1 CIVITAN Club Building Manual Opportunity Awaits You!
3 Contents Introduction The Basics New Club s Profile Responsibilities of Each Club Builder Recruiting Important Ingredient Pre-Charter Meetings Administrative Details (Paperwork) Charter Ceremonies Recognition New Club Development Team Conclusion Exhibits New Club Building in a Box Order Form Checklist for Building a New Civitan Club Making Good First Decisions Sample New Club s Summary Flyer Sample Attention Flyer Suggested Charter Initiation Fees Sample Agenda Suggested List of Topics and Speakers Public Relations and Club Building Sample Press Releases Sample Letters Sample Newsletters Sample Charter Program Sample Charter Member Certificate Sample Budget Change in Governance Documents Bylaws of Civitan Club Request for Organizational Authority Banner Order Form Charter Presentation Supplies Order Form Charter Presentation and Announcement Information Certification for Chartering a Civitan Club Charter Membership List Application for Charter Membership New Club Development Team Appointment Form Prospect List
4 The Sponsoring Club is responsible for three things... Startup Expenses Names of prospective members Support during first year(s) 4 Introduction Organizing and chartering a new Civitan club is one of the most rewarding service projects a club can accomplish. Searching for good people to join Civitan is one of the principles in the Civitan Creed My Eyes search for others to join in the fellowship and service of Civitan. Throughout the world, people are looking for opportunities to volunteer their time through community service. They also want to enhance their personal and professional skills, meet new friends, and network with business associates. Civitan clubs provide these opportunities. This manual outlines the entire process of how to build a new Civitan club. It is designed for use by a club building team along with a sponsoring club to accomplish the process in six to eight weeks. Please read this entire manual before beginning. Examples of materials to assist with recruitment and communication are provided. All forms needed to charter a new Civitan club are included in this manual. Plus the New Club Building CD, available from the Civitan International Membership-Leadership Department, has sample newsletters, s, letters, forms, and more. Simply us at or see our order form on page 12. The Basics Club Building Team A new Civitan club is chartered primarily by a club building team that consists of two to five Civitan members who are accredited or certified club builders. Accredited Club Builders are members who have completed Civitan International s New Club in a Box Seminar (or New Club Building Seminar). Certified Club Builders have attended the seminar and earned credit for chartering at least one new Civitan club. Occasionally someone can earn credit as a club builder before attending the seminar. However, this person must complete the training within one year of the charter ceremonies before he or she is officially recognized as a Certified Club Builder. The club building team is the driving force of the entire new club building process. Each member of the team offers unique skills in accomplishing the goal of chartering a new, quality Civitan club. Therefore each team member needs a copy of this manual and should read it and have it on hand during the organization of a new club. Recognition for the team s accomplishments is the Certified Club Builder s Blazer. This navy blue blazer with the CCB crest insignia is known throughout Civitan International as the uniform of Civitan success! The number of recognized club builders is based on the number of charter members in the new club: Up to three builders are recognized for a new club that charters with members. Up to four builders are recognized for a new club that charters with members. Up to five builders are recognized for a new club that charters with 40 or more members. It is best to determine recognition order at the beginning of the building process to avoid any conflict. Example: When a five-member club building team charters a new club with only 30 members, each builder already knows who is to receive credit as one of the four recognized builders. The district governor along with the district board makes the final determination of who receives CCB credit when a new club has chartered. Sponsoring Club(s) A club chooses to sponsor a new club when several members are interested in club building. These members, or club builders, depend on the sponsoring club as a foundation for support services. The sponsoring club s board of directors should approve and fully support the efforts of the club building team. Even though two to five individuals assume the responsibility for doing the tasks of building the club, they need the support of the entire club. The sponsoring club provides three basic services: Provide financial backing between $300-1,000 for start-up expenses. Provide names of prospects that fellow members know in the target area. Provide ongoing support through joint projects and socials. Expenses: Budget for all expected expenses including postage, printing, meal costs (or snack costs), publicity, Civitan supplies, and gifts. The sponsoring club is continuously compensated for the $300- $1,000 investment by the projects and activities the new Civitan club completes in the community. Two clubs may jointly sponsor a new club to share building expenses. Members Support: The involvement of all members of the sponsoring club greatly assists the building team. Several members of the sponsoring club should attend each pre-charter meeting to support the efforts of the team. Also they should provide the building team with names and information about prospective members in the target community and bring these prospects to a pre-charter meeting. Support during First Year(s): Contact and maintain continuous communication with the new club s officers. Appoint a new club development team to assist and coach the officers during its first full year as the club strives to earn Honor Club recognition. When
