President's workshop document

CNH I K E Y C L U B OFFICERS’ TRAINING CONFERENCE/President Workshop

April 25, 2015

Presented by:

Harlin Advincula, Lt. Governor, Montgomery High School Thu Dang, IP LTG, Santa Rosa High School Toni Holland, Kiwanis Advisor, Maria Carrillo High School

President Workshop

a K i wa ni s - f a m i l y m em b er k e ycl ub . o r g D ev el o p i ng co m p e te n t, ca p a b l e , a nd c a r i ng l e a d er s s i nc e 1 9 2 5 .

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

April 25, 2015

Club Meetings

CNH I K E Y C L U B XXXX High School Agenda

April 7, 2013

Meeting location: CHS Library

Meeting time:

Call to Order

12:55 p.m.

Maggie Duran

Pledges

Alayna Lorence

Roll Call

Sheet Passed Around

Minutes

Walker Zody

Treasurer’s Report

Nick Schneider

Committee Reports  Thank you letter from Oakland Children’s Hospital

Jessie Marshall

Unfinished Business  Kiwanis One Day report New Business  Ticket Drawing  Kiwanis Board meeting report  Eliminate Week o May 5th-9th o Video o Thursday’s Event/ ODFL  See’s Candy Sales this week  Last minute DCON reminders  Reminder about Food Pantry bins  Next Shine Day Adjournment

Agendas should be approved by one of your advisors, at least one day before any meeting! This is important. You should not be walking into a meeting without a planned, written agenda.

Doing this one small thing will help to keep your club organized and active.

Maggie Duran

Example – you can find the graphics template for this page on-line at www.cnhkeyclub.org – go to “Resources – The Hive – Graphics”

KEY CLUB Sign-up Sheet Event: Description: 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

Date:

Create sign-in sheets for all service activities. Use the graphics templates provided online on the CyberKey. The Secretary should keep a binder with all sign-in sheets, since the Secretary will use them as documentation for doing the Monthly Report Form.

YOU need to work with your advisor to make sure that ALL events have sign-in sheets.

Example

18.

19.

a K i wa ni s - f a m i l y m em b er k e ycl u b . o r g

20.

D ev el o p i ng co m p e te n t, ca p a b l e , a nd c a r i ng l e a d er s s i nc e 1 9 2 5 .

KEY CLUB Parliamentary Procedure Over-view

When action is required:  Someone other than the presiding officer must make a motion by saying, “I move that…..”. The motion should include specifics. The secretary must record the motion exactly as stated and include the name of the person who made the motion.  The presiding officer must ask for a “second”. The secretary does not have to record who seconded the motion, but MUST record that is was seconded.  If discussion occurred before the motion was made, as often happens, the presiding officer is still required to ask, “Is there any further discussion?”  There may or may not be discussion at this point. When discussion is finished, the presiding officer must say, “Then we will proceed to vote.”  Most times you can use a “voice” vote. But, if the issue is important or discussion seems to indicate mixed feelings in the group, then take a hand count. If a hand count is taken, the secretary MUST record the number of votes in favor and/or against.  When taking a vote say, “All those in favor please signify by saying ‘yes’.

Those opposed say, ‘no’”. The presiding officer should ALWAYS clearly repeat the motion before taking the vote, to make sure that everyone understands the issue on which they are voting.  The presiding officer MUST say, “Motion is passed.” Or “Motion denied.”, if it doesn’t pass. The secretary MUST record one or the other in the minutes.  Things get complicated when making an amendment. The best thing to do is….. before making your original motion, make sure that the motion includes the details you consider important, ones that you have more or less already agreed upon.

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.

Create “Cheat Sheets� with the pledge on them for members to use until they get familiar with the words. The Pledge, as well as the Pledge of Allegiance should be said at every meeting. a K i wa ni s - f a m i l y m em b er k e ycl ub . o r g D ev el o p i ng co m p e te n t, ca p a b l e , a nd c a r i ng l e a d er s s i nc e 1 9 2 5 .

