Officer Training Conference 2011 Presented By: Andrea CenonWorkshop: Secretaries DIVISION 3 | KEY CLUB Saturday, April 23, 2011 SECRETARY (Sharketary)

Officer Training Conference 2011

Presented By: Andrea CenonWorkshop: Secretaries

DIVISION 3 | KEY CLUB

Saturday, April 23, 2011

SECRETARY(Sharketary)

2011-2012





Duties

Record minutes Keep track of members hours Attend Club Events and meetings Keep members updated and informed MRFs (Monthly Report Forms) Work with the treasurer





Minutes

State if it's a Board/Club MeetingDate, time,and location.Outline formatFacts ONLY, no opinionsMust be in sentence formType minutesMake then available to officers and members





Minutes (cont.)

Time of call to Order and Adjournment, and who it is led by.Include speakers and motions or decisions made as a club.Number of members presentNames of guests and absenteesSpeaker and subjectDues collected (if applicable)Committee reportsAnnouncementsVotes





Example of Board Meeting Minutes





Roster Officer Members

Full name Home address Screen name (if applicable) E-mail address Telephone number Date of birth Grade Committee assignments and offices held in Key Club.









Reminders!

Please make sure you receive the correct information form the new members. Keep the roster updated! Keep the information in the directory Work with the treasurer and update the roster on the Member Update Center.





SUBMISSIONS

What to Send: MRFs Minutes

Labels: MRF: SN_MRF_1112 (School Name_MRF_2011-2012)JM_MRF_1112 (John Marshall_MRF_ 2011-2012) MRFs are separated into Monthly Tabs





Minutes: Club:SN_CM_Mins##_09 (School Name_Club Meeting_Meeting number_Meeting Month)Example: HVR_CM_Mins01_11→ (Hoover's first club meeting of the month of November)Board: SN_BM_MINS##_1211 (School Name_Board Meeting_Meeting Number_Meeting Month)Example:LC_BM_MINS02_10 (La Canada's Second club meeting minutes of October)





E-mail subject line: School Name Secretary Work Example:Crescenta Valley Secretary Work

Who to Send it to: LTG President Kiwanis Advisor Faculty Advisor Regional Advisor Divisional Secretary





TTAASSKK

11





C L U B R O S T E R

- D I R E C T O R Y





S E R V I C E R E C O R D





MRF

DATA

SECTION





MRF (Attendance Club)

General Meeting: Click on the cell, scroll, and select a date. Members Present: Enter an exact number. Kiwanis/Guests/Program/Speaker: Either select Yes or No.Board Meeting/Social/Special Mtg/Kiwanis Mtg/DCM: Enter a Date. Always fill out the date of the Kiwanis Mtg/DCM regardless if your members attend. If they do attend, select yes.Interclub Codes:S=With Sponsor, KF = With Kiwanis Family (not sponsor), KC = With another Key Club*Note: The number of members present should only be for current dues paid member..





MRF (Attendance Club) cont.

LTG Communication: Has your Lt. Governor been in contact with your club? If yes, select one of the method in which this was done. Meetings and Conferences: Simply select Yes if the event was held this month. If members attended from your club, fill in the number present. OTC’s occur sometime in Spring/Summer and RTC’s occur in the Fall.in this count are members that paid dues last year. Everyone else, who has not





MRF (Special Events)

Fall Rally: Occurs in October (North) and November (South). Kiwanis Special Function: Any event other than a meeting (such as a BBQ, a banquet, etc). Division Conclave: Election of your Lt. Governor in February.Key Leader: Varies by location CNH Convention: In April KCI Convention: In July





MRF (Member Relations)

Newsletters: Number of newsletters that your club publishes (not the ones created by your Lt. Governor or by the district).Member Inductions: Did you welcome any new members to the club? Member Training: Any sort of training where your club informs the members. Club Elections Report filed: Not done until February 2012.Club Directory: Always update this (the roster)t through the year. Articles: Articles are submitted to [email protected].





MRF (Projects Section)





Total # of Paid Members: Only Paid Members are counted Total Member Hours: Total number of hours completed by all members that attended this event.Service Project: Any type of volunteer project Project Benefits Club: Many projects can benefit your club. For example, a fundraiser for your club.Division Project: A project hosted by your Lieutenant governor District Project: Project that Project ShineProject w/other Organization: March of Dimes, UNICEF, American Cancer Society, etc.

MRF (Projects Section)





Major Emphasis Program: The Major Emphasis Program includes the Service Initiative (Live 2 Learn) and the Service Partners (March of Dimes, UNICEF, and Children’s Miracle Network). Project w/Kiwanis Sponsor: This is a project with your Sponsoring Kiwanis Club.Joint Kiwanis Project: A project including your club and one or moreKiwanis Clubs. Project w/Kiwanis Family: A project consisting of your club and any branch of the Kiwanis Family (i.e. Kiwanis, Aktion Club, K-Kids, Builder’s Club, Key Club, KIWINS, Circle K). Foundation Project: Project that benefits the Cal-Nev-Ha Kiwanis Foundation (including programs such as PTP and PEM). Funds Raised for Service: All profits are donated to a cause. Funds Raised for Club: Profits go to your club (does not count for service hours).





Provide a description of your successes, further explanations, or comments of the monthly activities. Your club may be selected to be showcased on the CNH CyberKey.

NARRATIVE

SECTION





Abbreviations

School Name: SNPresident's To Do List: PTDL

Point Records: PROfficer Recognition: OR

Member Recognition: MRImportant Dates: ID

Monthly Report Form: MRFBoard Meeting: BMClub Meeting: CM

Minutes: MinsClub News: CNEWSBudget Records: BR





Abbreviations for School Names

Apex Academy = AA Benjamin Franklin = BF Clark Magnet = CM Crescenta Valley = CV Eagle Rock = ER Flintridge Prep = FP Glendale = GLD

Herbert Hoover = HVR Hollywood = HWD Holy Family = HF John Marshall = JM La Canada = LC St. Francis = SF Verdugo Hills = VH Village Christian = VC





GOOD LUCK SECRETARIES

!HAVE FUN! :D

from your Divisional Secretary, Rachel Su

Documents

Officer Training Conference 2011 Presented By: Andrea CenonWorkshop: Secretaries DIVISION 3 | KEY CLUB Saturday, April 23, 2011 SECRETARY (Sharketary)