2010-2011 Key Club Officer Training

presented by your 2009-2010 Key Club Officers

Who We Are

• Key Club International is the oldest and largest service program for high school

students.

• It is a student-led organization that teaches leadership through service to others.

• Members of the Kiwanis International family, Key Club members build themselves

as they build their schools and communities.

Some Facts

• Key Club has approximately 250,000 members

• There are approximately 5,000 clubs

• Key Club is represented in 30 countries

What We Stand For• Mission Statement

– "Key Club is an international student-led organization which provides its members with opportunities to provide service, build character and develop leadership.”

• Vision– “To develop competent, capable, and caring leaders through the vehicle of

service.”• Core Values

– The core values of Key Club International are leadership, character building, caring and inclusiveness.

• Pledge– I pledge, on my honor, to uphold the Objects of Key Club International; to

build my home, school and community; to serve my nation and God; and combat all forces which tend to undermine these institutions.

• Motto– Caring–Our Way of Life

What We Stand For Contd.• Objects

– To develop initiative and leadership.– To provide experience in living and working together.– To serve the school and community.– To cooperate with the school principal.– To prepare for useful citizenship.– To accept and promote the following ideals:

• To give primacy to the human and spiritual, rather than to the material values of life.• To encourage the daily living of the Golden Rule in all human relationships.• To promote the adoption and application of higher standards in scholarship,

sportsmanship and social contacts.• To develop, by precept and example, a more intelligent, aggressive, and serviceable

citizenship.• To provide a practical means to form enduring friendships, to render unselfish service

and to build better communities.• To cooperate in creating and maintaining that sound public opinion and high idealism

which makes possible the increase of righteousness, justice, patriotism and good will.

How Key Club Works• Key Club International is a self-governing organization that elects its own officers, determines its

own service activities and establishes its own dues structure.• Key Club International is an organization comprised of individual Key Clubs and is funded by

nominal dues paid by every member. Its officers are high school leaders, who are elected by the members at district and international conventions.

• Structure– International

• Key Club International encompasses all clubs within the group's 33 organized districts and in countries that are not included in any specific district. Key Club International is led by the International Board, which is comprised of the International president, International vice president and 11 international trustees, all students and active Key Club members.

– District• A district is normally defined by state or nation and tends to match a similar Kiwanis district. Each district is chaired by a

governor, who is elected by delegates at the annual district convention.– Division

• Each district is divided into territories called divisions, which are made up of various clubs. Each division has a lieutenant governor, a student leader who carries out the district's policies and provides support to the clubs.

– Club• Key Clubs are established in a high school or equivalent institution. A community-based club also may be chartered.

Elected officers are president, one or more vice presidents, secretary, treasurer, editor and one director from each class.– Governance

• Bylaws– The international, district and club levels operate under a set of bylaws that spell out their respective policies.

Our District, Our Division, and Us• Our district is California-Nevada-Hawaii (Cali-Nev-Ha)

– 2010-2011 District Officers:• Governor: Diana Nguyen, Lawndale• Secretary: Breigh Dang, Huntington Beach• Treasurer: Hue Tran, Arroyo• Tech Editor: Andrew Shin, Rancho Cucamonga

• There are currently 64 divisions in our District• There are 18 regions in our district

– We are Region 1• Region 1 includes both Division 11 and Division 31

• We are Division 31• There are currently 12 schools in our district (10 active clubs)

– El Capitan– El Cajon Valley– Granite Hills– Grossmont– Grossmont Middle College– Helix– Monte Vista– Mountain Empire– Santana– Steele Canyon– Valhalla– West Hills

Putting it all Together• Hello, we are Valhalla Key Club. We are in Division 31, which consists of Key Clubs

in various school in East San Diego County. Our Division is headed by Daniel Medina, our Division’s Lieutenant Governor. We are in Region 1, which are Divisions 11 and 31, comprising of Key Clubs in various schools in southern San Diego County. Our Region is headed by Thomas Bauer, our Regional Advisor. We are in the Cali-Nev-Ha District, who is headed by our District Administrator Mrs. Lisa Lotito-Byers and our District Governor Diana Nguyen. Our District is one of 33 in Key Club International, a community service organization that is currently present in over 30 nations across the globe.

TRIVIA TIME! :D

Questions• What district are we in?• How many divisions are in our district?• What region are we in?• How many total members are in Key Club International?• What division are we in?• Who is our district governor?• How many countries is Key Club present in?• Who is our district secretary?• What is our divisional mascot? District?• Who is our region advisor?• When and where was the first Key Club founded?

