenda for the Program Development Meeting with the board of directors?

3. Were committee assignments made and were reporting procedures explained to committee chairs?

4. Did each committee chairperson receive pertinent materials and guide sheets?

5. Was an announcement of the meeting and its purpose made in advance to the general membership?

B. During the meeting, were these points covered? 1. The purpose of the meeting. 2. The establishment of club goals for the current year. (List major goals)

a. _______________________________ c. _______________________________

b. _______________________________ d. _______________________________ 3. The national Programs of Service and other club activities. (Committee reports) 4. Club participation in national project — the prevention of child abuse. 5. Plans for membership building and retention. 6. Fundraising plans. 7. Plans for sponsoring a new club.

NOTE: REQUIREMENT OF THE BIG “E” AWARD

RETURN TO: MemberServices@NationalExchangeClub.org and, your district president.

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INDIVIDUAL CLUB MEMBER SURVEY

This survey is to evaluate your satisfaction with your club and get your inputs for improvements.

People belong to Exchange Clubs for many reasons. Evaluate the importance of the following to you as a member of your Exchange Club. (1 = important, 2 = somewhat important, 3 = doesn’t matter)

____ Participating in Community Service projects ____ Fulfillment in making a difference in the ____ Participating in Prevention of Child Abuse projects community/helping others____ Participating in Americanism projects ____ Having social events/fellowship____ Participating in Youth projects ____ Having fun____ Learning leadership skills ____ Friendships/association with interesting people____ Having leadership opportunities ____ Networking/business development____ Participating in fundraising ____ Participating in New Club Building ____ Recruiting/Sharing the Exchange experience ____ Educational/personal development activities____ Public Speaking ____ Having interesting meetings (speakers/agenda) ____ Awards/being recognized ____ Other____________________________________ Participating in District/National events

Evaluate your Exchange Club. How effective is your club in providing the following opportunities for the members of your Exchange Club? (1 = effective , 2 = somewhat effective, 3 = not effective)

____ Community Service projects ____ Meaningful projects that help others and ____ Prevention of Child Abuse projects make a difference in the community____ Americanism projects ____ Social events/fellowship____ Youth projects ____ Having fun____ Leadership skills education ____ Friendships/association with interesting people____ Leadership opportunities ____ Networking/business development____ Fundraising ____ New Club Building____ Recruiting/Sharing the Exchange experience ____ Educational/personal development activities____ Public Speaking ____ Interesting meetings (speakers/agenda) ____ Awards and Recognition ____ Other____________________________________ Participation in District/National events What are you passionate about in Exchange? ___________________________________________________What is your favorite club project? ___________________________________________________________What do you enjoy about your club? _________________________________________________________ What do you not enjoy about your club? ______________________________________________________What do you think is the purpose of your club? ________________________________________________ What do you think should be the purpose? ____________________________________________________What community issue would you like to see your club address? ____________________________________

What are the two greatest challenges in your club? ____ Finding future leaders ____ Fundraising/finances ____ Meeting attendance ____ Having interesting meetings ____ Member participation/interest ____ Increasing public awareness ____ Recruiting new members ____ Other:_________________________ ____ District/National involvement ____ Other: _________________________

How should the club change to more effectively meet your expectations? __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

APP

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57

MEMBER INTEREST FINDER

Initially, what attracted you to Exchange? _______________________________________________________

Now that you are a member, what do you value most about Exchange? ________________________________ ________________________________________________________________________________________

Which of the following Exchange programs most interest you? _____ Americanism: promote pride in our country, respect for the flag and appreciation of our freedoms _____ Community Service: promote activities to meet the needs of your local community_____ Youth Programs: activities to benefit the youth of your community _____ Prevention of child abuse: activities related to Exchange’s National Project

Which of the following activities are most exciting to you?_____ New member orientation _____ Social media_____ Finance: develop/monitor the budget _____ Club history_____ Training _____ Public speaking_____ Leadership positions _____ Newsletter_____ Run for club officer or board of directors _____ Other: ____________________________ Conventions _____ Other: _______________________

