Ways Of Successful Youth Club IV

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Ways Of Successful Youth Club - IV
— Making Action Plan , Managing A Youth Club —

By: Gunachandra Kakchingtabam *

SOME STEPS FOR MAKING ACTION PLAN

Review last year's Action Plan/Activities. Try to find out why certain programmes were successful and others not successful. Discuss also the present needs of the club, its membership needs from the community and list the items which should be continued for the present year. Add suggestions of new items offered by members.
The executive committee should appoint a planning sub-committee. The sub-committee members should be chosen as far as possible according to their interests. The committee should examine all preliminary materials, check and survey the needs of the club, study suggestions and set up a tentative programme of work including goals and ways and means of accomplishing. The executive committee members should meet with each sub-committee members to assist in formulating programme of work phase-wise.
Exchange ideas about action plan with neighboring youth clubs also and see how best integrating plans with other.
Having discussed the draft plan in the general body meeting adopts the final plan and assign or responsibilities to individual groups for each major item (giving specific time frames to complete the task.)
The club secretary should monitor the progress at regular intervals and present reports to the president/executive committee.
Action plan and its progress should be prominently displayed for the information. The making of an action plan is on-going progress. A plan should be from April to March of the following year. Work should begin on the draft plan well in advance, say be January/so that by March it is finalized. A copy of the plan should be dispatched to the district authority.

"MANAGING A YOUTH CLUB"

General body of the youth club shall comprise of all bonafide members of the club. The Annual Action Plan (AAP) and the annual budget shall be placed before the general body for approval. Accounts for the previous year must also be passed by this body.

The president will call the meeting of General Body (GB) at least twice a year.

Executive Committee:
FUNCTIONS:

Policy making, implementation of programmes, administration of the Youth Club.

MEMBERS:

Youth Club President
Vice President
Secretary
Treasurer
Four Club Members.

The committee shall have the right to invite or co-opt for a particular meeting such a person or persons whose knowledge would help in deliberations.

"DUTIES AND RESPONSIBILITY OF YOUTH CLUB OFFICES BEARERS"

The strength or weakness in any organization depends upon the leadership in the group. The success of the club is often determined by the office-bearers elected to lead the club. Often, the most popular members are elected to the office without due consideration of particular qualifications.

While it would be unreasonable to expect every members of the committee to be familiar with all his duties and responsibilities when elected, no willing to prepared to perform duties efficiently.

Club member should have a general understanding of duties and responsibilities of each office as well as knowledge of qualities of leadership to look for in selecting competent office-bearers for the club.

A leader is able to communicate his thoughts and feelings, yet has an understanding of how democracy within the club works. Respect the rights, dignity and worth of his fellow members and also be able to convey confidence, trust, optimism and enthusiasm. A good leader shows strength of conviction, yet open-minded; concerned and vitally-spirited and willing to make personal sacrifices for the good of the club.

Each member should be familiar with the club constitution, bye-laws and the annual programme of work/action plan and should cooperate with other office -bearers and members at all times and should also be familiar with the parliamentary procedure.

Listed below are the common duties and responsibilities of the office bearers:

The President:

President over and conduct meetings according to accepted parliamentary procedures.
Call special meetings.
Keep members during the meetings on the subject and within time limits.
Appoint sub-committees.
Represent the club and speak on occasions.
Coordinates the club affords by keeping in close touch with other clubs.
Follow-up club activities and check on progress.
Keep club works moving in a satisfactory manner.

The Vice-President:

Assist the President.
Be associated with the work of various committees.
Preside in meetings in absence of President.
Be prepared to assume/discharge duties and responsibilities of the President in case of resignation or absence for a long period.

The Secretary:

Prepared and read the minutes of the meetings.
Prepared an agenda for each meeting.
Attend to official correspondence.
Send out and post notices.
Count and record votes during a voting.
Prepared club reports.
Keep permanent recorded of the club.
Cooperate with the Treasurer in keeping an accurate membership roll.
Read messages in a meeting.

Have available for each meeting the following:

Secretary's book and minutes of previous meetings.
Copies of constitution and bye-laws.
Copy of the official youth club manual.

The Treasurer:

Collect membership dues.
Assist in preparing an annual budget of estimated receipts and expenditures.
Keep the financial records of the club.
Divide appropriate ways and means of financing club activities.
Cooperate with the Secretary in keeping a accurate membership roll.
Prepared financial statements and reports.
Encourage systematic savings-individual and club savings as a practice with bank or post office.
Build up the club's financial standing.
Operate the club's bank account together with another office-bearer (e.g. Secretary or President.)

Advisory Committee:
The Committee will help, guide and advise the Executive Committee. It could comprise of people who will promote the objectives of the club.

Sub- Committee:
The Executive Committee may decide to appoint various Sub-committees to assist in more efficient functioning of the club. Such as: Finance Sub-committee: to assist in fund-raising preparation of budget maintainace/audit of accounts. A person experienced in handling accounts should head these Sub-committees.

Planning Sub-committees:
To assist in identifying the needs of the people making the Annual Action Plan (AAP) working out details (including dines required/laying down responsibility with individual members/time frame) for each programme.

Persons who are responsible for implementation should be associate with the making of the plan. Copies of the approved plan should be given to all responsible for its implementation. The plan should be such that it is realistically related to the needs of the people and the resources available to the club.

The draft plan prepared by this Sub-committee should be placed by the executive committee for discussions and consideration before the general body.

Beneficiaries' Sub-committees:
To increase the direct participation of the beneficiaries in the community, this Sub-committee will act as a link between the planner-implementers and for whom the programmes are meant. It shall provide feedback on the strengths and weakness of the programmes as an input for subsequent course corrections.

— to be continued

Read Part 1 | Part II | Part III | Part IV | Part V | | Part VI |

* Gunachandra Kakchingtabam contributes regularly to e-pao.net
He is the Chief Organisor, Net Zone, Singjamei, Manipur and can be contacted at [email protected]
This article was webcasted on September 04th, 2006

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