1. Leading as a club president

2. Leadership is essential to the success of any organization.
Effective leaders set the tone of their administration.
They are positive, encouraging and supportive to members and motivate them to be the best they can be.
They develop goal-oriented plans that engage every member.
They build a sense of teamwork with the leadership team which serves as a model for other members to follow.

3. Club officers should begin by:
Participating in district training
Attending training by the district director
Attending training in their home community
Program Development Meeting
(Anything they can learn to support their role)

4. Take the online course!
You will receive an to setup a login account shortly after taking office. This is based on the address and officer information that the club secretary entered in the database for the upcoming year.

5. “Leading a Successful Club” Guide And Club Bylaws
Copies of …
“Leading a Successful Club” Guide
And Club Bylaws
Available 24/7 on Exchange’s website
via your computer, smartphone, and Tablet.

6. “Leading a Successful Club” Guide
What’s in the
“Leading a Successful Club” Guide
Two pages that give an overview of
club President responsibilities.
A copy of the Club Leader Planner is available on the National Exchange Club calendar on the website, which can be downloaded & printed.

7. Club Information
Check out Club info on the website. The president needs to make sure the secretary is dropping members off the roster if they are no longer members. The club is billed for the amount of members on the roster from the website.
Make sure club mailing address is correct for national and district billing.
Make sure member contact information is correct for billing. Verify mailing address, primary address and primary phone number.
Update address to verify billing is being sent to proper location: Click on Club Info Tab :
- Click on Edit Club Info button
- Go down to Club Address
- Update required fields - Submit
Programs of Service entered
Click on Meeting tab Click on Edit button next to meeting information
- Update Fields
- Mark as Primary - Submit

8. Download it, AND access the Google Calendar!
PLANNING CALENDAR!
Download it, AND access the Google Calendar!
A full printable calendar of events is available on the National Exchange Club calendar on the website.
Be sure to check this calendar regularly as it will guide your club through the year and bring events to your attention that will assist your club in accomplishing its goals.

9. Assembling Your Team
Your leadership team charts the course of action, sets clear and realistic goals and effectively manages club affairs.
The first step for the president, president elect and immediate past president is to adopt a three year management plan.

10. 3-Year Leadership Plan President-Elect Club President
Immediate-Past President
The president-elect should contribute to a smooth transition by:
Participate in officer and new member inductions, being enthusiastic, assist in new club building, involving all members, taking ownership of club goals, promoting the club, ensure public relations efforts are being handled, work on membership expansion and work with club committees.
The president-elect can prepare for the next year by:
Attending the district and national conventions, leading the community needs assessment and membership interest survey, organizing three minute Exchange education talks, looking for future leaders, scheduling interesting programs and setting early plans for projects.
The club president is responsible for leading the club. Club presidents should be sure the club treasurer files IRS form 990 or 990N by November 15, review membership growth monthly, work with committees, assist in new club building, provide regular updates on progress towards National Service Awards and Big E award, support public relations efforts, provide recognition, support interclub activities and attend district and national conventions.
The immediate Past President is responsible for sharing their experiences. Some of their responsibilities include mentoring current and future leaders, specifically club president-elects. Also this officer serves as an advisor to the current club president, and may serve on committees such as the social or attendance committee. Immediate past-president can serve as an excellent candidate to lead new club building efforts.

11. Planning The Exchange Year
The success of any plan relies on certain key elements which include:
Training club officers
Assessing community needs
Make a plan to meet the needs of the community
Executing your club’s plan in a timely manner.
(Everyone needs to be on the same page – that’s why its good to get the team together)

12. Your Club’s …
Your ability to lead and manage effectively should demonstrate a clear understanding of an Exchange Club’s purpose and objectives.
The bylaws list the following basic purposes of an Exchange Club:
To actively participate in the establishment of new Exchange Clubs
To benefit our members by providing opportunities for personal development as they participate in the affairs of the club.
To promote and participate in the Programs of Service to better the community
To exemplify the meaning of Exchange in a spirit of our motto “Unity for Service.”
DO IT THE EXCHANGE WAY!