5 the club is in a nearby community, plan and conduct joint meetings, projects, and social events that may become annual occasions. Minimum Number of Members to Charter Civitan International policy states that a minimum of 20 members is required for charter in Canada and the United States. (A minimum of 15 members is required in all other countries.) A new Civitan club chartering with 20 or more members can have up to 20 percent of its charter members as transfer, reinstated, or dual members. Charter membership is open to all qualified people for 14 days after the charter date of the new club. If a deadline is reached, such as the last day of the fiscal year, and the requirements are met for issuing a charter to the new club, charter ceremonies must be held within one month of the actual charter issue date. Site Selection and Location Site selection for the new club is an important decision when building a new club. Consider a site in a nearby or adjoining community or in a different area of your town or city. Two reasons why you want a site close by: 1. Communication between building team members and key people of your target area. 2. Frequent visits to the target community by members of the building team for site visits, to recruit prospects, and to attend pre-charter meetings. There are certainly times when pioneering in a distant community is in order, especially when you have a key person(s) in the community who is willing to take the lead in chartering the new club. New Club s Meeting Location and Time of Day When and where you conduct pre-charter meetings are important decisions. Often you can identify the best location and time of day by finding out when and where other successful service clubs meet in this area. Consider the following questions: When and where do other service organizations meet? How successful are these clubs in terms of membership and service projects? How much are members of these clubs paying for dues and meal charges? The Chamber of Commerce can assist you by providing information about similar service organizations. Many times selecting the same time and location as these clubs but conducting the meeting on a different day is a good formula to consider. Usually these locations offer affordable rent and meal charges and are convenient for people you want to attract into this new club. If plans are for pre-charter meetings to be held at a restaurant, meet with the manager to explain the intent and purpose of Civitan. Request a private room at no charge and a special meal rate. Most managers welcome Civitan and offer special meal prices for all attendees at the pre-charter meetings. Hotel chains and country clubs with private meeting room(s) are another option, but without a meal expense there is often a charge. When forming a social-evening club with snacks/refreshments, community centers or church family-life centers are great and usually allow you to bring in your own food. Also, banks, public utilities, and office complexes often have community rooms available for this style club. Success Tip: When organizing a meal club (precharter meetings that include lunch, breakfast, or dinner) consider this idea: Conduct pre-charter meetings (only) in a private room at the public library or community center where the location allows the team to bring in its own food. Then, either cater a light meal or assign a member of the building team to prepare the food (with expenses reimbursed). This approach offers a complimentary meal to prospects and charter members at each pre-charter meeting. After the new club officially charters, its meetings would be held at a restaurant, hotel, or country club that suits the style of club. This plan is announced from the outset so charter members and prospects are aware that this club is conducting its pre-charter meetings at one location, but once the new club charters it will conduct its regular meetings with meal included at another location. The average cost to provide meals for four to six pre-charter meetings runs approximately $350. Providing complimentary lunches can really inspire dedicated charter members to return each week with prospects. Furthermore, providing the meal or having it ordered lowers the club building team s or sponsoring club s out-of-pocket costs on meal expense. New Club s Profile Making good first decisions is an important task in building a new club. Photocopy Making Good First Decisions (on page 17-18) and use it as your guide when you review this section. You can even draft your new club s plan while you read. Name: The responsibility for naming the new club belongs to the building team. Waiting until you have 10 charter members and then voting on a name can create controversy before the club even charters. Therefore, the club builders should decide on a name before the first pre-charter meeting. Day and Time: Plan to conduct pre-charter meetings weekly during the organizational process. This stimulates the enthusiasm and momentum of the charter members to go out and recruit more charter members. It is more convenient to conduct pre-charter meetings on a different day of the week than your own club s meetings. 5 Letters, newsletters, and forms are available on CD in MS Word format. us for your copy at Club Profile Name of Club Day and TIme Member Make-Up Type of Club Cost Dates of Pre-Charter Meetings Date for Electing Charter Officers
6 New Club Summary Sheet Sample on Page 19 6 Member Make-up: Plan the member make-up of the new club. Will it be a club for both men and women, an all men s club, or an all women s club? Who is your target market group(s)? What will be the diversity of people business backgrounds, ethnic backgrounds, etc.? (Review Recruiting Important Ingredient, page 7.) Type of Club: Civitan clubs either meet during the day and eat lunch or breakfast at their regular meetings or meet in the evening and eat dinner or have snacks/refreshments. Before your first per-charter meeting, decide when and where this new club will meet after it charters. Fees/Dues: Initially, the building team determines the charges for charter member initiation fees and the monthly/quarterly dues. Once the new club holds its election of officers, the board reviews this structure and can amend its fees for approval by the membership. There are six different options for initiation fees. Charter members can join as: new, transfer, reinstated, full-time undergraduate college student, former Campus Civitan transfer, or former Junior Civitan transfer. Dates of Pre-Charter Meetings: The building team determines all the dates for the pre-charter meetings and how many they plan to host. Our sample material on our new club model located in this manual is designed for seven pre-charter meetings with the eighth meeting being the charter ceremonies. Therefore, consider six to eight weeks of meetings. Date for Election of Charter Officers: Before precharter meetings begin, the building team tentatively selects the meeting date at which the election of charter officers is held. The