Our Club• Our club was chartered in 1986• During the 2007-2008 year, our club was moderately active

– We did events like Soup Kitchen, Rose Float Decoration, and Miracle Mile of Quarters• However, during the 2008-2009 year, our club became suspended, then inactive

– This means that our club did not pay the minimum dues for at least 15 people• During 2009-2010, our club was re-chartered

– Our sponsoring Kiwanis Club (RSD) paid a $200 re-chartering fee, and our club paid their own membership dues• We currently have 33 paid members

– In our division, our size is in the middle; in the district, this is a small number» Helix: 65 paid members» Grossmont: 42 paid members» Steele Canyon: 39 paid members» Valhalla: 33 paid members» Monte Vista: 24 paid members» Mountain Empire: 24 paid members» Grossmont Middle College: 22 paid members» West Hills: 18 paid members» Santana: 15 paid members» El Cajon Valley: 13 paid members» Torrey Pines: 224 paid members» Burbank High School: 429 paid members

Model for an Ideal Club• 1. Officers and members are well educated about Key Club, understand the purposes and concerns of Key Club.

They are well-informed members. There is a copy of the Key Club manual on file.• 2. The club has a well-organized system of recruiting and educating new members. • 3. There is pride and esprit-de-corps in the club.• 4. Activities are planned well in advance.• 5. Club has a good supply of literature as resource material. • 6. The club uses a systematic means of raising funds. • 7. The club has enlightening meetings with programs planned by an appointed program chairperson.• 8. The board of directors meets regularly.• 9. The club is involved in the life of its school; it is active and respected on campus.• 10. The club has a blend of campus and community projects which members find meaningful and which produce

valuable results. It has the brochures and various publications of Key Club International in its files.• 11. The faculty advisor takes an active interest in the club and is liked and respected by the club members.• 12. Kiwanis interest and support are evident, and a Kiwanis representative attends all meetings and projects.• 13. Delegates regularly attend conventions and training conferences. The club supports candidates for District

and International offices and participates in competitions held at both levels. 14. The club has a functioning committee system.

• 15. Inter-clubs are planned for the year. • 16. Scrapbooks of activities from past years are displayed at membership meetings. • 17. The previous years’ minutes and records are maintained in a permanent file. • 18. Achievement Reports and Single Service entries are maintained from past years.

Why are Officers Important?

• Officers are the backbone of the club• They are in charge of finding events, keeping

records, serving as a guide for members, and maintaining a strong image of leadership

• Officers serve as the liaison between the club and the division

• They are responsible for all members, especially in voicing their opinions

Now here comes the training!;D

Duties of the President• During the next year, you will be planning, organizing, and carrying out responsibilities associated with

your role as the club’s chief executive officer. Many of these leadership responsibilities are listed below. Be assured that everyone in your club wants you to be successful. Most members will help you succeed if the tasks and expectations are clearly defined, reasonable, and the members share appropriate interest and skill. Remember, planning and preparation count, and “enthusiasm is contagious.”

• Duties and Responsibilities – Appointing and delegating- take great care in the appointments you make and in delegating tasks.

After appointing persons to perform tasks, ensure that the task is done.– Attending- as an ex-officio member, attend as many committee meetings as possible (but let the

chair run the meetings). You are a significant role model; so, attendance at regular club meetings, board meetings, and all club activities is crucial. Attend and encourage all others, to attend the Key Club International convention and all other division and district functions.

– Evaluating- on-going analysis of club meetings and operation leads to continuous improvement in the club.

– Goal setting for results- goals must be clear and attainable. In the end, your satisfaction will come from the knowledge that your club was active on all fronts and clearly improved during the year.

– Monitoring- continuously monitor the club’s progress toward goal accomplishment and the activities and responsibilities of all officers and appointees.

– Motivating- establish a climate of enthusiasm, openness, and concern. Follow up, congratulate, and listen.

Duties of the President Contd.– Presiding- make certain that each club and board meeting is well planned and

organized, flows smoothly, ends on time, and that each member has fun and fellowship. You are responsible for agenda setting and for making certain the vice-president is prepared to preside in your absence.

– Problem solving- make it apparent that you are concerned and accessible. Seek input and explore alternatives before making important decisions.

– Recruiting and retaining- make certain all members are active and involved. New membership is the lifeblood of the club and its level of service. Have an aggressive, yearlong membership campaign with weekly and monthly goals to be achieved. Make certain new members understand Key Club before induction and are actively involved immediately after induction.

– Reporting- the club president bears ultimate responsibility for meeting the reporting requirements of the district and Key Club International.

– Succession- prepare next year’s president for duties as your club’s next chief officer. Try to encourage members to run for positions. Be very observant of those you think can do well with certain posts for the next year.

– Training- club officers, board, and committee chairpersons must clearly understand and carry out their responsibilities throughout the year.

Duties of the President Contd.• Weekly Duties

– Conduct and preside over a regular Key Club meeting.– Create and abide by an agenda for your weekly meeting.– Keep officers and committees running smoothly.– Lead the entire membership in a well-rounded program of activities and projects.– Ensure that delinquent members are contacted.– Meet with faculty advisor to cover agenda points and current club issues.– Make sure that members from your club are attending Kiwanis meetings.– Attend as many Kiwanis meetings as possible.– Make sure that each officer is aiding the committee to which he/she is assigned.– Keep a file of all correspondence.– Work alongside board members to ensure that they are doing their tasks.

