2014-2015 Club Secretary Training Manual · The 2014-2015 Club Secretary Training Manual is an excellent resource created specifically for your reference if you ever have any questions

2014-2015

Club Secretary

Training Manual

Reconstructed by 2014-2015 Pennsylvania District Secretary

Melissa Campbell

INTRODUCTION

2014-2015 Club Secretary Training Manual 2

Letter From The Editor Hello Pennsylvania Secretaries:

I would first like to congratulate you on being

elected as your club’s secretary! To have been

elected on to your executive board, you must

have shown great leadership skills and passion for

Circle K! I am excited to work with you, train you,

and am very proud of you for taking on the many

responsibilities of the secretary position!!

The 2014-2015 Club Secretary Training Manual is

an excellent resource created specifically for

your reference if you ever have any questions or

need help with your duties! In this manual, you will

find plenty of information to guide you through

your roles and responsibilities as club secretary.

Please take the time to familiarize yourself with

your duties and the Monthly Report Form (MRF).

I understand that being secretary can definitely

be overwhelming at times, so please do not every

hesitate to ask for help from your club board or

myself.

I am so excited to work with you all this year and

see what we will all accomplish together!

Yours in Friendship & Service,

Melissa Campbell

2014-2015 Pennsylvania District Secretary

Table of Contents

Introduction………………………… 2

Table of Contents………………… 2

CKI Facts……………………………. 3

Duties………………………………… 3

Club Directory……………………… 4

Service Hours……………………….. 5

Monthly Report Form……………… 7

Minutes………………..……………. 16

District Goals

Members

Service Hours

District Service

Project Events

KFRs

Interclubs

Towards the ELIMINATE

Project

ABOUT CKI

The Mission

Developing college and university students into a global network of responsible

citizens and leaders with a lifelong commitment to service.

The Objects To emphasize the advantages of the democratic

way of life

To provide the opportunity for leadership and

training in service

To serve on the campus and in the community

To cooperate with administrative officers of the

educational institutions of which clubs are a part

To encourage participation in group activities

To promote good fellowship and high scholarship

To develop aggressive citizenship and the spirit of

service for improvement of all human relation-

ships

To afford useful training in the social graces and

personality development

To encourage 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 Gold-

en Rule in all human relationships.

To promote the adoption of and applica-

tion of high social, business, and profession-

al standards.

To develop, precept and example, a more

intelligent, aggressive, and serviceable citi-

zenship.

To provide through Circle K clubs a practi-

cal means to form enduring friendships, to

render altruistic service, and to build better

communities.

To cooperate in creating and maintaining

that sound public opinion and high ideal-

ism, which makes possible the increase of

righteousness, justice, patriotism, and

goodwill.

The Pledge

I pledge to uphold the Objects

of Circle K International, to fos-

ter compassion and goodwill

toward others through service

and leadership, to develop my

abilities and the abilities of all

people, and to dedicate myself

to the realization of mankind’s

potential.

The Motto

“Live to Serve,

Love to Serve!”

CKI Vision

To be the leading global

community service organiza-

tion on college and university

campuses that enriches the

world one member, one

child, and one community at

a time.


ABOUT CKI

The Three Tenets of CKI

Service

Service is the heart of Circle K International. Collectively, CKI members

perform more than 1 million hours of service on their campuses and in

their communities every year. Without service, CKI would be just another

campus activity. Through service, college students are making the world

a better place!

Leadership

The potential of CKI lies in its ability to positively influence members of so-

ciety who are facing ultimate personal decisions and those who will one

day create the vision of mankind for generations to come. Leadership

opportunities afford CKI members the resources and tools needed to be-

come active citizens. Members can assume leadership responsibilities at

all levels of the organization and through various experimental training

conferences.

Fellowship

CKI members experience fellowship and develop lifelong relationships

with fellow collegians, advisors, Kiwanians, and citizens in their communi-

ties every single day. Whether a member is mentoring a child, network-

ing with a businessman, or bowling with members, he or she is develop-

ing social skills, meeting new people, and strengthening relationships.



SECRETARY DUTIES

Secretaries are responsible for documenting the following:

Member attendance at meetings Minutes of club meetings & board meetings Member participation in club activities Service hours & Administrative hours contributed by each member

Weekly Duties Take minutes and attendance at all general and board meetings, and publicize these to all mem-

bers of the club Track service hours during Circle K sponsored activities Respond to all correspondence within several days and inform officers and advisors of communi-

cation This includes any project coordinating, fundraising coordinating, district communication,

and international communication!!