Which of the following committees would you most like to join? _____ Programs of Service - Americanism projects_____ Programs of Service - Community Service projects_____ Programs of Service - Youth Programs_____ Prevention of child abuse: promote activities related to Exchange’s National Project_____ Fundraising: plan and implement fundraising activities_____ New club building: plan locations and organize club builders_____ Membership expansion and retention: participate in recruiting and retaining members _____ Community awareness/social media: promote a positive public image of Exchange_____ Leadership development education: conduct trainings_____ Fellowship: promote camaraderie as well as fellowship with other Exchange Clubs, ensure quality of the meeting location, and plan social events _____ Nominating: uphold the voting process as it relates to the bylaws _____ Programs/Exchange education: arrange interesting and engaging speakers/ meeting programs, and educate Exchange Club members about Exchange history, policies, and accomplishments

Optional: tell us more about yourself. Name of spouse/significant other: _____________________________________________________________Number of children? __________ Please list their name/ages and anything else you’d to share:

________________________________________________________________________________________What experience do you have in community service? Officer/board of director positions held?

________________________________________________________________________________________List hobbies/personal interests, or any other information you would like to share about yourself:

________________________________________________________________________________________

Profession? __________________________ Currently employed/retired? ____________ Companies worked:_________________________________________________________________________Job title: __________________________________________________________________________________

Name _______________________________________________ Date: _______________________

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HOW DOES YOUR CLUB RATE?

Bring new vitality to your club by identifying the strengths and areas where improvement is needed. The first step of moving into the future is knowing your current position. Use this form in conjunction with the “Member Interest” and “Community Needs Assessment” forms to help with your long-range planning. If your club needs assistance, or would like additional information in any of these areas, contact Member Services at National Headquarters. Be sure to contact your Exchange Club District and arrange for a Volunteer Field Representative to visit your club and assist you, as well.

Club Name __________________________________________________

Membership Expansion and Retention Yes No Maybe 1. Does the club have a functioning Membership Expansion and Retention Committee in place? a. Does the club have a membership growth plan in place? 2. Does the club have enough members to effectively serve the community? (If there are fewer than 20, answer “no”) 3. Are “Member Interest” forms used to appoint members to committees? 4. Are all members involved in at least one committee, project, or fundraiser? 5. Are members who missed meetings contacted and encouraged to attend? 6. Are members who resigned contacted and requested to complete the exit interview? 7. Does the club have an adequate number of social events to promote fellowship? 8. If you knew nothing about your club, would you want to join? 9. Does the social committee greet member and guests at each meeting?

Programs of Service Yes No Maybe 9. Does the club conduct an annual “Community Needs Assessment”? 10. Does the club have functioning Project Committees in place and effective programs for: a. Americanism projects? b. Community Service projects? c. Youth Programs projects? d. Prevention of child abuse projects? 11. Does the club earn the National Service Award? a. Does the club report projects and fundraising activities in the POS section of the Exchange’s website? 12. Does the club raise sufficient funds to support the Programs of Service and National Project?

Club Administration Yes No Maybe 13. Does the club have a full slate of officers and board of directors? a. Is the officer election report timely reported to National Headquarters? 14. Does the club hold an annual club program development meeting? a. Does the club timely file the club Program development meeting form on an annual basis? 15. Does the board of directors meet monthly? a. Does the board of directors conduct all club business at board meetings? 16. Does the club secretary regularly submit necessary reports to the district and National Headquarters? a. Are changes in member contact information, new and dropped members, and new club officers updated in the database promptly? 17. Are prospective members approved by the board and membership prior to joining?

APP

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59

APPEN

DIX

HOW DOES YOUR CLUB RATE? (Continued) Finance Yes No Maybe 18. Is there good communication with Fundraising Committee? 19. Is an annual club budget prepared and followed? 20. Does the club treasurer submit a monthly financial statement to the board? 21. Are club revenues adequate to meet expenses? a. Are dues set at a rate adequate to cover national and district dues? b. Operating costs of the club covered? c. Are member fees adequate to cover the costs of joining? 22. Are club financial records reviewed annually? 23. Does the club timely file the appropriate state and federal information returns? 24. Does the club send a copy of the online payment confirmation which was received from the IRS for the 990-N Form? This electronic notice (e-Postcard) confirmation can be mailed or emailed to National Headquarters.