Does your club have its banner?  If not, then go on-line to order one. o o o o o

www.kiwanis.org Click on Member services Click on Kiwanis Store Go to the botoom and click on Key Club Store Click on Meeting Items

 There’s also a special banner to hold your club patches.  These can be expensive, so you might want to talk to your Kiwanis Club about getting help to buy the banner(s).

Do banners make a difference?  Many people feel that they do. They add a sense of the immensity of this international program, a sense of connection to the Key Club world beyond the local school, a sense of pride, especially if the club has earned some patches, an incentive to try for more patches….which is something that spurs students to achieve more……..

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

April 25, 2015

Board Meetings

Things to remember when making agendas for Board Meetings:  Any member can attend a Board meeting. Only Board members can vote. It’s best to have at least one Advisor present; having both there is even better.  Hold your Board meetings during the last week of each month. Make sure your meeting is held before the monthly Kiwanis Board meeting is held.  Figure out your service projects for the next month. Create a calendar of events. Give that calendar of events to your Kiwanis Advisor and ask him/her to make sure it is approved by the Kiwanis Board.  Discuss issues that have relevance…… maybe attendance has dropped off at meetings……..maybe you feel you need to figure out how to better connect with your Kiwanis……..etc.  Take care of financial concerns…….. move to pay bills and deal with all money matters. You need a “quorum” present to make motions legal. It’s easier to get a quorum at your Board meetings than it is to get one at regular meetings. A quorum is 1 person more than ½ your number.  Discuss and determine if you need any special committees to take care of particular projects that month. Assign a chairperson who is either present at the meeting, or ask someone who is not present to take charge.  Make sure you include division/district events that may be happening that month on the agenda. Some big district events should be discussed far in advance.

Example of a club calendar  Put in your own club events  Make sure you put in division & district events  It doesn’t have to be in calendar format…… can be a written list, but is DOES HAVE TO BE approved by the Kiwanis Board, so that your Kiwanis Club is aware of your activities

Sources to find out division, region & district events:  E-mail messages to the club officers will regularly come from Harlin Advincula & Mrs. Cummins.  Check out our division Facebook site. Something is usually put up a couple of times a week. To receive messages you need to be invited to be a part of the group. E-mail Harlin or Tejoni Johnson, the division tech editor, at tejoni.johnson@gmail.com, to be invited.  Regularly check the division website at: o www.keyclubregion15.weebly.com o Bookmark it on your computer to it’s easy to get to……  Sign up for the D20/32 Google Reflector at: o https://groups.google.com/forum/#!forum/cnhdivision2032ke yclub  Go the district website on-line to www.cnhkeyclub.org  Contact Harlin Advincula at: o harlinmae@yahoo.com o 951-534-2246  Contact Sue Cummins at: o cummins@sonic.net o 707-894-5467or 707-591-3235

Here’s what our Facebook site looks like. Let Harlin or Tejoni or Mrs. Cummins know that you want to be invited into this “closed group”.

Division Website at: www.keyclubregion15.weebly.com

Division Reflector  Sign up to receive messages whenever they are posted on the reflector.  Make sure tha ALL your officers sign up for the reflector.

Bookmark the page: https://groups.google.com/forum/#!forum/cnh division2032keyclub

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

Events

April 25, 2015

What’s an Interclub? 

4 or more members from your club participate in an activity with 4 or more members from another club. (If you club has less than 15 members/you only need 3 members.)

 The other club can be: o Another Key Club o Another club in the Kiwanis family, like a Builders Club or your Kiwanis Club o Another Kiwanis Club, other than your sponsor  The activity can be: o A meeting o A service project o A social event See if you can organize two LOCAL interclubs this year.

Don’t forget that the following activities are organized by the division & are automatically “interclubs”, assuming you bring at least the minimum # members:  Redwood Empire Food Bank Days  March for Babies  Beach Clean-Up  Kiwanis DCM  PTP Awake-A-Thon

CNH I K E Y C L U B

Each year, the Key Club & Kiwanis should plan at least 2 joint projects together!  This means members from each get together in a committee format to make plans and pull off the event.  Suggestions for possible joint projects: o The Eliminate Project o Trick or Treat for UNICEF o Pediatric Trauma Program fundraising/service project o Food Drive o Benefit Dinner o A holiday project of some kind……….

