1. Region Training Conference 2017
Secretaries
Membership Recruitment by _____________________________
Region Training Conference 2017
Name, Position

2. Position Outline Duties:
Keep organized records and paperwork for the club
Record member attendance at meetings
Maintain accurate meeting minutes for club and board meetings
Work with the treasurer to compile and update the club roster
Submit a Monthly Report Form (MRF) to the Lt. Governor, Faculty Advisor, Region advisor, and Kiwanis advisor each month on time
Record the service hours performed by the members
Training the secretary-elect on the roles of a secretary
The Secretary records service, fundraising, minutes, etc., aids the Treasurer with the club roster, etc.

3. Weekly Responsibilities
Attend & record meeting minutes at club and board meetings
Attend club service events to keep track of members’ hours
Communicate with fellow club officers when the secretary is unable to record hours
Create event sign-up sheets to track attendance
Contribute to club meetings preparation
Communicate with all club officers

4. Communication Maintain communication with… Club Board Members Advisors
Kiwanians
Past Secretary
Lieutenant Governor
District Executives

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

6. Recording Minutes (cont’d.)
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 (i.e. motions,decisions, suggestions, etc)

7. 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
RECORD ACCURATE SERVICE HOURS

8. 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:
Attendance at meetings
Attendance at Fall Rally, DCON, OTC, RTC, Key Leader (unless there was a service event that the member volunteered at)
Socials, dances, banquet
Travel time

9. 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
Lieutenant Governors may establish an earlier date but all MRFs are considered “on time” if they receive it by the 5th

10. 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)

11. Tabs to Complete (cont’d.)
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)

12. Member Recognition Tab
Helps keep track of every paid member’s participation for individual member recognition

13. 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

14. 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

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

16. 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.

17. 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

18. 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

19. Requirements (cont’d.)
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

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

21. 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)

22. Questions? Comments? Concerns?

23. 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 Committee Chair,
Johnny Chen, Member Relations Committee Chair,