Leadership Development/Education Yes No Maybe 25. Have the respective modules in the online Exchange University been completed? a. Club president? b. Club treasurer? c. Club secretary? 26. Do leaders use publications and other resources available from National Headquarters? 27. Do club officers, directors, and members attend district meetings and conventions? 28. Do club officers, directors, and members attend National Conventions? 29. Does the club have a 3-5 year strategic or long-range plan? 30. If the answer to number 29 is ‘yes’, does the strategic or long-range plan address: a. Leadership succession? b. Leadership education? c. Growth and retention? d. Other pertinent areas (including new club building)?

Club Meetings Yes No Maybe 31. Is your club meeting place suitable and adequate? 32. Do club meetings start and end on time? 33. Are club meetings organized? a. Is a prepared agenda followed? b. Are brief committee announcements made? 34. Are meetings interesting and varied? 35. Do club meetings provide sufficient fun and social interaction?

Communications/Public Relations Yes No Maybe 36. Does the club have a mechanism to communicate with members at least monthly? a. Newsletter b. Social media c. Webpage d. Email 37. Does the club include local media (newspaper, radio, TV) in the monthly communication described in number 35 above? 38. Does the club have a method of advertising the time and location of the club meetings to the public (road sign, meeting plaque, social media, local newspaper?) 39. Does the club receive adequate media recognition locally? 40. Does the club take the opportunity to speak to groups at events on Exchange? 41. Does the club use the National website resources such as the PR Resource Guide, club and Anniversary logos?

Use the answers to these questions to identify the strengths of your club as well as areas that could use improvement.

60

COMMITTEE REPORT FORM

The Exchange Club of ___________________________________________________________

Report of the _____________________________________________________________ Committee.

Date of meeting ___________________________________________________________________

Committee members present: _________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

Others present: ____________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

Business transacted: ________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

Committee recommendations: _________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

Committee requests: ________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________

Reported to Board by__________________________________________ Date _________________

Date and place of next meeting: _______________________________________________________

______________________________________ ________________________________ Chairperson Co Chairperson

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61

QUARTERLY MEMBERSHIP DUES REPORT

Club Name ____________________________________________________________________

Prepared as of the last day of ________________________________________________________

PART I MEMBERSHIP DUES COLLECTED DURING THE MONTH Example: Allen, Winston (February-March-April) $75 Connor, Diane (April) $25 _______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

Total Membership Dues Collected This Month _________

PART II OUTSTANDING MEMBERSHIP DUES AT MONTH END (___/___/___) Example: Adams, Scott (March-April) $50

Barry, Ellen (April) $25

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

Total Outstanding Membership Dues Receivable _________

Respectfully submitted by ___________________________________

Club Treasurer

(Does not include dues anticipated for next partial billing period.)

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MONTHLY ACCOUNTS PAYABLE REPORT

Club Name _________________________________________________________________

As of _________________________________________________________________

ADMINISTRATIVE ACCOUNTExample: Winthrop Printers (stationary) $32.73Blue Tip Florists (flowers) $26.90

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Subtotal Administrative Account ___________

ACTIVITIES ACCOUNTExample: The Daily Star (youth/year ad) $75.00One Day Sign (banquet sign) $17.50

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Subtotal Activities Account ____________

TOTAL FOR THIS REPORT ____________

Respectfully submitted by ________________________________ Club Treasurer

63

CLUB BUDGET OUTLINE(Based upon a ____ -member club, meeting weekly for ____)

ANTICIPATED INCOME1. Membership joining fees ($ x members) $ _______2. Reinstatement and transfer fees ($ x members) _______3. Active, Active-Honorary and At-Large membership dues including meals ($ monthly x 12 x ) _______ 4. Guest meals ($ each x guests) _______5. Miscellaneous income _______ ESTIMATED ANTICIPATED INCOME $ _______

ADMINISTRATIVE EXPENDITURES1. National Exchange Club A) Active, Active-Honorary, Business, At-Large membership dues ($ x members) $ _______ B) Honorary membership dues ($ x members) _______ C) Membership joining fee ($ x new members) _______ D) Reinstatement fees ($ x members) _______ E) National Convention Registration Annual Fee F) Business Members joining fee ($ x new members) ________ $ _______