Monthly Duties Annual Duties

Recommend agenda items to president for board meet-ings

Attend board meetings Collect and record club members’ and officers’ person-

al service hours and Kiwanis Family visits Fill out and submit a Monthly Report Form by the 5th

of EVERY month to: District Secretary District Governor District Administrator Lieutenant Governor Club President Faculty Advisor Kiwanis Advisor Divisional Advisor

Update officer and member rosters as needed with con-tact information, service hours completed, attendance, etc.

Track club goals and report on progress

Obtain all files and information from immediate past secretary

Inventory all club property Create a filing system to organize

club reports, bulletins, and literature Create and maintain a club member-

ship roster Submit contact information for in-

coming officers Complete and submit all award

forms with all necessary documenta-tion for distinguished officer awards and general club awards

Assist incoming secretary in becom-ing acquainted with the position


TIPS & TRICKS

Tips and Tricks of the Trade

One Fish, Two Fish, Red Fish, Blue Fish… TOO MANY FISH! How do I keep up with so many fish - mixing them up is an easy glitch!

Try making an Excel Spreadsheet that includes a club roster and attendance sheets!

Club Rosters: Have member names, emails/other contact information, and whether they’ve paid their dues or not!

Attendance Sheets: You can have all kinds of attendance sheets - general meeting attendance, board meeting attendance, service event attendance, fundraising attendance, social attendance, and K-Family Event attendance sheets (and any more you can think of!). Just have member names on the sheet, then mark whether they were there (and for how long if service/fundraising/K-Family Event - then you can keep track of hours in the same excel book!).

If I’m not there, who will share which Who is where?! Try appointing someone to keep a list of who is at each event and for how long!

Once members have signed up for projects, use that sign up sheet to gener-ate a list of members for each event. Have a column for their name, if they attended, and how long they were there!

Give the sheet to whomever you appoint to fill it out. They’ll fill it out as the event goes on, then have them give it back! Then you can add every-one’s attendance and hours to the tracker mentioned above!

Writing so quickly is so tricky! How do I take minutes efficiently?! Typing minutes can help a lot! Ask your president to send out the agenda, if he/she doesn’t already, and just

type right onto the agenda as you go through the meeting - it’s okay if it’s a little messy, you can always go back and make it pretty after the meeting!!

My files are a mess! How can I turn them over with less stress (to the new secretary)?! I suggest keeping all of your Circle K files on a flash drive! Keep similar files in

folders together to keep them organized. Then, make an explanation document for the new secretary before handing it over. When the time finally comes, hand the flash drive over to the new secretary with confidence!!

CLUB DIRECTORY


Keeping a Club Roster

It is really important to know who your club members are, and that they know each other! A club isn’t much fun if no one knows anyone, after all. Work with your treasurer to create a club directory with members’ contact infor-mation and whether they have paid their dues or not.

An Excel spreadsheet works wonders for this since you can add multiple sheets to categorize everything! You can also keep other important club records in this file, such as service hours and attendance.

SERVICE HOURS


What is a Service Hour? A service hour is 60 minutes performed on a service project. A service project is defined as a voluntary act (one for which no payment is received for services rendered) by one or more dues-paid Circle K member(s) for the sole benefit of an individual or group of individuals who possess a basic need for said services.

Preparation Hours All time that Circle K members put into preparing for a service project or service fundraiser is considered service hours, NOT administrative hours. This includes planning meetings, distributing flyers, hosting a table to advertise the event, making phone calls, and more.

Travel Hours Travel to, but NOT from, a service project counts as service hours. Travel time should NOT be counted for events where service is performed but the primary purpose of the event is not service (i.e. District Convention). Any time spent on the trip other than service and trav-el does not count as service hours (pit stops, social activities, overnight stays, etc.).

Fundraising Hours

When a club fundraises for a charitable entity, the time put into the fundraiser counts as service hours. All proceeds raised during a fundraising activity must be applied towards a charitable entity for it to be considered a service project.

Personal Hours

Pennsylvania Circle K counts any and all hours served during a non-Circle K sponsored project or event as service hours. Personal service hours must meet all criteria listed above.

Administrative Hours An administrative hour is 60 minutes of work performed for the benefit of a Circle K club. Fundraising activities where the proceeds benefit the general club budget are administrative hours, not service hours.


