1 / 75

2012 - 2013 WOTM Training Session

Welcome to the WOTM Training Session! Learn about the responsibilities of elected officers, membership qualifications, and how to develop your chapter. Join us for an informative session packed with valuable insights.

messenger
Download Presentation

2012 - 2013 WOTM Training Session

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. 2012 - 2013WOTM Training Session Have you heard?

  2. Welcome • Introductions • Thank you for attending • Thank you Hostess Chapter Spread the word!

  3. Elected Officers • Please refer to pages 2–8 of the Officers’ Handbook • Chain of Command • TEAMWORK = Harmony • Communicate, Cooperate, Respect • Chapter Analyst Session Leader

  4. Paid Employees • No member of the Board of Officers shall be a paid employee of her respective Lodge • No Officer can receive compensation of any kind – including tips • The IRS views tips as wages • WOTM Headquarters will NOT make exceptions to this ruling

  5. Recorder Compensation • The Recorder may receive reasonable compensation as determined by the Chapter Board of Officers and membership • Compensation paid to a Recorder is subject to local government regulations • Refer to pages 21-23 of the Recorder’s Handbook

  6. Chapter Development Chairmen • Plan fundraising and social activities regularly • Chairmen’s Pamphlets • Fun, Fun, Fun! • Fundraising and Activities Books • WOW! – helpful hints and fun ideas • Chairmen = future leaders

  7. Standing Committee Chairmen • Special Occasions • Academy of Friendship - August • Star Recorder - September • College of Regents – November • Green Cap/Ways and Means - 4th Quarter

  8. Chairmen’s Responsibilities • Hold monthly committee meetings • Divide the chapter year into quarters • Share ideas and talents • Don’t discourage volunteers! • Present plans to the Board of Officers • Remit reports

  9. Special Committee Chairmen • Shall hold fundraising projects • Proceeds: ½ General Fund, ½ Committee Activities

  10. Membership Qualifications By Invitation ONLY! • Be a female person • Be 21 years of age or older • Not be a member of a terrorist group or recognized subversive organization • Not be a registered sex offender or convicted felon • Be of good character and capable of understanding the obligation of membership • Profess belief in a Supreme Being • Not have been expelled, suspended or rejected for membership by any chapter

  11. Gift of Membership • The Gift of Membership in the Women of the Moose is PERMITTED • DO NOT… • Pay dues for members just to keep them in the membership total • Pay dues without consent

  12. Membership Applications • Sponsor = Active member of the Women of the Moose • Active = dues paid current • Endorser = Active co-worker of the Chapter to which the prospective member is making application • Does NOT receive sponsor credit

  13. Membership Applications (cont.) ATTN RECORDERS: • Be sure to enter and transmit an enroll/ballot date for each accepted applicant • Clean-up “rejected” applicants regularly • Do NOT provide membership lists for commercial or business purposes.

  14. Application Review Committee • The Board of Officers shall NOT act as the Application Review Committee • Responsibilities • Review each application for completeness and accuracy • Determine if applicant is favorable • Thorough and impartial review • Orientation, Sponsor, Public Records • Sign the application

  15. Sponsor Information • Recorders should confirm sponsor information prior to transmitting the data • If a co-worker is working towards personal honors, the required number of candidates must be sponsored and enrolled into the Chapter in which she is attempting to qualify for honors between May 1 and April 30 • The credit for the new member is counted toward the Award of Achievement for the Chapter of the new member, not necessarily the sponsor’s Chapter

  16. Multiple Membership • Co-workers may hold membership in more than one WOTM unit at the same time • Complete an application • Remit fees and dues • Entitled to vote • NOT entitled to hold an installed position in more than one Chapter

  17. New Member Orientation • Proven Success!!! • Share your story with the group • How To… • Monthly Orientation • Joint meeting with LOOM • Informal • Family friendly • Officer/Chairmen participation • Use Mooseheart/Moosehaven videos

  18. Membership Incentives/Campaigns • Awards may be earned by sponsoring new member applications Final Year • Heart of Distinction • Sponsor 25 candidates between May 1, 2012 and April 30, 2013 • 25 Club Event • By invitation only to qualified members

  19. Transfers • Refer to Recorder’s Handbook – Page 6 • $10 Transfer Fee • Email communication • Request a read receipt • 14 days • Acceptance • Sponsor credit is NOT issued for transfers

  20. Reinstatements • Dues expired more than 12 months but less than 24 months – signed application required • May re-instate or re-enroll into her Chapter or re-instate into Allheart Chapter #3000 • Dues are NOT pro-rated • Applicant retains years of service • Applicant shall pay 2 or 3 years dues to bring her membership current • Refer to example on page 5 of the Recorder’s Handbook

  21. Re-enrollments • A former member who has been dropped for non-payment of dues 24 months or more after the expiration date of her last membership card must be re-enrolled • Submits an application • Remits fees and 1 year’s dues • Does NOT receive credit for previous years of service • Sponsor credit is awarded

  22. Centralized Dues • ALL dues payments (active or expired status) shall be processed through the Dues Processing Center U.S. Payments:Canadian Payments: Moose International Moose International Dues Processing Center Dues Processing Center PO Box 88065 PO Box 88067 Chicago, IL 60680-1065 Chicago, IL 60680-1067 Earmark all payments with member name and ID# • US and CANADIAN payments can be paid online at

  23. Automatic Deposits • Changes to the Chapter’s previously remitted Bank Authorization Form should be reported to the Finance Department immediately • The Bank Authorization Form can be found in the Members Area of the Moose International website • Pre-printed voided check must be attached – do not hand write a blank check

  24. Chapter Dues & Fees • Minimum Application Fee • Minimum Annual Dues Rate $20.00 • Chapters shall remit payments for new, re-enrolled and re-instated members to the Finance Dept. per the Statement of Account (a.k.a. Consolidated Statement) each month.