• Monthly Duties – Arrange and conduct a board of directors meeting.– Work with the committee chairs on their proposed projects for the coming month.– Make sure all monthly reports are submitted on time.– Keep in touch with the student council and school administration.– Make a list of the coming month’s activities and post it.– Organize or participate in inter-clubs.

Duties of the President Contd.• Annual Duties

– Work toward a net increase in membership over the previous year.– Receive help and information from the past president.– Read and study all Key Club educational materials.– Develop a good working knowledge of parliamentary procedure.– Set up good Kiwanis-family relations.– Study your membership roster and form committees.– Conduct elections for class directors and representatives.– Start projects shortly after school begins, if not sooner.– Designate a public relations committee chair and make sure your club activities are sent into the district

publication and KEYNOTER magazine.– Make sure each member paid his/her dues to both district and International and received a membership

card and Member Handbook in return.– Work with the secretary in filing your club’s annual and monthly Reports.– Conduct elections for new officers, and make certain they learn about their respective offices. Elections

should be scheduled in February.– Assist the new president in every way possible to learn about the office and your Key Club.– Send delegates to the district and International Key Club conventions.– Try to increase the number of members that attend District and International Convention.– Plan at least one social activity or service project per month over the summer to maintain excitement and

interest for Key Club. Invite potential members from the incoming class.

Focus on the President• Goal-Setting

– Create a list of 5-10 goals that you wish to reach before the end of your terms– Specific Goals

• Reach __ paid members• Send __ members to DCON• Hold __ meetings and have __% of members attend meetings

– Broad Goals• Increase Club Spirit

– Create club cheers– Make club shirts or other club spirit wear– Reward club members for achievements

• Increase Club Unity– Make members feel like part of a “family” by holding social events

» Icebreakers » Pizza nights» Movie nights» Bonfires» Other Social Events

Focus on the President Contd.• Recruiting and Retaining Members

– It is vital to the future of the club to have a strong base of underclassmen, paired with strong leadership of upperclassmen– GET THE WORD OUT!

• Invite friends, and friends of friends to meetings (FB, anyone?)• Announce meeting time and place on intercom/morning announcements• Post fliers around the school and in teachers’ rooms• Go into classrooms (ask for teacher approval first), especially into those of underclassmen, and talk to students about

joining Key Club– Note: this implies that you must have a vast knowledge of the organization–be prepared to answer questions!

• Befriend faculty members so that they may aid you in the planning, hosting, and approval of events– Provide incentives

• Have food at meetings (pizza monthly, chips/cookies weekly) if at all possible– Even if people are showing up for food, at least they’re showing up; you still get a chance to increase awareness

about upcoming events• Hand out awards to members who have shown great responsibility, leadership, or commitment

– “Member of the Week” or “member of the Month” awards are available for purchase online or for printing on the CNH website

• Provide special recognition to those who have come to events and have accumulated large amount of service hours– Idea: have different levels of awards; i.e., if you reach 10 hours, you get a free Key Club pen, 100 hours a free

giftcard, etc.Note: in order to make any of this possible, you must fundraise in order to have $$ to purchase food, awards, etc!

Focus on the President Contd.• A typical Key Club Week

– A day or two before the meeting• Meet with your board (P, VP, Sec, Treas.)

– Discuss items such as upcoming service events, important dates, etc– Discuss and resolve any issues– Brainstorm ideas for events, fill each other in, etc.

– Before the meeting• Make an agenda

– Agenda should include name, date, and place of events– Its also good to give background to event, but not necessary

– Day of Meeting• Provide all present members with an agenda• For any absent members, email agenda or post it online on club website• Remember a sign-in sheet (for secretary to keep record) and sign-up sheet for all

upcoming events• Try to get members involved

– Have them vote on the next club social– Take suggestions for any new service events

Focus on the President Contd.• Some things to remember:

– Keep in touch with our sponsoring Kiwanis Club (RSD)• Update them on the club

– Upcoming service events, important dates, etc.• Maintain good relationship by having them attend your meetings, or attending theirs• If appropriate, ask for funds

– Key Leader, DCON, service projects, etc.– Also keep in touch with your club advisor (Medin), principal, faculty, members, etc.

• Make sure that all important people know and understand what is happening in your club• Remember, the adults are always there to help. Don’t hesitate to ask!

– Remember to Delegate• If you do not ask others for help, the workload will kill you!• Spread out responsibility to not only your fellow officers, but to other members (make them feel

involved)• Also remember that everyone makes mistakes–you can’t always make deadlines

– Be understanding, appreciative, etc. and make sure everyone is keeping up with their responsibilities– Make yourself readily available to everyone!