Hour Collection Tips

Remind Members

Enforce club service hour requirements

Make hour submission easy & frequent

Tell members about incentives

Go after missing hours

Track members at each event

Remind members to record their hours outside of Circle K because they count. Remind them to keep track of their service hours and to bring service hours when you are collecting them!

Collect members’ hours regularly! Some clubs use service logs at meetings, Blackboard, An-gel, Facebook, email, or GiveGab for service hour submission! Pick something that works for your club and have submission dates regularly (maybe the 1st of every month, since the MRF is due the 5th?)!

Most clubs have service hour requirements in their bylaws. If you are having trouble collect-ing hours that you know people have done, start publicizing this requirement!

Make sure you’re tracking everyone’s attendance at projects and how many hours they are at each project for! If you won’t be there yourself, ask a trusted member or another executive board member to keep attendance for you! You can have sign in sheets to make this easier!

Publicize service recognition awards offered by Pennsylvania Circle K and even start your own programs!

If members submit hours after you turn in your MRF for that month, you can report them on the next report! Secretaries have found it efficient to email club members about hour submissions!

SERVICE HOURS

MONTHLY REPORT

FORM (MRF)


What is the MRF? The Monthly Report Form (MRF) is one of the most important files that a club secretary will use throughout his or her term. It is how you report your club’s projects, funds raised, service hours achieved, and much more to the district! It also allows clubs to voice concerns, ask questions they may have, and talk about anything else that has to do with their club!

When is the MRF due? The MRF is due on the 5th of every month. It covers everything your club has done during that reporting month. All projects, service hours, funds raised, etc. during the month of April will go into the April MRF that is due on May 5th. All projects, service hours, funds raised, etc. during the month of May will go into the May MRF due on June 5th. And so on and so forth.


The NEW MRF The 2014-2015 MRF is much different from previ-ous MRFs! It is a lot bigger and does have a lot more information to provide the district with. It may seem strange and overwhelming, but it is very user-friendly and simple to fill out!

One of the first tabs is an instructions page, which will always be there! If you ever have questions, you can refer back to it. Some cells on each page have little red corners - these are comments from me and are there to help you along, as well.

Filling out the MRF,

Step by Step

STEP ONE: Club Administration

This is the first tab you’ll fill out!

The first thing you will do is click the first empty cell, underneath the yellow note, and pick your school by using the dropdown tool. After picking your school, you will go to the next cell and pick your division!

Next, you will fill out all the cells below that, asking about your meeting frequency, the day, the time and the cells below that, asking for faculty and Kiwanis advisors. After that are all your club executive board members and their information — everything we ask you in the club election form. Why are we asking about it on here, now? So it’s easier to obtain the infor-mation and we get any changes you make to your board and meetings quickly rather than wait-ing until the end of the year!

Helpful comments

from me!

MONTHLY REPORT

FORM (MRF)


Filling out the MRF, Step by Step STEP TWO: Club Membership Roster

This is the second tab you will fill out!

This is hugely new for the MRF — previously, you didn’t have to mention members. However, what makes a Circle K club is not only a strong executive board, but it’s the mem-bers that are just as passionate as their board! Therefore, the district would love to know the names of your members. You’ll also fill out whether they’ve paid dues or not, so it helps us keep an eye on that! You’ll also fill out Graduation Year, so we know who will graduate this year. Eventually, the goal is to have future boards use this information to create charts and graphs about each club’s growth between years!

You don’t need to worry about any cells until the first cell you can put a name in. The rest will count and reference previous pages for you! You also will not need to worry about Re-new Date, as that also automatically fills in for you! If a member has not paid dues, you will put ‘0’ in the Renew Date column and leave the Pay Date blank! If they have paid, please put the date they paid in the ‘Pay Date’ column and the ‘Renew Date’ will generate automatically!

MONTHLY REPORT

FORM (MRF)


Filling out the MRF, Step by Step

Annual Totals

You will not touch annual totals. It will all generate from everything you type in to the different tabs and is mainly for the district’s use. You can always take a look at the sheet to see how much money you have raised or how much service you have done!

Step Three: Club Goals

This is the next tab you’ll fill out!

This tab requires you to sit down with your club and figure out your goals for the year! There is room to put goals in each of the three initiatives of Circle K: Service, Leadership, and Fellowship.