Since your members come in all types of personalities, you have to design your projects so that they present a variety of opportunities…….. some of which will appeal to one group of members…….. other projects will appeal to a different type of member.  At least once a month do something entirely new and different…..to appeal to those who like change.  At least once a month do something with the division…...to appeal to those who like to connect outside your school.  At least once a month do something with an outside organization…..to appeal to those who like causes.  At least once a month do something “regular”…. an on-going project that is a repeat…..something like working at a hospital, a day care, a library…..to appeal to those who like a scheduled activity that they know they can fit into their busy lives.

Your Board needs to brainstorm a list of “regular” projects that your members can “hook” into……

How do you determine if a service activity that a student does is “Key Club” service:    

It’s a project planned and conducted by a Key Club.

It’s a project planned and conducted by a Kiwanis Club.

It’s a division, district or internationally endorsed project.

If it’s none of the above…… it can still be a Key Club project if: o The student doing the project gets it approved by the Key Club Board. Sometimes an individual member will do a longterm project someplace……..maybe volunteer at a hospital, an animal shelter, etc. This cannot be counted as Key Club service, unless the project is Board approved.

What’s not a Key Club project?  Service projects specifically mandated by the school……like a “Senior Project”. Anything required for class, or graduation is not a Key Club project.  Hours spent getting to and from a service activity are not counted…… only the time spent in service is supposed to be counted!  Hours at an event that are not spent in service are not counted.

Example:  Beach Clean-Up - you can’t count the time getting there, or the time spent at the beach doing fun activities like a BBQ, sand castle making contest, etc. The only time you can count is the time spent picking up the trash on the beach!

Tips for getting more money out of students when you hold a fundraising drive that involves your entire student body:  Get hold of professional looking canisters for collecting. You might have to spend some money, but it pays off if you use them every year after the original purchase. If you don’t have money in your budget, maybe your Kiwanis Club could help pay for them. (You can find them on-line.)  Involve your faculty. Ask for permission to attend a faculty meeting and explain the project cause to them; and make sure they understand their role. Personally visit each faculty member before starting your drive.  Hold classroom competitions. Be willing to spend money to get money. Offer incentives to the class(es) of the teacher(s) that bring in the most money….. maybe a pizza party or ice cream party.  Ask the teachers to offer classroom rewards for students who give money to the cause. Some teachers will do nothing, others will get really involved. Be grateful for the ones who get involved.  Offer fun incentives. Get a cooperative teacher to agree to have something done to him/her in a school-wide setting……… maybe in the cafeteria at lunchtime. Or, if you enlist the cooperation of your principal, you might be able to put on an assembly where you bring in a guest speaker to talk about the cause, and then do the fun thing to the teacher(s).

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

Officers

April 25, 2015

Help All Officers Understand Their Duties  The following is an example of a Cali-Nev-Ha Officer Agreement Form.  These are available for each of the 5 recognized positions.  You and the Kiwanis Advisor should make sure that every officer has read and signed their form.  You can find them on-line at the CyberKey at www.cnhkeyclub.org. Go to the “Officers” tab at the top of the site.  Remind next year’s incoming officers that they are SUPPOSED to try to attend District Convention 2016!

Example

Suggestion: Meet with your secretary the

next time he/she does the MRF

and follow along with what is done. You need to be familiar

with how to do the MRF, so that

if your secretary cannot do it at some point in time‌‌ you can step in to see it is done on time!

You should keep copies of everything you do in appropriate folders on your hard drive‌‌. for use in completing a Distinguished application.

Each position has a need for different folders, based upon the

requirements of that particular position. These are folders a President candidate might want.

It’s your job to make sure that an article about your club gets in EVERY division newsletter! You should write some of them, but you should also make sure that some of your other officers write articles.

If your club has a regular newsletter, you should always write a “President’s Message” for that newsletter!

You are not their boss!

A few qualities that make a good leader: 1. Honesty. Always do the honest thing. It makes people feel like they know where they stand with you at all times.

