Attention Club Secretaries! Presented By Graham Novak Illinois-Eastern Iowa District Secretary

Jo PAPERWORK! Rosters Board/Officer meeting minutes Organizing files and keeping detailed, accurate information Up-to-date information Each meeting Each month Any Reward? Of course! You Are Important!

E-forms Club Roster (Electronic or PDF) Officer and Faculty Advisor contact information Why? Include successful club projects! Rosters (District)

General membership club directory. Keep this in your files, and have it available to all members Include the following for each member … – Name, home address, address – Telephone number – Facebook/Myspace/Twitter account? – Offices held in Key Club Rosters (Club)

Typed or handwritten - be aware, at all times, of what is happening at the meeting. Include details of what is discussed, not what is argued over. Always include the names of everyone in attendance and everyone not in attendance. Sketch the minutes, and create a final draft later. Include all decisions, upcoming events, guests that were present, and contact information provided. Are you club members aware of everything that was discussed? Keep them informed! Board/Officer Meeting Minutes

Binder, expandable folder, or filing cabinet Update frequently! Include… – Club Bylaws – Key Club Guidebook – District Constitution and Bylaws – Minutes of all club meetings – general and board/officer meetings – List of committee chairs and members within each committee (if applicable) – Committee reports – General club membership roster – Officer/Advisor roster – Copies of present and past district publications - The Iolian – Any other information specific to your club Organizing Files

Present the secretary report, and make any “secretary – oriented” announcements. Keep your club up-to-date, and hand out the latest paperwork. Take minutes! Each Meeting

Update the club roster/directory! Be sure you are receiving the District Mailing newsletter from your District Secretary. Talk to your advisor! Perform any other duties specific to your club. Volunteer! Each Month

Maintain service hour/point records for each member Submit an article to The Iolian Submit an application for Distinguished Club Secretary Attend Divisional Council Meetings hosted by your Lieutenant Governor Attend District Convention Train the next club secretary! Going Above and Beyond

Distinguished Club Secretary 100 Hour Honor R.I.O.T. award Rewards Galore

More questions? No problem! Contact me any time. Graham Novak 7s660 Lynn Dr. Naperville, IL Let Me Know!

Presented by: Natalie Walgren Illinois Eastern-Iowa District Statistical Secretary

o Attend all club board meetings o Ensure all club report forms are submitted on time o Attend Regional Training Conference (RTC) during term in office or receive sufficient training from the Lt. Governor o Attend a majority of regular club meetings o Reasons to submit club monthly reports o Ensure annual Club Achievement Report is submitted

Main purpose of reports if for the District and clubs alike to keep track of their progress and development

MonthClub Report Due Date MarchApril 10 AprilMay 10 MayJune 10 Summer (June, July, August)September 10 SeptemberOctober 10 OctoberNovember 10 NovemberDecember 10 DecemberJanuary 10 JanuaryFebruary 10 FebruaryMarch 10

Online Visit the I-I District website at Click on “E- Forms” near the top then on “Club Monthly Report” Complete the entire report and then click send. Mail Print off copies of a blank club monthly report. Then fill the entire form in. Send to the appropriate recipients.

o 100 % Reporting Award: All required report forms were submitted for the year. If this is accomplished, your club will be handed a certificate at District Convention (DCON) from the Governor. o 100 % On-Time Reporting Award: All required report forms were submitted for the year on time. For those clubs that do meet this standard, you will be awarded a banner patch, which it can be displayed proudly on your club banner!

o General o Activities o Meeting Information o Interclub Meeting o Speaker & Program o Public Relations o Lieutenant Governor Contact o Additional Comments & Address

Distinguished Statistical Secretary Criteria Good standing Abbreviations

Natalie Walgren Phone: