1. Secretary Duties and OPR Training

2. Secretarial Duties
As a Key Club International Club Secretary, your position should include the following:
Keep the Officer Information Form (OIF) and reports up-to-date.
Be prompt, organized, and efficient.
Taking Roll and Minutes at meetings
Handle service hours
Maintain a roster of a dues paid members
Assist the club President with any tasks needed
Attend Key Club activities (meetings, KCKC, SZR)
Most importantly, work with the OPR System
Whether your club is large or small, the office of secretary is the backbone to any organization.
Club secretaries play an integral role in the club. The duties of the Club Secretary are:
Keep the Officer Information Form (OIF) and reports up-to-date.
Be prompt, organized, and efficient.
Taking Roll and Minutes at meetings
Handle service hours
Maintain a roster of a dues paid members
Assist the club President with any tasks needed
Attend Key Club activities (meetings, KCKC, SZR)
Most importantly, work with the OPR System

3. Roster
As secretary, you will need to maintain a roster of all your paid dues members.
The roster should include:
Name
Year of Graduation
Other information you may want to collect:
Cell Phone
Homeroom/1st Period
Student ID Number
Maintaining a roster will help you send out mass s to your club, track members’ activities, and much more.
As secretary, you will need to maintain a roster of all your paid dues members.
The roster should include:
Name
Year of Graduation
Other information you may collect:
Cell Phone
Homeroom/1st Period
Student ID Number
Maintaining a roster will help you send out mass s to your club, track members’ activities, and much more.
On the Membership Update Center, you can download an excel sheet of a roster of all your paid dues member

4. Attendance at Meetings
Taking attendance at each meeting will help you fill out certain sections of the Pride Report.
Make sure to work with your Treasurer to ensure that each attendee is a paid member.
Suggestion: In the Membership Update Center, you will be able to download a roster with all the paid dues member in your club. This can be used as a Sign-In Sheet.
Have a Sign-In Sheet for guests
Taking roll at each meeting is important. It will help you with:
Filling out the Pride Report
Filling out the Annual Achievement Report in February/March
Track who is and who is not attending meetings
Only Paid Dues Member Attendance should be reported on the Pride Report and Annual Achievement report.
If you log into the Membership Update Center, you will be able to print out a roster with all the paid dues member. I suggest you print that out and use it as a sign in sheet.
Guest Sign-In Sheet:
Guest Sign-In Sheet can be used for interested students who want to join Key Club, Kiwanians, Lt. Governor, and any other school official who attend your club/board meetings.
You should report the number of Guests present on your pride report.

5. Minutes
Minutes are documents that contain a brief description of what was discussed and done at each meeting.
These will help members/advisors catch up on info if they were not present.
Minutes should be sent or made available online to all the members, officers, advisors, Kiwanis Club Presidents, Secretary, and SLP Chair (If applicable)
Minutes should include:
Date, Time, and Location
People present
Each topic discussed
Any motions made, who made them, and whether they were approved
Any decisions made or actions taken
For a template of a sample Club and Board Meeting minutes check out under club secretaries.
Taking minutes during a club/officer meetings is a crucial task for the club secretary to do.
During meetings you should have a printed agenda, a notepad, and a pen ready to take notes during the meetings. You need to pay close attention during the meetings so you do not miss anything. One way for you not to miss anything is to audio record the meeting with your phone. This will help you when you are typing up the meeting minutes.
Minutes should be sent to all your club’s members, officers, and advisors, as well as, your sponsoring Kiwanis Club President, Secretary, and SLP Chair (If Applicable)
Minutes should include:
Date, Time, and Location
People present
Each topic discussed
Who spoke and a brief summary of what they said
Any motions made, who made them, and whether they were approved
Any decisions made or actions taken
Resources for Club/Officer Meeting Minutes can be found on Floridakeyclub.org/resources under Club Secretaries

