Annual Planning & Monthly Checklists District Convention 2017 Tricia Shindledecker, Region 15 Advisor

Advisor’s Role in Planning Suggest Recommend Offer See the big picture Advisor should not PLAN the calendar for the Club. Members and officers should set the calendar. Advisor can assist, suggest, recommend, offer, and help see the big picture. E.g., recognize conflicts.

T T T Three T’s Time Tests Team Time – T + 2 months. That’s the advance time needed for planning. Tests – Calendar test dates (ACT, SAT, IB, AP, Finals) and school holidays, CNH events (Fall Rally, RTC, DCON, ICON), Kiwanis repeat events. Find them and put them on a master calendar. Events planned on those days will likely fail. Team – Gather team for scheduling – Officers, possible LTG (available by text?), Kiwanis LTG (available by text?), Kiwanis President or Secretary. People who affect the success of the event need to be present to select dates. If you have that assembled, how do you help officers plan out the calender, beginning when you leave here… What do you suggest/mention for the club’s calendar?

April DCON updates: Those who attended DCON should present to the club, Kiwanis, and write articles for club, Division or District newsletters about what they learned and how the trip benefited the club and division Complete Election Report(s): Club election reports should be turned in to CNH, LTG, KCI, Kiwanis Club CNH Deadlines: MRF due 5th; Newsletter articles10th Division Leadership Team: Encourage strong leaders to apply for DLT positions to assist the LTGs Election Report by INCOMING Secretary CNH Deadlines – every month. Not repeated on every slide.

April Install New Officers: Install new officers at meeting. Introduce the new Board to the school principal. Plan 3-5 minute discussion of club plans for the term. March for Babies: Look for an event in your area. SOSP|Kiwanis Foundation: Support the Kiwanis Foundation with a project during the month. Key Leader: Look for Key Leader dates in your area and begin planning for member participation Board Meeting: Encourage new Board to hold Board meeting to schedule spring events Short meeting with principal. SOSP – each month. Focus on a specific Key Club-emphasis and submit articles for CNH Newsletter in beginning of following month.

May Officer Training Conference (OTC): Encourage all officers to attend Division OTC Individual Officer Training: Plan to spend one-on-one time with each officer providing assistance on the position Club Committees: Assist officers with setting up club committees. Aim to keep all members involved. SOSP | Project Eliminate: Continue to support efforts to eliminate MNT. OTC – Emphasize OTC and one-on-one training with advisor to be club-specific

May ICON Planning: Plan ahead for attending International Convention. Set goals and begin fundraising. Plan for rest of school year: With SAT, AP, ACT tests and finals approaching, there is short window to plan the rest of the school year. Put all test dates on a master calendar. End of Year Banquet: Hold an end-of-year event with students, Kiwanis, and parents. ICON seems far away, but fundraising needs to begin and students need to check summer schedules (summer courses, vacation plans, etc)

June Board Meeting: Encourage officers to hold a board meeting to schedule all summer events CNH Deadlines: MRF due 5th; Newsletter articles due 10th SOSP | Health and Safety: Partner with Key Club service partners, or parks, shelters and camps in your community to put a focus of health and safety. Corral students before they evaporate for summer. How involved is the club you advise during summer? Not at all (plan 1 summer event); barely (plan 1 per month); pretty involved (plan 2 good events each month with two board meetings). Chance to make progress and set standards for next school year. MRFs continue over the summer!

June Kiwanis Meeting: If your Kiwanis sponsor meets during school hours, consider a summertime visit to the Kiwanis club. Budget: Work with President and Treasurer to complete the club budget in June, so that it can be provided to the Kiwanis club before they complete their own budgets during the summer. ICON Planning: Continue with ICON planning and fundraising. Payment deadlines are usually in June for July trip. What does the sponsoring Kiwanis Club do during the summer? A major fundraiser? Keep the Key Club involved. Budget is critical to complete and discuss with Kiwanis club. Key Club should “visit” Kiwanis meeting close to budget season.

July ICON Update: Those who attended DCON should visit the Kiwanis club when they return, and write articles for club, Division or District newsletters about what they learned and how the trip benefited the club and division. CNH Deadlines: MRF due 5th; Newsletter articles due 10th (even during the summer)! SOSP|Go Outdoors: Consider a beach or park clean up, or plan ahead to offer a bike and safety fair.

July Club Website: Consider overhauling the club website over the summer, when things are not as “hectic” Board Meeting/Picnic: Help the officers schedule a board meeting, even if “everyone” cannot attend. Begin work on scheduling back-to-school events The myth of “everyone” over the summer.

August Officer Meeting: Help officers plan 1st club meeting, club rush, advertising, and school announcements Club Meetings: Plan club meetings for FUN! SOSP|Children’s Education: Plan an education event, such as collecting books or backpacks, or work with the Salvation Army to help students with back-to-school shopping Plan Back to School. Advertising posters from Key Club International. Announcements (who will write them). Help with orientation? Don’t wait for “club rush” day; advertise first meeting. First meetings should be planned for maximum fun and get-to-know-you!

