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| How to start a club |
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06/22/08
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For information concerning the following, e-mail www.pachyderms.org
>www@pachyderms.org
How to Start a Pachyderm Club
Club Start Guide
I - General: It only takes one person to start a club: Begin by contacting the local GOP Chair and Republican leaders to seek their assistance.
Step 1
Once you have decided to start a club, ask three to five others to join you as a Steering Committee. CAUTION: Some persons when asked about starting a club will say, "I'll check around and see if there is any interest in a club." This is normally not the way to start anything! REMEMBER, LEADERS CREATE INTEREST-Leaders start things moving. Find out if there are factions within the local Party. If so, try and have at least the major factions represented on the steering Committee. REMEMBER: Pachyderm Clubs should be a "unifying" force for the Party. Step 2 - Schedule a meeting of the Steering Committee.
Accomplish the following at the first organizational meeting:
Explain Pachyderm Clubs. References: The "WHAT" and "WHY" sheet; "JOIN the TEAM" pamphlet. Sign-up those present as members. Select a temporary club treasurer, who will start a bank account. The treasurer collects the dues at this and subsequent meetings. He or she forwards the National Pachyderm Federation's portion of each member's dues to headquarters along with their name and address. The National Pachyderm quarterly is mailed from headquarters. Forward member's dues soon after receiving same so they will he on the mailing list. Send Preliminary Club Charter Application to Headquarters. Select a name for the club. Examples: "Columbia Pachyderm Club," "Marion County Pachyderm Club"-"______Area Pachyderm Club." Remember: The Steering Committee takes the necessary actions to get the club organized. You can now make up a letterhead. Actions can always be modified at a later date if need be. Determine the type club. Will the club meet weekly at noon, monthly at noon or evening? Most civic clubs start with a noon meeting club -copy what other successful clubs do in your area. (All Pachyderm Clubs have memberships for men and women). Adopt the STANDARD club by-laws. Selection of Officers. The Steering Committee selects the president, secretary and treasurer. They may also select a V-P-Programs, and a V-P-Memberships, and others. Serving as the Nominating Committee they may invite nominations from among the paid members and then elect the remainder of the club board at an early club meeting. These officers serve the first year of the club. The initial officers and board member's term, selected after August first, shall be for the full year next. Otherwise, elections must be held in November. (National By-Laws, IV-6) Select the date, time and place for the next meeting. Determine the cut-off date for charter members. This date is usually between 30 to 90 days after the first club meeting. A good method is to schedule the club's first installation banquet as the cut-off date. Thus, new prospective members can attend the banquet and become charter members. Establish a temporary club address. A P.O. Box is recommended as a permanent address. (Important for the club letterhead and is a mark of being organized.) Firm up plans for: "Invitation to Join" letter and press releases. And ask all present members to contact at least five others to attend the next meeting and to carry five or more membership applications for signing up new members.
Step 3 - The Second Organizational Meeting.
If the Steering Committee has accomplished the items listed above, and if invite-to-join letters, phone calls or other get-out-the-Republicans activity has taken place, then this second meeting can be the kick-off meeting of the club. (The Steering Committee can always hold other committee meetings to firm up plans). Some things to be done at this second or kick-off meeting: (1) Announce the temporary officers and report on nominations for the election to take place at the next meeting. Invite suggestions, input for the Steering/Nominations Committee. (2) Announce the date, time and place for regular club meetings. Some weekly meeting clubs meet on Friday noon because the state legislators are usually off on Fridays. This permits current reports from legislative members. Reminder: See what other successful organizations in your area do-why not copy success. They have probably already discovered the best places to meet. (3) Invite all present to complete a membership application. Distribute extra copies and ask them to sign-up five new members before the next meeting. Ask for the dues payment. The first dues to National Headquarters will start the flow of club materials. (4) Announce the program for the next meeting It is desirable to line up four programs or more ahead so these can be listed in your' "Invite-to-Join" letter and newsletter. Be sure that the program for this second meeting includes a review of what Pachyderm Clubs are about. II - Club Structure
1. A typical club's board of directors would include the following:
President: _________________
V-P _________________
2d V-P _________________
Secretary: _________________
Director (two with 2 yr. terms)__________________
Director (two with 3 yr. terms)__________________
Treasurer: _________________
Ex-Officio Director: (County or City Republican Chairman)__________________________
III. Other
Keep Pachyderm headquarters informed on your progress. Send the names and addresses of your steering committee and of your new club board. Member Dues. Clubs treasurers are directed to forward dues promptly along with names and addresses to the national treasurer. If a state federation exists, the club treasurer forwards the state dues portion to the state treasurer. Names and addresses need not be sent to the state treasurer, national headquarters provides lists for them. The National and state portion of a member's dues are listed in the Club Treasurer's Guide section of the Club Handbook. Report of Dues forms are furnished to club treasurers, however, DO NOT delay forwarding of dues for lack of a form, pencil and paper will do. Induction of a new member, includes presenting a lapel pin. Pins are ordered from Pachyderm headquarters. Organizational aids. After your Steering Committee has held its first organizational meeting and the letter of intent form has been mailed to headquarters, other organizational aids will be forthcoming. In the meantime, however many of these organizational tools can be downloaded using the links below. If you do not already have Acrobat Reader installed on your computer you can download it below at no cost. Acrobat is required to view or print the downloadable Pachyderm materials.
Club Treasurer's Guide Club Secretary's Guide Charter application Checklist Letter of Intent Standard club by-laws National Bylaws Club Handbook
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