13. Tools for Successful Planning
Club President’s Planning Worksheet
Three-year Leadership Plan
Tools for Successful Planning can be found in the appendix of the club leader planner and on the NEC website.
The club president planning worksheet provides a place to identify club activities, club officers, board of directors and committee chairs.
The three-year leadership plan (on page 8 in the planner) is another tool and provides clear duties and responsibilities for smooth transition and cohesive club leadership
KEEP A LARGE BINDER OF ALL ACTIVITIES CHRONOLOGICALLY
(This is so that everyone that is leading is on the same page year after year)…..

14. Community Needs Assessment
Club Long-Range Planning Tool
The community needs assessment is an integral part of the planning process This is often times used after a discussion with a city leader for the highest probability of filling the needs of the community.
Club Long Range Planning Tool - serves as a valuable resource in developing a plan of action and club goals.
The tool walks your leadership team through key components such as:
Developing a mission statement
Providing focus goals based on the clubs bylaws which include: Membership growth, retention, club building, effective communication, program excellence, leadership development, Exchange education and other items the club deems important.
And requiring the Action Steps to accomplish the clubs goals complete with a timeline and individual responsibilities.

15. Meeting Agenda
Providing a meeting agenda to your members is essential to having a productive meeting, and shows you respect your members time enough to allow them to be prepared for the meeting. A best practice is to provide the agenda to your membership 24 hours prior to the meeting. A sample agenda can be found in the appendix of the club leader planner or on the NEC website.

16. Executive Committee Incoming Officers Reported
The executive committee consists of:
Club president
President elect
Secretary
Treasurer
Immediate past president
And vice-president (if applicable)
These officers along with the 6 recommended directors make up the Exchange Club’s Board of Directors.
Club elections are conducted in March or April. -- By April 30th, the club secretary should report the names and addresses 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.
IF YOU DO NOT SUBMIT OFFICER ELECTION REPORT BY ARPIL 30, YOU MAY NOT RECEIVE INFORMATION THAT YOU, AS PRESIDENT, NEED.
Incoming Officers Reported

17. Leadership Development
A major responsibility of the club president is to develop and conduct leadership training for club officers and directors, working closely with district directors and the immediate past president. Training should focus on both leadership and management issues, covering such areas as club standards, administrative procedure, program excellence, membership recruitment and retention and methods to train, motivate and involve club committees and members.
Exchange offers an extensive web of support and training opportunities to make running your club easier. The Exchange support system includes: Club officers, district directors, district presidents, Volunteer Field Representatives, Regional Vice Presidents and the National Growth Team.
Additional training is offered at Exchange sponsored conferences and conventions throughout the year.
EXCHANGE UNIVERSITY
AS CLUB PRESIDENT, YOU MAY HAVE TO TRAIN YOUR OFFICERS, DIRECTORS, AND MEMBERS, ESPECIALLY COMMITTEE CHAIRS AND MEMEBERS.
IF YOU ARE LUCKY, YOU WILL HAVE EXCHANGE-COMPETENT MEMBERS WHO CAN HELP YOU.

18. Club President
The president’s leadership is vital to the success of the club. Members look to the president to chart the course of action and effectively manage the club’s activities.
The club president’s primary responsibilities include: HANDOUT LIST OF 14 PRIMARY DUTIES OF CLUB PRESIDENT IN PLANNER.

