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2018-2019Club Planning Calendar
Civitan Club Planning Calendar2018-2019
Review each month carefully. As the year progresses, you may want to look back at check points from previous months. We suggest you always look forward a month or two when plotting your times to accomplish key written and verbal communications.We realize leadership techniques are different and you may choose to vary from this planning calendar. However, successful club officers inform us if you use this important tool it will be invaluable to your club’s success.
GOOD LUCK AND THANK YOU FOR YOUR SERVICE!
August 2018Prior to Your Term of Office
CHECK EACH ITEM WHEN COMPLETEDFinalize Committee Appointments____ Appoint committee chairs and officers. Each should understand the job
expectations and the resources/support available from you and the club.____ Provide job descriptions to committee members for the coming year
(Descriptions are provided in the President Leadership manual)Committees ____ Determine club members’ interests and complete committee
assignments by August 11. If possible every member should serve on at least one committee.
Installation Ceremony____ This is the responsibility of the current President and Secretary. (They
should order pins, awards, etc., and invite an incoming district officer.)Club Officer Certification____ Attend one of the President/President Elect Leadership Workshops in
order to obtain certification. Membership ____ Find out if your club had a net gain or loss in membership in the last
year. When was the last time your club had a formal membership drive?
____ Brainstorm ideas with incoming officers on how the club can increase membership. Work with club membership chairs to develop solid growth plans. Set membership goals and dates of membership meetings each quarter.
____ Review the Membership Plan of Action which is due September 15 to district Governor-Elect.
Review Information and Materials____ Review a copy of the club’s constitution and bylaws. Become familiar
with the provisions.
Budget/Finances____ Review the club’s budget. Is it reviewed against expenditures and
income each month by the board of directors? Does the club stay within the overall budget and are there periodic revisions? Is the club in sound financial condition?
____ Meet with incoming and current Treasurers to review club’s financial status and develop a budget
for board approval.____ Schedule budget-planning session with board and committee chairs for
late September. Board must approve final budget before October 1.Club Newsletter/Bulletin ____ Meet with the newsletter/bulletin editor to review newsletter
format and details of distribution.Board of Directors____ Conduct planning meeting with outgoing & incoming Board. Review &
plan in the following areas: Service Projects, Fund Raising Projects, Membership Growth, Budget/Finances, etc.
AUGUST 2018MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30 31
September 2018Prior to Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Membership____ Conduct a 4th quarter membership meeting.____ Sponsor a member personally.____ Hold an initiation and orientation for new members.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be
included in the next issue. It should inform, praise, encourage, motivate, and remind.
Meet with Lt. Governor/Area Director____ Meet with current club President and the district Lt. Governor/Area
Director to complete the Year-End Conference Report due September
30.
Follow Up____ Confirm current or new Treasurer is sending dues notices to the
membership for the October - December quarter dues.
SEPTEMBER 2018MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1
2 3 LABOR DAY
4 5 6 7 8
9 10 11 12 13 14 15 CLUB MEMBERSHI
P PLAN OF ACTION DUE TO G-E'S
16 17 18 19 20 21 22 FALL BEGINS
23 24 25 26 27 28 29
30 District's Membership Plan of Action Due Area Director Year End Report Due All Club Officer Training Should be complete
October 2018During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Dues____ Pay quarterly district and international dues by mid-October. Club
Treasurer/billing contact should have received invoice.
Officer Materials____ Pass on past officer materials to incoming club officers.
Awards____ Review and complete the Honor Club Application and Club Competitive
Awards applications which are due by December 1.
Newsletter/Bulletin____ Coordinate with Newsletter Editor an article in the newsletter
highlighting the accomplishments of the past year and thank everyone for their support.
OCTOBER 2018MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 CIVITAN YEAR BEGINS!