MONTHLY REPORT

FORM (MRF)



Step Four: The Months

Finally, right?! This is your next tab!

This tab will require the most of you. This is where you will record everything. This is also where you will find the most recognizable things if you’ve filled out past MRFs:

General Meeting dates and attendees

Board Meeting dates

Comments/Suggestions, District Board and Lieutenant Governor Communica-tion, and questions!

Fundraising

Events Log

Once again, you will not need to wor-ry about the first two cells—these will be au-tomatically filled already. You will need to fill out the monthly goals, the # of mem-bers paid this month (# of dues paid will update automatically based on this one), meeting dates and attendees, the district board communication and feedback sec-tion, Kiwanis Family Report section, Addi-tional Questions section, Fundraising, and Events Log!

You will ignore the Statistics and

Lieutenant Governor Usage sections—those automatically update as you type everything in!!

As I said before, there are red trian-gles in the corners of some cells—please read these! They will be a huge help to you, especially while filling out the events log as there are a lot of abbreviations!

There are also notes above most sections—please read those, as well, as they will have vital information for you to fill out each sec-tion!!

MONTHLY REPORT

FORM (MRF)




These are drop

down menus!

Just put the amount in here!!

Put dates here!

Just type here

Drop

Downs

MONTHLY REPORT

FORM (MRF)




Just type here

As you can see, some spots have drop downs and some spots require you to type in your answers!

And some spots do all the work for you!

Type the date. Select the type of funds from the drop down.

Type the title of the fundraiser (be descriptive). Type the

amount of money.

The totals will add up at the bottom!!

MONTHLY REPORT

FORM (MRF)




Type Date.

Type Name of Event

(be descriptive).

Type # of Members Attended.

Follow the directions given above this section!

Report all club events, including service projects, meetings, training

conferences, and/or socials! If hours and attendance are recorded, it

belongs here.

Tag each event accordingly by putting an ‘x’ underneath respective

tag. Hours recorded should be total hours. The totals above will

change according to what you type!

MONTHLY REPORT

FORM (MRF)



Step Five: Seasonal Reflections

This section of the MRF is brand new! Every three months, you will fill out a seasonal reflec-tion. This is more of a resource for you rather than the district—this is used to see how you’ve done over the past three months. It asks what your challenges were, what your success-es were, and even has a spot for you to let the board know what you’d like to see from them around the same time next year!!

All done for you! Don’t worry about

this section!

MONTHLY REPORT

FORM (MRF)


MINUTES

What are minutes? Keep track of meeting minutes is another major duty for the club secretary. As secretary, you must know how to take organized and consistent minutes for future reference. Secretaries are in charge of writing down the topics discussed during meetings and distributing the content to the membership.

What is the importance of meeting minutes? It is a vital link between members and meetings. If a member misses a meeting, they should be able to go through the minutes to find out what was discussed, what issues were voted on, and what the upcoming projects are. Minutes should be kept for general and board/committee meetings.

When should the minutes be distributed? General meeting minutes should be out within a few days of the meeting so that members get the information as quickly as possible. Board/Committee meeting minutes should be out within a week of the meeting so that it can be voted on at the next board meeting or be ac-cepted into the club’s official records. General board meeting minutes may also be voted on by paid members of the club because they are a record of what happened at each meeting.

What if the club secretary cannot attend a meeting? If the secretary is unable to attend a meeting, they are responsible for appointing someone else to take the meeting minutes.

Tips

Create a template that can be used throughout the year

Include date, time, and location of each meeting

Include only actions taken, announcements, and decisions made

Keep your minutes legible, but also remember to jot down all the important information

Make sure your minutes are accessible by all members


MINUTES

Seussville University Circle K Meeting Minutes

Tenth Official General Meeting

Sunday, May 4, 2014

Meeting called to order at 7:02 pm by President Bartholomew Cubbins, presiding officer

I. Roll Call Secretary Cindy Lou Who

II. Circle K International Pledge Member Yop

III. Vice President’s Report Vice President Cat in the Hat

All committee members have been planning service projects, socials, and fundraisers. Please sign

up for events. All committee members should attend the committee meetings at 6:30 pm on

Thursday.

IV. Secretary’s Report Secretary Cindy Lou Who

The club has a total of 1200 service hours!! Secretary Who asked all members to submit their

hours to her at the end of the meeting!