2. District Dues ($ x members) $ _______

3. Program Expenses A) Speaker meals ($ x ) $ _______ B) Certificates, gifts, etc... $ _______ $ _______4. Membership Expenses A) Education materials $ _______ B) Fellowship (flowers, cards, etc.) _______ C) Special membership events _______ D) Club scrapbook _______ E) Membership recognition _______ $ _______5. Printing, Postage, Stationery $ _______

6. Newsletter ($ x editions) $ _______

7. Website Fees $ _______

8. Meals A) Members ($ x weeks x members) $ _______ B) Guests ($ x weeks x per meeting) _______ $ _______

9. Conventions, Conferences A) National Convention $ _______ B) District Convention _______ C) District Conferences _______ $ _______

10. Miscellaneous Expenses A) Insurance (Comprehensive General Liability) $ _______ B) Insurance (Crime Bond) _______ C) Bank fees, charges _______ D) Contingencies _______ $ _______ ESTIMATED ADMINISTRATIVE EXPENSES $ _______

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(Treasurer)

FUNDRAISING AND PROGRAMS OF SERVICE BUDGET/STATEMENT

The Exchange Club of _________________________________________________________

For the month of _____________ and cumulative ___________, 20______ to ____________, 20______

FUNDRAISING ACTIVITIESCash Receipts (Income) Budget Receipts Receipts Budget Total This Period Year to Date1. _________________________ $ ______________ $ ________________ $ _______________ $ _______________2. _________________________ $ ______________ $ ________________ $ _______________ $ _______________3. _________________________ $ ______________ $ ________________ $ _______________ $ _______________4. _________________________ $ ______________ $ ________________ $ _______________ $ _______________5. _________________________ $ ______________ $ ________________ $ _______________ $ _______________

Budget total &budget balance total $ ______________ $ _Total receipts (income) $ _ $ _______________

PROGRAMS OF SERVICECash Disbursements (Expenses) Budget Approved Expenses Expenses Budget Balance This Month Year to Date1. Book of Golden Deeds $ ______________ $ ________________ $ _______________ $ _______________2. Blue and Gold Award $ ______________ $ ________________ $ _______________ $ _______________3. Crime Prevention $ ______________ $ ________________ $ _______________ $ _______________4. National Day of Service $ ______________ $ ________________ $ _______________ $ _______________5. Family Days $ ______________ $ ________________ $ _______________ $ _______________6. Fire Prevention $ ______________ $ ________________ $ _______________ $ _______________ 7. Law Enforcement Officer of the Year $ ______________ $ ________________ $ _______________ $ _______________8. Firefighter of the Year $ ______________ $ ________________ $ _______________ $ _______________9. Freedom Shrine $ ______________ $ ________________ $ _______________ $ _______________10. GIVEAKIDAFLAGTOWAVE $ ______________ $ ________________ $ _______________ $ _______________11. My Day in Court $ ______________ $ ________________ $ _______________ $ _______________12. Milestones of Freedom $ ______________ $ ________________ $ _______________ $ _______________13. Get Out the Vote $ ______________ $ ________________ $ _______________ $ _______________14. One Nation Under God $ ______________ $ ________________ $ _______________ $ _______________15. Prevention of Child Abuse $ ______________ $ ________________ $ _______________ $ _______________16. Proudly We Hail $ ______________ $ ________________ $ _______________ $ _______________17. Quarters for Kids $ ______________ $ ________________ $ _______________ $ _______________18. Young Citizenship $ ______________ $ ________________ $ _______________ $ _______________19. Youth of the Month/Year $ ______________ $ ________________ $ _______________ $ _______________20. A.C.E. Award $ ______________ $ ________________ $ _______________ $ _______________21. Youth Talent $ ______________ $ ________________ $ _______________ $ _______________22. $ ______________ $ ________________ $ _______________ $ _______________23. $ ______________ $ ________________ $ _______________ $ _______________24. $ ______________ $ ________________ $ _______________ $ _______________25. $ ______________ $ ________________ $ _______________ $ _______________

Budget total &budget balance total $ ______________ $ _______________Total disbursements $ ________________ $ _______________Excess receipts over disbursements $ ________________ $ _______________

Bank and cash balance beginning of month $ ________________ Bank and cash balance beginning of year $ ________________Bank and cash balance now $ ________________