2 DEADLINE: ADDS/ DELETES FOR 2017-18 YEAREND ROSTERS
3 4 5 6
7 8 CANADIAN THANKSGIVING DAY
COLUMBUS DAY
9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 OCT-DEC DUES DELINQUENT AFTER THIS DATE
26 27
28 29 30 31 Halloween
BOARD OF DIRECTORS MEETING TENTATIVE
November 2018During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Review____ Review minutes of past month’s board meeting.____ Evaluate past month’s club meetings and adjust as needed.____ Review September membership survey results from members. Phone
those who have not replied. Compile results and briefly report them at the next meeting to the entire membership.
____ Evaluate the work being done in standing committees.
Membership____ Review roster and determine non-attending members. Re-engage them
in club meetings and activities by setting up a phone committee to call them. Make sure they are also being sent club newsletters.
____ Review the progress on upcoming membership meeting organization. Meet with membership chair to discuss membership meeting and encourage all members to bring guests.
Follow Up____ Application for awards must be submitted to Civitan International by
December 1.____ Make sure all officers are reported as certified to Civitan
International. Certification is awarded upon completion of attending one of the President/President-Elect Leadership Workshops. (Deadline November 15)
Newsletter/Bulletin____ Contact the Newsletter Editor about information for the next issue. It should inform, praise, encourage, motivate, and remind.
HAVE A BLESSED THANKSGIVING.
NOVEMBER 2018MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3
4 SET CLOCKS BACK
5 6 ELECTION DAY (US)
7 8 9 10
811 VETERANS DAY (US)REMEMBRANCE DAY (CANADA)
12 13 14 15 DEADLINE
FOR CLUB OFFICER TRAINING CERTIFICATION
16 17
18 19 20 21 22 THANKSGIVING DAY (US)
23 24
25 26 27 28 29 30
December 2018During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Membership____ Review the plan of action/membership meeting timelines with
committee chair. Analyze results to date. With first quarter ending, determine if you are on target toward attaining your growth goals.
Finances/Budget____ Review the club financial status with club Treasurer/billing contact.
Make sure all bills are being paid to local, district, and international accounts.
____ Review the club budget and goals. Look for areas of success and also needed improvements.
Club Meetings____ Meet with President-Elect or Club Program Chair to review January –
March club meeting program. Work with them to ensure your club offers members a chance to enhance their knowledge.
____ Have a holiday social for members.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be
included in the next issue. It should inform, praise, encourage, motivate, and remind.
Follow Up____ Confirm Treasurer is sending dues notices to the membership for the
January – March quarter dues.
HAVE A WONDERFUL HOLIDAY WITH FAMILY & FRIENDS.
DECEMBER 2018MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 HONOR CLUB/AWARD APPLICATIONS FOR 2016-17 YEAR
82 3 4 5 6 7 8
9 10 11 12 13 14 15
16 17 18 19 20 21 WINTER BEGINS
22
23 24 25 CHRISTMA
S
26 BOXING DAY (CANADA)
27 28 29
30 31 DEADLINE: ADDS /DELETES JAN-MAR DUES BILLING
January 2019During Your Term of Office
HAPPY NEW YEAR!!CHECK EACH ITEM WHEN COMPLETED
Committees____ Contact committee chairs to arrange initial meetings with their
committees to formulate goals, action plans, and a budget for
the upcoming quarter. Ask for reports.
Membership ____ Committee should finalize plans for 2nd quarter membership
meeting.____ Encourage all members to bring a prospective member to the meeting.
Public Relations____ Work with club Public Relations Chair to send out press releases
about Clergy Appreciation Month activities which are held in the month of February.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be
included in the next issue. It should inform, praise, encourage, motivate, and remind.
Dues____ Pay quarterly district and international invoices/dues by mid-January.