V. Treasurer’s Report Treasurer Grinch

Treasurer Grinch stated that Eliminate Bracelets fundraise at the end of the year raised $450!

The club will be having the fundraiser again in the fall.

VI. Editor’s Report Editor Grammy Norma

Editor Norma reminded everyone to pick up the latest copy of Service Salutation – there are lots

of member interviews and information from the district!

VII. Old Business

The club participated in March for Babies at the Twisted Trees Field. The club raised $250 and

members were able to advertise The Eliminate Project to other walkers.

VIII. New Business

Make sure to turn in your forms for International Convention and Large Scale Service Project.

Registration is live on circlek.org! Don’t forget to sign up for all of the service projects.

IX. Reminders

Next meeting: Sunday, May 10!

Meeting adjourned by President Bartholomew Cubbins, presiding officer.

DISTINGUISHED

CRITERIA


Club Secretary

Task Pos-

sible Ac-

tual

MRF Completion (50 points possible) 50

April – on or before May 5th 6

After May 5th 3

May – on or before June 5th 6

After June 5th 3

June – on or before July 5th 2

After July 5th 1

July – on or before August 5th 2

After August 5th 1

August – on or before Sep-

tember 5th 2

After September 5th 1

September – on or before

October 5th 6

After October 5th 3

October – on or before No-

vember 5th 6

After November 5th 3

November – on or before De-

cember 5th 6

After December 5th 3

December – on or before

January 5th 6

After January 5th 3

January – on or before Febru-

ary 5th 2

After February 5th 1

February – on or before

March 5th 6

After March 5th 3

Election Report/Distinguished Hours (10

points possible) 10

Before 2014 District Convention 10

Attendance (15 points possible) 15

District Convention 2014 7

District Convention 2015 7

InterPACK 7

International Convention or LSSP 7

District Board Meeting 4

Summer Social 4

Divisional Fall Rally 2

Divisional Spring Serve 2

Other Divisional Event 1

Training (10 points possible) 10

Club Officer Training (East/West) 10

Before November 1st 7

After November 1st 5

Service Hours (10 points possible) 10

Calculation: Total Service Hours/13

Duration of Term (5 points possible) 5

April 1, 2014 – April 1, 2015 5

September 1, 2014 – April 1, 2015 3

January 1, 2015 – April 1, 2015 1

Total 126 100

Flex Points

Status

Status

Distinguished 90 – 100

Honored 80 – 89

CONTACT

INFORMATION


EXECUTIVE OFFICERS District Governor

Heather Christensen

[email protected]

District Secretary

Melissa Campbell

[email protected]

District Treasurer

Vacant

[email protected]

District Editor

Shedane Shaw

[email protected]

LIEUTENANT GOVERNORS Black Diamond Division

Vacant [email protected]

Colonial Division


Keystone Division

Aileen Liew [email protected]

Liberty Division

Jackie Briguglio [email protected]

Snowbelt Division


Three Rivers Division

Emily Croll [email protected]

COMMITTEE CHAIRS Conferences & Conventions

Melissa Campbell/Aileen Liew

[email protected] or

[email protected]

Fundraising Chair

Emily Croll

[email protected]

IT & Communications

Jackie Briguglio

[email protected]

Kiwanis Family Chair

Emily Croll

[email protected]

Laws & Regulations

Shedane Shaw

[email protected]

Membership Development &

Education

Melissa Campbell

[email protected]

Service Chair

Jackie Briguglio

[email protected]

CONTACT

INFORMATION


Kiwanis Committee District Administrator

Ken Nguyen

[email protected]

Black Diamond Zone Administrator

Kelly Shaup

[email protected]

Colonial Division Zone Administrator

Vacant

[email protected]

Keystone Divisional Zone Administrator

Vacant

[email protected]

Liberty Division Zone Administrator

Mariza Shavelle

[email protected]

Snowbelt Division Zone Administrator

Catherine Hagadorn

[email protected]

Three Rivers Zone Administrator

Kristina Badali

[email protected]

Websites

PA Circle K

www.pacirclek.org

Circle K International

www.circlek.org

PA Circle K Club Secretaries Group

https://www.facebook.com/groups/

packsecretary1415/

Please contact any of us at any time

if you need any help what so ever!

We’re all here to help you!


NOTES


NOTES

Documents

2014-2015 Club Secretary Training Manual · The 2014-2015 Club Secretary Training Manual is an excellent resource created specifically for your reference if you ever have any questions