• This rule applies to all officers• Make a sheet of club officer contact information and hand it out to all appropriate people (members,

advisor, etc.)• Make others feel as if they can call you at 2:30am with a question; it is important to be accessible, not

intimidating

Focus on the President Contd.• Service Project Ideas

– Walks• Breast Cancer, Diabetes, MS, Buddy Walk, March of Dimes, Chollas 5K, etc.

– St. Vincent de Paul Soup Kitchen– Rancho San Diego Elementary Events

• Fall Festival• Sock Hop

– Habitat for Humanity– Rose Bowl Float Decorating– San Diego Food Bank– Electronic Waste Recycling

• Recycling Batteries– Beach Clean-Ups– Fundraisers (not for club)

• PTP, Alex’s Lemonade Stand, etc.– Retirement Homes– Homeless Shelter– Animal Rescue Shelter– Miracle Mile of Quarters– Tutoring– Drives

• Blood Drive, Canned Food Drive, Book Drive, Clothes Drive, Supply Drive (for school?)– Special Olympics– Trick or Treat for UNICEF– Ronald McDonald House– Cleaning up the community/environment

Focus on the President Contd.• Websites to Remember

– Cali-Nev-Ha District Website: cnhkeyclub.org– Key Club International Website: slp.kiwanis.org/keyclub– Volunteer San Diego: volunteersandiego.org– San Diego Food Bank: sandiegofoodbank.org– St. Vincent de Paul Soup Kitchen: svdpv.org/volunteer.html– Surfrider Foundation: surfridersd.org/beachcleanups.php– Habitat for Humanity: sdhfh.org– Alex’s Lemonade Stand: alexslemonade.org– March of Dimes: marchforbabies.org– Buddy Walk: dsasdonline.org– American Red Cross: redcross.org– Multiple Sclerosis Walk: mswalk.com

Focus on the President Contd.• A “How-To” on Service Events

– Booking• The most important item to remember is communication• The method you will be mostly using is email• You want to make sure it is as professional and short as possible

– ask if they still need volunteers– Tell them your group size– Give them the contact information for your group if needed

• Remember to book in advance; don’t wait until a few days before– I suggest at least two weeks to a month in advance

– A week or two prior to the event• Confirm with all members who have signed up If they still are able to go• Hand out a liability waiver if needed• Collect all liability waivers the meeting before, or the day of, the event• Make sure all of those who are volunteering have adequate transportation

– Day of event• Make sure all members are appropriately dressed and ready to serve• Have as much fun as possible, and take pictures to record the event• Thank the appropriate people after you have finished the event

– After the event• Ask a member to reflect on the event at the next meeting• Remind your secretary to update the MRF

Focus on the President Contd.• A look into the future–Officer Elections– Yes, I know you’re thinking “But I just got into

office!”– It’s already time to think about the future of the club

– Actively seek out members who you feel can effectively run the club• Notice how “friends” was not used in the tip above

– In order to do this, you’re going to have to allow people to show their potential• This is one of the reasons why it is important to delegate• Ask a member to chair a service event, find a project, etc.

– Just make sure members have an opportunity to show their potential

Focus on the President Contd.• Officer Elections How-To

– Around early January, ask the club if there are any members who would be interested in running for office• Make a sign up sheet that includes name, contact info, and position applying for

– Make an application and hand out to all candidates• Application should include typical contact information, but more importantly serious questions

– Some questions you might want to ask include:» what leadership and/or any experience do you possess that qualify you for this position?» Why are you running for this position?» Why did you join Key Club?» If elected into office, what are some goals you want to reach? What changes would you implement?

What would stay the same? Etc.– Allow candidates to create and hand out literature

• Literature is a pamphlet-type paper that usually includes the candidates background, contact info, and platform– Allow candidates to give a speech

• Speech should be no longer than 3-5 minutes, depending on the amount of candidates• Following the speech is a caucus session, which allows for members to ask candidate both serious and funny questions

– Ex.: Why did you join Key Club? Compare Key Club to a spoon. etc.– After candidates give their speeches, allow for members to vote

• Remember that the candidate must be a paid member and must have filled out all of the necessary paperwork; only when those two qualifications are satisfied can they be put on the ballot

• Remember that only paid members can vote once• Reminder: No outside campaigning allowed!

Focus on the President Contd.• Officer Elections – Timeline

– Early January: Ask members if anyone is interested in running for candidacy• Have a sign-up sheet ready

– Mid January: Email/hand officer applications to all of those who signed up• Have application ready a few days before-hand; make sure the application is both

concise and thorough– Late January/Early February: Set aside at least 2 meetings for candidates to

pass out their literature, introduce themselves, and give a brief overview of their platform

– Mid-February: Depending on how many candidates are running, set aside 1-2 meetings for candidates to give their speeches• It is up to the officers how they want to split it up; they could have pres and VP one day,

the others the next day, etc.– Immediately following: count votes, determine the winners, and make sure

the elects are signed up for DCON• It is up to the officers how they want to determine the winner; based on either 100%

popular vote, a combination of popular and officer votes, etc.• Reminder: Online, MRF

Any questions? There are bound to be some things

missing, so feel free to ask away!

