District 13E Membership & Activity Reports Instructions for Secretaries Introduction: In an effort to simplify the process of filing the M & A Reports on-line we have developed a system that copies the paper forms that are used at the state and international level. These forms have been designed for Excel. We realize that this may be a program that is unfamiliar to some of you. However, the forms are designed so that all you need to do is follow the directions and fill in the blank. We have field tested these forms and believe that we have the bugs worked out. However, if you have problems please let me know. VDG Jerry Smith Downloading the program: When you download the file from either the District Web Site or from an E-mail, your computer should automatically open Excel. The program is saved so that older versions of Excel will be able to read it. After the program is loaded and opened you will see three tabs at the bottom of the page. The first tab will be the Instructions that you are now reading. The second tab will be the blank membership form and the third tab will be the blank activity form. It is recommended that you print a copy of the instruction sheet so that you can look at it while you are completing the forms. Immediately save this file as is. If you want a copy of each month's report, do the following: Enter your data for membership and activities. Click on the"file" button at the top of the page. Then click the "save as" button. In the file name enter "M & A Month/Year". That way you can look at each month's report at a later date. Membership Form Instructions: 1 Click on the Membership tab at the bottom of the page 2 Begin your report in the upper left hand corner that deals with the number of members in each category 3 Move your cursor to the shaded block to the right of "Active". Your cursor can be moved either with the mouse or by using the up/down and left/right arrows on your keyboard. Type in the number of Active members and press the "enter" or "return" key. Move your cursor to the next appropriate shaded box that applies to other members in your club and type in the correct number. Repeat this process for all the appropriate categories in your club. Leaving a shaded box blank is the same as entering a zero. There is no need to enter a zero. The program is designed to add the numbers you enter. In fact, you can not enter a total. That space is protected from anyone entering a value there 4 If your club dropped any members during the month, complete the top center section in a manner similar to step 3. Please list the member number, name, and code number of those dropped in the section at the bottom of the page. 5 In the upper right hand corner place the number of members listed on your last report in the appropriate shaded box. Then make the entries for "A" new members, "B" reinstated members, and "C" transfers in the appropriate boxes. Again we do not need to enter a zero and the program will add them up for the total. If there were any drops, enter them in the shaded box for "D". The program will subtract those out for your total. 6 Type in your club identification number in the shaded box on the left middle of the page. 7 Type in the month and year in the appropriate shaded box. 8 Type in the name of your club and your secretary's name and address in the shaded box. 9 If you have a Leo club, enter the number of Leo members in the shaded box. 10 If the secretary address is a change, please check the appropriate shaded box. 11 Complete the data for new members by typing it directly below the headings listed. 12 As stated earlier the bottom section is to list dropped members. 13 When making entries, you may edit the cell you are working in by backspacing, deleting, etc. However, once you press "enter" or "return" your have to edit your work at the top of the page. Just above the text form are is a toolbar with an = sign and a blank space next to it. As you type in a response to any item, that response will also appear in the blank space next to the = sign. To edit a response after you have "entered it" you can either place your cursor on that position and hit delete to start over, or if it is a text involving more than a simple answer, you can place your cursor on the spot at the top of the page where you want to make the correction and perform all the usual means of editing your entry. When you finish just press "enter". Activity Form Instructions: 1 Click on the Activities tab at the bottom of the page 2 At the top of the page enter the current month and year, the Club name and current date in the appropriate shaded box. The date and year and current date boxes have been formatted to read a specific way. Do not be concerned if the format looks different than what was entered. 3 In the center of the page enter the amount of donations and/or the hours worked related to a specific project in the appropriate shaded box. A brief description can be placed below these values in the large shaded box. Please refer to item number 13 in the Membership form instructions relative to editing this box. Use as many boxes as necessary. 4 Enter the number of members last month in the shaded box and the number of members at the end of the current month in the appropriate shaded box. 5 Enter the average meeting attendance just below the membership from last month in the appropriate shaded box. 6 Enter the number of new members, dropped members, and deceased members in the appropriate shaded boxes. 7 Enter and additional comments, information, or requests in the large shaded area. 8 Enter the secretary and president's names in the appropriate spaces. Filing the Reports: 1 Save your report in a file. 2 Send the file as an attachment to the District Governor, the C.S.T., the proper Region Chair, and the appropriate Zone Chair by the first of the month. 3 Good luck! We hope this makes it easier for secretaries. LIONS DISTRICT 13E MONTHLY MEMBERSHIP REPORT Mail by last Club Use Club Use Total day of month Please fill out in full Please fill out in full Please indicate below the Please enter number of members Trans- Members from number of members in dropped for each reason listed, one action last report each category reason only for each dropped name. Code A New members Active 1 Resigned in good standing (Shown Below) 2 Dropped for non-payment of dues B Reinstated members Members at Large 3 Dropped for non-attendance (If dropped over 6 months 4 Dropped for non-payment of dues add as new) Honorary and non-attendance C Transfer members 5 Transferred in good standing accepted (List name of Life Use form ME-20 former club below) (If 6 Moved (Dues unpaid) dropped over 6 months Privileged 7 Deceased add as new) 8 Other (Please specify) Total before deductions 0 Affiliate 9 0 Total (Must agree with total # of D Dropped from member- Total 0 drops) ship (List name & reason Associate (Do not count below) in LCI Total) List all names below Membership at close of month 0 State Number 0800 Name of Club Club Identification # Secretary's Name Address Month Year Leo Club Members Total Check box if change in secretary name or address NOTE: List below all new members and changes of address. Names of members must be given in all cases or changes can not be made. Transaction codes: A=new, B=Reinstated, C=Transfer In, E=Change of Address, F=Change of name (Please list former name in parenthesis.) Transaction Code First Added Member's Name Last Mailing address c City State Zip Code Nation Date of Birth Occupation Sponsor Name - Member and Club Number M/F Former Club Transaction Code First Added Member's Name Last Mailing address City State Zip Code Nation Date of Birth Occupation Sponsor Name - Member and Club Number M/F Former Club Transaction Code First Added Member's Name Last Mailing address City State Zip Code Nation Date of Birth Occupation Sponsor Name - Member and Club Number M/F Former Club Note: Enter Dropped Names Below. The codes for reasons for drops are listed above (See D) Member # Name Reason Personal reasons Ohio Lions District 13E Monthly Club Activities Report Activity Report for: Aug by: Kenton Date: 8/31/2006 [Month/Year] [Club Name] Please give details below of your club’s activities in the following categories: Community Services Health Services Sight Services Visitations Diabetes Awareness Hearing Services Youth Services Future Events Environment International Relations Other Services List all fundraising and service activities, dollar donations to charitable causes, estimated number of volunteer service hours, and club visitations (with place visited and number of members who went.) Category: Donations: $ Hours Explanation:Glasses for Judy Redinbo Category: Donations: $ Hours Explanation: Category: Donations: $ Hours Explanation: Category: Donations: $ Hours Explanation: Category: Donations: $ Hours Explanation: Membership last month: Membership at the end of the month Avg. Meeting Attendance % (List names below) New members: Dropped Members Deceased Members Comments, information, or requests: Club Sec’y: Club President: Copies to: District Governor ; Region Chairman ; Zone Chairman ; and club file Attach extra pages if needed.
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