JANUARY 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 NEW YEAR'S DAY
2 3 4 5
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21MARTIN LUTHER KING, JR. DAY
22 23 24 25JAN-MAR DUES DELINQUENT AFTER THIS DATE
26
27 28 29 30
February 2019During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
SNO-DO-TENTATIVE
SNO-DO-TENTATIVE
JAN 31 Postmark Deadline, Shropshire Scholarship Applications 2017-18 Quality Achievement Award Application Due
G-E Training
G-E Training-Birmingham-Tentative
Public Relations____ Offer any assistance to club Public Relations chair in relation to
Clergy Appreciation Week activities.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be
included in the next issue. It should inform, praise, encourage, motivate, and remind.
Meetings/Conventions____ Confirm dates and locations of district meetings and International
convention and announce them in upcoming club meetings. (President-Elect should be a delegate for your club at the International convention).
____ Determine/gain approval for club to contribute to financing delegate attendance, if this was not included in budget
FEBRUARY 2019JUNIOR CIVITAN APPRECIATION MONTH!
MONTHLY PLANNERSunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
83 4 5 6 7 8 9
10 11 12 13 14 VALENTINE’S DAY
15 16
17 18 PRESIDENTS DAY (US)
19 20 21 22 23
24 25 26 27 28
GOVERNOR’S UPDATE-TENTATIVE
UPDATE
C L E R G Y A P P R E C I A T I O N W E E K
March 2019During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Membership____ Review roster and determine non-attending members. Re-engage them in club meetings and
activities by personally contacting them. Make sure they are also being sent club newsletters.____ Conduct the 2nd quarter membership meeting.____ Sponsor a member personally.____ Hold an initiation and orientation for new members.
Awards____ Review the Honor Club application and Civitan International Awards program. Determine if your club is on
target.
Public Relations____ Begin planning Civitan Awareness Month activities for April.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be included in the next issue. It should
inform, praise, encourage, motivate, and remind.
Follow Up____ Confirm Treasurer is sending dues notices to the membership for the April - June quarter dues.
Club Meetings____ Meet with President-Elect or Club Program Chair to review April - June club meeting programs. Work with
them to ensure your club offers members a chance to enhance their knowledge. Encourage your chair to contact the Chamber of Commerce or other agencies to reserve speakers.
District Meetings____ Plan to attend spring district meeting.
MARCH 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
83 4 5 6 7 8 9
10 Set Clocks Forward
11 12 13 14 15 16
17 ST. PATRICK'S DAY
18 19 20 FIRST DAY OF SPRING
21 22 23
24 25 26 27 28 29 30
31 DEADLINE: ADDS/DELETES FOR APRIL-JUNE BILLING
BOARD OF DIRECTORS MEETING-TENTATIVE
DANCE-A-THON TENTATIVE
April 2019During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Civitan Awareness Month
Dues____ Pay quarterly district and international dues by mid-April. Club Treasurer/billing contact should
have received invoice.
Annual Club Election of Officers____ Conduct the election of 2019-2020 officers between April 1 and third week in May.
International Convention____ Finalize selected club members as delegates to the district and international conventions.____ Mail in registration forms for international convention to Civitan International.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be included in the next issue. It should
inform, praise, encourage, motivate, and remind.
District____ Meet with district Lt. Governor/Area Director to complete Semi-Annual Club Conference Report which is due
to Civitan International by April 30.
Committees____ Contact committee chairs to arrange initial meetings during the month with their committees to formulate
goals, action plans, and a budget for the upcoming quarter. Ask for reports during quarter.
Club Officer Certification ____ Pre-register club President & President-Elect for officer certification at one of the Leadership Workshops.
APRIL 2019CIVITAN APPRECIATION MONTH! MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 GOOD FRIDAY
20
21 EASTER 22 23 24 25 APRIL-JUNE DUES DELINQUENT AFTER THIS DAY
26 27
28 29 30 AREA DIRECTOR SEMI-ANNUAL REPORT DUE
May 2019During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Membership ____ Committee should finalize plans for 3rd quarter membership meeting.____ Encourage all members to bring a prospective member to your membership meeting.