  25. Life Membership • $400.00 (US funds only) • Check or Money Order should be sent to the Dues Processing Center • Earmarked “LIFE MEMBERSHIP” and Member ID # • Co-workers may earn a life membership by enrolling 250 members or maintaining 50 years of continuous membership • May pay dues ahead equal to 50 years of service

  26. Membership Retention • Retention MUST be a primary function of ALL Co-workers • Utilize Keys To Successful Membership Retention book • Mailed to each Chapter in May 2012 • Available online – Members Area– WOTM section of the website

  27. Checklist for a Successful Year • Refer to: • Officers’ Handbook – Pages 66-73 • Recorder’s Handbook – Pages 29-37

  28. Chapter Policies • Policies shall: • Be in compliance with the General Laws of the Women of the Moose • Become effective upon approval • Be written in ink, typed or computer generated onto the official pages of the Chapter Minutes Book • Be available for all co-workers upon request

  29. Maximum Allowable Expenses • $ 0.30 per mile • $ 30.00 per day

  30. Disciplinary Procedures • Handled through the General Governor’s Office • Reasonable fines may be imposed by the Senior Regent

  31. Audit Training • 2-HOTT Session • Recorder, Secretary-Treasurer and Audit Committee are encouraged to attend • Audit Committee Guidelines • Visit www.mooseintl.org Members Area - Education and Training - Printable Materials • The Chapter Audit Committee MUST audit the Chapter records monthly

  32. Audit Training (cont.) • How to audit the records • Existence of Assets • Verify Expenditures • Savings and Investments • Verify Membership • Remit the Chapter Audit Report (or Service Chapter Audit Report) via email to wotmmail@mooseintl.org or fax to 630-966-2211 • Questions???

  33. Monthly Reports • Photocopy or electronically save ALL reports before remitting to WOTM Headquarters/Moose International • ALL reports must be received on or before May 1, 2013 – NO EXCEPTIONS! • Remit reports monthly • Forms 114/166 • Don’t forget Green Cap/Ways & Means • Include Chapter’s monthly community service activity on each Form 114

  34. Emailing Reports • Save Postage – Save Time wotmmail@mooseintl.org • Subject Line • C-number Form month/year Form Type • Examples: • C-3000 May 2013 166 • C-3000 June 2013 Audit

  35. Reporting Officer/Chairman Info. • After May 2, 2012 Officer and Chairmen information must be entered by the Chapter using the Officer Maintenance function from the Admin Menu • Updates required (including resignations): • Any Installation after May 2, 2012 • August 10, 2012 • February 10, 2013 • Prior to May 2, 2013

  36. International Co-worker of the Year • Do not write “NONE” on this form! • Required for the Award of Achievement • Required for Senior Regent to earn her Green Cap • To receive credit, form must be received on or before July 1st • Consider accomplishments of the last year only • Follow form instructions precisely! • Do not identify the nominee in any way • Complete entire form – attach member record screen shot & remember signatures

  37. Novice Co-worker of the Year • Required for the Award of Achievement • Required for Senior Regent to earn her Green Cap • To receive credit, form must be received on or before July 1st • Nominee Requirements: • Enrolled after July 1, 2009 • Sponsored and enrolled 3 or more members • Served on a committee • Attends meetings regularly

  38. Correspondence Women of the Moose Department/Name 155 South International Drive Mooseheart, IL 60539-1182 630-966-2211 (fax) • Please DO NOT include correspondence with monthly reports • Correspondence should be signed and include Chapter name, number, contact phone # and/or Email address

  39. Communication • Moose Leader • Official Communication Emails • WOTM Website

  40. PO Box • Highly encouraged, but not required • Mail must be addressed to a Moose unit • Chapter mailing address should not be the home address of any member

  41. Website • www.mooseintl.org • An important line of communication! • Officers/members should review the website at least weekly

  42. Endowment Fund • Collections shall be conducted at each Chapter Meeting and all Special Meetings • Remit donations to Moose Charities monthly

  43. Committee Activity Meetings • The entire Meeting Agenda shall be performed • CLOSED except Standing Committee Nights and approved open meetings • Round-table meetings are NOT in order • Dress code: OFFICERS shall wear business dress attire

  44. Committee Activity Meetings (cont.) • Should be FUN, inviting and welcoming • Be creative • Theme party • Guest speaker • Social time • Be the “hostess with the mostest” • Name badges, decorations, music, refreshments, etc.

  45. Board of Officers’ Meeting • Refer to pages 22-24 of the Officers’ Handbook • Shall be held at a convenient time & place • Not on the same night as the regularly scheduled 2nd meeting of the month • Exception: Emergency business • Drinking alcoholic beverages and smoking are prohibited during the meeting

  46. Board of Officers’ Meeting (cont.) • Discussing Proposals • Accepted • Rejected • Locked • Taking Minutes • Maintaining Confidentiality

  47. Joint Officers’ Meeting • Shall be held at least monthly • Build harmony with the Lodge • Establish good channels of communication • Discuss projects/activities • Minutes not recorded in Official Minutes Book

  48. Second Meeting of the Month • Should be held 2 weeks following the Committee Activity Night • Is a CLOSED meeting • Shall be conducted in order outlined by the Meeting Procedures and Agendas book • Financial Report • Monthly Reports

  49. Christmas in October • Can be held as an OPEN Meeting • Is a VERY SPECIAL occasion • Monetary Gift Walk

  50. Dispensations for Meetings • NOT REQUIRED… • By majority vote of the Chapter, meeting night/time may be changed • Notify WOTM Headquarters via LCL.net • To change meeting date due to holiday, conference or inclement weather

More Related