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otc_secretary

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									                DIVISION 3 | KEY CLUB
             Officer Training Conference 2011
                                           Saturday, April 23, 2011




                SECRETARY
                        (Sharketary)
                  2011-2012
Workshop: Secretaries                  Presented By: Andrea Cenon
                    DIVISION 3 | KEY CLUB
                 Officer Training Conference 2011
                                           Saturday, April 23, 2011



                            Duties

 Record minutes
 Keep track of members hours

 Attend Club Events and meetings

 Keep members updated and informed

 MRFs (Monthly Report Forms)

 Work with the treasurer




    Workshop: Secretaries              Presented By: Andrea Cenon
                    DIVISION 3 | KEY CLUB
                 Officer Training Conference 2011
                                           Saturday, April 23, 2011


                            Minutes

State if it's a Board/Club Meeting
Date, time,and location.

Outline format

Facts ONLY, no opinions

Must be in sentence form

Type minutes

Make then available to officers and members




    Workshop: Secretaries              Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                   Saturday, April 23, 2011
                             Minutes (cont.)

          Time of call to Order and Adjournment, and who it is
          led by.
          Include speakers and motions or decisions made as a

          club.
          Number of members present

          Names of guests and absentees

          Speaker and subject

          Dues collected (if applicable)

          Committee reports

          Announcements

          Votes



Workshop: Secretaries                          Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                               Saturday, April 23, 2011




                                      Example of Board
                                      Meeting Minutes




Workshop: Secretaries                      Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                 Saturday, April 23, 2011


                              Roster
    Officer
    Members

      Full name

      Home address

      Screen name (if applicable)

      E-mail address

      Telephone number

      Date of birth

      Grade

      Committee assignments and offices held in Key Club.




Workshop: Secretaries                        Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                              Saturday, April 23, 2011




Workshop: Secretaries                     Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                Saturday, April 23, 2011

                                       Reminders!

                             Please make sure you receive
                            the correct information form the
                            new members.
                             Keep the roster updated!

                             Keep the information in the

                            directory
                             Work with the treasurer and

                            update the roster on the Member
                            Update Center.
Workshop: Secretaries                       Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                   Saturday, April 23, 2011


                            SUBMISSIONS

     What to Send:
      MRFs

      Minutes




     Labels:
      MRF: SN_MRF_1112 (School Name_MRF_2011-2012)

     JM_MRF_1112 (John Marshall_MRF_ 2011-2012)
      MRFs are separated into Monthly Tabs




Workshop: Secretaries                          Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                    Saturday, April 23, 2011

    Minutes:
   Club:

   SN_CM_Mins##_09 (School Name_Club Meeting_Meeting

   number_Meeting Month)
      Example:
   HVR_CM_Mins01_11
   → (Hoover's first club meeting of the month of November)
   Board:

   SN_BM_MINS##_1211 (School Name_Board Meeting_Meeting

   Number_Meeting Month)
      Example:
   LC_BM_MINS02_10 (La Canada's Second club meeting minutes of
   October)

Workshop: Secretaries                           Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                              Saturday, April 23, 2011

E-mail subject line:
 School Name Secretary Work

 Example:

Crescenta Valley Secretary Work




Who to Send it to:
 LTG

 President

 Kiwanis Advisor

 Faculty Advisor

 Regional Advisor

 Divisional Secretary



Workshop: Secretaries                     Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                              Saturday, April 23, 2011



     T
     A
     S
     K

      1
Workshop: Secretaries                     Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                              Saturday, April 23, 2011




                                     CLUB ROSTER
                                     -DIRECTORY

Workshop: Secretaries                     Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                              Saturday, April 23, 2011

 SERVICE                RECORD




Workshop: Secretaries                     Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                              Saturday, April 23, 2011


                                                               D
                                                               A
                                                               T
                                                               A
                                                      M
                                                               S
                                                      R        E
                                                      F        C
                                                               T
                                                               I
                                                               O
                                                               N
Workshop: Secretaries                     Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                         Saturday, April 23, 2011



      MRF (Attendance Club)
General Meeting: Click on the cell, scroll, and
select a date.
Members Present: Enter an exact number.
Kiwanis/Guests/Program/Speaker:
Either select Yes or No.
Board Meeting/Social/Special Mtg/Kiwanis
Mtg/DCM: Enter a Date. Always fill out the date of
the Kiwanis Mtg/DCM regardless if your members
attend. If they do attend, select yes.
Interclub Codes:
S=With Sponsor, KF = With Kiwanis Family (not
sponsor), KC = With another Key Club
*Note: The number of members present should only
be for current dues paid member..

Workshop: Secretaries                                Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                       Saturday, April 23, 2011



                               MRF (Attendance Club) cont.