election should be held two to three weeks prior the charter date/ceremonies. Responsibilities of Each Club Builder Club building is a great exercise in team work! Building teams consist of three to five Civitan leaders. It is important to divide building team responsibilities according to each one s strengths. Below are four team management levels for which a building team can outline responsibilities. The responsibilities under each title are inter-changeable, but it is important to develop a written outline of responsibilities for each person on the building team. (See checklist on pages to assign responsibilities.) Communications Manager Develop and print the Summary Flyer (sample page 19). Edit and a weekly newsletter (samples on pages 26-27). Edit and letters of invitation, follow-up, and congratulations (samples on pages 24-25). Edit and print weekly agenda (sample on page 21). Edit and print Charter Ceremonies Program (sample on page 28). Contact local newspaper(s) with press releases (samples on page 23). (All sample materials are available on New Club Building CD in MS Word format.) Meeting Manager Contact and schedule a speaker for each pre-charter meeting. Set-up meeting room prior to each pre-charter meeting. (Review section on items needed and meeting preperation on pages 7-8.) Coordinate payment for meals with meeting site manager. Serve as greeter at door be sure prospects sign in and list their address and phone numbers. Bring and coordinate door prizes for each pre-charter meeting. Administrator Phone prospects and charter members before every pre-charter meeting. (When list is over 20 people, assign a committee to help with this.) Coordinate phone committee (other building team members and have each member report weekly phone call results.) Be the Master of Ceremonies at each pre-charter meeting (sample agenda page 21). Collect all charter member applications with checks/cash for charter initiation fees (keeps funds/forms until bank account is opened). Contact Civitan International s Membership- Leadership department prior to opening the new club s bank account to ask them to apply for the new club s EIN (employee identification number) from the IRS (US only). Assist in opening new club s bank account with new club s treasurer and president on the signature card (after charter officers election). Fill out all the forms and administrative paperwork (pages 39-54). These easy-to-fill-in forms are also available on the New Club Building CD in MS Word format. Sales Manager Visit and meet prospective members in the target community. Schedule recruitment calendar: Building team members work in groups of two scheduling times to visit local businesses, churches, utilities, and chamber/city leaders. (Visit two weeks prior to first pre-charter meeting & possibly visit between pre-charter meetings.) Attend chamber meetings and public meetings to network and greet prospective charter members (four weeks or earlier prior to first pre-charter meeting).
7 Develop contact list of 75 or more prospects. Verify follow-up s and phone calls are being handled. At the end of each pre-charter meeting, encourage charter members to bring prospects to the next meeting. Develop a Summary Flyer (Charter Information Sales Flyer) Making good first decisions leads to the development of the building team s vision for this new club. The new club s Summary Flyer is the most important printed tool for advertising this new club. (Sample is on page 19, and an easy-to-update-and-print form is on the New Club Building CD.) This informational flyer outlines the goals of the new club during its formation and the operational plan for the new club after it charters. This information is important to prospective members when considering charter membership. They need brochures and facts about Civitan International, but local club information is a key to their decision to join. Recruiting Important Ingredient Fact: The best way to get prospects to attend and join a new Civitan club is go into the target community and meet the people. Bulk mailings have low results. Advertising in local newspaper(s) or on TV stations creates awareness about Civitan but does not always bring the desired results. However, greet-and-meet through the chamber of commerce meetings/socials is a great way to network the new Civitan club. We suggest that the sponsoring club pay for a one-year chamber membership in the target site s community as a gift to the new club. The chamber s fee for service clubs is usually a fair rate, but more important is the doors chamber membership opens when looking for prospects and community leaders. Chamber membership provides access to the chamber s membership directory as well as their meetings and socials. Builders should plan to attend monthly meetings and socials of the chamber before and during the recruitment/building process. Visiting businesses and companies is another important approach that results in bringing prospects to the pre-charter meetings. Most importantly, through these contacts the building team develops a list of people who are most likely to join this new club. Through follow-up s and phone calls this list becomes your source for recruiting charter members. Key Person: Identify a person in the target community that will help organize the new Civitan club. This person knows people and brings them out to join this new club. This person may evolve during the building process, but if he/she is known when you begin, it can make the process go more smoothly. The chamber of commerce and the city officials may offer names of individuals. Many times the sponsoring club members have a contact in the target community the builders can attract. Especially when organizing an evening club, identifying a key person influences the time it takes to reach charter strength. Follow-up: s, phone calls, and even stop-backby visits are important when organizing a new Civitan club. It lets people know that they are a key ingredient to something special and new in their community. Whether they live or work in the target community this offer does not come their way often enough. Therefore your follow-up is crucial to attaining 30 or more charter members. We have several sample follow-up s and letters in this manual on pages and on the New Club Building CD. Pre-Charter Meetings Showcase Civitan. Each meeting should showcase Civitan since many prospects are learning about Civitan for the first time. How you conduct each meeting determines whether prospects join the new club and ask others they know to come learn