Slide 1

Created by the Ohio District Administrative Structure Committee (2013-2014) Club Officer Training Slide 2 K E Y C L U B Club Officer Training K E Y C L U B Club Officer Duties and Expectations Slide 3 Club President Club Presidents are responsible for planning, organizing, and carrying out duties associated with the role as the clubs chief executive officer The President should keep in touch with the sponsoring Kiwanis Club and attend some Kiwanis meetings along with other officers and/or adviser Slide 4 Club President Plan and conduct regular club meetings Keep officers on task and provide assistance Lead the entire membership in a well-rounded program of activities and projects Handle any membership issues Meet with your faculty advisor Conduct regular officer meetings Make sure all monthly reports are submitted on time by the Secretary Communicate with school administration as necessary Slide 5 Club Vice-President Should be well-informed and know the duties of the President in case he/she needs to step in Receive instructions from the President and effectively carry them out for the success of the club Support the President and be involved in decision making Keep organized records (along with the Secretary) of club actions for the future Vice-President Slide 6 Club Vice-President Be aware of the general status of the club Check in with other officers/committees and keep track of progress. Report current status to the President Be capable of assisting other officers with their duties Encourage members/officers to think of and share new ideas Slide 7 Club Secretary One of the most demanding positions because the Secretary manages all of the clubs records, files, and details Best way for a Secretary to begin his/her term is to learn from the previous Secretary Responsible for the clubs records, it is imperative that the secretary be prompt, organized, and efficient. Club records must be up to date and orderly Slide 8 Club Secretary Some of the things a Secretary should keep track of: Club bylaws Minutes of all general club meetings and board meetings Committee reports List of club members and their service hours/records Past achievement reports and monthly reports Copies of the clubs current and past annual dues records (work alongside Treasurer) Slide 9 Club Secretary Monthly Report Forms By the 5 th of each month, the Club Secretary must turn in a form to the Lieutenant Governor This form gives the LTG a better idea of the activities of the club and any issues that the club may need help with Talk to your Lieutenant Governor about where to find this form Slide 10 Club Treasurer Responsible for keeping accurate books that will enable him/her to give a full financial report whenever requested Understand and adhere to school policies regarding student and school organization financial accounts Inform the sponsoring Kiwanis Club of the Key Clubs financial status Assist with any fundraiser planning, as necessary Work with the adviser/administration to pay any club costs out of club funds Slide 11 Club Treasurer Collect member dues. In coordination with Secretary, forward dues and membership roster to Kiwanis International Ensure that all dues are paid on time to Kiwanis Prepare the clubs budget, present it to the board for approval, and ensure that club activities adhere to budget Maintain accurate financial records throughout the year Slide 12 Club Bulletin Editor Public relations officer The Editor makes sure the club, school, and public is informed of the work that Key Club does Produce a regular newsletter for members Post signs, posters, and banners announcing meeting dates, projects, and any type of Key Club promotion Send articles to the District publication and Key Club Magazine Slide 13 Club Bulletin Editor Make public-service announcements, contact local press, send articles to community newspapers Save all published newsletters, signs, calendars, and banners for the next club editor to use as a reference Take pictures and document club events, meetings, and overall work in a scrapbook to be entered in District and International contest (when applicable) Create/maintain a club website and/or social media page Slide 14 Club Class Director/Rep The Directors (one from each class and often called the Class Representatives) bring new viewpoints to board meetings They assist the President with his/her duties by taking on special assigned tasks from time to time Seek feedback on club activities from members in his/her class Slide 15 Club Class Director/Rep Class Directors should keep track of committee progress and goals Make suggestions to the committees regarding their work Outline an active, continuous program of club service, social, and fundraising activities Work with the President on handling delinquent member issues Assist the Secretary on keeping track of member attendance at meetings (for larger clubs) Slide 16 Faculty/Kiwanis Adviser Adult supervisor Help Treasurer with money, requisitions, budget Aid with administrative paperwork, dues payment Provide insight and advice from previous years Assist in planning projects with club Receive service project requests from local organizations Become a part of the Kiwanis Family Meet with leadership team, DONT lead meetings! Slide 17 K E Y C L U B Club Officer Training K E Y C L U B District Officer Basics Slide 18 Key Club Structure Each Key Club belongs to a Division and many divisions make up a District There are 33 Districts in Key Club International, arranged geographically and ranging in size from one state to an entire region Each club and District is led by a student board of directors and an International Board of Trustees comprised of Key Club members Slide 19 How to Become a Leader Governor, Secretary, and Bulletin Editor are elected at convention in the Spring Historian and Webmaster are appointed by the governor. Apply around convention time Lieutenant Governors are elected by the clubs in the Division they represent International officer candidates must gain endorsement from District (at convention) and then be elected at International Convention Slide 20 District Governor Head of the Key Club District! Organize and assign committees Head Board Meetings and other Key Club District Events Attend other K-Family District Events Kiwanis DCON, Circle K DCON, Kiwanis Mid-Year, etc. Representative from District for Key Club International Motivates the Executive Board and Lt. Governors Sets goals for the District Increase District event attendance, better communication with Kiwanis etc. Communicates with vacant divisions and International Trustee Slide 21 District Secretary Take minutes at every Board meeting Stand in Governor whenever Governor cannot be present at any Key Club or other K-Family event Helps Governor with Board evaluations Keeps track of Robert F. Lucas points Tallies monthly reports from each club and Lt. Governor in the District Writes article for Executive Newsletter for Club Secretaries Communicates with vacant divisions Slide 22 District Bulletin Editor Key communications and public relations person for the District Create, edit, and distribute District publications Adhere to Key Club International graphic standards Share news and promotions from the District Board to the clubs in the district Prepare and distribute bulletins for District Board members and clubs. Cover important topics in a timely manner Strive to make all communications timely, well written, free of mistakes Slide 23 District Historian Takes pictures at all Key Club events for convention slide show and promotional pieces Helps plan convention Promotional pieces, slideshow, etc. Collects information from board meetings and committees for next years board Works on the Executive Committee with Governor Slide 24 District Webmaster Primary role is to maintain and regularly update the District website Should web-design/programming experience Make sure all information on the website is accurate, make changes as requested by District officers Upload pictures, flyers, newsletters, and other resources Slide 25 Lieutenant Governor Elections in Jan/Feb, as scheduled by current LTG Serve as liaison between clubs in Division and District Board Contact/visit every club in the Division, gather all officer and adviser contact information Help resolve issues in clubs if they arise Send newsletters to clubs, reach out to non-responsive clubs Serve on District committees, can apply for Committee Chair (chosen by Governor) Submit monthly report form each month to Gov/Sect Attend all Board Meetings and District Events