attention club secretaries! presented by graham novak illinois-eastern iowa district secretary
TRANSCRIPT
Attention Club Secretaries!
Presented By Graham Novak
Illinois-Eastern Iowa District Secretary
Jo
• PAPERWORK! • E-mail• Rosters• Board/Officer meeting minutes• Organizing files and keeping detailed, accurate
information• Up-to-date information• Each meeting• Each month• Any Reward? Of course!
You Are Important!
• www.iikeyclub.org• E-forms• Club Roster (Electronic or PDF)• Officer and Faculty Advisor contact
information• Why? • Include successful club projects!
Rosters (District)
• General membership club directory.• Keep this in your files, and have it available
to all members• Include the following for each member…– Name, home address, e-mail address– Telephone number– Facebook/Myspace/Twitter account?– Offices held in Key Club
Rosters (Club)
• Typed or handwritten - be aware, at all times, of what is happening at the meeting.
• Include details of what is discussed, not what is argued over.
• Always include the names of everyone in attendance and everyone not in attendance.
• Sketch the minutes, and create a final draft later. • Include all decisions, upcoming events, guests that
were present, and contact information provided.• Are you club members aware of everything that was
discussed? Keep them informed!
Board/Officer Meeting Minutes
• Binder, expandable folder, or filing cabinet• Update frequently! • Include…
– Club Bylaws– Key Club Guidebook– District Constitution and Bylaws– Minutes of all club meetings – general and board/officer meetings– List of committee chairs and members within each committee (if
applicable)– Committee reports– General club membership roster– Officer/Advisor roster – Copies of present and past district publications - The Iolian– Any other information specific to your club
Organizing Files
• Present the secretary report, and make any “secretary – oriented” announcements.
• Keep your club up-to-date, and hand out the latest paperwork.
• Take minutes!
Each Meeting
• Update the club roster/directory!• Be sure you are receiving the District Mailing
newsletter from your District Secretary. • Talk to your advisor!• Perform any other duties specific to your club. • Volunteer!
Each Month
• Maintain service hour/point records for each member
• Submit an article to The Iolian• Submit an application for Distinguished Club
Secretary • Attend Divisional Council Meetings hosted by
your Lieutenant Governor• Attend District Convention• Train the next club secretary!
Going Above and Beyond
• Distinguished Club Secretary
• 100 Hour Honor
• R.I.O.T. award
Rewards Galore
• More questions? No problem! Contact me any time.
• Graham Novak• 7s660 Lynn Dr. Naperville, IL 60540• 630-248-0698• [email protected]
• www.iikeyclub.org
Let Me Know!
Statistical Secretary
Presented by: Natalie Walgren
Illinois Eastern-Iowa District Statistical Secretary
Responsibilities
o Attend all club board meetings
o Ensure all club report forms are submitted on time
o Attend Regional Training Conference (RTC) during term in office or receive sufficient training from the Lt. Governor
o Attend a majority of regular club meetings
o Reasons to submit club monthly reports
o Ensure annual Club Achievement Report is submitted
Importance of Reporting
Main purpose of reports if for the District and
clubs alike to keep track of their progress and
development
Reporting Due Dates
Month Club Report Due Date
March April 10
April May 10
May June 10
Summer (June, July, August) September 10
September October 10
October November 10
November December 10
December January 10
January February 10
February March 10
How to Send in Reports
OnlineVisit the I-I District
website at www.iikeyclub.org.
Click on “E-Forms” near the top then on “Club Monthly
Report”
Complete the entire report and then click send.
MailPrint off copies of a blank club
monthly report.
Then fill the entire form in.
Send to the appropriate recipients.
Club Awards to Receive
o100% Reporting Award: All required report forms were submitted for the year. If this is accomplished, your club will be handed a certificate at District Convention (DCON) from the Governor.
o100% On-Time Reporting Award: All required report forms were submitted for the year on time. For those clubs that do meet this standard, you will be awarded a banner patch, which it can be displayed proudly on your club banner!
Filling out the Report Form
oGeneral
oActivities
oMeeting Information
oInterclub Meeting
oSpeaker & Program
oPublic Relations
oLieutenant Governor Contact
oAdditional Comments & Address
Miscellaneous
Distinguished Statistical Secretary Criteria
Good standing
Abbreviations