about and also join the new club. Every pre-charter meeting is important. Although the first one is always the most exciting, it is the job of the building team and sponsoring club to make every meeting worthwhile. There are three series of steps in conducting good, quality pre-charter meetings: preparation, the actual meetings, and follow-up between meetings. Meeting Preparation The following items should be handled prior to each pre-charter meeting (these duties are listed for the Meeting Manager in the builders responsibilities list): Plan a one and half hour meeting. Normally precharter meetings with a social or meal last an hour to an hour and a half. Usually, the first thirty minutes are dedicated to social time with meal or snacks and refreshments. (To save time have as much of the meal pre-set as possible and never plan for guests to order off the menu.) Plan a written agenda. Know who is leading each part of the meeting and what role each plays. (sample page 21) Contact those on the agenda well in advance to confirm their attendance and part on the program. Arrive 30 minutes prior to check the site and make sure it is properly set up, meals (if planned) are prepared, and method of payment is arranged. Civitan Displays. Make sure the room is set up properly with lectern, sponsoring club banner, flag, and a Civitan welcome display table. The display table should include Civitan brochures, charter member applications, summary flyers, past newsletters, name badges, sign-in sheet (include phone numbers and s on sign-in sheet), black marker, ink pens and other items such as past issues of Civitan Magazine or district newsletter. Recruiting for Success- Recruiting is Important Recruiting New 7 Prospects during the Pre-Charter meeting period Identify Key Person Follow up with each person contacted
8 Pre-Charter Meetings Meeting Preperation Pre-Charter Meeting Checklist Pre-Charter Meeting Speakers Follow-Up communications during pre-charter period 8 Other items to check: Be familiar with the meeting room lighting and be sure that heat/air is functioning properly. Also, become familiar with operating the DVD/video player when using a Civitan video. Pre-charter Meeting Checklist Sign-in sheet at the door (include space for phone numbers & addresses.) Stick-on name badges & black marker (Civitan Supply House sells name badges.) Civitan display table (include items listed above under Civitan Displays.) Written agenda (Sample on page 21) Begin and end meeting on time. Have self-introductions. Have a quality speaker to make presentation about Civitan. Ask new prospects to join as charter members (Remember this is why they are in attendance.) Ask each new member to fill out charter application and pay initiation fee. (They can always bring a check to the next meeting.) Hand a charter application to those not joining and invite them back. Ask new charter members to try to bring two prospects with them to the next meeting. Hand out summary flyers and brochures to charter members and guests as they leave the meeting. Speakers at Pre-charter Meetings The meeting manager of the building team should line up speakers to present the Civitan story (program) at each pre-charter meeting. Good candidates are past and current district or international leaders. They have made these presentations before or even built new clubs. Each speaker gives a different/varied presentation of Civitan and what it has done for them. The builders can serve as keynote speaker, but it is also good to have Civitan leaders outside the building team make presentations. Civitan videos are good to use in place of a program speaker at some pre-charter meetings. Currently, Civitan International has an information video entitled: Civitan Leaders in Service. Also, current or old versions of Civitan TV make for a good informational program. Communications = Charter Members s and letters Weekly newsletters Phone calls Election of Charter Officers One of the most important decisions in organizing a new club is the election of charter officers. Election of the right leaders, especially president and president-elect, ensures the wellbeing of the new club dur- ing its first two formative years. The nominating committee presents a slate of charter officers for election including president, president-elect, secretary, treasurer, and three directors (see standard club bylaws pages 33-37). (Note: President must have been elected before announcement is sent out.) Suggestion: Since the building team knows the charter members better than they know each other, the builders should act as the new club s nominating committee. You can add charter members to the nominating committee if it seems necessary. Present the officers job descriptions at the third and fourth pre-charter meetings. Hand out 3x5 index cards and ask charter members to write down the office in which they might want to serve. During the nominating committee meeting develop an entire slate of officers and assign one builder to contact the nominees and find out if they accept the opportunity to serve as a charter officer of this new club. Once the slate is complete, conduct election at the next pre-charter meeting. New Club s Governance Documents Pursuant to Civitan International Policy, Civitan clubs in the United States are required to be incorporated. As the requirements of incorporation vary by jurisdiction, new clubs should contact the legal department at the Civitan International World Headquarters to obtain the necessary documents for incorporation. Canadian clubs should contact local counsel regarding the necessity of incorporation in Canada. All new clubs are required to adopt bylaws to control the operation of the club. The approved form of club bylaws is located on pages and is also on the New Club Building CD in MS Word format. Each new club must file Articles of Incorporation with its respective state (US clubs) and adopt its bylaws either before charter or during its first month as an official club. A copy of these governance documents must be sent to Civitan International to be placed in the club s permanent file. Additionally, new clubs may also adopt a policy manual to direct the specifics of club operation not covered in the preceding Articles of Incorporation or Bylaws. Questions regarding governance documents, their content, adoption, or filing should be addressed to the legal department at Civitan International World Headquarters. Administrative Details (Paperwork) One member of the club building team should be responsible for all the paperwork. Civitan International Membership-Leadership Department requires six forms to be filled out for the chartering of the new club. They are all in a form-fill format in MS Word on the New Club Building CD. This CD is available on the New Club in Box order form or you
