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Attention Club Secretaries! . Presented By Graham Novak Illinois-Eastern Iowa District Secretary. You Are Important!. Jo. PAPERWORK! E-mail Rosters Board/Officer meeting minutes Organizing files and keeping detailed, accurate information Up-to-date information Each meeting

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attention club secretaries

Attention Club Secretaries!

Presented By

Graham Novak

Illinois-Eastern Iowa District Secretary

slide2

You Are Important!

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!
slide3

Rosters (District)

  • www.iikeyclub.org
  • E-forms
  • Club Roster (Electronic or PDF)
  • Officer and Faculty Advisor contact information
  • Why?
  • Include successful club projects!
slide4

Rosters (Club)

  • General membership club directory.
  • Keep this in your files, and have it available to all members
  • Include the following for eachmember…
    • Name, home address, e-mail address
    • Telephone number
    • Facebook/Myspace/Twitter account?
    • Offices held in Key Club
slide5

Board/Officer Meeting Minutes

  • 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!
slide6

Organizing Files

  • 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 - TheIolian
    • Any other information specific to your club
slide7

Each Meeting

  • Present the secretary report, and make any “secretary – oriented” announcements.
  • Keep your club up-to-date, and hand out the latest paperwork.
  • Take minutes!
slide8

Each Month

  • 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! 
slide9

Going Above and Beyond

  • 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!
slide10

Rewards Galore 

  • Distinguished Club Secretary
  • 100 Hour Honor
  • R.I.O.T. award
slide11

Let Me Know!

  • More questions? No problem! Contact me any time.
  • Graham Novak
  • 7s660 Lynn Dr. Naperville, IL 60540
  • 630-248-0698
  • gonovak25@gmail.com
  • www.iikeyclub.org