Key Club Secretary Responsibilities and Training Overview
This article provides an in-depth overview of the role and responsibilities of a Key Club Secretary, including attending meetings, recording minutes, organizing events, communicating with members, updating records, submitting reports, and collaborating with the club board. It also emphasizes the importance of effective communication with the club board, members, and advisors. Training topics and key tasks are outlined to guide secretaries in fulfilling their duties successfully within the Key Club organization.
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CNH | K E Y C L U B Secretaries Presented by: CNH| Updated by CNH Key Club District Secretary California-Nevada-Hawaii District May 2014
The Role of a Secretary Secretaries Workshop Training Topic: Club Secretaries | CNH Officer Training Conference
Responsibilities Weekly Attend all club and board meetings Record minutes during meetings Attend club and division events Create event sign-up sheets for service projects, fundraisers, and socials Communicate with members, officers, and advisors Record members service hours Update and organize files and records Training Topic: Club Secretaries | CNH Officer Training Conference
Monthly Submit the club Monthly Report Form (MRF) by the 5th of every month to your Lieutenant Governor Sponsoring Kiwanis Club Region and Faculty Advisors Club Board Attend Division Council Meetings (DCMs) Provide service hour updates for members Annually Collaborate with the club board to create goals and effective plans for the year | CNH Officer Training Conference Training Topic: Club Secretaries
Compile a club roster with the Club Treasurer Attend OTC, RTC, Fall Rally, District Convention, and other important events Submit the Annual Achievement Report to LTG at the end of the year Complete the online 2014-2015 Club Officer Information form on the CyberKey Submit officer election results to your LTG, Sponsoring Kiwanis club, and home club Strive for District Tree recognition (all MRFs submitted on-time) Train the secretary-elect | CNH Officer Training Conference Training Topic: Club Secretaries
Communicate! Club Board: They are your main source of communication, and it is important that you have strong relations with each board member. Members: Since you will be recording their service hours, you should have a general sense of each of them Advisors: Help guide you along the way, answer questions, and keep track of members Training Topic: Club Secretaries | CNH Officer Training Conference
Past Secretary Ask for help with the MRF, and other training/experience Lt. Governor Submit monthly report forms, which keep track of service hours, money fundraised, and meetings/events held District Executives Answer questions, and are your support. | CNH Officer Training Conference Training Topic: Club Secretaries
Organization Secretaries Workshop Training Topic: Club Secretaries | CNH Officer Training Conference
Recording Minutes Record every club and board meeting! Keep minutes organized and backed up in your files Remember to include: Date, Time, Location Who is holding/adjourning the meeting Stick to the facts; no personal opinions Consistent Grammar Sent to the Club Board Training Topic: Club Secretaries | CNH Officer Training Conference
Recording Service Hours Continually record members service hours Tracking service hours can be labor intensive or a breeze! Follow these tips: Make sign-in/sign-out sheets for events Create Microsoft Excel Spreadsheets Have members keep hour logs, and set a deadline for them to submit their hour logs Post updated service hours weekly/monthly at club meetings or on the club website Training Topic: Club Secretaries | CNH Officer Training Conference
What counts as service? Working at Service Events Working at Fundraisers Book drives, food drives, etc. Event Preparation/Planning Workshop Presentation/Planning What doesn t count? Attendance at meetings, Fall Rally, DCON, OTC, RTC, or Key Leader (unless an event happens simultaneously) Socials, parties, dances, banquets Travel time | CNH Officer Training Conference Training Topic: Club Secretaries
The Monthly Report Form Secretaries Workshop Training Topic: Club Secretaries | CNH Officer Training Conference
The MRF What is an MRF? The most sacred file you will handle throughout the year Important to evaluate clubs and thus the District MRF stands for Monthly Report Form What to do? Fill out tabs throughout the year Submit by the 5thof each month Training Topic: Club Secretaries | CNH Officer Training Conference
Step 1 This is the first task labeled. Input basic information such as Club Name, Number, Region, and Division Also add Club Information Add information for advisors and officers Answer the general questions at the bottom | CNH Officer Training Conference Training Topic: Club Secretaries
Step 2: Club Roster Within your MRF file, you need to complete all sections in the Roster tab It is designed to help you when tracking service hours and during dues collection ALWAYS keep a copy of the roster in your club records! | CNH Officer Training Conference Training Topic: Club Secretaries
Step 3: Service Record This tab helps you record the club members service hours. Use it to your advantage. It is not necessary, only helpful! Add more columns BEFORE the last row to maintain the formula | CNH Officer Training Conference Training Topic: Club Secretaries
Step 4: CLUB ELECTIONS Applies to newly elected officers | CNH Officer Training Conference Training Topic: Club Secretaries
Step 5: Annual Achievement Report Completed at the end of the term Most data transfers from previous reports Some questions must be answered manually Submit to your LTG | CNH Officer Training Conference Training Topic: Club Secretaries
Step 6: Project List Automatically transfers from monthly reports Final step to generate the AAR score Follow sorting directions on the MRF | CNH Officer Training Conference Training Topic: Club Secretaries
Step 7: Monthly Report Update each month Data Report Obtain meeting information from minutes Mark whether sponsors met obligations Fill out data from sign-in sheets and attendance records Ask LTG for club s current membership status Project Report Projects can be either service projects or fundraisers Socials can be included, but for no hours Mark an X for each category of project that applies Sort be descending # of hours | CNH Officer Training Conference Training Topic: Club Secretaries
| CNH Officer Training Conference Training Topic: Club Secretaries
Club Snapshot Monthly overview of your club Project Snapshot Description of projects and identification of project chair | CNH Officer Training Conference Training Topic: Club Secretaries
Member Recognition Program Secretaries Workshop Training Topic: Club Secretaries | CNH Officer Training Conference
Member Recognition Tab New! Helps keep track of individual member recognition | CNH Officer Training Conference Training Topic: Club Secretaries
First three columns are auto-transfer Membership from Club Roster/Directory Dues Paid from Club Roster/Directory Service Hours from Service Record | CNH Officer Training Conference Training Topic: Club Secretaries
First four columns show MINIMUM criterion to reach each level of recognition: Bronze, Silver, Gold, Platinum Club Secretaries keep track of criterion with the rest of the club board members | CNH Officer Training Conference Training Topic: Club Secretaries
Level of Recognition is 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 | CNH Officer Training Conference Training Topic: Club Secretaries
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. | CNH Officer Training Conference Training Topic: Club Secretaries
Tips & Resources Secretaries Workshop Training Topic: Club Secretaries | CNH Officer Training Conference
Tips Stay organized digitally and physically Don t procrastinate on MRFs! Ask fellow officers and LTGs for clarifications and information MRFs can be updated at any time (even past months) Be on time to qualify for awards and recognition at DCON Training Topic: Club Secretaries | CNH Officer Training Conference
Additional Resources On the CyberKey Secretaries Manual Duties of the Club Secretary And much more http://www.cnhkeyclub.org/officers/secretary Key Club International http://www.keyclub.org/Leadership/bal/leadclub/Clubsecret ary.aspx Secretaries Google Reflector Advisors, Lt. Governors, and Executive Officers Training Topic: Club Secretaries | CNH Officer Training Conference
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