9 can Civitan International for one at All forms are also located in the back of this manual. Forms for Chartering a New Club: 1. Request for Organizational Authority (ROA) is submitted to the district governor immediately after the first meeting, provided five or more prospects joined as charter members. After the sponsoring club president signs this form, the governor signs it and sends it to the Membership- Leadership Department where a file is started for this new club (pages 39-40). 2. Banner Order Form: The banner is a free gift from Civitan International to the new club. It takes a minimum of four weeks to process a new banner order, and we strongly suggest ordering it early so it arrives in time for the charter ceremonies. Many building teams order the new club s banner at the same time they report the ROA. (page 41) 3. Charter Supplies Order Form lists all the supplies given to the new club by Civitan International. To allow time for shipment, we need this form at least two weeks prior to the charter ceremonies for clubs chartering in the Untied States, three weeks prior for clubs chartering in Canada, and one month prior for all other clubs chartering outside of North America. (page 43) 4. Charter Presentation and Announcement Information Form: Civitan International designs, prints, mails/ s an announcement to invite club presidents and district officers in your district to attend the charter ceremonies of the new club. The announcement is copied to international board of directors, district governors, and governors-elect. Please report this form in a timely manner so leaders throughout your district can plan to attend the ceremonies and/or send congratulatory messages. (page 45) (Note: Election of president must be held before announcement is sent out.) 5. Certification for Chartering a New Civitan Club: (pages 47-48) This form reports charter officers of the new club, when they were trained, when and where the club meets, and the lieutenant governor or area director for the new club. When this form is submitted, please attach a copy of the club s budget, a newsletter, and the approved legal documents (bylaws). 6. Charter Membership List: The check to cover the charter members initiation fees and liability insurance should be submitted at the same time as this official listing of all charter members in the new club. Be sure to include the member s address, phone numbers, address, and sponsoring Civitan in the appropriate sections. If the charter member is a transfer or reinstated member, please list his or her former Civitan club and approximate dates of membership. Past Junior Civitan members and Campus Civitan members are considered transfers. (pages 49-54) Civitan International wants all original charter member applications to place in the new club s permanent file. Mail these with charter member list or within 30 days after the charter ceremonies. New Club s Framed Charter Civitan International sends the new club s framed charter (the club s license to operate) to the district governor. A check for a minimum of 20 charter members along with proper paperwork must be reported before the charter is shipped. CI can ship all charter supplies and make the charter celebration announcement prior to receiving the funds and charter member list. However, the new club s framed charter is sent to the governor only after CI receives minimum funds and completed charter member list. Sponsoring Charter Members Credit for sponsoring a charter member should go to the person who is responsible for recruiting him or her into the new club. This is important information for the records of Civitan International and credit should always be assigned to the proper person. Charter members may receive credit for sponsoring other charter members, but a member cannot sponsor himself/herself. Opening Banking Account/EIN Number (Employee Identification Number): When opening a new club s bank account you will be required to give an EIN (or tax ID number) for the new club. Civitan International applies for this number. Simply telephone or the Membership- Leadership Department of Civitan International, give the name and charter date for the new club, and ask them to apply for the number. Civitan International Membership-Leadership Department sends a copy of the EIN confirmation letter from the IRS to the new club s billing contact. Incorporation of New Club The new club should be incorporated with the state or province in which it is located. Usually this can be done online. If assistance is needed, contact an attorney. If possible consult an attorney who is a district officer, a member of Civitan, or a charter member of the new club. Initial Officer Training Charter President and President-Elect Training: Training is the key component to the success of a new Civitan club. The charter officers should receive a job description and complete the initial officer training requirements. It is the district s responsibility to set up initial training for the charter president and president-elect. Civitan International provides materials to the trainer(s) upon request. The Certified Sample forms for Chartering a New Club can be found on pages Letters, newsletters, and forms are available on CD in MS Word format. us for your copy at 9
10 Civitan International presents each charter member a beautiful certificate. See a sample on page Club Building Team as well as the New Club Development Team should assist in coordinating all initial training. The New Club Development Team members continue the on-the-job training by attending the first and subsequent meetings of the new club s Board of Directors and advising these leaders. Online Secretary and Treasurer Training: The club s secretary and treasurer handbooks are available online and may be downloaded. Go to and click on Leadership Training in the site listing. Then choose either Secretary Resources or Treasurer Resources. The secretary and treasurer should read and review the handbook prior to completing the online certification test for the position they hold. Each position must take the online test to earn his/her certification. Charter Member Orientation Session: The Charter Member Orientation Session is an educational program with PowerPoint and script conducted by a Civitan leader from outside the club. Schedule this