September New Members: Assemble packets of forms to help new members complete needed paperwork. Dues/Membership Update Center: Check Membership Update Center accessibility. Collect dues and register members online. SOSP|Pediatric Trauma Program: Fundraise for PTP, and plan to take the money to Fall Rally. New Member Push. Forms and Dues.

September Officer Meeting: Set goals for fall semester; plan fall events; create schedule of events RTC Emphasis: Encourage members to attend Region Training Conference. Involve members and officers in presenting training sessions. Fall Rally: Plan Fall Rally deadlines, transportation, and fundraising.

October CNH Deadlines: MRF due 5th; Newsletter articles due 10th Fall Rally: Celebrate your PTP efforts; attend Fall Rally SOSP | UNICEF: Trick or Treat for UNICEF. Ask local stores to set out donation boxes. Challenge a local Key Club/school to a “penny war” during a rivalry football game.

October Officer Meeting: Evaluate successes (and setbacks); plan activities for rest of semester Key Club Week Planning: Plan ahead for the events of Key Club week in November

November Dues: Continue collecting and sending in dues; register new members at the Membership Update Center. CNH Deadlines: MRF due 5th; Newsletter articles due 10th SOSP|Kiwanis Family: Hold events with other members of your Kiwanis Family. It’s Kiwanis Family Month! Officer Meeting: Plan December events and schedule through January election date. Keep members interested and involved. Elections process begins as soon as school starts; look at calendar to schedule dates because new officers need to plan for DCON. In the club you advise, are new officers “encouraged” or even “required” to attend DCON?

December Officers and Elections: Encourage members to consider running for District Officer positions; let members know about the dates for CTC for possible LTG candidates; put out a calendar of club elections for potential officers. SOSP|Providing Basic Needs: Plan a sock or coat drive. End of Year Social: Schedule the last meeting of the school year. Leave time for members to study for finals. Finals time! Remember the students’ work load! Remember to have fun! Key Club is about fun!

December DCON: Discuss DCON details. Encourage attendance at DCON by all newly elected officers. Begin fundraising. Kiwanis Get-Together: Try to get together with your sponsoring Kiwanis Club during winter break. UNICEF Funds: Mail UNICEF funds to Kiwanis International by winter break.

January Club Elections: Hold club officer elections. Plan to allow new officers time to complete forms and fundraise for DCON. Conclave: Participate in the election of the Division LTG. CNH Deadlines: MRF due 5th; Newsletter articles due 10th SOSP|Community Outreach: Encourage students to suggest new and different community programs and opportunities for the club to be involved. One of the busiest months of the year! Election process – what is involved in officer positions, who is running, election day.

January Membership: Continue to bring in new members to the club. Turn in dues and register new members. Officer Meeting: Calendar club events for January through April. DCON Fundraising: Continue planning DCON and make a fundraising push. Recognition: Be informed about Division contests and the Member Recognition Program for exceptional students. Train students to apply for individual and club awards. Recognition deadlines – encourage students to work on applications over winter break. DCON Fundraising – in full swing!

February DCON Preparation: Help students stay informed of DCON registration and payment deadlines. Find out about Division travel. Assemble student forms. Select club delegates and SAAs; register them online. CNH Deadlines: MRF due 5th; Newsletter articles due 10th SOSP|Children’s Miracle Network Hospitals: Know the nearest CMN hospitals near the school you advise. Find contact information for the volunteer coordinator. Volunteer for International Pancake Day at IHOP (in March). More CNH Recognition Deadlines in Feb. Be available to students to sign needed forms. Be present. More DCON Fundraising. Officers need training.

February New Officer Training: Invite newly elected officers to board meetings and plan one-to-one trainings. AAR Assessment: Help the club Secretary complete the MRF, including sorting the Activities page. Review the pages to confirm that all projects, interclubs, etc. have been recorded. MRF completion and review. Be informed. Attend Sue Cummins’ workshop on the MRF and Distinguished Clubs later today.

March Kiwanis One Day: Plan Kiwanis One Day with your Kiwanis Club and other members of the Kiwanis Family. CNH Deadlines: MRF due 5th; Newsletter articles due 10th SOSP|March of Dimes: Look for March for Babies walks in your area, or find other ways to educate people about prematurity, birth defects, and infant deaths. Kiwanis One Day – finalize plans. Plan ahead.

March Club Calendar of Events: With current and newly- elected officers, plan the club’s calendar with 3-5 service events each month. Consider completing a member survey to see what projects members are most interested in. Celebrate: Celebrate the club’s accomplishments! End of “term” party – Congratulate “retiring” officers and make plans to install new ones.

? ? Questions? Comments? Concerns? Go for it!

Acknowledgements The CNH Key Club District would like to acknowledge the following individuals who have contributed to this presentation over the years. Tricia Shindledecker, Region 15 Advisor, 2016-2017