Duties of the Vice President• Your role as vice-president is an important one. Sometimes it happens that the Key Club

president is prevented from carrying out the duties of his/her office for various reasons. A well organized and properly operating Key Club should have a properly trained vice-president who is prepared to administer the Key Club in the absence of the president. The real importance of the office of vice-president is found in the role and function you have in the Key Club program. The role is found in one word: Service - service to the president; service to the other club officers; and service to the general membership of the club. As vice-president, you are the right hand of the president. You can and should assist the president and other officers with their duties. To do this effectively, you must be in contact with the work and policies of the club. – Weekly Duties

• Preside over weekly club meetings in the absence of the president.• Gather material for and help edit a club newsletter.• See that a weekly club newsletter is produced.• Attend all club meetings.• Make sure that attendance is taken at every meeting.• Keep a personal record of each club member.• Assist the president in every way.• Watch over the committee system and assist committee chairs.• Attend all meetings of the project committee as a counselor and ex-officio member.

Duties of the Vice President Contd.– Monthly Duties

• Attend the monthly meetings of the committees as an ex-officio member and advisor. • Collect all of the monthly reports of the committees and submit them to the secretary.• Attend the club’s board of directors meetings.• Make sure the club secretary mailed in the club monthly reports.

– Annual Duties• Become thoroughly acquainted with the president’s duties so you can assist the president. • Receive all materials and possible help from the past vice-president of your club.• Talk to prospective members of the Key Club, and help them decide whether or not to join. • Conduct an educational program for new members.• Work with the new vice-president and help him/her prepare to take over your job next year.

• Review the portion of this planner dedicated to the club president and the other Key Club officers. You, as vice- president, are as responsible as the president to make sure that the president’s functions are executed properly. That means that you must know Key Clubbing inside and out and the duties of each officer and member, and be able to lead your club with the other officers and members.

Focus on the Vice President

• There really is no focus. – You got lucky!

• Your main duty is to be able to serve as president in case of his/her absence– Thus, you received most of your training under

the president slides

Any questions? There are bound to be some things

missing, so feel free to ask away!

Let’s take a quick break.Stretch, relax, eat, calm your excitement, etc.!

Welcome back!

• What are some things you’ve learned?• Name one thing (service project, fundraiser,

etc.) you would like to do next year.• Random question: How many knots are on the

Key Club Logo?

Duties of the Secretary• A good secretary is essential for any Key Club if it is going to function in a proper way. The office of the secretary is one of the most demanding in the Key Club

organization. In the hands of the secretary are all of the records, files, and details that are important for the smooth operation of the Key Club. The best way for a secretary-elect to start is to watch and learn from the present club secretary. He/she will be able to give advice and hints on how to best handle the job. A secretary needs to be prompt, neat, and efficient.– Duties and Responsibilities

• Responsible for Key Club records. This means that the secretary must be organized in his/her approach, and Key Club records must be kept up to date and in good order. The secretary’s Key Club record file should include the following:

– Club bylaws– Key Club Guidebook– District constitution and bylaws– Minutes of all club meetings-regular and board meetings – Committee reports – List of committee chairs and members – Club’s past achievement reports – Club’s past monthly reports– Club roster having the following information for each member:

» Member’s full name, home address, phone, and e-mail address » Date of birth » Date of joining Key Club» Committee assignments and offices held in Key Club.» Chief interest in Key Club work and chief interest in sports and hobbies

– Names and addresses of present Key Club officers– Copies of current and past KEYNOTER magazines and district publications.– Complete set of printed material and Key Club literature.

• The items listed above are those normally found in up-to-date Key Club files. These are important. Take a look through the files you have, and if any of these items are missing, please write or phone the appropriate source for copies. The secretary should record the following about each regular Key Club meeting: Number of members present, names of those absent, list of guests attending and presiding officer.

Duties of the Secretary Contd.• Club Secretary’s Checklist

– Weekly Duties• Attend all meetings and compose the official minutes.• Answer all correspondence promptly, and inform officers and advisors of the communication.

– Monthly Duties• Prepare board of directors meeting agenda with president• Attend the board meeting and take the minutes• Collect the monthly committee reports• Submit monthly report to the district.• Send newsworthy articles to the district publication and KEYNOTER magazine.

