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Training Guide to

the offices of:

President And

Vice-president

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Club President

Duties and Responsibilities of a Club President: Weekly:

Meet with your faculty advisor and Vice-President to

create and approve all agendas

Create and abide by an agenda at all meetings

Conduct and preside over regular Key Club meetings

Obtain officer/committee reports ( committee reports

used only if committees are appointed)

Personally contact inactive members and discuss

problems

Meet with Kiwanis Advisor

Ensure club is represented at Kiwanis meetings

Ensure that all officer/committees are fulfilling duties

Monthly:

Conduct and preside over at least two (2) Board of

Directors meetings

Lead members in well-rounded programs

Work with committees and their chairs/members (if

committees are appointed)

Ensure monthly reports are sent by the club secretary on

time

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Work with advisors over the next month’s activity calendar

Organize interclubs and participate in them as well

Keep in constant contact with your Lt. Governor

Distribute any and all newsletters you receive from your Lt.

Governor or the District board

Yearly:

Work to increase membership above that of the previous

year

Read and study all Key Club educational materials

Set up good Kiwanis-Family relations

Form committees from the membership of the club (not

required)

Conduct elections and help fill all vacancies (best to hold

elections of the next years officers in Feb or March, to all

for training)

Ensure that all members have paid their dues (before

November 1st)

Attend, with all elected officers, your division’s Fall Rally

(important for elected officer training)

Attend, with all elected officers, your division’s Spring Rally

(important for the election of your next Lt. Governor)

Fill out the Annual Achievement and Single Service Forms

Send delegates to District Convention

If possible, send delegates to International Conventions

Attend any and all President Council Meetings, held by

your Lt. Governor

Not all of the mentioned duties apply to all clubs. This is merely a

standard to “most” clubs. You are not a bad Club President if you

don’t do some things on this list; some are just done when needed.

All clubs are unique and if you have any questions, contact your Lt.

Governor.

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President Council Meetings: President Council Meetings (PCMs) are held by your division’s Lt.

Governor (LTG) a minimum of five (5) times during the Key Club year

(starts in June and runs through District Convention). These meetings

are held by the LTGs in order to maintain contact with each club

and its officers; contrary to the name, any elected officer of the club

may be present at PCMs, at the discretion of your LTG. It is highly

recommended that all presidents and vice-presidents of all the clubs

within the division attend their PCMs in some manner, to be

discussed by your LTG at Fall Rally and set by their standards. These

meetings are held in order for the LTGs to know what their clubs are

doing, what they can do to assist their clubs and the presidents, and

to inform them of District events and other news. PCMs are also

useful for the Presidents to ask the LTG for support and to allow face

to face contact between Key Clubbers that are instrumental to the

proper running of clubs.

Link between the Lt. Governor and the Club

President: Responsibilities:

Just as the club president is the executive officer of the club, the Lt.

Governor (LTG) is the executive officer of the division and has service

responsibilities to all the presidents, clubs, and members within their

division. These duties and responsibilities are as follows:

To train elected club officers at the Division’s Fall Rally, usually

held between August and October.

To visit each club, according to a plan established by the LTG

and the District Board.

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To evaluate each club’s performance throughout the year,

with the help of the clubs’ monthly report forms, and then to

report to the district and offer help

To hold President Council Meetings (PCMs)

To council and assist each club throughout the year

To involve clubs in district and divisional projects

To make sure all clubs stay current with dues and remain active

To make sure all clubs stay in contact with the District Board

and with their sponsoring Kiwanis Club and other members of

the K-Family

The president should support the Lt. Governor by:

Inviting the Lt. Governor to attend meetings, establish and

reach goals, and seek Lt. Governors counsel when problems

arise

Read the communications sent (this includes correspondence

from your LTG, District Board, Kiwanis Advisor, Faculty Advisor)

Have full delegation at the district and international

conventions, send in monthly reports and any other reports

required by either the district board and/or the LTG

Attend Fall Rally

Attend Spring Rally

Read and distribute any newsletters received from Kiwanis, the

District Board, or your Lt. Governor

Link between the Club President and the Club: The president is the highest ranking member of the club, and is

elected in order to maintain the strength of the club and to be the

link between the division, the club and the clubs main support. The

president is to reside over meetings in order to make sure the club is

active and involved in the community as much as possible and to

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open the doors of service to any non-members wishing to join, and

to inform the school of Key Club and its service and opportunities.