Submitted by _______________________________

65

CLUB BOARD OF DIRECTORS MEETING AGENDA

TIME_________________ DATE_________________

____________ Call to Order (President)____________ Invocation____________ Pledge of Allegiance____________ Roll Call (Secretary)Approval of Minutes (Secretary / Minutes should be emailed in advance of meeting for review) ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ Remarks by the President (President) ____________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ Report of the Secretary (Correspondence, etc.) ____________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ Report of Communications by Secretary _________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ Report of Treasurer (Financial condition) _________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ Committee Reports (Status of club projects) _______________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ Reading and Approval of Names of Prospective Members ___________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ Unfinished Business _________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ New Business _____________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________ Adjournment

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My daily contacts with peo-ple.

1.2.3.

My knowledge of businesses to be represented in our

club.1.2.3.

Make a copy of this form

for every club member.

My close friends.1.2.3.

My neighbors, new and old.1.2.3.

My vendors & service suppli-ers.

1.2.3.

MEMBERSHIP PROSPECTS FORThe Exchange Club of

My former fellowExchange Club members

to be reinstated.1.2.3.

My relatives.1.2.3.

My business colleagues.1.2.3.

My customers, clients, pa-tients.

1.2.3.

My associates in other organizations.

1.2.3. MY NAME

APP

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67

Member Exit InterviewComplete this form with each member as they leave the club.

Thank you for taking the time to complete this interview.

APPEN

DIX

Throughout your membership,1. Did you ever serve as an officer at the club/district/regional level? No _____ Yes ____ Office(s) held: _____________________________________________________

2. Were you ever placed on an active committee(s)? No _____ Yes ____ Committee(s) name(s):

_____________________________________________

_____________________________________________

3. Were you encouraged to participate in club projects? Yes _____ No _____

4. Did you receive club/district/national communications? Yes _____ No _____ Opted out _____

5. Were you contacted by your club prior to resigning? If so, were other options discussed? No _____ Yes ____ Options discussed: _____

___________________________________________

6. When you joined The National Exchange Club, what were your expectations?

_____________________________________________

_____________________________________________

7. Did your membership fulfill your expectations? Yes _____ No _____Please explain:

_____________________________________________

_____________________________________________

8. What did you find most valuable about being a member of Exchange?

_____________________________________________

_____________________________________________

9. Would you ever consider rejoining The National Exchange Club?

Yes _____ No _____Please explain:

_____________________________________________

_____________________________________________

10. Would you recommend to someone else that he/she join The National Exchange Club?

Yes _____ No _____

Please explain: _______________________________

_____________________________________________

11. What changes and/or improvements would you suggest for your local Exchange Club, district and/or National Headquarters?

_____________________________________________

_____________________________________________

12. Additional comments:

_____________________________________________

_____________________________________________

_____________________________________________

68

Membership CategoriesCATEGORY DESCRIPTION VOTE HOLD OFFICE PAY DUES

Active Active Members are elected according to the Bylaws and are eligible for all rights and privileges of membership.

Yes Yes Yes

Active Honorary

An Active Member who has performed a special service for the club may be elected to Active Honorary status by a club’s board of directors. An Active Honorary Member is entitled to all rights and privileges of membership and entails no additional membership or joining fee.

Yes Yes Yes

At-Large Accommodates active nonresident or incapacitated members who cannot attend club meetings for an extended period of time. An Active, Active Honorary or Life Member may apply for At-Large Membership. At-Large Members must be elected by a club’s board of directors and are entitled to all rights and privileges of membership, but may not hold office. Clubs may reduce dues for these members until such time as they can revert to Active Member status.

Yes No Yes

Life Any Active Member may be granted Life Membership, provided they have been an Active Member for 30 years or more; or, they are 65 years of age or older and have been an Active Member for at least 10 years or more.

Yes Yes One-Time Fee

Honorary A person who has never been an Active Member of any Exchange Club and must have rendered some special service to an exchange club. An Honorary Member shall be elected by the same procedure as active members, but shall not vote, hold office or pay dues. Dues are paid by the club.

No No Dues Paid By Club

Business Any business entity may apply for a Business Membership. The business should designate a primary contact and may identify up to two alternates. Only the primary contact from the business shall be allowed to vote or hold office.