– Annual Duties• Receive all materials from the past club secretary.• Inventory all Key Club property.• Make a Key Club file with reports, bulletins, and manuals.• Produce a club membership directory.• Help choose the convention delegates, candidates, and contestants, and take care of all materials and monies (if

applicable) relating to them.• Work with the president in completing the Annual Achievement and Single Service Reports for your Key Club.• Notify the district and International offices of your new club officers for the next year.• Assist the secretary-elect and pass on all Key Club materials to him/her after your term of office.

Duties of the Secretary Contd.• The Secretary’s Role During Meetings

– During club and board meetings, the secretary should be prepared to document all club and board meeting activity by maintaining an attendance log and transcribing minutes

– A form to document meeting and project attendance should be created. Record each time a member attends a club meeting or project.

– When a member participates in a service project, document on a service hour report the number of hours he/she participated.

– The secretary also is responsible for assisting the club president in developing meeting agendas.

– The secretary, with the president, should identify topics that need to be addressed during each meeting.

– The secretary should be prepared to present a secretary’s report during board meetings, as well as present the monthly report for approval by the board.

– The club secretary is a voting board member and should vote on all issues presented by the board of directors.

Focus on the Secretary• MRF

– MRF stands for “Monthly Report Form”– Essentially, the MRF lets your Lt. Governor how your club is doing– They are filled out monthly and sent to the Lt. Governor by the 5th of every

month– Some key items on the MRF include:

• Club Roster• Monthly Service Events• Member Hours• Funds Raised• Reflection portion where you reflect on how you feel you’re club has performed during

any particular month– Tips:

• You should fill the MRF continuously and not wait the night before to complete it (it takes about 2-3 hours in the beginning of your term, 30 minutes near the end)

• Try to fill out the MRF to the best of your ability; try not to leave anything blank• If you have any questions, ask your Lt. Governor!

Focus on the Secretary Contd.

• Keep the following record at each Key Club meeting:– Number of members present– Names of those absent– List of guests attending– Presiding officer– Speaker and subject– Dues collected from whom (if applicable)– Committee reports

• written and oral– Announcements– Any motions or decisions acted upon by the membership

Focus on the Secretary Contd.• How-To on Meeting Minutes

– Information• Minutes are the journal for the proceedings of a meeting.• Minutes should record the action taken at the meeting, not what was said by the members.• The minutes should never reflect the secretary’s opinion on anything said or done.

– Contents of the Minutes• The first paragraph of the minutes should contain the following information:

– Type of meeting: club, board, regularly scheduled, specially called– Date, time, and location of the meeting– List of those present and those absent– Identification of the chair (typically the club president or vice-president) and secretary– Specification of whether the minutes of the previous meeting were approved as read or as corrected– The body of the minutes should contain a separate paragraph for each subject discussed and acted upon.– Specify the exact words of the motion, the maker of the motion, and the action taken on the motion amended, passed, rejected, tabled, or

withdrawn.– Describe how the motion was adopted or disposed of and whether the motion was debated or amended before being adopted or rejected.– Also, document secondary motions, such as a recess or setting a fixed time to adjourn the meeting. The last paragraph should state the

hour of adjournment.– Rules and Practices for Writing Minutes

– The name of the person who seconds a motion should not be entered in the minutes unless ordered by the assembly.– When a count has been ordered or the vote is by ballot, the number of votes on each side should be entered.– When the voting is by roll call, the names of those voting on each side and those answering, present should be entered.– If members fail to respond to a roll call vote, enough of their names should be recorded as present as to reflect that a quorum was present

at the time of the vote. If the chair voted, no special mention of this fact is made in the minutes.– The proceedings of a committee of a whole, that is the board of directors, breaks into an open discussion about a topic without making any

motions, should not be entered in the minutes, but the fact that the board went into a committee of the whole, as well as the committee report, should be entered.

– When a committee report is of great importance or should be recorded to show the legislative history of a measure, the board can order it to be entered in the minutes, in which case the secretary copies it in full into the minutes.

Focus on the Secretary Contd.• Organizing Records

– You should keep a binder (at least 1”) to put all of your papers in

– Things you should have in your binder include:• Agendas• Minutes/Attendance

– Make sure to have a list of people who attended each meeting for record (MRF)

– Also have a list of people who signed up and attended each service event• Official Documents

– Club, District, and International Bylaws• Other Records

– Key Club Hours– Membership Roster– MRFs– Literature– If applicable, proof of attendance (for awards/scrapbook)

Any questions? There are bound to be some things

missing, so feel free to ask away!

Duties of the Treasurer• The office of club treasurer is important because the treasurer is in control of the club’s money, its collection and disbursement. It is

important this job is done well. Many schools do not allow clubs to keep independent checking or savings accounts. It does not matter who writes the checks- school officials or the Key Club treasurer. What does matter, though, is that the treasurer be responsible for keeping accurate books that will enable him/her to give a full financial report whenever requested. The treasurer should do his/her best to see that everything is done properly so that there are no doubts about his/her integrity. If your school policy permits your club to have its own checking or savings account, it is strongly advised that two (2) signatures be required on each check. Your faculty or Kiwanis advisor should co-sign with the Key Club treasurer or president. It should be noted that the treasurer’s records always should be open to inspection by the club’s officers, faculty advisor, principal, and Kiwanis advisor.– Duties and Responsibilities

• Collect member dues. In coordination with the secretary, forward dues monies and the Invoice and Membership Roster to the International Office.