speaker presentation program at one of the club s regular meetings during the first quarter after charter in lieu of a guest speaker. Post Office Box for New Club Consider acquiring a permanent post office box mailing address for the club. Usually the billing contact or president is listed on the box. (Indicate on the Certification for Chartering the club officers who should receive their mail at the club post office box.) Budget Since the new club may have limited income in the beginning, preparing a budget may seem difficult. However, it is important to develop a budget to give the club s board direction on how to allocate funds. The club builders should assist the club in developing a budget either before the charter or within the first quarter after its charter. A sample budget is provided on pages and is also on the New Club Building CD in MS Word format. Charter Ceremonies To make the charter ceremonies a memorable time and a first-class occasion planning and preparation are essential. A sample agenda showing the features to be included in the ceremonies is on page 28. Following are suggested elements the building team should consider in preparation for the charter ceremonies. Schedule the charter ceremonies when most of the charter members can attend. Order charter supplies in a timely manner so you have everything for proper presentation. (Banner takes 3-4 weeks.) Document this special event with a printed program. (Sample on page 28. CI Supply House has program covers available for a reasonable fee.) Contact everyone on the program and explain their roles and time limits. Invite local newspaper(s) to attend for publicity. Also, be sure someone takes pictures of the ceremonies. Make meal arrangements: When setting the price add $1.00 for new club s treasury. Everyone (including distinguished guests) pays his/her own way at the charter ceremonies banquet. Room set-up: We suggest not using a head table since the charter members are the guests of honor. Set up the room in rounds of eight to ten people each. Place lectern in front of the room with a sixfoot table behind it for charter supplies. Have a welcoming committee of sponsoring club members at the door. The charter treasurer along with an assistant collects meal cost. Also, consider having a sign-in book for a memory keepsake. A good speaker should be Master of Ceremonies. Introduce all guests. Ask a qualified Civitan to initiate the charter members. Ask a qualified Civitan to install the charter officers. District Governor presents the charter to the charter president. (Confirm the governor s plans to attend.) Conduct a special presentation segment as part of the ceremonies. Building team presents the charter president with the new club s banner, bell and gavel, and/or other Civitan supply house gifts and representatives from other clubs present monetary donations. Arrange for a good keynote speaker to present a Welcome to Civitan. Ask charter president to make a few comments and adjourn meeting. Recognition Certified Club Building Team Civitan International Policy states that up to five team members can earn credit for building a new Civitan club. Each certified member of the building team receives the Certified Club Builder s blazer with insignia. The number of building team members that can receive recognition depends on the size of the new club as follows: For a new club that charters with members, Civitan International recognizes up to three accredited/certified club builders. For new club that charters with members, Civitan International recognizes up to four accredited/certified club builders For new club that charter with 40 or more members, Civitan International recognizes up to five accredited/certified club builders.
11 Recognition Process The building team should already have a priority system in place for who the fourth and fifth builders are before they begin the new club. The district governor is the final authority in determining who receives credit for building a club. If needed, the governor may approach his/her board for final approval. The district governor is responsible for reporting the CCB blazer order form to the Membership-Leadership department with proper sizes. The governor presents club building recognition at the next district-wide meeting/convention. Civitan International policy states that builders blazer recognition should not occur at charter ceremonies of the new club. CCB Blazer Cost Civitan International covers the cost of one club builder s blazer if the new club charters with 25 or more members. Cost of additional blazer(s) is covered by the district, sponsoring club or in rare cases by the individual. CCB Gold Stars When a Certified Club Builder earns credit for building his/her second though fourth new clubs, he/she receives a gold star to display on the blazer. Master Club Builder s Blazer When a Certified Club Builder earns credit for his/her fifth new club and all other new clubs are in good standing or have maintained their charter status for five or more years, he/she receives the Master Club Builder s gray blazer. This blazer is looked upon as the honor key of club building. Master Club Builder recognition is presented at the Civitan International annual convention and an article is written about the individual in the Civitan Magazine. Master Club Builder Executive Level When a Master Club Builder earns credit for his/her tenth new club and all other clubs are in good standing or have maintained their charter status for five or more years, he/she receives Executive Level recognition. The Executive Level, the highest recognition for club building, is presented at the Civitan International annual convention. Recognition includes a special executive level insignia for his/her gray blazer, a plaque, waived international convention registration, and an article about the individual in the Civitan Magazine. New Club Development Team The district governor is responsible for appointing a New Club Development team to work with the new club s officers during its first full year of activities. This usually is done before the charter ceremonies or within the first 15 days after the charter. This two-tothree-member team works with club officers and should attend board meetings of the new club as well as regular meetings. New Club Development Handbook This handbook, provided by Civitan International, is an effective tool for helping the new club get started. Copies of the handbook are mailed to the charter president and one development team member. It comes with a resource CD that contains