Yes Yes Yes

Collegiate College students and faculty members within the territorial limits of a Collegiate Exchange Club. These members have the same rights and privileges as other members of local Exchange Clubs.

Yes Yes Yes

Excel/Junior Excel

Primary, middle, and/or high school students within a community. These members have the same rights and privileges as other members of local Exchange Clubs, except they cannot serve as District or National Officers.

Yes Yes Yes

Associate Resides in an area where an Exchange Club in good standing does not exist within a 25-mile radius, or is a previous member of an Exchange Club and has not been a member during the past three years. Associate Members pay dues directly to The National Exchange Club. These members do not have the right to vote or hold office.

No No Yes

Family Active Members may be eligible for Family Membership and shall be entitled to all rights and privileges of membership. Individuals in a member’s same household, including dependent college students, may qualify.

Yes Yes Yes

Note: National dues can be waived for active military members who are currently deployed. Contact Member Services for details

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The following is a sample script to assist you in inducting new Exchange Club members. Please remember to make the induction as formal and personable as possible.

A new member is only inducted once, so do it with dignity.

At this time, we are pleased and proud to welcome ___________________________

as the newest member of the Exchange Club of ______________________________ .

From this day forward, you will have many challenging opportunities to serve your community through Exchange. So be prepared to freely share with us your own particular talents and resources.

We encourage you to attend all meetings and to become fully involved in the affairs of the club.As an Exchange Club member, you are also expected to aid in the expansion and progress of the club by inviting others to become a part of Exchange. We hope you will offer your friends and associates the same opportunity for personal growth and service to the community that was offered to you.

I will read to you our Covenant of Service at this time: [Read Covenant]

Do you accept this Covenant as a testimonial of your membership in our Exchange Club? We ask that you cherish this covenant forever and always strive to live up to its principles.

It is my singular privilege to place upon you this pin, the symbol of Exchange membership. On behalf of your fellow Exchange Club members, I officially welcome you to the Exchange Club of _________________________and invite you to wear daily, this symbol of America’s Service Club with great pride. It is my personal pleasure to offer you my hand of fellowship in the spirit of Exchange.

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Parliamentary procedure is a tool for transacting business accurately, justly, and expeditiously. It is a means for arriving at a majority opinion—fairly, correctly and in a minimum amount of time.Business is brought to a meeting through motions, which must be seconded and thrown open for discussion. There can be only one motion before the house at a time, except certain motions, called subsidiary motions, used for the purpose of disposing of the motion before the house without taking a direct “yes” or “no” vote. Such motion is to table, or refer to a committee, or to postpone to a definite time.Routine Matters: May be disposed of by general consent. (The presiding officer handles them by saying, “if there is no objection…”)Reports: Committee chairs move the acceptance of the committee’s report and recommendations. Officers do not move the acceptance of their own reports. Adjourn or Take a Recess: Is in order at any time (not debatable, majority vote). The business interrupted is the first order upon returning. Incidental Motions or Requests: May interrupt business temporarily. They are:– Point of Order: calls to the attention of the assembly that something is being done contrary to the rules (convention rules, bylaws or Parliamentary Procedures).– Point of Information: requests information of some sort. – Appeal from the Decision of the Chair: may by made by any member who wishes to express disagreement with the decision of the presiding officer (debatable, majority vote and a tie sustains the chair).– Motion to Withdraw: may be made by anyone to have a motion before the house withdrawn (not debatable, majority vote or general consent).– Question of Privilege: general or personal, requests affecting the comfort or convenience of the assembly or one of its members and may be made at any time (no vote required).Suspension of the rules is a motion to set aside a rule temporarily (not debatable–2/3 vote). Nothing in the bylaws can be suspended.Motions to Use for Certain PurposesTo modify or amend: Motion to amend is a means of perfecting a motion by adding, eliminating or substituting words, phrases or paragraphs (debatable, amendable, majority vote). Move to refer to committee (debatable, amendable, majority vote).To defer action: Move to postpone to a definite time (debatable, amendable, majority vote). Motion to table can be made when any other subsidiary motion is before the house (not debatable, not amendable, majority vote).To suppress or limit debate: Call for the previous question or move that discussion be cut off (not debatable, amendable only as to time, 2/3 vote). Move to extend has same qualifications.To consider a question: Motion to reconsider a motion which has been voted upon. This second time the motion must be made by the one who voted on the prevailing side and must be made the same day or next day (debatable, majority vote). Motion to rescind annuls a motion or action which has been taken (debatable, amendable as to the portion to be rescinded, 2/3 vote). Motion to take from the table is a motion to bring back to the assembly a motion which as been tabled (not debatable, not amendable, majority vote).Key points:– Majority is more than half of the legal votes cast. – Two-thirds is more than 2/3 of the legal votes cast.– Plurality is used in elections. The person who receives more votes than any other candidate is elected by plurality vote. – The presiding officer is the only officer authorized to decide a question of order or with the power to make rulings. – The parliamentarian assists the president and members in rulings on point of order and in answering parliamentary inquiries.– Once the quorum is set, it holds for the remainder of the meeting.