• Prepare the budget, present it to the board for approval, and ensure that club activities adhere to the budget. • Maintain accurate financial records.

• Transact business through a bank or school account.• Inform the club of its financial strengths and weaknesses.• File appropriate forms with the Internal Revenue Service by February 15 (for US clubs only).• Inform the Kiwanis club of the Key Club’s financial status.• Disburse funds and pay bills promptly as approved by the board of directors.• Reconcile bank statements.• Bill members for unpaid dues.• Deposit club funds.• Understand school and club policies regarding student financial accounts relating to school organizations.

Duties of the Treasurer Contd.• Weekly Duties

– Pay all bills as approved by the board of directors.– Attend club meetings.– Record all expenditures and income for the week.– Secure advice of your faculty advisor and Kiwanis advisor on all financial matters.

• Monthly Duties– Collect all monies from club projects.– Prepare a financial report for the board of directors meeting.– Attend the board of directors meeting.– Collect dues from new members and forward them to the district and International office.

• Annual Duties– Obtain all financial records, receipts, and files from immediate past treasurer. – Prepare a budget for the Key Club year.– Organize all financial records to give to the treasurer-elect.

• Collecting and Submitting Dues– Your club’s faculty advisor will receive a letter in early September containing your club key number and a unique password. This

will allow you to update your club roster and generate a dues invoice on-line at the Key Club Membership Update Center. Please keep and safeguard this password, and use it to add new members throughout the year. By updating your club’s roster on-line, we ask that you do NOT mail a paper copy to us. The electronic submission will generate cards, pins, certificates and handbooks for your new members much sooner.

– Annual dues are payable by November 1st, and become past due on December 1st. Any time your club recruits new members throughout the year, you should submit their names and contact information on the Membership Update Center, generate an invoice, and mail the payment to Key Club International.

Focus on the Treasurer Contd.• Dues

– Information• Dues are $11

– Money goes to the district and international– Dues can not exceed twice the minimum ($22)– You should charge a couple dollars above the minimum to cover the costs for fundraisers, service projects, spirit wear, and

the end-of-the-year party– Collection

• Dues should be collected during the first few weeks of school up until early November• Any money collected during meetings should be submitted to the finance office the same day• Members should submit their application along with their dues (keep records of those who have paid just in case)• Around mid-November log into the membership update center on the Key Club International Website and enter all of

the information of those who have submitted dues• Print out the invoice (2 copies)

– The invoice shows how many members paid, the price/person and total cost, and the name of members who paid• Go to the finance and request a check form• Send the check to:

Key Club InternationalPO Box 6069 - Dept 123Indianapolis, IN 46206-6069

• Have Medin sign it as well as a club officer (treasurer)• Connie usually mails them out every Wednesday, so submit it 2 weeks prior to the Dec. 1 st deadline and before

Wednesday of that week• Check usually takes 1-2 weeks to arrive• Repeat the same process around January for the second batch of members who paid after Dec. 1 st

– These dues are submitted by Feb. 1st, so plan ahead– Our club becomes suspended after Dec. 1st, and inactive in Sept. if dues are not submitted

Focus on the Treasurer Contd.

• Tips– Plan ahead• Do not wait until the last minute to send checks

because they will end up arriving past deadlines– Be Courteous• Be respectful and patient with Connie

– Keep records!• It is your duty (along with the secretary’s) to keep

records, especially of any transaction you make (keep the receipts!)

Any questions? There are bound to be some things

missing, so feel free to ask away!

Duties of the Editor/Webmaster

• A club editor is vital to a Key Club because he/she is responsible for all printed material the club receives. The editor is the advertiser, the communicator, and general publicity person of the club. This role requires time and knowledge on dates and happenings of district and International events, in addition to the current club projects and plans. The editor must be knowledgeable of the programs and structure of Key Club International.

• The role of club editor is that of a public relations officer. The editor makes sure the public is informed about the service Key Club renders. The club editor needs to work alongside the secretary to be an informed officer and to use the correct and necessary information for newsletters, fliers, bulletins, and publicity stunts. Club editors have the role of making Key Club known within the community and the school. – Duties and Responsibilities

• Produce a monthly newsletter to members providing the following information:– 1) Important dates– 2) Upcoming events– 3) Officer information– 4) Meeting schedule– 5) Service project dates and information– 6) Review of completed projects– 7) Committee reports– 8) President’s message– 9) Major Emphasis Program Information– 10) District Project Information – 11) Reminders– 12) Dues update

• Post signs, posters, and banners announcing meeting dates, projects, and any type of Key Club promotion• Send articles to the district publication and KEYNOTER magazine regarding projects and new ideas. Be sure to include photos.• Make public-service announcements, contact local press, and send articles to community newspapers

Duties of the Editor/Webmaster Contd.