2. Focus. Know where you're going and have a strong stated mission to lead people on. If you're not sure, how can your people be sure? You have to have strong focus and stay the course.

3. Passion. Whatever it is, you must have passion for what you're doing. Live, breathe, eat and sleep your mission.

4. Respect. Not playing favorites with people and treating all people -- no matter what station in life, what class or what rank -- the same.

5. Excellent persuasion abilities. People have to believe in you and your credibility.

Image is everything and the belief people have in you, your mission, your facts or your reputation are key to being a great leader. You have to persuade people of this -- it doesn't just happen.

6. Confidence. If you don't believe in yourself, no one will. Some leaders worry that if they show too much confidence, others will think them arrogant. The reality is people want to know what you know for sure -- and what you don't. Having the confidence to say "I don't know" is a powerful skill.

7. Clarity. The only way you can get confidence is by becoming really, really clear about who you are and what is most important to you. New leaders fail when they try to become all things to all people, or try to do too much out of their area of excellence. Clarity helps you say "yes" to the right things -- and "no" to others.

8. Care. The strongest, most effective leaders are not just about business, but about the people in it and the people impacted by it. Plus, they show they care through their words and actions, even proving how they care for themselves and their family. Care shouldn't be a four-letter word -- and the best leaders know it.

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

Image

April 25, 2015

It’s important to know when to act professionally:

 Written messages should always be proofed before sending. If you have trouble with grammar, then ask someone you trust to check your messages before releasing them to the public. ALWAYS cc your advisors.  Facebook usage: o Use it only for reminders about events. Never put any business on Facebook. Business should be conducted by e-mail. o Remember that the image of you that you put out on Facebook is you representing Key Club. As the leader of your Key Club, you are asked not to swear or cuss on Facebook, or to put anything on-line that is an embarrassment to the club. The rule of thumb is…. if you wouldn’t want your mother to read it…….then don’t put it up on-line.  Attire: o Remember that typical teenage attire is not always appropriate for some Key Club settings. Skirts should not be too short. Tops should not expose too much of the upper body. o If you are attending a Kiwanis meeting, or another more formal Kiwanis occasion……. please dress “up”; but remember to follow the rule already mentioned.

Have you memorized the Key Club Pledge?

Don’t forget that it will be up to you to encourage your club to do their share for THE ELIMINATE PROJECT



 

The district goal is that each member save 5 families from MNT That’s about $10 raised per member There are 2 primary times when special fundraising efforts are encouraged o Trick-or-Treat for UNICEF – money due turned in by December 31st o Eliminate Week – the week before Mother’s Day – money should be turned in AFTER July 1st to count on the 2015-16 year’s tally for your club.

These are district and international suggestions for service activities.

Unfortunately, they tend to be fundraisers‌. so you have to get fundraising creative‌. but maybe that’s not a bad thing!

Core values The core values of Key Club International are:    

Leadership Character building Caring and Inclusiveness

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

April 25, 2015

Communication

Ask to see the Club RosterDirectory tab on your club’s MRF. If it’s empty, please work with your club secretary to make sure it’s completed before the next MRF is due on June 4th

Do not forget to add your advisors into

the MRF directory.

You should have their contact

information easily accessible.

If this is not already your habit, please begin to check your e-mail on a daily basis. Most of our division communication comes via e-mail.

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

April 25, 2015

Club Analysis

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

June 25, 2015

Member Education

 One thing that gets members to stay active is to get them engaged in small projects. People sometimes don´t like to join a taskforce that seems to go on forever, they prefer a "little job" with a fixed timeline. So they can engage for a special project, and then they have time for something else.  The key to keeping members involved after Fall Rally is to continue to plan projects of this nature and personally INVITE them to attend!

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

April 25, 2015

Leadership Skills

6 Ways to Enhance Your Problem Solving Skills Have you ever thought of yourself as a problem solver? I’m guessing not. But in reality we are constantly solving problems. And the better we are at it, the easier our lives become.

Problems arise in many shapes and forms. They can be mundane, everyday problems:     

What to have for dinner tonight?