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ACCEPTING THE CHALLENGE OF EXCELLENCE (A.C.E.) AWARD— Recognizes high school students who have made a dramatic change in their attitudes and performance throughout high school, often overcoming educational, social, and personal obstacles.BOARD OF DIRECTORS — The officers of this club as defined in the bylaws, together with the directors [six (6) directors are recommended] shall constitute the board of directors; the directors are elected by a majority of all votes cast from the general membership of the club.BOOK OF GOLDEN DEEDS AWARD — A program to honor the good deeds of America’s unsung heroes; recognizing those uncommon men and women, who, if not for this project, might never receive the acclaim they deserve.BUSINESS MEMBER — Any business entity (partnership, corporation, or LLC) in a community that supports the mission of Exchange. A primary contact is selected from the business to receive communications from the club and attend club meetings. Up to two additional persons from the business may be chosen to attend meetings. The Business Member primary contact only may vote and hold office. BYLAWS — The bylaws govern the operation of the club, district and national; management and policies of the club, not otherwise provided for in the bylaws, are under the direction of and vested in the board of directors.CHARTER RECOGNITION BANQUET — A formal celebration of a new club’s formation; held four to six weeks after the Club Opening Event.CLUB BUILDERS — Members of a local Exchange Club designated to lead a team of Exchange Club members in establishing an Exchange Club in a nearby community.CLUB OPENING EVENTWhen a new club acquires 10 or more paid members, a date is set for the Club Opening Event. Conducted by a national representative, the process includes training club officers, establishing the actual organization of the club’s structure, and learning to make it run smoothly. The club is officially organized at the Club Opening Event (a minimum of 20 paid members is required). COMMITTEES — Members assigned responsibilities of planning and implementing programs to assist the club in meetings its goals and objectives. DELEGATES — Exchange Club members designated to represent their local club at district or national events and vote on issues presented at the meeting.DISTRICT — An established boundary area comprising numerous local clubs; may include more than one state and consists of several divisions.DISTRICT CONVENTION — Generally held in May or June; an annual opportunity to bring together Exchange Club members from clubs throughout the district for the purpose of electing district officers, presenting all awards offered within the district, sharing ideas, gaining a broader understanding of the organization and receiving training on club leadership, operations and activities. DISTRICT DIRECTOR — A member of an Exchange Club in his or her division of the district; represents the district in guiding, training and providing service to clubs in that division. A member must first serve as a club officer before becoming a district director.

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EXCHANGE GLOSSARYDISTRICT RESOURCE TEAM — A group made up of a number of Exchange Club members (particularly those wishing to become VFRs) assembled to assist VFRs and other district officers in affairs of the district.