Club Officer Certification ____ Pre-register club President & President-Elect for officer certification at one of the Leadership Workshops.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be included in the next issue. It should
inform, praise, encourage, motivate, and remind.
MAY 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 INTERNATIONAL HONOR KEY NOMINATION DEADLINE
2 3 4
5 CINCO DE MAYO
6 7 8 9 10 11
12 MOTHER’S DAY
13 14 15 16 17 18 ARMED FORCES DAY
19 20 VICTORIA DAY (CANADA)
21 22 23 24 25
26 27 MEMORIAL DAY
28 29 30 31
June 2019During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Awards____ Review the Honor Club application and Civitan International Awards program. Determine if your club is on
target.
Membership____ Conduct a 3rd quarter membership meeting.____ Sponsor a member personally.____ Hold an initiation and orientation for new members.____ Help new members get involved with club committees in areas that match their interests.
Conventions____ Finalize plans to attend district and international conventions.
Club Officer Certification ____ Pre-register club President & President-Elect for officer certification at one of the Leadership Workshops.
Reports____ Submit the new club officer report to Civitan International by July 1.
Supplies____ Start thinking about year-end supplies needed for installation, awards ceremonies, member recognition, etc.
Order early
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be included in the next issue of the
newsletter/bulletin. It should inform, praise, encourage, motivate, and remind.
Follow Up____ Confirm current or new treasurer is sending dues notice to the membership for the July - September quarter
dues.
Club Meetings____ Meet with President-Elect or Club Program Chair to review July - September club meeting program. Work
with them to ensure your club offers members a chance to enhance their knowledge. Encourage your chair to contact the Chamber or other agencies to reserve speakers.
JUNE 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 CLUB OFFICER ELECTIONS FOR 2019-20 COMPLETE
2 3 4 5 6 7 8
9 10 11 12 13 14 FLAG DAY 15
16 FATHER'S DAY
17 18 19 20 SUMMERBEGINS
21 22
JR CIVITAN INT. CONVENTION -TENTATIVE
23 24 25 26 27 28 DEADLINE: ADDS/DELETES FOR JULY- SEPT BILLING
29
30
July 2019During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Dues____ Pay quarterly district and international dues by July 20. Club Treasurer/billing contact should
have received invoice.
Installation/Awards Ceremony____ Work with your Secretary to make certain the supply order is submitted for items used by your club to
honor incoming and outgoing officers and other club leaders (officer pins, plaques, certificates, etc.), and allow three to six weeks plus shipping time for items requiring engraving. Invite incoming Lt. Governor or Governor-Elect to install incoming officers. Installation is usually conducted at the end of September or the beginning of October.
Club Election of Officers____ Deadline is July 1 to report 2019-2020 club officers to World Headquarters.
Membership
JR. CONV
____ Review roster and determine non-attending members. Personally contact members who have missed two or more meetings to avoid future deletion problems. Determine what their expectations are from the club. Make sure they are satisfied and show a desire to help them find an activity and become involved.
Meet with Incoming President____ Offer advice on areas of potential improvement in the club. Conduct a club assessment in August to help
develop goals for the next administrative year if incoming President request it.
Convention____ Plan to attend the Civitan International convention.
Committees____ Contact committee chairs to arrange initial meetings with their committees to formulate goals, action plans,
and a budget for the upcoming quarter. Ask for reports during quarter.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be included in the next issue. It should
inform, praise, encourage, motivate, and remind.
JULY 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 CANADA DAY 2 DEADLINE REPORT 2019-20 CLUB OFFICER ELECTIONS
3 4 INDEPENDENCE DAY
5 6
7 8 9 10 11 12 13
INTERNATIONAL CONVENTION-GREENVILLE SC
14 15 16 17 18 19 20
21 22 23 24 25 JULY-SEPT DUES DELINQUENT AFTER THIS DATE
26 27
28 29 30 31
August 2019During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Awards____ Review the Honor Club application and Civitan International Awards program. Determine if
your club is on target.