samples and examples of the many items a new club needs to accomplish the administrative duties of the new club. Conclusion You may achieve many goals and accomplishments in Civitan, but few will have as positive impact as starting a new Civitan club. While you read this manual you may not realize it, but a new Civitan club impacts so many people it is truly an extraordinary accomplishment. When you decided to build a club, you may not have realized how many lives would be touched and the impact the club would have on the community. Below is a short list of projects new clubs have accomplished within the first two years of their existence: Placed handicap playground equipment in city s public park. Sponsored Christmas Festival. Built wheelchair ramps. Donated and installed carport over handicapped person s driveway. Sponsored Junior Civitan clubs in local high schools. Sponsored high school students to Youth Citizenship Leadership Seminar. Purchased air conditioner for humane society. Provided gifts and food for under privileged families during the holidays. Hosted chili cook-off. Held canned food drives. Held winter coat drives. Sold fruit cake, and/or Paula Deen s spice kits. Placed over 30 candy boxes in the area. Ran an ice cream stand at an Independence Day celebration. Conducted bingo games at local senior citizens center. Now consider how many lives would not have been impacted through a great organization like Civitan if someone like you had not built these new clubs. Your vision of chartering a new club is much bigger than reaching charter strength. As a result of your vision to build a new Civitan club, many people are given the opportunity to make a difference in their community and the world. Recognition CCB Blazer CCB Gold Stars Master Club Builder s Blazer Master Club Builder Executive Level 11
15 Check List for Building A New Club Process and Procedures for Chartering New Clubs Select target community. Discuss new club opportunity with key people of the target community. Commitment from key people is very important! Contact local political officials (mayor), chamber of commerce, community leaders. Acquire information about successes of other service clubs established in the target community. Conduct initial planning meeting with club builders and sponsoring club officials. Set goals, strategies, timelines and assign building team appointments. Appoint builder to: Write letters of invitation, welcome, and follow-up. Set up room before each pre-charter meeting, welcome people, and handle meal payments. Write weekly newsletter and to prospects and charter members. Serve as master of ceremonies at each pre-charter meeting. Arrange quality speakers to make a presentation about Civitan at each pre-charter meeting. Fill out the official forms and order all supplies. Phone charter members and prospects before each pre-charter meeting. Set timelines for all builders to recruit professionals from the target community to attend pre-charter meetings. Plan Club Building Strategies and Develop new club summary flyer using the information below. Determine club name. Determine meeting dates for five to seven weekly pre-charter meetings. Determine meeting place, time of meeting, food arrangements. Request that sponsoring club cover cost of meals for all first-time prospects. Set charter date and banquet/luncheon fee. 15
16 Helpful Hints 1) Emphasize importance of being a charter member. 2) Emphasize the importance of each member recruiting other members and the future recognition they receive for sponsoring members. 3) Distribute recruitment flyers, summary sheets, and brochures as charter members and prospects leave each pre-charter meeting. 4) Arrange for the District Training Coordinator to train all charter officers. 5) Assist president in appointing other charter members to club positions. 6) Determine community projects of interest to charter members and emphasize projects for people with developmental disabilities. 7) Appoint a New Club Development Team to assist new club during its first months of operation. 8) Assist charter officers in planning first year activities using the International Honor Club Application as a road map. Determine charter initiation fee and quarterly dues and if dues include meals. Set goal to charter with minimum of 35 members. Determine meeting time and place after charter ceremonies. Determine date to elect officers and approve constitution and bylaws. (Fourth or fifth meeting) Set goal for a future visionary project for the new club. Recruit prospective members. Prior to first pre-charter meeting set two weeks for recruitment and publicity activities. Attend chamber meetings and afterhours socials to network and promote. Visit business officials to discuss the opportunities of joining as charter members. (Recruit in groups of two for the best success.) Leave new club summary flyer and Civitan brochure (CL101) with each prospect. Send follow-up invitation letters to all prospects. Place Civitan meeting announcements in key locations: businesses, restaurants, grocery stores, churches, chamber of commerce, courthouse, and other key places where people go. Take announcement to radio stations, newspapers and request free public service announcements. Conduct pre-charter meetings with professional atmosphere. Start and end all pre-charter meetings on time. Prepare display table at door to private meeting room. Include all necessary items (see page 8 in Manual). Prepare an agenda for each meeting (see sample on page 21 in Civitan Club Building Manual). Ask new members to fill out charter member applications. (They can bring check to next meeting.) Hand application to prospects not joining to show you really want their membership. Correspond with charter members, prospects, and key people between each pre-charter meeting. /mail newsletter to all prospects and charter members. /mail welcome letter to all new charter members the day after pre-charter meeting at which they join. /mail follow-up letter to all prospects that came but did not join. (Include charter application.) Phone all charter members and prospects the day before each pre-charter meeting. Organizational meeting during fourth or fifth week (Elect charter officers and approve club constitution and bylaws) Builders serve as the nominating committee. Select charter club officers carefully and have only one nominee for each office. Prepare standard form of bylaws for approval. (Sample in Club Building Manual). Charter Ceremonies Schedule charter ceremonies at a time when most of the charter members can attend. Involve members in planning charter banquet. Order charter supplies early for proper presentation. (Banner must be ordered four weeks prior to charter ceremonies. All other supplies may be ordered two to three weeks before ceremony.) Report all forms to international in timely manner. Invite local dignitaries. Assign builder and charter members to secure and arrange decorations. Assign builder to arrange program. (See sample on page 28 in Manual). Develop printed program. (See sample on page 28 in Manual). Designate charter treasurer and member(s) to welcome at door and collect banquet fee. Have all in attendance sign a registration book. Secure plaque from governor or sponsoring club listing all charter members. (Great gift) 16
