1. 2014-15 District Secretary Cecilia Li
Secretaries
District Convention 2015
District Secretary Cecilia Li
SECRETARIES

3. Seminar Objectives To train future CNH Distinguished Club Secretaries
To overview secretary duties and responsibilities
To provide strategies to prepare you for the upcoming term

4. What is a Club Secretary?
Club Executive Officer
Backbone of the club
Important liaison
between the members, division, & district
A leader
Let’s start with the basics: What is a Club Secretary?

5. Duties

6. Weekly Attend all club and board meetings Record meeting minutes
Keep organized club records

7. Attend Kiwanis meetings
Attend club & division events
Communicate with the members

8. Monthly Submit the Monthly Report Form (MRF) by the 5th of every month
to LTG, sponsoring Kiwanis club, Faculty Advisor(s), Region Advisor(s), and Club Board

9. Attend Division Council Meetings (DCM)
Key Club and Kiwanis
Provide service hour record updates

10. Yearly Collaborate with club board to develop club goals
Collaborate with Treasurer to compile a club roster
Complete the online Club Officer Information form
Submit at beginning and end of term to ensure smooth transition between terms

11. Submit AAR Report to LTG Submit officer election results
Attend annual events
OTC, RTC, Fall Rally, Conclave, DCON
Submit AAR Report to LTG
Submit officer election results
Remain a Key Club member in good standing

12. Strive for District Tree recognition
Apply for Outstanding or Distinguished secretary recognition
Assist the club with applications for contests
Assist the incoming Club Secretary with transition

13. Reports

14. Monthly Report Form MRF Purpose: To maintain club records
Reflect, plan, improve
To inform others on club activities
Members, LTG, advisors & District
To keep accurate, efficient club records

15. The Basics of the MRF
Let’s start with the basics: What is a Club Secretary?
Download from CNH CyberKey >> Secretary page
View the Webinar

16. Monthly Activity Reports
Tabs:
Roster
Annual Report
Project List
Election Report
Monthly Activity Reports
Let’s start with the basics: What is a Club Secretary?

17. Submission By the 5th before 6:00 PM Send to: Club Board LTG
Sponsoring Kiwanis Club
Faculty Advisors
Regions Advisors
Let’s start with the basics: What is a Club Secretary?

18. Minutes
Purpose:
To provide written record and proof of proper protocols and procedures during a meeting or hearing

19. To keep those not in attendance at the meeting properly informed of what items were discussed and what actions took place

20. Tips and Tricks Template Content Consistent Accessible actions taken
Announcements
decisions made
short and sweet
Consistent
Accessible

21. Template from CyberKey

22. Recognition

23. Recognition
Purpose:
To ensure that you are recognized for all the hard work you have performed on behalf of the members and the District
To provide with positive reinforcement and appreciation from the District level

24. District Tree Award Secretaries who submit all MRF’s on-time
By the 5th of every month before 6:00 PM
Automatic-entry contest
Recorded by your LTG
Recognized at DCON

25. Levels of Recognition Level 1: Appreciation Level 2: Outstanding
Submits the Secretary Checklist
Level 2: Outstanding
Checklist
Level 3: Distinguished
Highest level of honor for a Club Secretary
Checklist and E-Portfolio

26. Secretary Checklist updated each year with criteria
Three people verification system

27. Miscellaneous

28. Communication Consistency is KEY
Identify best forms of communication for members AND advisors
Know school policies
Use more than one form of communication
Be consistent

29. Members Club Board Advisors You are serving them
Maintain strong relations
Healthy Club
Advisors
Resource
Club knowledge
Organization knowledge

30. LTG Other Secretaries All questions should be directed to the LTG
If the LTG does not know the answer, he/she will find out
Contact him/her by
Other Secretaries
No one understands you like other Secretaries!
Reach out to them
Utilize the CNH Secretary Reflector:

31. Organization Recording service hours: Timely Project Sheets
Record hours immediately after event
Project Sheets
Make sign-in/sign-out sheets for events
Electronic records
Create Microsoft Excel Spreadsheets
Member Logs
Keep their own logs and submit them to you
Post updates on a regular basis

32. Files keep track of EVERYTHING for the term Board Meeting Agendas
Club Meeting Agendas
DCM Agendas
Minutes
Committee Reports
Project Reports
Division Events
Members’ Service Hours
And more

33. You are responsible for record-keeping for the entire club
Always keep your files backed up and easily accessible

34. Resources: Websites
Your home club’s website

35. People Board members Lt. Governor Division Leadership Team
Other Club Secretaries
District Secretary
Faculty Advisor
Kiwanis Advisor
Region Advisor

36. Manuals: Both found on CyberKey Secretary’s Manual Twice a year
Beginning of Term
by Secretary
Mid-Term
by Secretary
MRF Manual
Annually

37. ? ?
Questions?
Comments?
Concerns?
Go for it!

38. Acknowledgements
The CNH Key Club District would like to acknowledge the following individuals who have contributed to this presentation over the years.
District Secretary Willy Hoang District Secretary Breigh Dang District Secretary Lloyd Chen District Secretary Amanda Redublo District Secretary Cecilia Li