Membership ____ Committee should finalize plans for 4th quarter membership meeting.____ Encourage all members to bring a prospective member to the membership meeting.
Recognition____ Order any recognition awards for club from Civitan International supply house.
District____ Plan to attend district convention.
Newsletter/Bulletin____ Contact the Newsletter Editor about information that needs to be included in the next issue. It should
inform, praise, encourage, motivate, and remind.
AUGUST 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31
September 2019During Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Membership____ Conduct a 4th quarter membership meeting.____ Sponsor a member personally.____ Hold an initiation and orientation for new members.
Installation Ceremony____ See July “things to do”.
Newsletter/Bulletin
____ Contact the Newsletter Editor about information that needs to be included in the next issue. It should inform, praise, encourage, motivate, and remind.
Meet with Lt. Governor/Area Director____ Meet with current club President and the district Lt. Governor/Area Director to complete the Year-End
Conference Report due September 30.
Follow Up____ Confirm current or new Treasurer is sending dues notices to the membership for the October - December
quarter dues.
SEPTEMBER 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 LABOR DAY 3 4 5 6 7
8 9 10 11 12 13 14
15 CLUB MEMBERSHIP PLAN OF ACTION DUE TO G-E'S
16 17 18 19 20 21 FIRST DAY OF FALL
22 23 24 25 26 27 28
29 30
October 2019After Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Dues____ Pay quarterly district and international dues by mid-October. Club Treasurer/billing contact
should have received invoice.
President’s Materials____ Pass on president’s materials to incoming club President.
Awards____ Review and complete the Honor Club Application and Club Competitive Awards applications which are due
by December 1.
Newsletter/Bulletin____ Coordinate with new President and Newsletter Editor an article in the newsletter highlighting the
accomplishments of the past year and thank everyone for their support.
OCTOBER 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 CIVITAN YEAR BEGINS!
2 DEADLINE FOR ADDS/DELETES 2018-19 & FOR OCT-DEC DUES BILLING
3 4 5
6 7 CANADIAN THANKSGIVING DAY
COLUMBUS DAY
8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 OCT-DEC DUES DELINQUENT AFTER THIS DATE
26
27 28 29 30 31 HALLOWEEN
November 2019After Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
BOARD OF DIRECTORS MEETING TENTATIVE
Follow Up____ Application for awards must be submitted to Civitan International by December 1.____ Make sure all officers are reported as certified to Civitan International. Certification is awarded
upon completion of attending one of the President/President-Elect Leadership Workshops. Secretary & Treasurer should train online at Civitan.org. (Deadline November 15)
NOVEMBER 2019MONTHLY PLANNER
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
3 SET CLOCKS BACK
4 5 6 7 8 9
810 11 VETERANS DAY
(US)REMEMBRANCE DAY (CANADA)
12 13 14 15 DEADLINE FOR CLUB OFFICERS TRAINING CERTIFICATION
16
17 18 19 20 21 22 23
24 25 26 27 28 THANKSGIVING DAY (US)
29 30
December 2019After Your Term of Office
CHECK EACH ITEM WHEN COMPLETED
Follow Up____ Application for awards must be submitted to Civitan International by December 1.____ Make sure all officers are reported as certified to Civitan International. Certification is awarded
upon completion of attending one of the President/President-Elect Leadership Workshops. Secretary & Treasurer should train online at Civitan.org. (Deadline November 15)
DECEMBER 2019
MONTHLY PLANNERSunday Monday Tuesday Wednesday Thursday Friday Saturday
1 HONOR CLUB/ COMPETITIVE AWARD APP. FOR 2018-19
2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21 WINTER BEGINS
22 23 24 25 CHRISTMAS 26 BOXING DAY (CANADA)
27 28
29 30 31 DEADLINE: ADDS /DELETES JAN-MAR DUES BILLING
31 2017-18 QUALITY ACHIEVEMENT AWARD APP. DUE JANUARY 31, 2020