19. Club’s Standards Participate in Exchange’s Programs of Service
Apply for National Awards
Fundraising
Member participation
Club growth
public Relations and Marketing
Effective communication: National-District-Club
Stay up-to-date on records and reports
club finances
The club president should encourage excellence in all phases of club operations. Recommended Exchange Club standards include
Clubs should participate in the National programs of service & the National Project.
Project ideas from Exchange’s programs of service booklets are available on the NEC website.
An excellent club goal is the National Service Award which is earned by conducting service projects in each of the Programs of Service and at least two additional projects.
Club should strive to achieve the Big E award that focuses on expansion, efficiency and education.
We give rewards to recognize, motivate and to promote friendly competition. The National Exchange Club rewards program makes an excellent opportunity for your club gain and retain its members. It gives club members the opportunity to reflect back on all they have accomplished in the past year, and it also allows your club the opportunity to showcase itself to the community.
National and district awards make excellent public relations opportunities based on the fact that your club is being recognized nationally for its contribution to the community.
Visit the National Exchange Club website for full details and submission deadlines of all awards.
What about District Awards?
The Club President should make sure the Club raises sufficient funds to support planned service projects & maintain high standards in all fundraising activities.
USE FUNDRAISING PROCEEDS AS THEY ARE INTENDED!
The President should make sure there is member participation. Clubs should be actively involved with inter-club, district and National Exchange Club affairs, which will encourage Exchange education and team spirit, as well as develop future Leaders.
There should be ongoing, aggressive membership recruitment and retention programs spearheaded by the President –Elect.
Every club should consider building new Exchange Clubs to help create an even stronger and more widely recognized organization.
The ABC’s of membership is also a very good tool for your club to create prospect lists for membership expansion. These are available on the NEC website.
President should make sure the club is being recognized for their efforts in the community. It is your club’s responsibility to promote itself within the community. Creating relationships with local media is an important step to making this process ongoing.
Each club should embrace an ongoing PR program, regularly sending news releases to area media on service and fundraising projects, and engaging in other activities to enhance public awareness.
PR kit provides proven PR plans and processes and can be easily utilized by your club. Contact the NEC today for the PR kit or many ideas which are updated on the website.
Regular and effective club communication is essential keeping members informed connected and engaged. Find which way of communicating works best for your club to accomplish maximum effectiveness.
Some options are a club newsletter, meeting s and social media.
Newsletter and bulletin templates are available for download from the NEC website.
interact with Exchange members across the country through the NEC Facebook & Twitter Pages . This is an excellent way to stay informed, gain great ideas and make the most of Exchange’s network.
By “Liking” NEC Facebook & “following” Twitter you are helping spread the message of Exchange with friends, family and colleagues.
The President should make sure The club secretary maintains club records and promptly returns required reports and records changes to the district and National headquarters through the website.
Clubs should follow standard financial support and control guidelines. Dues should be sufficient to meet overhead and operating costs.

20. Club President-Elect
The club president elect is the club president’s “right hand person.”
Growth is a major focus of the club president elect.
The primary responsibilities are: assume the duties of the president if they are unable to fulfill these duties, assist with training, motivating and mentoring club officers, board members and committee chairs, attend board meeting and district and national conventions, re-evaluate the needs of the community to insure relevance, oversee membership, new club building and PR committees and most importantly help identify the next club president.

21. club president to ensure the club achieves
Club Secretary
Assist the
club president to ensure the club achieves
success!
The President should also make sure The 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 or directors meetings. The secretary also keeps other levels informed of noteworthy club activities through the timely completion of required report forms.
Primary responsibilities include: maintain accurate records of membership, attendance, and activities, record and distribute meeting minutes, and distribute the information received from the district and National Exchange Club. The Club secretary assists the President in ensuring the club achieves success.

22. New Member Orientation Process
Every new member must be approved by the club’s board of directors to insure they are exemplary of the clubs mission. The secretary is responsible for reporting new members to the National Exchange Club an should insure the clubs joining fee has been paid.
The new member will receive a new member kit from the National HQ and will begin receiving Exchange Today magazine.
Does your club have a New Member Orientation process? It may be a good idea to have a new member orientation meeting to properly educate your new members or this can be part of the sponsors responsibility along with continuing as a Mentor. Information on the new member’s sponsor should be sent to the National Exchange Club so the proper credit can be given.
The secretary should report new members promptly. The membership closeout deadline each month is at 12:00pm noon, Eastern Standard Time on the last business day of the month.

