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

2. 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

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

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

9. 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

10. 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.

11. 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

12. 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!

13. 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)

14. 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)

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

16. 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?

17. 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?

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

19. 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.

20. 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

21. 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

22. 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
s, letters, posts, reminds, etc.
Miscellaneous
Achievements and contributions you have made as a Secretary throughout the term

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

24. 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?

25. ? ?
Questions?
Comments?
Concerns?
Go for it!

26. 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
Michelle Ng, Member Recognition Chair