17 Making Good First Decisions Club Building Check List Before First Pre-Charter Meeting in your Target Community Make copies of this check list to use in planning the entire building process with your team. Tasks To Be Completed Determine New Club s Name: Type of club to be built in this community: Breakfast Lunch Dinner Social Traditional Special Interest: ACTION Leadership Recreation Select possible meeting sites in the community for holding pre-charter meetings. Names and managers: Select formation dates: Select date for election of club officers: Select charter date: Determine initiation fee: Determine quarterly dues: Do dues include meals Yes No Determine meeting times after charter: Select newsletter editor while club is chartering: Select builder to write and send letters of invitation, follow-up, and congratulations: Develop one-page bullet-points recruitment summary flyer: Develop list of speakers for each pre-charter meeting: Select person to be in charge of room set-up prior to each meeting: Does he/she have all the necessary supplies, for example brochures, name badges, lectern, sign-in sheets, applications, etc.? Yes No Select builders to call and remind about meetings: Determine visionary community project for the new club: Determine who will contact Chamber of Commerce: When How 17
18 Determine who will contact mayor or city manager: When How Determine which community leaders should be contacted: By Whom When How Plan for builders to attend all chamber functions for recruiting and promoting the new club. Set up times to visit local merchants and businesses before the first pre-charter meeting: Teams of two: Dates: Local businesses to contact: Plan meeting with sponsoring club: (Ask for two supporting members to attend each pre-charter meeting.) Plans to meet with media representatives: 18
19 Anytown Civitan Club A Community Service Opportunity Worthy of Your Time Goal: Charter as an official Civitan Club on the evening of March 10, with a minimum of 35 charter members! Club Mission: To provide fellowship, community knowledge, personal development, and networking opportunities to its members and service to its community with an emphasis on helping people with developmental disabilities. Club Formation Dates: Organizational meetings on Tuesday, January 20, 27, February 3, 10, 17, 24, and March 3 at Sonny s Restaurant, 123 Park Street. Meeting Times: Organizational meetings begin at 12:00 noon and should adjourn by 1:00 P.M. Our networking buffet lunch begins at 11:30 AM. This will also be the schedule for the club following charter. This Summary Goals Flyer is available on a CD from the Membership/Leadership Department in an easy to update Microsoft Word document. your request for a copy to Agenda: Each organizational meeting includes an upbeat program about Civitan and how the new Anytown Civitan Club benefits you and the Anytown community. Meals: We provide the buffet lunch free of charge to all first time prospects at each organizational meeting. Lunch will be $8.00 at each additional organizational meeting. The meetings after the charter banquet will include lunch. Elections: Election of the Charter Officers is on February 24. Bring People You Know: We urge each charter member to bring a minimum of two prospective charter members to each organizational meeting. We provide lunch for all first time prospects at no charge. Charter Membership Initiation Fee: $25.00 per person. Sponsoring Club: Anycity Civitan Club. Information Contact: Tom Parker (B) (R) Barbara Jones.... (B) ext. 102 (R) Anytown Civitan Club A Community Service Opportunity Worthy of Your Time General Operations after Charter Date: Meetings: Twice a month on the second and fourth Tuesday Time: 12 Noon Where: Sonny s Restaurant Dues/Fees: New Member Initiation Fee: $25.00 Quarterly Dues: $65.00 per quarter (includes six meals, local, district, and international dues). Pay annually $240 and save $20. Meeting/Project Overview: We feel it is very important to have a quality speaker of interest at every meeting. Project ideas come from the members through the approval of the club s board of directors. The club holds a short business session at each meeting with updated reports on activities of the club and future project opportunities. The entire club s membership approves the club budget and elects officers for the following year at an annual business meeting. Attendance: Meeting attendance is NOT mandatory but we suggest all members attend 60% or more of the meetings. Vision of the club: To provide hands-on community service projects and give financial support to projects benefiting people with developmental disabilities. To give area businesses the opportunity to encourage employee volunteerism and to extend their corporate community involvement. Prospect-Guest Attendance: We urge each member to bring a prospective member to a meeting each month. All first-time guests meals are compliments of the club. Members are also urged to bring prospective members to projects or socials. 19
20 Suggested Charter Initiation Fees For All New Civitans International Initiation Fee $15.00 Annual Liability Insurance $2.50 Club Initiation Fee $7.50 Total $25.00 Members Who Transfer Into The New Club Pay No International Initiation Fee... $0.00 (Waived) Annual Liability Insurance $2.50 Club Initiation Fee $7.50 Total $10.00 Former Civitans Who Join Again International Reinstatement Fee $5.00 Annual Liability Insurance $2.50 Club Initiation Fee $7.50 Total $15.00 Former Members of Junior Civitan and Campus Civitan Pay No International Initiation Fee $0.00 (Waived/Transfer) Annual Liability Insurance $2.50 Club Initiation Fee $7.50 Total $ Full-Time Undergraduate College Students Reduced International Initiation Fee $5.00 Annual Liability Insurance $2.50 Club Initiation Fee $7.50 Total $15.00