23. Club Treasurer
The President should ensure that The club treasurer is collecting all funds due to the club, and depositing and disbursing the funds. The treasurer also keeps complete and accurate records of all financial transactions.
Additionally the club treasurer should make an annual report of the clubs financial condition upon request, assist the board of directors in preparing and monitoring the budget.

24. Successful Board Meetings
Tips for a successful board meeting
The board should meet at fixed times at least once a month
All board meeting should be open to all members
The club president should prepare a timed agenda which should be distributed 1 week in advance.
Begin and end your board meetings on time
Practice resolving every item on the agenda (A sample agenda is available in the appendix of the club leader planner and on the NEC website)

25. CLUB COMMITTEES A Clear Understanding
In order to maintain a strong, successful club, well planned and active committees should be incorporated into a clubs operations. Each club member should have a committee responsibility.
The club committees are responsible for arranging time and place for committee meetings, planning programs to meet objectives and fulfill purpose and keeping clubs board of directors and membership informed of committee activity.
After appointment of committees, the club president should call a meeting of all committee chairs to make them aware of their responsibilities, duties and purpose.
This is an excellent time to distribute a committee report form which can be found in the appendix of the blue club leader planner. Emphasize the need for regular progress reports and when you will call on them to present these reports.
DO THINGS THE EXCHANGE WAY!
A Clear Understanding

26. Club Committees Programs of Service Child Abuse Prevention Fundraising
New Club Building
Membership Expansion and Retention
Public Relations and Marketing
Education
Social
Attendance
Nominating
Programs of Service 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.
Child Abuse Prevention Committee sees that child abuse prevention projects are implemented throughout the year with special emphasis during April, Child Abuse Prevention Month.
The Fundraising Committee is responsible for developing a plan for raising funds to support club projects, ensuring that all club members play an active role.
The New Club Building Committee is tasked with broadens knowledge about Exchange and, of course building new clubs. Support and information on new club building is available at the District and National level.
The Membership Expansion and Retention Committee employs an aggressive program of quality membership building. Current members should be energetic and involved in activities which will help to recruit new members and engage current members.
The Public Relations Committee is responsible for gaining awareness, recognition and promoting a favorable image of the Exchange club to the public.
The Leadership Development/Education Committee is two-fold: it arranges interesting, informative, and entertaining programs, and also familiarizes members with the history, policies, and activities of the local club The National Exchange Club.
The Social Committee keeps members satisfied with their Exchange Club experience by catering to the friendship, fun, and ambiance aspects of Exchange.
The Attendance Committee works closely with club officers to develop an ongoing program to stimulate the attendance and involvement of current members.

27. District Leadership
District leaders are passionate Exchange members like yourself. These volunteer leaders are so passionate about the Exchange Programs of Service they choose to lead all the clubs within their district. District leadership is an opportunity to broaden your service effort and your personal impact.
Communities throughout the District can share ideas through District Leadership and make more communities a better place to live.
Clusters of clubs within a geographic area are gathered together as districts. The district is an important link in Exchange's organizational structure.
The districts of Exchange have four clear cut purposes:
Building local Exchange clubs
Increasing fellowship among clubs in the district
Strengthening established clubs
And Promoting the participation in the Programs of Service of the National Exchange Clubs.

28. What to Expect from the District
The district has a leadership team and committees much like your Exchange Club. Their focus is to assist their clubs achieve their desired results.
They do this through a series of educational and networking conferences, personal visits, bulletins, public relations, club building and membership expansion and retention.

