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KEY CLUB ! ! ! ! !

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Ryan’s Rants

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Secretary’s Newsletter July 2011 Edition III In This Issue:

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Partyin’ in Phoenix!

ICON…………………..1 My plans & goals……2 !

Social Media………...3

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Resource CD………...4 !

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! Hey T-O! I had the amazing opportunity to go to Phoenix, Arizona for ICON 2011. It was truly an incredible experience and I encourage all of you to go to ICON 2012 hosted by the Florida District in Orlando. Rather than tell you about how wonderful International Convention is, I thought it would be more entertaining to include pictures of the crazy adventures your District Board had.

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What’s the District Secretary Up To? Report Cards As many of you have noticed, I did not send out report cards for June monthly reports. This is because I’ve decided it would be more beneficial to myself and to the district to send out divisional reports instead. These report cards will consist of advice and criticism specifically intended for each individual club in a given division. You will be able to receive these report cards at your Lieutenant Governor’s Presidential Council Meetings from now on. If you would like to know how many points your club earned from a monthly report, it is my suggestion to grade your own report. I will still be keeping the official record of monthly reporting points, but I will not be telling clubs how many points they earned via report cards. An updated point system is available on the Resource CD.

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Division 12/22’s Report Card

Archives When I first became a club secretary, I knew that I was responsible for keeping track of my club’s records for the whole year. I also ensured that I was able to hand over something tangible, as well as training and advice, to my successor. I want to encourage all club secretaries to do the same. As all of you know, the job of secretary is a HUGE responsibility. It takes lots of time and effort to be done correctly. By thinking about the future, you will be able to eliminate a lot of the fear that comes along with being in such an important office and ensure that your successor is properly trained. I want all club secretaries to have their own archives for their clubs and to be responsible for training their successor. Please contact me if you need any help at all training a secretary or keeping track of your club’s records. I will also be doing the same for the position of District Secretary. When I began my term, nothing tangible was handed over to me. I would like to begin a digital archive of the odds and ends to being a successful District Secretary. If there is anything that you think I should improve upon or eliminate please let me know. I’m always open to suggestions!


Social Media & Key Club •

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http://www.facebook.com/pages/Texas-OklahomaKey-Club-District/134526106561731 - The District’s very own Facebook page. Check it for regular updates Divisional Facebook pages – ask your Lieutenant Governor for the link to your division’s Facebook page. Feel free to send me a message via Facebook. I’ll be happy to answer any questions you may have!

http://texas-oklahoma.tumblr.com/ - utilize the District Tumblr to ask the board questions and keep up with the latest and greatest from your District Board. ! !

http://www.youtube.com/tokeyclub - The District Board hopes to utilize YouTube to its fullest potential. As of now, there’s only one video: a monthly reporting guide.

! A step-by-step guide of how to submit a monthly report: • http://www.youtube.com/watch?v=zQZ6qqmeyM Y&feature=channel_video_title • http://texasoklahoma.tumblr.com/post/8026042620/how-tosubmit-a-monthly-report • http://www.facebook.com/video/video.php?v=23 15072075883&oid=134526106561731&comments

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Secretary Materials on the Resource CD District Roster: On the Resource CD, there is a copy of the official District Roster. It contains the positions, names, phone numbers, and email addresses of every member of the District Board. Feel free to contact any of us. ! Changes to Monthly Reporting: This document specifically lists all of the new changes to the way that the District Secretary grades monthly reports. Please be familiar with them as they do affect you directly. !

Duties of a Club Secretary: This form outlines all of the duties that a dedicated and reliable club secretary is expected to complete. They are divided into categories: daily, weekly, at each meeting, and annually. ! Helpful Tools: A list of suggested resources in included on the disc. They include the Jolly Book of Wisdom, Secretary FAQs, the Reporting Point System. A link to all of these resources is provided on the document. ! Updated Report Grading System: An outline of exactly how reports are graded is provided on the Resource CD. Use it to grade your own reports to calculate how many points your club has earned each month. Note: I will still be keeping the official record of club points. ! Jolly Book of Wisdom: Past District Secretary Jeni Prater created this comprehensive guide for the use of all club secretaries. It’s an invaluable resource and extremely helpful for first-time secretaries. Sample Monthly Report/Activity Sheet/Minutes Report Form: I have filled out a sample of all three of the essential forms that compose a typical monthly report. Use them as a guide when completing your club’s forms. !

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July Secretaries' Newsletter  

Updates from Ryan Nava for club secretaries.

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