Which route to take to work? or they can be larger more complex problems; How to fix a project that’s running behind schedule?

How to change from an uninspiring job to a career you’re really passionate about?

Every day you’ll be faced with at least one problem to solve. But it gets easier when you realise that problems are simply choices. There’s nothing ‘scary’ about them other than having to make a decision.

No matter what job you’re in, where you live, who you’re partner is, how many friends you have; you will be judged on your ability to solve problems. Because problems equal hassles for everyone concerned. And people don’t like hassle. So the more problems you can solve, the less hassle all-round, the happier people are with you. Everyone wins.

So what can you do to enhance your problem solving skills?

1. Focus on the solution – not the problem Neuroscientists have proven that your brain cannot find solutions if you focus on the problem.

This is because when you focus on the problem you’re effectively feeding ‘negativity’ which in turn activates negative emotions in the brain. These emotions block potential solutions. I’m not saying you should ‘ignore the problem’ – instead try and remain calm. It helps to first acknowledge the problem and then move your focus to a solution-oriented mindset where you keep fixed on what the ‘answer’ could be instead of lingering on ‘what went wrong’ and ‘who’s fault it is’.

2. Have an open mind Try and entertain ‘ALL POSSIBLE SOLUTIONS’ – even if they seem ridiculous at first. It’s important you keep an open mind to boost creative thinking, which can trigger potential solutions. Coming from 10 years in the corporate advertising industry it is drummed into you that ‘No idea is a bad idea’ and this aids creative thinking in brainstorms and other problem-solving techniques.

Whatever you do – do not ridicule yourself for coming up with ‘stupid solutions’ as it’s often the crazy ideas that trigger other more viable solutions.

3. View problems neutrally Try not to view problems as ‘scary’ things! If you think about it what is a problem? It’s really just feedback on your current situation. All a problem is telling you is that something is not currently working and that you need to find a new way around it. So try and approach problems neutrally – without any judgment. If you get caught up in the label ‘problem’ this may trigger a bought of negative thoughts and block any potential solutions from popping up!

4. Think laterally Change the ‘direction’ of your thoughts by thinking laterally. Pay attention to the saying, ‘You cannot dig a hole in a different place by digging it deeper”. Try to change your approach and look at things in a new way. You can try flipping your objective around and looking for a solution that is the polar opposite! Even if it feels silly, a fresh & unique approach usually stimulates a fresh solution.

5. Use language that creates possibility Lead your thinking with phrases like ‘what if…’ and ‘imagine if…’ These terms open up our brains to think creatively and encourage solutions. Avoid closed, negative language such as ‘I don’t think…’ or ‘This is not right but…’.

6. Simplify things As human beings we have a tendency to make things more complicated than they need to be!

Try simplifying your problem by generalizing it. Remove all the detail and go back to the basics.

Try looking for a really easy, obvious solution – you might be surprised at the results! And we all know that it’s often the simple things that are the most productive.

One of the most important things to remember is the “Inclusiveness� core value of Key Club.

NEVER exclude someone from an opportunity!

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

April 25, 2015

CNH K E Y C L U B OFFICERS TRAINING CONFERENCE/President Workshop

April 25, 2015

General Officer Guidelines CNH District Club Meetings:  Attend 80% of all club general meetings.

Board Meetings:  Attend 80% of all club executive board meetings.

Division Council Meetings:  Attend a minimum of six (6) Division Council Meetings.

Kiwanis Meetings:  Attend a minimum of one (1) Kiwanis Division Council Meetings or attend a minimum of three (3) general Kiwanis meetings.

Training Conference:  Attend the Officers Training Conference or the Region Training Conference.

Officer Workshop:  Attend the appropriate officer workshop at District Convention, Officer Training Conference or Region Training Conference.

KEY CLUB Division 32 Region 15 California-Nevada-Hawaii District

Example

Article Submitted By: Key Club:

a K i wa ni s - f a m i l y m em b er k e ycl ub . o r g D ev el o p i ng co m p e te n t, ca p a b l e , a nd c a r i ng l e a d er s s i nc e 1 9 2 5 .

Guidelines for being an Outstanding President