The president is also tasked in the deed of passing along their

knowledge of Key Club to their members and the other elected

officers of the club. Although it may be hard for some presidents, the

club president does not have full authority over clubs, all club events

and service needs to be approved by the Board of Directors, Faculty

Advisor, and the other elected officers.

The club is in place to support the president through committee

work, being present for service projects and other events planned by

the club. Members should also make a point to attend Fall Rally,

Spring Rally and District Convention, in order to gain a better

knowledge of Key Club and its international service.

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Club Vice-President

Duties and Responsibilities of a Club Vice-

President: Weekly:

Meet with your faculty advisor and president to create

and approve all agendas

Help create and abide by an agenda at all meetings

Conduct and preside over Key Club meetings, in the

absence of the club president

Personally contact inactive members and discuss

problems, in conjunction with the club president

Ensure club is represented at Kiwanis meetings, in

conjunction with the club president

Ensure that all officers/committees are fulfilling duties, and

help them in this task if they seem to be struggling

Report to the club president to ask for any delegated

work

Support the president

Monthly:

Attend Board of Directors meetings

Work with committees and their chairs/members (if

committees are appointed, in conjunction with the

president)

Keep in constant contact with your club president

Support the club president

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Yearly:

Work to increase membership above that of the previous

year, in conjunction with the president

Read and study all Key Club educational materials,

related to both the office of president and vice-president,

including the president section of this manual.

Attend, with all elected officers, your division’s Fall Rally

(important for elected officer training)

Attend, with all elected officers, your division’s Spring Rally

(important for the election of your next Lt. Governor)

Help the president in attempts to send delegates to

District Convention and International Conventions

Attend any and all President Council Meetings, held by

your Lt. Governor, especially in the absence of your

President.

Link between the Club President and the Club

Vice-President: This link is very important to the successful running of your club. The

president, head of the club, is responsible for many things, and

cannot possibly do them all, so your support is essential. The

responsibilities of the vice-president to the president are as follows:

Keep in constant contact with the club president

Complete any and all delegated tasks on time

Support the president in any way possible

Be present anytime the president is not

The responsibilities of the president to the vice-president are as

follows:

Keep in constant contact with one another

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Always delegate tasks to the vice-president whenever asked or

needed

Support the vice-president when needed

Be there for the vice-president when needed and train the

vice-president to be like the president in every way except title.

Link between the Club Vice-President and the

Club: Much like the club president, the club vice-president is the largest

support of the club and needs to maintain good relations with every

member and the club. The responsibilities of the vice-president to the

club are:

Support the club in any project, event, and at all times

Attend each meeting and preside when the president is not

present

Solve issues between any members of the club

Attend committee and board of directors meetings

Be the link between the club and the president or the board of

directors

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Training Materials

Key Club Structure and Club

Structure Key Club, just like Kiwanis, is divided into districts and divisions for

more efficient functioning. Each level is designed to support and

render aid to the individual club. Learn who the individuals and

officers of each level are and make use of them and their resources.

Beginning with the most important level, this will be a quick overview

of the Key Club structure. Please make sure to share this with your

club.

Club Level:

The club level is where Key Club gains members and all the future

members of Key Club International. This is the most important level

because without the clubs and their members, Key Club

International would cease to exist. Each club is the link in which the

members will learn about Key Club International and will learn how

to go from member to possible Key Club International President.

Division Level:

This is the link between the clubs and the district board, and is

headed by the Lt. Governor who acts as a liaison between club

presidents and the District Board of Trustees. Divisions are parts of the

district that act as territory and help in the appointment and election

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of the LTGs. The Lt. Governors are also district officers, and sit on the

District Board of Trustees to allow effective communication between

the District Executive Board and all clubs and members.