                               LTG Communication: Has your Lt. Governor
                               been in contact with your club? If yes,
                               select one of the method in which this was
                               done.
                               Meetings and Conferences: Simply select
                               Yes if the event was held this month. If
                               members attended from your club, fill in the
                               number present. OTC’s occur sometime in
                               Spring/Summer and RTC’s occur in the Fall.
                               in this count are members that paid dues
                               last year. Everyone else, who has not


Workshop: Secretaries                              Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                     Saturday, April 23, 2011


                          MRF (Special Events)

                                          Fall Rally: Occurs in October
                                          (North) and November (South).
                                          Kiwanis Special Function: Any
                                          event other than a meeting
                                          (such as a BBQ, a banquet,
                                          etc).
                                          Division Conclave: Election of
                                          your Lt. Governor in February.
                                          Key Leader: Varies by location
                                          CNH Convention: In April
                                          KCI Convention: In July



Workshop: Secretaries                            Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                         Saturday, April 23, 2011

                         MRF (Member Relations)

 Newsletters: Number of newsletters that your club
 publishes (not the ones created by your Lt.
 Governor or by the district).
 Member Inductions: Did you welcome any new
 members to the club?
 Member Training: Any sort of training where your
 club informs the members.
 Club Elections Report filed: Not done until
 February 2012.
 Club Directory: Always update this (the roster)t
 through the year.
 Articles: Articles are submitted to
 cnharticle@gmail.com.

Workshop: Secretaries                                Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                              Saturday, April 23, 2011


MRF (Projects Section)




Workshop: Secretaries                     Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                             Saturday, April 23, 2011


                                 MRF (Projects
                                     Section)
 Total # of Paid Members: Only Paid Members are
 counted
 Total Member Hours: Total number of hours
 completed by all members that attended this event.
 Service Project: Any type of volunteer project
 Project Benefits Club: Many projects can benefit your
 club.
 For example, a fundraiser for your club.
 Division Project: A project hosted by your Lieutenant
 governor
 District Project: Project that Project Shine
 Project w/other Organization: March of Dimes,
 UNICEF, American Cancer Society, etc.


Workshop: Secretaries                                    Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                             Saturday, April 23, 2011

                               Major Emphasis Program: The Major Emphasis
                               Program includes the Service Initiative (Live 2
                               Learn) and the Service Partners (March of Dimes,
                               UNICEF, and Children’s Miracle Network). Project
                               w/Kiwanis Sponsor: This is a project with your
                               Sponsoring Kiwanis Club.
                               Joint Kiwanis Project: A project including your
                               club and one or more
                               Kiwanis Clubs.
                               Project w/Kiwanis Family: A project consisting of
                               your club and any branch of the Kiwanis Family
                               (i.e. Kiwanis, Aktion Club, K-Kids, Builder’s Club,
                               Key Club, KIWINS, Circle K). Foundation Project:
                               Project that benefits the Cal-Nev-Ha Kiwanis
                               Foundation (including programs such as PTP and
                               PEM).
                               Funds Raised for Service: All profits are donated
                               to a cause. Funds Raised for Club: Profits go to
                               your club (does not count for service hours).

Workshop: Secretaries                                  Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                           Saturday, April 23, 2011



                    Provide a description of your                      N
                    successes, further explanations,
                    or comments of the monthly
                                                                       A S
                    activities. Your club may be                       R E
                    selected to be showcased on the
                    CNH CyberKey.                                      R C
                                                                       A T
                                                                       T I
                                                                       I O
                                                                       V N
                                                                       E


Workshop: Secretaries                                  Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                             Saturday, April 23, 2011


                              Abbreviations
                              School Name: SN
                          President's To Do List: PTDL
                              Point Records: PR
                           Officer Recognition: OR
                          Member Recognition: MR
                             Important Dates: ID
                          Monthly Report Form: MRF
                             Board Meeting: BM
                              Club Meeting: CM
                                Minutes: Mins
                             Club News: CNEWS
                             Budget Records: BR

Workshop: Secretaries                                    Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                 Saturday, April 23, 2011



                   Abbreviations for School Names

      Apex Academy = AA           Herbert Hoover = HVR
      Benjamin Franklin = BF      Hollywood = HWD
      Clark Magnet = CM           Holy Family = HF
      Crescenta Valley = CV       John Marshall = JM
      Eagle Rock = ER              La Canada = LC
      Flintridge Prep = FP        St. Francis = SF
      Glendale = GLD              Verdugo Hills = VH
                                  Village Christian = VC


Workshop: Secretaries                        Presented By: Andrea Cenon
                        DIVISION 3 | KEY CLUB
                    Officer Training Conference 2011
                                                      Saturday, April 23, 2011




                 GOOD LUCK
                 SECRETARIES!
                            HAVE FUN! :D


                                 from your Divisional Secretary, Rachel Su
Workshop: Secretaries                            Presented By: Andrea Cenon

								
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