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KEY CLUB Official Pacific Northwest District Secretary Newsletter

April 2013

Hi, PNW Boardies! I hope you all had a great time at DCON! You all worked very hard to make this year’s District Convention one of the best that we have had. Thank you for being so enthusiastic and helpful! Our terms have now began! You should have already started getting contact information together, talking to your clubs, started on your newsletters, etc. But don’t worry! As stressful as it may seem, we are all going to have fun! Prepare yourselves for the best year of your life… Also, please remind your club secretaries that the Monthly Reports are due on the 5th! And if you have any changes to make to the roster, please tell me ASAP. It is really important that all the info on the roster is accurate! I am so excited to see all your beautiful faces at Spring Board in a couple of weeks! Remember, if you have any questions at all (about ANYTHING), please feel free to contact me. With Care and Service,

Hakikat Bains PNW District Secretary

Table of Contents Duties of a Club Secretary


Club Reports


Important Notes


Duties of a Club Secretary Keep the club materials organized and these items on file: 1) Club bylaws 2) Key Club Guidebook 3) District bylaws 4) Minutes of all regular club meetings and board meetings 5) Names and addresses of present Key Club officers 6) Copies of current and past KEY CLUB magazines and district publications 7) Collected committee reports from committee chairmen 8) List of committee chairmen and members 9) Club’s past achievement reports 10)Club’s past monthly reports Monthly Reporting: 1)Prepare board of directors meeting agenda with president. 2)Attend the board meeting and take the minutes. 3) Collect the monthly committee reports. 4) Submit monthly report to the district. Maintain Membership and Officer rosters: 1) Maintain a roster of club officers. Send any updated contact information to the lieutenant governor. 2) After elections, notify the lieutenant governor or district administrator of your new club officers for the next year. 3) Maintain a complete club member roster and produce a club membership roster, electronic or printed version. 4)Collect and maintain the following information for each member: – Member’s full name, home address, phone and e-mail – Preferred communication method: e-mail, texting, phone – Date of birth

– Date he/she joined Key Club – Committee assignments and offices held in Key Club – Service project interests – Personal interests – Committee interests Take Club and Board meeting minutes: 1) Make sure that attendance is taken at every meeting. 2)Record the following about each regular Key Club meeting: – Number of members present – Names of those absent – List of guests attending – Presiding officer – Speaker and subject – Dues collected from whom (if applicable) – Committee reports, written and oral – Announcements – Any motions or decisions acted upon by the membership Coordinate Club Correspondence: 1)Answer all correspondence promptly, and inform officers and advisors of the communication. 2)Give prompt attention to communications from the district and Key Club International offices. 3) Share correspondence with all club members. 4) Send thank you and/or congratulatory notes on behalf of the club. Additional Duties: 1) Help choose the convention delegates, candidates and contestants and take care of all materials and monies (if applicable) relating to them. 2) Work with the president in completing the Annual Achievement report and any other award applications for your Key Club. 3) Assist the secretary-elect in becoming acquainted with his/her duties and receive all materials and knowledge base from the past club secretary.

Club Reports The Pacific Northwest District of Key Club has an official monthly reporting system for all Key Clubs in the district to use! Reports are all in a fillable PDF format that club secretaries need to complete and submit to by the 5th of every month. These reports are a large part of communication between clubs and the district, so they are incredibly important to submit. It gives the district an idea of where each club is at, and provides clubs with the opportunity to show the district what they are doing. It is also an important tool for the district to see how many service hours that clubs are completing. Make sure that the report being submitted is completed with total accuracy. Please note that even though secretaries are the ones strongly encouraged to complete and submit the report, any other officers may do submit it as well in the event of an absence of the club secretary.

Submit the Report in 5 Easy Steps: 1. Download the fillable PDF file you received from your Lieutenant Governor (if you did not receive the file, feel free to email to request it). 2. Open the file (using Adobe,, or any other software enabling you to fill in the text fields). 3. Complete all fillable text fields with complete accuracy (TIP: Make sure your service hours are accurate...the hours for each event are all of the hours completed by each participant added together). 4. Save the file as a PDF with a title including the club name and the month the report is covering. 5. Email the report to, club officers, the sponsoring Kiwanis Club, faculty advisors, the division’s Lieutenant Governor, and any other contacts that are appropriate. Make sure to keep a copy on record as well!

Check out the Pacific Northwest Key Club Secretaries Page on Facebook if you have additional questions!

Important Notes Club Officer Contact Information is due on May 20th! There is a template that needs to be followed in order to send the information to me. I will email the Lieutenant Governors the template.

Dates to Mark Your Calendars for! 5th of each month: Secretary Reports Due April 5th-7th: Key Leader in Hope, BC April 15th: Spring Board Registration Due April 26th-28th: Spring Board Meeting May 20th:

Quote of the Month: “Even if you are on the right track, you will get run over if you just sit there…” –Unknown Author

Contact Info Due July 3rd- 7th: ICON 2013

Contact Information Governor Trang Tran

Convention Chair Denny Lim

District Secretary Hakikat Bains

District Administrator John Jay

District Treasurer Eric Grewal

Assistant District Admin Tom Saunders

Bulletin Editor Sara Thomas

Finance Administrator Kevin Buyer


KeyClub Secretary news from district full of info and job discription/process of filling out a secretary report.


KeyClub Secretary news from district full of info and job discription/process of filling out a secretary report.