District Level:

The district level is comprised of elected officers who are responsible

for the operation of their established boundaries. The district

promotes cooperation and fellowship among its clubs by

encouraging participation in projects, service, and activities, such as

District Service Projects or Divisional Service Projects.

The district is headed by the District Governor, who is elected by club

delegates at District Convention. The District Governor is the chief

executive officer of the District’s Executive Board and presides at the

annual District Convention and at the district board meetings.

He/she is also an International officer and, as such, attends a

meeting of the International Board of Trustees once a year at

International Convention.

The district assists Key Club through its annual District Convention by

choosing the next year’s district officers. The district is an action arm

of the International level and keeps communication between the

divisions and international, which allows for the clubs to be

completely supported by all levels of Key Club International. The

district level and international levels are bridged by International

Trustees, elected officers that act similar to Lt. Governors on a large

scale, and allow the district to communicate with the International

Board of Trustees.

International Level:

Just like all the levels of Key Club International, this level is also led by

high school students and is comprised of 13 offices. The International

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president, vice-president and 11 International trustees; each officer

of the international level is elected at the annual International

Convention (ICON) and serve from their election until the next years

International Convention. Each trustee is appointed to three districts,

to act as liaison between each level. If any more information is

needed, please contact your Lt. Governor who can connect you

with the correct officer that can answer any question you may have

about the operations of Key Club International.

For further information please visit keyclub.org or rmdkeyclub.org

Board of Directors Overview The Club Board of Directors is composed of all elected officers in the

club and of the elected class representatives. The board can also

include committee chairs, if committees are appointed by the club

president. This group is responsible for all the “behind-the scenes” of

the club’s success. The following duties listed are in addition to those

of each elected officer. As the club’s governing body, the board of

directors should:

Hold regular monthly meetings at a time selected by them

Require that a chairperson of each committee be present at

each meeting to give a report, at the club’s discretion.

(committees are appointed by the president, and do not exist

in all clubs)

Make suggestions to committees regarding their work; outline

an active continuous program of club service, social and

fundraising activities.

Approve budget, set club dues ($11.50 minimum), and

approve ALL the club’s expenditures

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Discipline members as necessary (i.e. Non-payment of dues,

non-attendance, and conduct unbecoming of a member) Any

decisions on discipline are subject to immediate review by the

faculty advisor and/or principle prior to final action

Request Kiwanis sponsor or representative as well as the faculty

advisor to be present at meetings (at the board’s discretion)

Approve the chairs/members of committees (if formed by the

president)

Report to the club at the regular meetings, of all the actions to

be taken by the board

Perform such other duties as may be referred to it by the club

Committees Overview and

Purpose Committees are used within clubs to help the club, members, and

the board of directors. Committees are formed by the president and

the chairs are appointed by the president, with the acceptance of

the board of directors. Committees are formed to work on specific

projects, events and parts of the club, to lighten the load of each

member and the board. Not all clubs have committees, and it is not

required to have committees, especially if the club is small. If you

have a small club, no more than 2 committees should be formed,

however, with large clubs, the number is at the discretion of the

board of directors.

Suggested committees:

Kiwanis Family Relations:

Works with sponsoring Kiwanis Club

Develops joint Key Club-Kiwanis activities

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Sees that the club is represented at Kiwanis meetings on a

regular basis

Sees that Kiwanians are invited to each Key Club meeting

Promotes interactions with local Circle K, Builders Club,

and K-Kids Club members

Public Relations:

Aids club president/bulletin editor in production of club

newsletter (not required)

Is aware of school and local paper deadlines and

procedures

Creates club notices and posters

Sees to it that articles are submitted to the club bulletin

editor(s) and to the Lt. Governor

Updates club website (if applicable)

Program Committee:

Brings interesting speakers, films and entertainment to

meetings and to the school

Insures members’ interest at meetings

Is responsible for a program each meeting

Project Committee:

Initiates and implements all service projects

Each member of this committee should act as

chairperson for at least one project during the year

Social Committee:

Plans and promotes all fellowship and social events

Several official club socials (i.e. ice cream, dances,

parties, etc) are advised including whole membership

Membership Development and Education Committee:

Responsible for the program of bringing new members

into the club

Promotes attendance for all club functions

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Always looking for new, interesting ways to get more

members

Theme and Major Emphasis Committee:

Responsible for promoting the International Theme and

Major Emphasis Program(s) (MEP)

Devise projects for the club which would implement the

theme and the MEP program.

Holiday Committee (can also be part of the project committee):

Responsible of coordinating projects, events and

fundraisers throughout the year associated with holidays

(i.e. Haunted House, Easter Egg Hunt, etc)

Eight steps to successful

delegation 1. Explain why he or she was selected for the task

a. Choose the most appropriate person by considering his or her

time, interest and abilities

2. Explain his or her responsibility, role or task

3. Explain what is expected of the task group (if a task group was

formed)

a. Depending on readiness level, explain the outcome needed.

Explain what authority he or she has

4. Discuss the task

a. Discuss ideas and set possible goals and objectives. When

possible, give him or her and the task group (if formed) a voice

in the decision-making process

5. Supply resources (people, materials, examples, etc.)

a. Provide as much information possible, historical files, and give

the names of recommended people to support the leader

6. Set mutual target dates for getting tasks completed

a. Together, decide on the completion date for the task

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7. Follow up

a. Always make sure to follow up with the leader and the group in

order to assure your mutual target dates will be met; if not,

provide additional support, resources, and help.

8. Express your confidence and support of the leader and the

group

a. Give honest and accurate feedback. People want to know

how they’re doing and they deserve to know. This is both an

opportunity for feedback and encouraging growth. Allow the

leader the opportunity for risk taking and mistakes.

How to make an agenda Agenda are used at every meeting, both club and board. Used to

help whoever is running the meetings stay on track, on time, and on

topic, while successfully covering everything that is needed to be

covered during the meeting. Along with supplying the meeting

outline during the meeting, it is also an effective way to keep notes,

as what was covered can always be found on the agenda.

For an effective agenda to be made, a few simple steps need to be

followed:

1. Always make sure your faculty advisor approves the agenda

a. One way to make sure of this is to meet with your advisor

when the agenda is being created

2. Include the other officers, board of directors, and committee

chairs, as they will know what they need covered in either

meeting

3. Allow ample time for your presenters, and never schedule too

many presenters in one meeting

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4. Keep meetings short and to the point, as members can get

easily bored (one reason the board of directors covers most

background work)

5. Allow time for a short break if the meetings are running long,

and always remember to keep only relevant things in the

meeting’s agenda

By following these steps you should be able to create a successful

agenda and with that, be able to run a successful meeting. To see a

sample meeting agenda, please look in the Important Forms section

of this training guide, found at the end of the packet, starting on

page 21.

Running Effective Meetings Beforehand:

Don’t hold a meeting unless a goal can be accomplished

(weekly or monthly, depending on meeting type)

Plan an agenda

Select the appropriate meeting place

Determine who should attend your meeting (whole club

or Board of Directors)

Determine the materials needed

Set out any materials for members before they arrive

Prepare refreshments

Designate someone to keep minutes (club secretary)

During the meeting:

START ON TIME! KEEP TRACK! END ON TIME!

Following the meeting:

Send a copy of minutes to the appropriate people (club

secretary, board, advisor)

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Send out a “Thank You” to all the presenters and special

guests

Public Speaking Tips The Rules of Great Presentations

Rehearse the presentation

o If you’re thinking about winging the speech, forget it,

especially if you are trying to present a professional image

Don’t Memorize

o Familiarity is key. Know your material well; you want to

present, not recite.

Use your Notes Sparingly

o Overusing your notes is an indication that you are

unprepared

Dress one step above your audience

o The way you dress needs to fit the occasion of your

presentation. Always dress one level higher; you are

presenting the image of Key Club!

o If the audience is causal, you are business casual, if they

are business casual, you need to be business professional

Pace yourself

o Not too fast, not too slow. Being prepared also helps with

this; if you know your material, you won’t rush through it.