29. District Directors
The 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 your club.
The districts main purpose is to render helpful assistance to its Exchange Clubs.
Directors responsibilities include:
Planning and conducting leadership training for club officers and directors in cooperation with club presidents.
Assisting club presidents
Providing direction in membership recruiting and club building activities
Visiting clubs and reporting to the district president on the status and activities of clubs.
Acting as a communication link to clubs:
Sharing their Exchange knowledge and experience
Relaying clubs information to the district president
EXCHANGE’S WEAK LINK

30. The National Exchange Club’s History
The first National Exchange Club was started in Detroit, MI in 1911 by Charles A. Berkey. It was developed from a business networking group that wanted to serve their communities.
More can be learned about the History of Exchange through our Exchange Education Program.
The Best way to inform members about Exchange is to designate a member to give a short Exchange education presentation at each meeting.
TRADITION AND CHANGE

31. Leadership Opportunities
Exchange offers men and women unlimited opportunity for leadership, service and recognition at the club, district and national level.

32. Volunteer Field Representatives
The goal of the volunteer field representative program is to have seasoned Exchangites, trained in club leadership and management; to supplement the activities of the national headquarters and district leadership by utilizing the latest tools, techniques, and materials generated by headquarters staff.
These individuals have been endorsed by their district and trained to improve the capabilities of members, clubs and the district.

33. The National Convention
The National Exchange Club holds an annual convention in July. Each chartered Exchange Club is entitled to voting representation at the convention.
Representatives elect national officers and vote on amendments to the bylaws. Educational seminars are a major emphasis of the national convention, as well as fellowship, relationship building and national awards recognition.
You are encouraged to attend the national convention which can be supplemented from either club or district accounts.

34. Exchange Club CAP Services
Child Abuse Prevention Centers
CAP individuals are responsible for:
Planning for Annual CAP Symposium
New Director Orientation
Exchange Parent Aide Training
Accreditation –Standards of Operation and Practice
Monthly Statistical Reports
One on One Consultation
Resource Materials
Website
Evaluation Committee
Child Abuse Prevention Relations Committee
Advocacy on a national level
AFFILIATES?

35. NationalExchangeClub.org/Foundation
The National Exchange Club Foundation is the fundraising arm of the National Exchange Club. Its goal being to raise funds in order to promote our Programs of Service. The NECF raises fund from the following campaigns: Berkey Fellowship, Ocean Campaign, Annual Giving Campaign, Estate Planning Campaign, Campaign for Kids, memorials and gifts to honor people and Passthrough Grants. Also the Foundation actively writes grant proposals and seeks partnering opportunities with Corporations throughout the Country.
Of your $76 annual membership dues, $10 goes towards the NECF.
These funds are also used for the National Exchange Club Youth of the Year and ACE award winners, who each receive $10,000 scholarships and have fully paid expense trips for themselves and their family to attend the national convention. These funds also provide scholarships for the Annual Child Abuse Prevention Symposium. This is awarded to those who may have not been able to attend otherwise.
PASS THROUGH GRANTS

36. “Member Resources” tab
National Website:
NationalExchangeClub.org
“Member Resources” tab
Club Resources
Club Building
Bylaws and Policies
Forms
PR and Marketing
Exchange University
Currents
Exchange Today
and more!

37. Distinguished club President award
Wins Club Membership Achievement Award, the Big “E” Award, or builds a new club.
Conducts a program development meeting by June 30, and sends a copy of the report to the district director, district president and National Headquarters by July 15.
3. Earns National Service Award.
4. Earns Club Fundraising Award.
5. Conducts New Member Orientation for every new member and completes New Member Activation form found on roster active page of the member database.
6. Must successfully complete Exchange University Club President orientation course within 30 days of taking office.
*Unless successfully completed in prior two years and maintains the office/position for two consecutive years.
Successfully complete the Club President responsibilities and qualify for the Distinguished Club President Award.
Keep in mind this is tracked by National Headquarters and an application is NOT required.

38. For additional information
Contact your district president
Call National Headquarters: