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OTC Files from workshop session 1.
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Workshop Session 1
Division 37 East | OTC
July 23rd, 2011
President &
Vice-Presidents
Presenters:
-Justine Hsu
Division 37 East | OTC
July 23rd, 2011
Presidents & Vice Presidents
Roles and Duties
Motivate your club
Recruit members
Delegate Tasks
Hold B.o.D. Meetings
Check in with advisors
Communicate with
Kiwanis Clubs
Hold general meetings
Be the spokesperson for
Key Club
Presidents & Vice Presidents
Roles and Duties
Assist secretary with MRFs
Create and plan projects
Attendance at events
Creating agendas-> lead meetings
Create an agenda!
Division 37 East | OTC
Presidents & Vice Presidents
What do you want to cover?
What do your members need to know?
Can they just read it?
Would you want to sit in on your own meeting?
Let’s Practice!
Division 37 East | OTC
Presidents & Vice Presidents
Meeting
Date: mm/dd/yyy
Time: hh:mm
Location: Room
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
A. Pledge of Allegiance
“I pledge allegiance to the f lag of the
United States of America, and to the
republic for which it stands, one
nation under God, indivisible, with
libert y and justice for all.”
Please place your right hand over your heart.
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
B. Key Club Pledge
“I pledge, on my honor,
to uphold the Objects of Key Club
International;
to build my home, school and community;
to serve my nation and God;
and combat all forces which tend to
undermine these institutions”
Please raise your right hand.
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
C. Roll Call and Intro of Guests
Please sign in!
We welcome to our meeting:
(Insert name here)
(Insert name here)
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
E. President Report
• Remember to….
• Updates on…
Icebreaker!
Led by:
(Insert name here)
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
A. Project X
• Date:
• Time:
• Location:
• Point Person:
• Other Details:
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
B. Fundraiser Y
• Date:
• Time:
• Location:
• Point Person:
• Other Details:
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
A. Committee Groups
• Group A: Projects
• Group B: Fundraisers
• Group C: Publicit y
• Group D: School Connections
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
A. Committee Reports
• Group A: Projects
• Group B: Fundraisers
• Group C: Publicit y
• Group D: School Connections
I. Call to Order
II. Officer Announcements
III. Upcoming Events
IV. Committee Work
V. Committee Share-out
VI. Adjourn
Meeting
Agenda
A. Announcements and Reminders!
• Don’t forget to…
• Next meeting:
• Date: mm/dd/yy
• Time: hh:mm
• Location: Room ##
Questions?
Contact: President (insert name here)
Phone:
E-mail:
Reflect!
What went well?
What are some strategies you are going
to try?
Division 37 East | OTC
July 23rd, 2011
Support!
What is happening with YOUR club?
What do you need help with?
Division 37 East | OTC
July 23rd, 2011
K E Y C L U B
Div. 37 East
OTC
July 23rd, 2011
K E Y C L U B 1 0 1
Presented by: Linh Tran
K E Y C L U B
K E Y C L U B
Div. 37 East
OTC
July 23rd, 2011
K E Y C L U B 1 0 1
What Are We?
Section 1
Kiwanis
• Kiwanis Kids
• Builders Club
• Key Club
• Key Leader
• Circle K (CKI)
• Aktion Club
K E Y C L U B
Key Club Pledge
I pledge, on my honor,
To uphold the objects of Key Club International,
To build my home, school, and community,
To serve my nation and God,
And to combat all forces
which tend to undermine these institutions
Can anybody say this pledge backwards?
K E Y C L U B
COLORS
• Blue - Unwavering
character
• - Gold - Service
• - White - Purit y
History of Key Club
• Founded in 1925, in Sacramento, California.
• The first club brought together key boys who served
the school and worked to create better school spirit and
environment.
• The club appropriately was dubbed Key Club.
Key Club mission and vision
Vision: To develop competent, capable caring leaders
through the vehicle of service.
Mission: An international, student-led organization
providing its members with opportunities to perform
service, build character and develop leadership.
Key Club Core Values
• Caring
• Character building
• Inclusiveness
• Leadership
K E Y C L U B
Div. 37 East
OTC
July 23rd, 2011
K E Y C L U B 1 0 1
Our Structure
Section 2
Membership in Key Club
• Almost 5,000 clubs
• Almost 245,000
members
• 30 countries
Club structure
• Members
• Club officers
• Club board of
directors
Division structure
• Divisions: 65 total
• Numbered in order
of founded Kiwanis
Clubs
• Grouped into
Regions
Division structure
• Region 2:
• 21, 37E, 37N, 37S
• Division 37 East
• Created: April 17th, 2011
• Mascot: Jellyfish
• Lt.G: Justine Hsu
District structure
• 33 total districts:
Cali-Nev-Ha Key Club
District
• Mascot: Bee
District structure
• District Executives:
• DGOV: Erinn Wong
• DSEC: Andrew Liu
• DTREAS: Cj Van
• DTECH: Elijah Kang
• District Administrator:
• Mrs. Lotito-Byers
International structure
International board 11-12:
• President: Annie Lewandowski
• Vice president: Catt Lovins
• 11 International Trustees
• CNH Trustee: Yoo Eun Kim
K E Y C L U B
Div. 37 East
OTC
July 23rd, 2011
K E Y C L U B 1 0 1
Questions?
Presented by 37S Graduate
The Amazing Hua
CNH KEY CLUB
Officer Training Conference 2011 | California Nevada Hawaii District
Table of Content
Officer Training Conference 2011 | California Nevada Hawaii District
Duties
Defining Dues
Dues Payment Process
Dues Deadlines
Fundraising
Scholarship/Grants
Awards
Resources
Officer Training Conference 2011 | California Nevada Hawaii District
Duties
Prepare Work with Club Board to prepare a Club Budget
Approve Club Budget
Promote membership! Plan fundraisers for the year!
Record revenue/expense! (keep receipts) Prepare a system for membership dues collection
Prepare a system for revenue/expense recordings
Work with Club Secretary to mange membership dues!
Collect and Record membership dues!
Promote membership! (Club Rush ALL YEAR!)
Manage dues
Duties
Officer Training Conference 2011 | California Nevada Hawaii District
Fundraise! (PTP, Club, Fall Rally, DCON, ICON)
Put in ASB requests for fundraisers for the year!
fundraise Plan & Organize Fundraisers
Record revenue/expense! (keep receipts)
Provide reimbursements with appropriate documentation (receipts)
finances Collect, count, record, and store money (Fall Rally, AA jackets, etc.)
Provide financial status updates to advisors, Kiwanis, etc.
Duties
Officer Training Conference 2011 | California Nevada Hawaii District
assist Work with your fellow officers to do the best for the club
Keep all files and records for the incoming treasurer
Train and work with the incoming treasurer
Explain duties, policies, and important forms to the incoming treasurer
Prepare a system for revenue/expense recordings
You are still a member. BE an exemplary club member
Try to serve at least 50 hours of community service
lead
Attend Key Club events (ranging from club meetings to DCON)
Defining Dues
Officer Training Conference 2011 | California Nevada Hawaii District
$11.00 $6.50 $4.50
International District
• Administrative Budget
• Officer and Board (District Officers &
LTGs)
• Committee
• Senior Scholarships
• Membership card & pin
• Administrative Budget
• Officer and Board (Int’l Officers)
• KEYNOTER magazine
• Youth Opportunities Fund
411 on DUEs!
• Each club MUST have at least
15 members
• No such thing as MAX
membership
• Dues are ANNUAL, so members
have to renew their membership
every year!
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Dues are $11.00 for each member ($6.50 Int’l + $4.50 District)
Minimum of 15 members to charter or renew a club!
No membership fee may exceed $22.00!
Send payments to Key Club International Office:
Key Club International
PO Box 6069 – Dept 123
Indianapolis, IN 46206-6069
Basic Info:
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
http://soapmu.kiwanis.org/
website
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Notes Large club? Don’t worry, you do not have to update your WHOLE
membership roster in one sitting. Simply logout and the roster will
be saved and ready for you when you need it again.
IMPORTANT: DO NOT PRINT YOUR INVOICE UNTIL
YOU’RE HAVE COMPLETELY FINISHED
ADDING/DELETING/EDITING THE ROSTER
Be. Very. Careful!
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Step 1: Your club advisor should receive your Club Key Number and
Password in the beginning of September. ALL LETTERS ARE
CAPITALIZED!
Log In!
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Step 1 1/2:
Click: Club Advisors located on the headings.
That should lead you to this page!
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Step 2: Click there to BEGIN!
Step 3: Yes, you do!
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Step 4: Click delete if you want to delete the member.
OH NO! I didn’t mean to delete Sam Cruz!
It’s okay, just click the member’s name and click UNDELETE!
Note: ** means the member has
either been deleted or inactive!
DONE?
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Step 5:
Yes we do!
Click there!
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Step 5 (cont’d): Clicking would take you to this page!
Fill in the “Member Entry Form”
and then click UPDATE!
Add/Update all the members you can!
DONE?
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Step 6:
Yes we have! (:
Step 7: Look over the invoice list CAREFULLY!
Then click…
Dues Payment Process
Officer Training Conference 2011 | California Nevada Hawaii District
Step 8:
Did you finish adding/deleting/updating all the members in your club?:
NO? Then you ARE NOT ready to generate your invoice. YES? Then you ARE ready to generate your invoice
YAY
Dues Deadlines
Officer Training Conference 2011 | California Nevada Hawaii District
First Payment Date October 1st, 2011
Early Bird Dues November 1st, 2011
Regular Dues December 1st, 2011
Supplementary Dues February 1st, 2011
ALL DEADLINES ARE “RECEIVED BY” DATES. This means the check has to be at the International Office BY this date. Not sent by.
Early Bird is not awarded by the District anymore.
If you club does not turn in dues by Regular Dues Deadline, they will not be allowed to
attend DCON.
If your club dues not pay it’s dues the following year by September 30th, it will have its charter
revoked. It is a $100 fee to reactivate the club.
Fundraising
Officer Training Conference 2011 | California Nevada Hawaii District
WANT SOME FREE TIPS? • Make sure people KNOW what you’re fundraising for.
• Be excited about fundraising! Show your Key Club SPIRIT! SMILE!
• Be sure to publicize your fundraisers with every resource! (morning
announcements, posters, flyers, etc.)
• Make sure your publicity is eye/ear-catching!
• Create a budget for your fundraiser and calculate your net profit!
Fundraising
Officer Training Conference 2011 | California Nevada Hawaii District
TYPES OF FUNDRAISERS Summer Fall Winter Spring Other
Carwashes AA Jackets Present Wrapping Yard Sale Awake-a-thon
Fundraising
Officer Training Conference 2011 | California Nevada Hawaii District
WHERE CAN THE MONEY GO? • Pediatric Trauma Prevention
• Children’s Miracle Network
• UNICEF
• March of Dimes
• Project SHINE
• Friend-a-Gorilla
• Relay for Life
• American Cancer Societ y
• Tree Planting
• Thanksgiving/Christmas Gift Baskets
• Local charities
• Aids Walk
• Ronald McDonald House
Your choices are pretty much
TOO INFINITY and BEYOND!
Awards & Recognition
Officer Training Conference 2011 | California Nevada Hawaii District
WANT TO BE RECOGNIZED AT DCON?
Achieved Increased
Membership (A.I.M)
Award
Membership
Retention Award
This award is based on dues standings from
February 1st. Clubs either increasing by 25,
50, 100% will receive a banner patch at
District Convention. No forms are needed
because records are based from International.
This award is based on whether or not your club
has retained the membership count from the
year previous. Again, no forms are needed
because records are based from International.
Awards & Recognition
Officer Training Conference 2011 | California Nevada Hawaii District
WANT TO BE RECOGNIZED AT DCON?
Outstanding Treasurer
Distinguished
Treasurer
This award is based on a cumulative
performance over the Key Club term. A list of
objectives will have to be checked off and
signed by your advisor. Reach the set number
and be awarded at DCON!
This award is given to few treasurers from
our District that truly served their job
above and BEEyond outstanding. This will
be judged either electronically or by binder
submission and the recipients will receive
their medal at DCON!
Grants & Scholarships
Officer Training Conference 2011 | California Nevada Hawaii District
FREE MONEY FOR YOU! Youth Opportunities Fund
(YOP) • YOP is a fund from KC
International that assists in paying for
large projects through grants.
• Clubs can apply for grants ranging
from $200 up to $2000.
• ALL grants must be turned in by
October 15th!
• Keyclub.org>Resources>Service>
Page2>YOP
Grants & Scholarships
Officer Training Conference 2011 | California Nevada Hawaii District
FREE MONEY FOR YOU! CNH PTP Grant Scholarships
• CNH offers grants for projects for PTP!
• We provide up to $250 in grant money!
• Cnhkeyclub.org>Officer>Treasurer>
SLP Grant
• To qualify, you must be a current paid Key Club Member! • District scholarship: TBD • KCI scholarship: Are available on the KCI website.
Resources
Officer Training Conference 2011 | California Nevada Hawaii District
Treasurer Ref lector:
Cyber Key:
Presented by 37S Graduate
The Amazing Hua
CNH KEY CLUB
Officer Training Conference 2011 | California Nevada Hawaii District
Getting to know your
Kiwanis
Division 37 East | OTC
July 23rd, 2011
How many of you know who your sponsoring
Kiwanis clubs are?
Do you know your advisor(s)? Do you know their
names?
Division 37 East | OTC
Getting to know your Kiwanis
• More projects-Kiwanis Day, club projects,
community connections, etc
• Chaperones- could also act as advisors for your
larger projects
• Support- metaphorically, emotionally, and even
financially!
Division 37 East | OTC
WHY should you get to know them?
• ASK:
– Facult y advisor!
– Kiwanis Advisor!
– Your LTG (Justine)
• Kiwanis Club websites
• It doesn’t take much to get in contact with them!
Division 37 East | OTC
HOW to contact your Kiwanis Clubs
• They are amazing! But they aren’t PSYCHIC.
– They only know the information that you are telling
them!
• Effective communication
– Send them e-mail updates
– What’s going on in your club?
– Attend their regular meetings and DCMs
– Check in with them!!
Division 37 East | OTC
Getting to know your Kiwanis
How many joint projects can you come
up with?
What are situations you need an
‘adult/advisor’ present?
Division 37 East | OTC
BRAINSTORM
Questions?
Division 37 East | OTC
July 23rd, 2011