Official Pacific Northwest Club Secretary Newsletter

In this NewsletterSecretary Duties.......................2

Project Educate.......................3

Club Reports.............................4

Dates/Reminders......................5

Contacts/Eliminate..................6

AUTUMN 2012Hello Key Club Secretaries!

I hope that your first months of school this year have gone well! By now Key Club meetings should be a very normal occurrence, and events are going on regularly! Also by now, you are able to complete and turn in the new club reports, which are now in a fillable PDF format that is sent monthly to pnwclubreports@gmail.com. Make sure to contact me and/or your Lieutenant Governor ASAP if you need more information on the reports! There is more in-depth information in this newsletter.I also have made a page on Project Educate, our 2012-2013 Governor’s Project, for this newsletter. If your club hasn’t already been supporting this project, this season is an awesome time to start! It is a great project and a worthwhile cause.As always, feel free to contact me if you ever need anything! I have been receiving a lot of emails regarding the new club report system, and I am hoping that the information in this newsletter can clear up some common issues. If it doesn’t, or if you have any other concerns (maybe not about reports), I encourage you to contact me!

In caring and service,

Kelsie Hoppes2012-2013 Pacific Northwest District Secretary

Your 2012-2013 District Board got a lot of work done at our last board meeting!

Secretary DutiesKeep 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.

JAMAICAJamaica is known for its blue Caribbean beaches, rich blue mountain coffee, Bob Marley, the fastest man in the world - Usain Bolt, and its food, but people often fail to recognize the hardships and troubles the people face in this ‘paradise’.

OUR DISTRICT PROJECTThis year’s district project is Project Educate. The goal of Project Educate is to improve the quality of education in Jamaica, one school at a time. It’s the first of its kind - a joint project between the Pacific Northwest District and the Jamaica District.

OUR GOALSOur monetary goal is $30,000; with this money we will help aid three different schools in Jamaica. Our goal is to provide library equipment, such as computers and printers, and classroom supplies, such as pencils and notebooks. Another goal is to rebuild the library of Wakefield Primary School, which was burnt down in April. Additional contributions include funding the tuition of two students for the 2013-2014 school year.

GET INVOLVED!On the club level, members can support this project by raising money, as well as awareness. Clubs in the Pacific Northwest District will have the opportunity to connect with clubs in the Jamaica District so that members can get a sense of what daily school life in Jamaica is really like. As motivation, there will be club competitions to receive awards at DCON 2013; there will be awards on the platinum, gold, silver and bronze levels. Members can also contribute by purchasing and selling t-shirts and wristbands. If you have questions feel free to contact our team or your Lieutenant Governor.

Club Reports

If you have any questions, feel free to contact District Secretary Kelsie Hoppes at kelsiehoppes@gmail.com

Pacific Northwest District|Club Monthly Achievement Report

Month of: _________________________________________ Date:_________________

Key Club:_________________________________________________________________ Division:______

Meeting Place:_____________________________________ Day:_________________ Time:_________

Sponsoring Kiwanis Club:________________________________________________________________

Club meetings held this month:

Date Percentage of Members Present

Number of Kiwanians Present

Brief Description

Club Committees:(Yes/No) Does the club have....

A Public Relations committee?...............................................................................................................______

• This month’s progress:________________________________________________________________________

A Fundraising committee?......................................................................................................................______

• This month’s progress:________________________________________________________________________

A Projects committee?............................................................................................................................______

• This month’s progress:________________________________________________________________________

A K-Family Relations committee?...........................................................................................................______

• This month’s progress:________________________________________________________________________

A Membership Recruitment committee?..............................................................................................______

• This month’s progress:________________________________________________________________________

Please list any additional committees:

_________________________________________________________________________________________________

The Pacific Northwest District of Key Club has a new official monthly reporting system for all Key Clubs in the district to use! Reports are all now in a fillable PDF format that club secretaries need to complete and submit to pnwclubreports@gmail.com 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 kelsiehoppes@gmail.com to request it).2. Open the file (using Adobe, www.pdfescape.com, 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 pnwclubreports@gmail.com, 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.

Dates/Reminders

Tips for Minutes•Use the agenda made for the meeting as

an outline for writing minutes•Keep minutes succinct-provide enough

detail so that those who were not there can clearly tell what happened, but avoid long paragraphs/rambling

•Use full names when referring to people•The minutes don’t need to be perfect as

you write them, you can go back after for editing

•Provide the minutes to members at the next meeting OR have them available at an online source

•Keep copies of the minutes on file

Tips for Agendas•Work with officers beforehand to come up

with the agenda•Agendas should just be a basic outline of

what will happen during the meeting•Have the agenda approved by officers/

advisors before printing it out•Provide the agenda to those who come

to the meeting•Use the agendas for your minutes!•Keep copies of the agendas on file

Important Dates:•January 2013: Pre-Con 2013

•February 5th, 2013: District Convention Registration Due

•March 22nd-24th, 2013: PNW District Convention 2013

•July 3rd-7th, 2013: International Convention 2013

www.keyclub.org

3636 WOODVIEW TRACE INDIANAPOLIS, IN 46268 ● 317.875.8755 ● US AND CANADA: 800-KIWANIS

Contacts/Service Partners

2012-2013 PNW Executive Team

Governor Giovanni McKenziegiovannimc.keyclub@gmail.comSecretary Kelsie Hoppeskelsiehoppes@gmail.comTreasurer Kenneth Lamk3nn3thlam@hotmail.comEditor Bassel Hamiehbasselhamiehpnw@gmail.comInternational Trustee Calvin Leungtrustee.calvin@gmail.com Convention Chair Andy Nguyenandy.t_nguyen@yahoo.comExecutive Assistant Macy Mulhollandmacymulholland@gmail.comCommunications Director Julia Szetojulia.szeto19@gmail.comDeputy Communications Director Wyatt Fisherwyatt-fisher@hotmail.comMembership Specialist Zhakaysha Garrettzgarrett.keyclub@gmail.comLeadership Specialist Levi Lewandowskilevilew2@gmail.comDistrict Administrator John Jayjmjay@bainbridge.netAsst. District Administrator Suzanne Endroedysuzbeth1@comcast.netFinance Administrator Kevin Buyerbuyergang@wavecable.com

THE ELIMINATE PROJECTNeonatal Tetanus (MNT) kills one baby every 9 minutes (60,000 a year). MNT also infects/kills mothers. UNICEF has partnered with Kiwanis to provide mothers/babies with the vaccinations they need to eliminate the disease from their bodies. Each vaccination costs only $1.80.

Join the cause today!

If you ever have any questions, comments, or concerns that you need answered, please don’t hesitate to contact me!

kelsiehoppes@gmail.com503-298-8980 (calling or texting is fine)You can also find/add me on Facebook!

-Kelsie Hoppes2012-2013 PNW District Secretary