6. Hours One of your responsibilities is to handle club member’s hours.
A great way to help you keep track of each member’s service hours is on an excel spreadsheet.
Keeping track of hours at Events.
Hours:
It is very helpful to keep copies of these in a folder that is accessible to you and your member
Hours Spreadsheet:
You can create an excel spreadsheet that will help you track members’ service hours
With the spreadsheet, it will help you submit pride reports, Annual Achievement Report, Distinguished Officers/Members Awards Applications, and club member recognition within the club
Contact District Secretary Jose and he will be glad to help you set one up for your club
Keeping Track of Hours at Events:
If you can not attend an event, designate an officer or a member to have a Sign-In Sheet where all the members who attend the event sign in and sign out. Have that officer/member give you the sign-in sheet at a later date

7. Reports
One of the responsibilities of the Secretary is to maintain all reports up to date
Pride Reports
Officer Information Form (OIF)
Annual Achievement Report (AAR)
School Related Reports
Pride Reports: Pride Reports are monthly reports that are submitted on FloridaKeyClub.Org (How to submit a pride report will be discussed later in this workshop). By submitting this report on time you can qualify for the 100% On-Time Pride Report Submission Award
OIF: The OIF is a form with all your officers, class directors, and advisors. (How to submit/update an OIF will be discussed later in this workshop)
AAR: The Annual Achievement Report is an end of year report that is submitted to the Awards Committee. By submitting this report, you can qualify for Distinguish Club and Club of the Year
School Related Reports: Some schools will have each club submit a report of their minutes and activity monthly. Contact your school’s activities director to see what they would like you to submit

8. Other tasks
Attend Divisional Council Meetings, Key Club Kick-Off Conference, Spring Zone Rally, and District Conference.
Send out information to all the club members and advisors
Assist with the planning of club and board meetings
Keep in contact with your President, Faculty and Kiwanis Advisors.
Events outside of your club:
It is very important that you attend Divisional Council Meetings (DCMs), Key Club Kick-Off Conference (KCKC), Spring Zone Rally (SZR), and District Education and Leadership Conference (DCON)
At these events you will be able to receive training on your role of secretary, share ideas and connect with other club secretaries, and broaden your view of Key Club.
Sending Information to Club Members:
As the officer in charge of the club roster, you should send out information/updates to all your club members.
Some of these updates should include:
Upcoming Events such as service projects and DCMs
Your Lt. Governor’s Newsletter
Information from your Sponsoring Kiwanis Club
Club/Officer Meeting Planning
Get with your President and Faculty Advisor to create an agenda for every officer and club meeting
Send out the Agenda to your members/officers and Kiwanis Advisor
Keep in Contact
It is important that you remain in contact with your President, Faculty and Kiwanis Advisors
If you ever have a problem, you should always reach out to them for help.

9. Online Pride Report (OPR) System Contents

10. Registration Note: Registration is only required for when your club is newly chartered or newly reactivated

11. Access the Florida Key Club Website
Click “OPR System”

12. Click the registration link

13. Select your club and then click proceed.

14. Insert your Faculty Advisor’s email
Then create a unique password. The Secretary, President, and Faculty Advisor needs to know the password
Save the information you filled into the boxes.
After registering your club, you will be able to login into the OPR system.
Your Lt. Governor, Zone Administrator, and District Secretary have your password in case you forget it.

15. Officer Information Form (OIF)

16. Select your club, enter your password, and click login to enter your club’s OPR account.

17. To enter/update your club’s OIF, press on “2015-16 OIF”

18. A complete OIF includes the names and s of the President, Secretary, Treasurer, and Faculty and Kiwanis Advisors

19. Class Directors
Make sure to input Class Directors’ information on the OIF. They will receive the same updates from the Lt. Governor and the Executive Officers.

20. Advisors
In order to submit the OIF, you are required to enter the names and s of the Faculty and Kiwanis Advisors
If your club does not have a Faculty Advisor, then you can enter your principal’s name and until a Faculty Advisor is chosen.
If your club does not have a Kiwanis Advisor, then you can enter your sponsoring Kiwanis Club’s President’s name and until a Kiwanis Advisor is chosen.

