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Club Coordinator Checklist |
August
- For New Club Coordinators: Order a copy of the Counselor & Club Coordinator Training DVD or the Club Coordinator Guide for lots of helpful information about your position.
- Recruit new girls for club. Prepare and send an invitation/announcement with club meeting plans to the home of each of the girls that you know/hope will return or that might begin attending.
- Prepare a draft of the calendar for club meetings and special events for the year. Include regular gatherings/outings with your counselors for the purpose of building community and the ACTS Program (Area Counselor Training and Support Program) fall and winter training workshops (if available in your area). Contact the Service Center for more details.
- Consider adding an intergenerational component to your club by starting a Treasured Friend program that intentionally connects girls with older women in the church who serve as a mentor, prayer partner, and special friend for each girl.
- Meet with all counselors—new and returning—and review the Counselor Manual. Be sure samples of all curriculum and new theme materials are available for review at this meeting. Review promotional materials and go over the draft of the calendar and make adjustments as needed.
- Plan your club budget for the year. Ask to meet with your church leadership to present your budget. Don't forget to include registration expenses for the Annual Counselors’ Leadership Conference next summer.
- Order all curriculum and theme materials.
- Send in SHINE brightly and Sparkle subscription forms for new girls and counselors.
- Bulk and single subscriptions: All SHINE brightly and Sparkle subscriptions that were ordered last season will automatically be renewed, shipped, and billed. You received an invoice for your renewal in a mailing at the end of June or beginning of July. Please return your renewal form as soon as possible, or complete the form online. Please note that you may use the online form to make adjustments to your order at any time.
- Introduce and start Hand ‘n Hand program.
September
- Recruit new girls for club.
- Attend area-wide fall training workshops with your counselors.
- Return your updated Counselor List with addresses, phone numbers, and email addresses to the Service Center by September 30. You may use the online form to submit your counselor list.
- Send in payment for SHINE brightly and Sparkle subscription. The payment is due before September 30.
October
- Recruit new girls for club.
- Follow-up with your deacons to ensure that your church or Christian organization schedule their annual offering for GEMS for the next calendar year. Make sure that the form was/will be completed and returned by November 15.
- Send annual dues to the Service Center. Dues are $2.75/girl. The deadline for annual dues is November 15.
- Conduct Hand ‘n Hand sales and send order forms into the Service Center.
- Check the Conference website for information about upcoming training.
November
- Check with your deacons and make sure the annual offering for the current calendar year has been sent to the Service Center. The deadline is December 31.
- The deadline for annual dues is November 15. Don’t be late!
January
- Meet with your counselors to make arrangements for attending the Annual Counselors’ Leadership Conference. Conference Registrations are mailed to all counselors in January with Cable. Information is also available online.
- Review the packet of information sent to you and your pastor concerning the annual theme and GEMS Sunday. The recommended dates for GEMS Sunday are the last Sunday in April or the first Sunday in May.
- Meet with counselors to plan GEMS Sunday. Remember to provide as many leadership opportunities to girls as possible—ushering, Scripture reading, praise and worship leading, creative movement, and the children’s message!
February
- Meet with your pastor to discuss arrangements for GEMS Sunday.
- Mail Annual Counselors’ Leadership Conference registrations for you and your counselors to the Service Center or register online.
March
- Plan a special year-end celebration and badge award ceremony for the girls and counselors; include Treasured Friends if you have had them throughout the season.
- Order badges.
- Plan a special thank-you event/activity for counselors.
April
- Send your secretary a bulletin announcement about GEMS Sunday.
- Rehearse with girls and counselors for GEMS Sunday.
- Enjoy GEMS Sunday!
May
- Give a report to your church leadership regarding your club’s activities over the past year.
- Hold a special year-end celebration and badge award ceremony.
- Hold a special thank-you event/activity for counselors.
- Finalize your list of returning counselors. Determine the number of new counselors needed for next year.
- Recruit new counselors, if needed.
June/July
- Finish recruiting new counselors and recruit new girls for club.
- Attend the Annual Counselors Leadership Conference with your counselors.
- Schedule a fall kick-off meeting with counselors.
- Notify counselors of the dates for all area-wide fall training events.
- Order copies of all curriculum and theme material from the Service Center to display at your first meeting with counselors in August.