Things to remember with your physical delivery:

Posture, hand usage, appearance, facial expressions, eye

contact, and movement

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Important Forms

And how to use them:

The President’s Checklist: This form is used by the president of the club to help them organize

the many things that they have going on. This checklist was created

to be used over the Key Club year by the president, in order to make

sure that everything that needs to be done by the club president is

completed in time. This checklist is to be used over the year and

keeps track of important dates, when things were turned in, when

board of directors and club meetings were held, when monthly

reports were filed by the club’s secretary, any correspondence

between the President and the Lt. Governor, and when any and all

newsletters were sent out by the LTG to the president. It is

recommended that this form be filled out by the club president

every month.

The Club Organization Chart: This will be used to help the club secretary keep track of all of the

contact information for the club officers, Kiwanis advisors and

officers, any club chair-persons, and the district officers, including

your Division’s Lt. Governor. This form will also be helpful in making

sure that your club knows its official name, district, division,

sponsoring Kiwanis Club, and all the people who are there to support

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them. Hopefully this form will be a tool used by the club in order to

keep contact with your Kiwanis Club, your district board, and most

importantly your Lt. Governor! It is recommended that this form be

filled out by your club secretary after the first meeting of the year

and to be updated either bi-weekly or at the end of each month or

any time your club receives new contact information from your

Division, Lt. Governor, District Board, Faculty Advisor, or Sponsoring

Kiwanis Club.

Club Committee Chair Report/Club Committee

Report (if applicable): This form will be used by the chairperson of any committee that is

appointed by the board of directors; however, do be aware that this

form may not always be applicable to your club, and that is OKAY.

This form is used to help the committee chairperson inform the

president of what is going on in that committee. Presidents then

have the job of telling the club about the doings of the committees,

through the use of these forms. As stated earlier, committees do not

have to be appointed and not all clubs have them, some smaller

clubs are even more successful without the hustle and bustle of

committees. These forms should be held by either the president or

secretary and be given to each committee when either office

decides a report is needed. These are usually used in Board

Meetings, not in Club Meetings. This form, if used, is recommended to

be completed bi-weekly, monthly, or after each committee project

is finished by the chairs of the committees that are formed by the

club president.

Sample Club Meeting Agenda: This form is used to help all new presidents with agenda making. The

club meeting agenda is one of the most important forms that a

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president will fill out; it helps the president keep the meeting on time

and on topic. Much like an outline, the agenda has small notes and

bullets that are relevant to the topic on hand, and is NOT a speech

but should be used as an aid to help keep the meetings organized

and efficient. An agenda is used every meeting and is written by

the president no later than 2 days before meetings, with the help of

your faculty advisor and even your Kiwanis advisor. It is very helpful

to take time every week to meet with your faculty advisor in order to

properly fill out the next meeting’s agenda and to have it accepted

by your advisor. The vice-president and board of directors are also

helpful in creating an agenda, so they should also be present at

agenda meetings, if they are needed, at the discretion of the

president and/or the faculty advisor. An agenda is required to be

made a minimum of two (2) days before a club meeting, by the

president and faculty advisor.

Sample Board of Directors Meeting Agenda: This is used to help the board of directors form an agenda for their

monthly meetings. Much like the club meeting agenda, the board

meeting agenda is used to help keep the meeting on time and

organized to allow the board to get through everything they need to

cover in their meetings. Agendas must be made to make sure that

meetings remain on time and organized and to make sure that

everything that needs to be covered is. These agendas are

prepared by the president and the other elected officers, and this

agenda is used at board meetings to cover all background business

that would eat too much time for the member meetings held by the

club. This agenda also needs to be approved by the faculty advisor.

An agenda for any and all board meetings is to be made for each

meeting, a minimum of two (2) days before the board meets.

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Rocky Mountain District Club Monthly Report

Form: This form is strictly required to be filled out by the club secretary and

to be turned into your Lieutenant Governor at the beginning or end

of each month. This form is helpful in updating your Lt. Governor in

your club’s current projects, past projects, and progress with each.

This allows your LTG to update the district board on all of his/her clubs

and their doings and to allow the district to allocate the needed

resources to each division and to help the LTG of each division with

their clubs. This form is required to be completed by the club

secretary each month and be submitted to your Lt. Governor.

All forms are attached starting after page 22.