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Key Club District Secretaries

Hello! This is Maddie Mitchell, the 2012-13 Capital District Key Club Secretary. I've put together this presentation to provide some tips for all Key Club District Secretaries for before, during, and after their terms. Best of luck!
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Maddie Mitchell

on 18 February 2013

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Transcript of Key Club District Secretaries

Tips and Advice for Key Club District Secretaries BEFORE YOUR TERM Secretary: Position Overview Being secretary means that you are the primary link of communication between the club, district, and international levels. As such, you get to regularly interact with many different people in the organization and become knowledgeable about all the happenings in the district.

You also get extreme flexibility in how you structure your time, and get to be involved in a little bit of everything. Each day is different, and that's been one of the most fun parts of the job! STEP #1: Paperwork If you decide you're interested in running for secretary (or any other executive position), contact your Lieutenant Governor at least two weeks in advance for the forms. They are due the Friday of District Convention--this year, that means March 8, 2013.

You will have to fill out:
-A candidacy form with generic biographical info, including your Key Club membership number

-A sheet of intent that outlines your duties (just requires you to print your name)

-A candidacy statement: requires your signature AND the signatures of your parent, faculty advisor, and school principal. Be sure to leave time to collect all of these.

-A form for use during caucusing--this is where you should highlight all the wonderful things you do for Key Club and emphasize why you want to run for a position. This is what the voters will read and judge you by during your speech. STEP #2: Candidates' Meeting The first night of DCON, on Friday, you must attend a mandatory candidates' meeting. It can be extremely intimidating to see all of your competitors, but don't let it stop you from reaching your goals.

I was scared during that initial meeting, but in retrospect, I recognize that everyone else was probably just as nervous. Realize that you're all in the same boat, and encourage and respect the other candidates. STEP #3: Saturday Caucusing The most important day of DCON, this is where you make a 3 minute speech and answer 3 minutes of questions in each room. Some tips:


-In your speech, make sure to include:
a) Why you love Key Club
b) Why you want to become secretary specifically (as opposed to any other position)
c) Qualities that would make you a good secretary
d) Prior Key Club experience -Questions

-There are sample questions in the back of the DCON program from which 99% of the questions asked during caucusing are drawn. Make sure to check them out when you receive this program.

-Brush up on basic Key Club trivia (such as being able to recite the pledge and knowing what each color represents) as well as putting some real thought as to why you want to run for Secretary and why you would be well suited to the position. STEP #4: Nominating Conference

The House of Delegates only allows for two candidates per position to speak. Therefore, if more than two people are running for Secretary, you will have to attend "Nom-Con," or the Nominating Conference. At Nom Con, you will have to give a one-minute speech to about 100 Key Club members (3 delegates per district). You can keep the gist of what you said during caucusing, but try to modify the phrasing and wording or address some questions that came up earlier. Your audience doesn't want to hear an exact repeat of what they heard in the afternoon. STEP #5: House of Delegates

If you are one of the two candidates selected after Nom Con, this is the final leg of the process!

Early on Sunday, you will have to present another one-minute speech before the delegates cast their votes. Again, it's okay to keep the basic message the same, but try not to repeat your previous speeches verbatim. You will find out who won each position before the rest of the convention attendees do. But keep it a secret until it's officially announced! DURING YOUR TERM Here, I'm going to outline the Secretary's basic duties. Much of this is fleshing out the elements from the distinguished criteria, which can be found here: http://keyclub.org/Libraries/Contests_and_Awards/Contest_KeyClub_Key_Club_District_Secretary_Officer_Tabs_12-13.sflb.ashx Keep track of the LtG monthly reports and newsletters. On the 10th of each month, the LTGs are going to send a report with an overview of their division; on the 15th, they are going to send a divisional newsletter.

Your job is to create a simple, easy-to-understand spreadsheet stating who has turned in these items, and distribute it to the Governor and District Administrators to ensure that everyone is doing his or her job. (An example of what mine looks like is on the right). Board Correspondence Send out monthly newsletters to the board members (you need 10 to be distinguished). Try to tailor your content to make it relevant to the board, such as putting in reminders about dues payment and upcoming meetings.

Also, try to make it a habit of sending one out every month. That way, it's kept consistent and can be expected.

An example of one of mine is to the left! Club Correspondence It's extremely important to keep in contact with the secretaries at the club level. Make sure your communication is clear and accurate, and include secretary-specific information and tips to help them out.

To ensure your correspondence gets transferred properly, send it to the board members and ask them to forward it on to their officers. Board Meeting Minutes This is a large part of the Secretary's job. Don't be scared if you've never done these before--I hadn't either, but you'll be well prepped during board training.

It's your responsibility to take precise notes during the board meetings, summarize discussions, and record the exact votes. You will also need to forward a copy of the minutes to the district board and the International administrators.

When writing the minutes, it's helpful to print out a copy of the meeting agenda to take notes on or bring in some kind of recording device. During the actual meeting, my notes are usually sloppy and only make sense to me. Then when I have more time, I go back and polish them up. Try to send them out within the week so that the discussions are fresh in your mind. Club Officer Directory Throughout the year, LTGs are going to be sending out the contact information of their club officers to you. It's your responsibility to compile these into one directory for the entire district.

TIP: absolutely do not procrastinate on this! The second an LTG emails information to you, put it in the directory immediately. You will not want to have to format everything in a concentrated period of time. AFTER YOUR TERM Train your Secretary-elect Make sure your successor is prepared for their job ahead! Sit down and give some helpful tips and advice, as well as copies of past newsletters, minutes, and other artifacts. It's important for them to hear your experiences firsthand and will keep them a step ahead of the game. Think About Future Plans If you're a senior, start scoping out potential Circle K clubs to continue serving on the college level with this awesome organization.

If you're not a senior, think about other positions you might want to try--there are so many ways to become involved on local, district, and international levels, and your training as Secretary provides a great a jumping-off point for any of these roles. Continue volunteering at Kiwanis events Just because your term is over doesn't mean that your service with Kiwanis has to end! Continue to become involved with different branches of your local K-Family, and consider attending Kiwanis-sponsored events such as Key Leader. Whether you're a prospective Secretary, just starting out your term, or finishing as a seasoned veteran, I hope you have found this presentation helpful and can take something away from it.

It's been an absolute pleasure serving as the 2012-13 Capital District Secretary, and working on the board has easily been the best decision I've made all of high school! It's allowed me to meet so many amazing people and take an active role in an organization that I love.

Thank you so much, and do not hesitate to contact me at maddiemitchell95@gmail.com!
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