1. Effective Planning for Meetings
District Convention 2015
Chris Chong | Ann Sobrato Key Club President
Alan Kwok | CNH KFF Chair
Effective Planning for Meetings

2. What is a Club/Board Meeting?
Board Meeting: Where board members (Executive and/or Appointed) plan agendas, service events, club socials, etc.
Club Meeting: A general meeting hosted by the club’s board where all members are invited for education, service, leadership opportunities

3. Board Meetings All officers (Executive and/or Appointed)
Officers contribute information (service event ideas, fundraising ideas, reports, reminders)
Plan next club meeting agenda (topics, member education, major district news, icebreakers, etc.)
Plan events/fundraisers (creating a monthly calendar of what service projects and fundraisers will happen)
Embody inclusiveness by inviting members

4. Utilizing Summer/Winter Breaks
These board meetings provide more time compared to a normal board meeting
Bonding opportunity:
Have potlucks
Make spirit gear
Plan club rush
DCON prep
Update annual calendar

5. Preparations
Conduct board meetings a few days to a week before the club meeting
Create or update meeting agenda
Delegate speaking roles to officers
Prepare materials in advance:
meeting agenda
sign in sheets
sign up sheets for service events
bell and gavel
PowerPoint & projector

6. Club meetings Start and end on time
Use an agenda prepared at the previous board meeting
Announce club service events, division council meetings and service events, district events and news
Provide education about Key Club

7. Why use Agendas? Keeps the meeting organized
Effective way to manage lots of information
Meeting runs more smoothly if all the officers know what is happening
Shows members that their time is valued
Demonstrates that the board is serious about these meetings

8. Sample Agenda #1 Call to Order Pledges Service Review
Announcements from Division
Icebreakers
Education Topics
Socials/ Division Council Meetings
Service Events
Fundraisers
Adjournment

9. Sample Agenda #2 Call to Order Meeting Attendance Thank Members
Service
Highlighted speaking roles
Upcoming Events
Questions, comments, concerns?
Adjournment

10. Role of Officers at Meetings
President is the main host and facilitates the meeting
Vice-president presides if President is not present, and assists every officer as needed
Secretary takes minutes and provides other logistical support
Treasurer encourages dues payment and makes financial announcements

11. Club Chairs/Coordinators
Kiwanis Family Coordinator: Talks about joint Kiwanis Family events, service projects, and education about the Kiwanis Family
Project Coordinators: Talks about service events, encourages participation
Fundraising Coordinator: Assists Treasurer with promoting fundraisers and preferred charities
Spirit Coordinator: Promotes spirit!

12. Presentation Tips/Suggestions
Public Speaking:
REPEAT, REPEAT, REPEAT
Use Visuals
whiteboards, PowerPoints, agendas
Introducing guest speakers:
Make sure audience is attentive and respectful
Ask Circle K and Kiwanis members to guest speak at your meeting as a way to change things up!

13. Dealing with disturbances
Quiet Coyote
“If you can hear me, clap once…”
Stop talking until everyone is quiet
STOP, STARE, AND SMILE!
If you have a club SAA, make sure that he/she is enforcing appropriate behavior and level of respect during meetings

14. Keep members coming back
Greet members at door and thank them for attending
Use updates and reminders
On Facebook group page
or mass text
Have giveaways, food parties, incentives to keep members coming back regularly
Use flyers/announcements

15. Recruitment Flyer for Club Rush Day Ann Sobrato Key Club

16. with reminders/updates
Rush Recruitment Flyer – Oakland Tech Key Club
Mass text messages
with reminders/updates

17. Appreciation/Recognition/Incentives
Recognition is KEY – every member counts!
Learn who the members are!
Get to know other members so that everyone feels comfortable with each other
Greet members when they enter - this allows members to feel appreciated and noticed
Thank members at the end of the meeting

18. Appreciation/Recognition/Incentives
Give out certificates or small prizes to recognize those who have gone above and BEEyond
Have club contests and give prizes as recognition for member involvement:
Most fundraising
Most service
Best event attendance

19. Provide incentives
Maybe on important meeting dates, offer free cookies to those who come. Who doesn’t love cookies right?
Recognition is a great way to motivate members to get more involved in the club!

20. Get members involved in icebreakers
Change things up a bit and do different activities to keep members pumped up
Create contests
Offer reasonable prizes so members will be further motivated to participate!

21. Icebreaker Ideas Group Juggling Two Truths, One Lie I Love my Neighbor
Human Knot
More Pancakes Please
Number Game
Blind Compliments
Organize Birthdays without Talking

22. ? ?
Questions?
Comments?
Concerns?
Go for it!

23. Acknowledgements
The CNH Key Club District would like to acknowledge the following individuals who have contributed to this presentation over the years.
Chris Chong – Ann Sobrato Key Club President Alan Kwok – Kiwanis Family and Foundation Chair