21. When you are done entering all the information on the OIF, press “Save My Information” and then press “Send Form Now”
If any information ever changes with one of the officers and/or advisors, please update it on the OIF.

22. Pride Reports
Due the 10th of each month

23. First, access the Florida Key Club website’s home page.
Then, click on the OPR system link.

24. Once on the OPR system’s log-in page, you need to select your club and then enter your password.
If you need help with the OPR system, you can find online instructions here.

25. To start a Pride Report, select the month you wish to fill out the report for. Then click “start report”.
This is where you can view and update Pride Reports.

26. You should see this page once you click “Start report”
You should see this page once you click “Start report”. From here you can complete the report.

27. Your Lt. Governor (LTG) can contact you via email, phone, or a personal visit.
LTGs have the option of sending informational s instead of a newsletter. So if your LTG sent an informational , put yes for this line.
On the left of your PR, you will find contact and attendance information.
For attendance, please take note:
Clubs will NOT attend Key Club Kick-Off Conference(KCKC) until the Fall. Just leave it blank until your club attends for the current year.
Clubs will NOT attend Spring Zone Rally until the Spring (SZR) (same as above)
When your club doe attend a DCM, Division Wide Project, KCKC, or SZR for that month, click "Yes" and note how many members attended in the line below it.

28. Taking attendance at club meetings will make this box easier to fill out.
Be sure “Paid Members in Club” corresponds to the number of dues paid members.
Meet with your club Treasurer or Faculty Advisor to determine how many members are in the club.
Above, there is a comments or questions box
If you ever have any questions about Pride Reports, you can enter them here
You can also clarify certain things. Such as, why your club didn’t do service or have a meeting, and so forth.

29. After you are done filling out the top portion, press “Save Changes” before moving on.

30. Adding Service Projects
Click “Add Projects” to add service projects. The section below will be opened.

31. In the title section, you will put the title of your service project and a brief description of the service project
In members involved, you will put the number of paid members involved
In total service hours, put the number of hours it took to execute/organize the service project.
If the club spent any money and/or raised any money you would put the amounts here.

32. If any of your service projects fall into one or more of the categories above, please check the box next to the category.
Kiwanis Project: Any project that is with a Kiwanis Club.
Governor’s Project: Any project that falls under the current year’s Governor’s Prject
Kiwanis Family Project: Any project involving two or more Kiwanis Family Clubs (Ex. Kiwanis and CKI)
Divisional Project: Any project conducted division wide by your Lt. Governor
Fundraiser: Any fundraiser that is done for a charity or for the club. (Please note fundraisers done for the club does not count as service)
District Project: Any project that is conducted district wide.
Major Emphasis Project: Any project that deals with the three Major Emphasis Partners; March of Dimes, UNICEF, and Children Miracle Network

33. If you have more service projects to post, press “Add Projects”
After you are done posting the service project press “Post to My Report”
If you have more service projects to post, press “Add Projects”
If you have a picture of any of the service projects post it to your report! Choose the File first, then press “Upload”
When you are ready to submit your report “Press Submit Report”

34. You can add additional people to receive the Pride Reports by clicking “Update Submission List” on the right hand side of the blue OIF box.

35. You can Committee Chairs, Kiwanians from your sponsoring Kiwanis Clubs (Ex. Club President and Secretary), and school officials (Ex. Activities Director).
The Pride Report is ed to everyone on your club’s Officer Information Form, the District Secretary, your Lt. Governor, and your Zone Administrator.
Make sure to click “UPDATE MY INFORMATION” before exiting the page, or the updated information will not be saved.

36. District Secretary Jose Leoncio
Questions?
If you have any further questions or help with anything, you can contact the following:
Your Lt. Governor Or
District Secretary Jose Leoncio