DIVISION— An area comprising at least two local Exchange Clubs within an Exchange Club district.EDUCATIONAL CONFERENCES/FORUMS — If not part of the district convention, should be held prior to July 1; the primary purpose is to train club leaders and introduce them to current priorities and concerns.EXCHANGE EXCEL CLUB — An Exchange Club organized at the high school level for students dedicated to improving their schools, communities and country through volunteerism. EXCHANGE JUNIOR EXCEL CLUB — An Exchange Club organized at the grade school level for students dedicated to improving their schools, communities, and country through volunteerism.EXCHANGE TODAY — The official publication of The National Exchange Club. Exchange Today is published four times a year. Each member automatically receives the magazine as a benefit of Exchange membership.EXCHANGE UNIVERSITY— Exchange’s online training resource. It is a continuing educational opportunity that is accessible anywhere with an internet connection. Newly elected officers will be contacted via email with notification of available training materials geared toward their club offices. EXCHANGE CLUB MEMBER — An individual of good character and community standing who retains membership in a local Exchange Club. EXECUTIVE COMMITTEE — The officers of a local Exchange Club. Usually includes president, president-elect, secretary, treasurer and immediate past president, holds responsibility for conducting the business of the organization.IMMEDIATE PAST PRESIDENT — The preceding year’s club president.INTER-CLUB ACTIVITIES — Activities involving members of more than one club; promotes the spirit of Exchange, cooperation among clubs and the exchange of ideas.JOINING FEE — Set by individual clubs and is never less than $25 per member; when building a new club, establish a joining fee before making the first contact.MID-YEAR CONFERENCE — For club leaders and members, normally scheduled in January or February, provides training on Exchange’s growth programs (including new club building, membership recruitment and retention), service projects, leadership development, fundraising and public relations.NATIONAL CONVENTION — The annual meeting of The National Exchange Club; usually held in July.NATIONAL HEADQUARTERS — Established in Toledo, Ohio, in 1917, with a professional staff dedicated to providing service and assistance to district and local Exchange Clubs or individual Exchange Club members to help further Exchange ideals.NATIONAL REPRESENTATIVE — Assigned by The National Exchange Club, a valuable and beneficial resource at district and club

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activities; available to assist clubs in matters related to standards, policies, programs and objectives.NATIONAL SERVICE AWARD (NSA)— When clubs earn one patch in each of the four service areas (Americanism, Youth Programs, Community Service, and the prevention of child abuse) and sponsors any two additional projects, the NSA is achieved. OFFICERS — Consisting of the elected positions of president, president-elect, vice president(s), secretary, treasurer, and immediate past president.PRESIDENT — The executive officer of the club.PRESIDENT-ELECT — Succeeds the current presidency.PROGRAMS OF SERVICE — Lenses through which local clubs focus their energy and attention on their communities’ specific needs. The Programs of Service are Americanism, Youth Programs, and Community Service as well as Exchange’s National Project, the prevention of child abuse. PROGRAMS OF SERVICE PROJECTS — Activities that are successfully implemented by clubs across America in the categories of Americanism, Youth Programs, and Community Service as well as Exchange’s National Project, the prevention of child abuse. REGION — A geographic area established for the purpose of providing representation at the national level for districts and local Exchange Clubs.REGIONAL CONFERENCE — Organized by the regional vice president; may be held at varying times of the year as an opportunity for club and district leaders to monitor results, redefine priorities and ensure that clubs and districts are continuing to advance toward the goals established at the outset of the year.RETENTION — Maintaining the same individual mem bers on the roster July 1-June 30. No adjustment is made for members who pass away or move during the year.SECRETARY — The keeper of all club records.TEMPORARY ORGANIZATION MEETING (TOM) — Conducted by the club builders; this is the new club’s first formal meeting; held when a club has 10 paid members. TREASURER — Caretaker of all club monies. VOLUNTEER FIELD REPRESENTATIVES — Also known as VFRs; Exchange volunteers trained to improve the capabilities of members, clubs, and districts. A member must first serve as a district president before applying to the district for this position.YOUTH OF THE MONTH/YEAR AWARD — Recognizes students who have attained high levels of scholastic achievement, community involvement, and leadership.

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National Exchange Club Organizational Chart

National Exchange Club Board of Directors –

National President, National President-Elect, Chief Executive Officer, National Treasurer,

Immediate Past National President, Regional Vice Presidents

Divisions 200 Division Directors

2-10 Clubs per Division

Districts President, President-Elect,

Immediate Past President,Treasurer, Secretary, Volunteer Field Representative

3-12 Divisions per District

Regions Regional Vice President

Districts within Region

Clubs More than 630 Clubs

President, President-Elect, Immediate Past President, Treasurer, Secretary

Approximately 5-300 Members per Club

Membership More than 18,000 Members

Hundreds of communities

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3050 W. Central AvenueToledo, OH 43606

419.535.3232NationalExchangeClub.org

MemberServices@NationalExchangeClub.org

04/19/817.13