• Club Editor’s Checklist– Weekly duties

• Attend all meetings within the club and the club officer-training conferences with the lieutenant governor.• Post a calendar of events to publicize meetings.• Make morning announcements, posters, signs, and banners to promote projects and meetings.• Take pictures at meetings and events.

– Monthly duties• Attend club board meetings.• Attend Kiwanis club meetings and provide updates on club happenings.• Update the club Web site.• Produce a bimonthly or monthly newsletter.

– Annual duties• Receive all materials from past club editor.• Save all published newsletters, signs, calendars, and banners.• Take pictures and document club events, meetings, and overall work in a scrapbook to be entered in district and

International contest (when applicable).• Publicize meetings by posting fliers and Key Club posters.• Set up a filing system for the incoming club editor.

Focus on the Editor/Webmaster Contd.

• How to make a newsletter worth reading!– Create a catchy title.– Include the Key Club logo & use the Key Club graphic standards.– “What’s Inside” preview, date, school name, volume, and issue

number on the front page.– Use different (but easy to read) fonts.– Keep articles concise, but complete.– Ensure the grammar and spelling is correct.– Use clip art.– Include a personal message in each issue, such as, “From the Editor”.– Use pictures from recent events as a “Picture of the Month” corner.– Add quotes.– Include contact information.

Focus on the Editor/Webmaster Contd.

• Suggested Reporting Timeline– May-June-July

• New board member names and addresses• District convention highlights• Information on the Major Emphasis Program (MEP)• New lieutenant governor and board information• International convention review and registration• Farewell to past officers and members• Promote Key Leader events and other leadership develop opportunities.

– August-September-October• Information on Fall mailings• International convention highlights and moments, as well as introducing the new International Board representative• Fall Rally promotion and wrap up (if applicable)• Dues information• District project explanation and tips to help• MEP Service Partners Information

– November-December-January• Key Club Week and the planned activities• Holiday service projects• District convention promotion (include site, dates, and costs)• Fund-raising ideas February-March-April• Club elections• District convention preview• Lieutenant governor and district executive board election results• International convention promotion

Focus on the Editor/Webmaster Contd.

• Creating signs and posters to advertise Key Club:– Use clear, bold, and easy-to-read fonts.– Make sure it is concise.– Include date, time, and place.– Keep it simple.– Post signs in school corridors, bathroom stalls, classrooms, lunchroom, and library.– Include purpose.

• Other Duties– Create a Web site or maintain the current one, or support the club Webmaster.– Create a scrapbook to be entered into the district competition

• Have pictures with captions and dates to explain event.• A motif that is clever and works throughout.• Make sure that the scrapbook follows the criteria set by international rules.• Make sure there is a table of contents.• Categorize the scrapbook by using sections with tabs.• Keep receipts and records of cost of materials.

• How to make a scrapbook memorable:• DO use clear, representative, and appropriate photos of your club events and projects.• DO make captions clever and catchy. • DO make sure all writing is legible, preferably typed.• DO pick a theme and use it throughout.• DO have a table of contents and page numbers.• DO abide by all criteria in the scrapbook contest.• DON’T make the pages too sparse or too busy.• DON’T make it too long and tedious.• DON’T do it the night before it is due.

Focus on the Editor/Webmaster Contd.

• Website How-To– Club website should include:

• “About Us” page• Calendar of Events• Downloads

– Agendas– Hours– Newsletters (optional)– Gallery (optional)– Other important documents

• Links to other important sites– Key Club International– Valhalla High School– Kiwanis International

• Information about events– Website should be updated weekly (ideally) or biweekly (realistically)

Focus on the Editor/Webmaster Contd.

• Newsletter How-To– Newsletter is essentially an agenda that goes in depth– It includes articles, pictures/graphics, etc.– Articles should be about important events that happened recently or that will happen (not

socials)– They should follow graphic standards– Should include opinions/article by members when possible– Should be concise and appealing

• Check grammar and accuracy• Posters/Advertisements How-To

– Ask ASB to post huge posters on the wall– Writing should be large, neat, and should stand out– Make it short, sweet, and informative

• include 5 Ws: Who? What? When? Where? Why?– Make flyers stand out by using eye-grabbing images/graphics

• Ask questions: “Do you like helping others?” etc.• Make them funny: include popular culture references or even jokes• When used properly, these advertisements can draw other students in joining the club, increasing

membership, increasing service, etc.

Guess what.

We’re done! :DCongrats and thank you for coming!

I look forward to working with you all next year. Keep moving forward, be excited,

have fun, and do some service!