Secretaries District Convention 2017 Mary Ramirez, D07S Franklin Secretary Vivian Bui, D30S Oxford Academy Secretary Angel Lau, District Secretary

General Duties Complete the New Officer Information Form at the beginning of the term Record meeting minutes Update and submit Monthly Report Forms On-time Record all members’ service hours Keep track of all club activities Communicate with club officers and members

Weekly Duties Attend & record meeting minutes at club and board meetings Attend club service events to keep track of members’ hours Create event sign-up sheets to track attendance Contribute to club meetings preparation Communicate with all club officers Attending meetings is crucial for a secretary because he/she can keep track of the members’ hours more easily and be able to meet more members, especially since the secretary is responsible for keeping track of service hours. Sign-up sheets should be created at least one week in advance for members to sign up. Communication is key - especially with the club board since the secretary has all of the data of the club.

Monthly Duties Update & Submit the Monthly Report Form (MRF) by the 5th of every month to LTG Attend Division Council Meetings (DCM) Attend Kiwanis Division Council Meetings Update the Member Recognition Tab (MRP) of the MRF weekly/monthly The Member Recognition Tab should ideally be updated after every single event so that it can be up to date and cause less stress/workload for the secretary, as it is a major tab to focus on. Appointing a task coordinator for this job could also be beneficial.

Annual Duties Submit the New Officer Information Form Collaborate with the club board to establish goals for the year Compile a club roster with the Club Treasurer Attend OTC, RTC, Fall Rally, District Convention Having goals already established early on is beneficial as it allows for all of the club officers to know what they want to achieve and how possibly they can get there. As said before, being on the same page (communication) is key.

Annual Duties Submit member recognition levels as requested by LTG (deadlines will differ) Submit officer election results to your LTG, Sponsoring Kiwanis Club, and home club Strive for District Tree recognition (all on time MRFs) Train the secretary-elect The deadline will differ because the Member Recognition Committee will set a deadline for LTGs to have turned in the names of the members for each level of recognition, which the LTG will have a deadline for differently because each LTG will most likely decide on a different date as see needed within the division. All officer elections should be reported and sent to the above people as it keeps the contact current. Training the Secretary-elect is something that can not be overlooked because you want to make sure they are well prepared for the year ahead and you want them to be just as succesful as you were! Always keep in touch with them and give them resources to guide them.

Communication -Maintain communication with… Club Board Members Advisors Kiwanians Past Secretary Lieutenant Governor District Executives Maintaining communication with the above people is very crucial as being a secretary involves a lot of paperwork and data, which needs to be known by everyone, including members. Make sure that everything is done transparently and that everyone can be kept in the loop.

Recording Minutes Utilize resources on the CyberKey Members > Secretary > Meeting Minutes Template

Recording Minutes Record minutes for every club and board meeting Should be concise Can be but not limited to send to: Club Board, LTG, Advisors, Sponsoring Kiwanis Club Remember to include: Date, Time Location Call-to-Order & Adjournment Facts, not opinions

Recording Service Hours Can keep a separate Google Spreadsheet to keep track of hours Allows members to keep track of their hours Consistent and can be utilized by anyone in the club Sign-in/sign-out sheets for service projects Post updated service hours weekly/monthly for the club members Having a separate Google Sheet or different medium may be helpful (other than the MRF) because it can be accessed by anyone in the club more easily and it can be kept up to date.

What Counts as Service? Service: Not Service: Working at service events Kiwanis/Circle K ones count as well Working at fundraisers Working at Book drives, food drives, etc. Not Service: Meeting Attendance Fall Rally, DCON, OTC, RTC, Key Leader (unless there was a service event that the member volunteered at) Socials, dances, banquet Travel time

The Basics of the MRF Excel form that keeps track of members’ service hours and the club’s progress and attendance as a whole Update/Complete tabs throughout the year Submit by the 5th of every month If you have any questions, BEE sure to ask your Lt. Governor!

Tabs to Complete Step 1 Club Roster Service Record Club Elections Completed once Club Roster Can be updated throughout year Service Record Updated after every event Club Elections Completed once (beginning of term)

Tabs to Complete (cont.) Annual Achievement Report Completed throughout the year Project List Automatically transfers from monthly reports Monthly Report Completed each month Member Recognition Tab (will be discussed in detail in the next slide)

Member Recognition Tab Helps keep track of every paid member’s participation for individual member recognition Why is support important?

How the tab works... First three columns are auto-transfer Membership – from Club Roster/Directory Dues Paid – from Club Roster/Directory Service Hours – from Service Record Why is support important?

Levels of Recognition Determined by how many of the 13 minimum requirements are met ALL must be met in order to receive that respective level of recognition Name can be copy & pasted from the Membership column, OR type “=b13” to automatically link Platinum Gold Silver Bronze Why is support important?

MINIMUM criterion to reach each level of recognition Secretaries must update and keep track of criterion with the rest of the club board members

The District Member Recognition Committee will provide Secretaries with the deadline for final submissions. Members will receive suitable recognition at District Convention and posted on the official CNH Key Club media sites.

What does it mean to be Distinguished? Basics: Completed all assigned task on time Updated the MRF properly every month Recorded precise and detailed meeting minutes properly for both executive and general meetings Shown outstanding leadership skills

Requirements for E-Portfolio Cover Page (Name, Position, Term, etc.) Nomination letter Could be written by a member, Kiwanis/ Faculty Advisor, Officers, OR your LTG. Personal Reflection/ Assessment 3 Letters of Recommendations (max) Completed* Secretary Checklist (This is provided under the contest guideline documents) Examples of Club Directories This could be for special events or committees

Requirements Examples of Club Directories This could be for special events or committees Example of ONE MRF from each quarter Example of ONE Executive and ONE General Meeting minute from each quarter Communication samples E-mails, letters, posts, reminds, etc. Miscellaneous Achievements and contributions you have made as a Secretary throughout the term

QUARTERS Quarter 1: April-May-June Quarter 2: July-August-September Quarter 3: October-November-December Quarter 4: January-February-March

Tips BEE proactive! Utilize past secretary and Lieutenant Governor as a resource Join the Club Secretaries Google Reflector Group MRFs can always be updated (even previous months but always let your LTG know) Why is support important?

? ? 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. Angel Lau, District Secretary 2016-2017 Michelle Ng, Member Recognition Chair 2016-2017