The SECRETARIAL PERIODICAL April—June 2012 New York District Key Club 2012—2013
Volume I Issue I
Service begins but it has no ends, because as Key Clubbers, serving is our way of life. The Official Publication of the New York District Key Club Secretary 2012-2013 Amber Lee
Secretary’s Message & Table of Contents
To the mighty New York District, It has been three months since the Leadership Training Conference of the 2011-2012 Service Year. I am happy to be back working with the New York District again. This year, I have huge goals for the New York District and all club secretaries. This update newsletter is to provide a clue for all club secretaries/officers/advisors/members/other Key Clubbers of what I’ve been doing. Since this is the first issue of “The Secretarial Periodical” this will be an introduction. Please look through this newsletter and shoot me an email/call if you have any questions.
Table of Contents Secretary’s Message……….Page 2 Table of Contents……….Page 2 Goals for 2012-2013 Year……….Page 3 Important Dates……….Page 3 Past Works/Events……….Pages 4-6 Paperwork Charts……….Pages 7-10 Frequently Asked Questions……….Pages 10-11 Where are the forms?..........Page 11 Present Works……….Page 12 Future Works……….Page 13 Final Note……….13
Being a secretary is so much beyond the common collection of monthly report forms and election report forms. It is not a position that is defined with solely paperwork. It’s much more. I hope that within the next service year, I can show much more, do more, and prove more. Yours in the spirit of service and leadership, Amber Lee
The Secretarial Periodical
Email: amberlee.sec@nydkc.org Number: 13476533656 Websites: www.facebook.com/amberkydylee www.issuu.com/amberlee.editor Page 2
Goals for 2012-2013 Service Year + Important Dates Below are the goals that I have set for the upcoming service year. This list is subject to addition/change. Goals will be added with every issue afterwards.
June 30th:Due date for Election Report Forms (Call #2) - Aiming for 40% completion.
Create a District Directory of all active clubs in the New York District. Remember to hand in your election report forms!
July 21st: “Minutes in Minutes” will be released (video about the First Board meeting held in April).
Release an issue of “Minutes in Pages” after each board meeting with its complimentary video “Minutes in Minutes”
July 24st: “Secretarial Periodical” in video action form will be released (complimentary to this issue).
July 25th –30th: Google Group begins. All club secretaries should receive an email inviting you into the group. The email that I invite will be the email you used in your election report forms. So, hand them in!!
July 31st: Second issue of “Minutes in Pages” will be released.
August 5th: FINAL Date for Election Report forms (unless stated otherwise).
Seventh (7th) of each month: Your monthly report form is due.
For the New York District For New York District Club Secretaries
Create a Google group with close to all club secretaries’ emails where we can have email threads, contact each other about issues within our club, and bond. Hold bi-weekly or weekly (still deciding) email topics which will be discussed through email thread/announced on Facebook as well. Create a Guide for Club Secretaries: Part One will be released before school starts around August—September. Part Two will be released in October-November during the time of the annual Fall Rallies. Release at least 5 “The Secretarial Periodicals” with complimentary video updates.
Volume 1, Issue 1
Important Dates/Reminder Dates
Create PDF documents for the rest of the New York District executive board with respective position contact information so that they can create a Google group as well.
Release 8-10 brief Secretary newsletters for the board: this will enlist only information necessary for Lieutenant Governors and executive officers to see. It should be no more than 4 pages long. (The club level will not be viewing this.)
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Past: I have completed/attended... Minutes in Pages
Divisionals
The Minutes in Pages will be a collection of minutes after each board meeting. There should be 4-5 issues of the Minutes in Pages released per service year. The first issue was released on June 16, 2012 incorporating the minutes taken in the April board meeting. The next issue will be a collection of minutes taken during the International Convention postmarked on July 31st 2012 for release. The first issue is provided below‌ (Click on picture ) The next issue will consist of two parts: an expanded version and a condensed version. The expanded version will have 90% of all the minutes taken during board meetings. The condensed version will have 50% of the minutes taken during board meetings, very much similar to the first issue of The Min-
On April 11, 2012, IP District Webmaster Oscar Tan, IP LTG of Division 9: Helen Chen, District Governor Daniel Ivan Lin and IP LTG of Division 8: Antonio Xu Liu surprised LTG of Division 8: Grace Lin at her first divisional!
On June 20, 2012, Division 11 held an outdoor divisional in Central Park, Manhattan out in the bright sun. It was a wonderful divisional having many guests such as IP LTG of Division 11: Emma Cheng. Featuring in this picture are LTG of Division 9: Helen Division 9 Secretary: Stephy and IP District Webmaster: Oscar.
On May 29, 2012, I went with my home club to the Division 9 Divisional. This pictures feature IP LTG of Division 9: Helen Chen and Past LTG of Division 9: Tiffany Kwong. Photo credits given to District Governor Daniel Ivan Lin. It was a great end of the year divisional as well as some officer bonding time afterwards.
utes in Pages The Secretarial Periodical
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Past continued... Governor’s Visit
On May 19, 2012, the Kiwanis Governor’s Visit was held in Staten Island. Present were Circle K members, Key Clubbers and best of all Kiwanis leaders. Seeing the Kiwanians groove to their music and handing out raffle items were wonderful. District Governor Daniel, Executive Assistant Tina, IP LTG of Division 10: Gresa, LTG of Division 10: Michelle, LTG of Division 11: Herman and I shared a wonderful experience serving dinner and raffling items off to the Kiwanians. Special thanks to Kiwanis LTG of Staten Island: Mr. Sean O’ Sullivan for the invitation.
Volume 1, Issue 1
On June 6, 2012, my home club, Brooklyn Technical High School held their annual Induction Ceremony where the old board was retired and the new board was inducted. All club members were invited as well to spend a night of fun eating, dancing, playing games, and Key Club bonding. Special thanks to BTHS.
End of the Year Celebrations
On June 15, 2012, many district officers were invited to celebrate the Bayside Annual Awards Dinner. It was a night of tears and warmth as the old officers retired. Being here for the second time was a great feeling especially seeing the dedication Bayside has toward Key Club. I want to thank you and congratulate IP LTG of Division 8: Antonio Xu Liu for having an awesome service year and for being a great friend.
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Past continued... Service to our home, school, and community Senior Citizens Prom
Special Olympics
On May 4, 2012, after helping out at an elementary school in the morning with friends and teaching them the essentials of a career, Brooklyn Tech High School Key Club Secretary Tiffany Leung and I both organized a Senior Citizens Prom event. Many different national organization service leaders/members attended this event. We also rewarded the Prom King, Queen, Prince, and Princess with paper-made flower crowns which took us many nights to assemble. I also made the first fruit salad of my life to serve to the Senior Citizens as we pushed them in wheelchairs across the dance floor. Through the mingling and jingling, we had fun and realized senior citizens sure know how to jive to the music.
On May 20, 2012, I attended the Special Olympics event where we were time recorders for the mentally/physically disabled who ran laps. That day, I realized that even the disabled ran faster than me. Though it was a very hot day and many of us had sunburns, it was fun to give service back to the community and school. Presenting the awards to the contest participants and seeing their smiles definitely made up for it.
The Secretarial Periodical
Significance of the Governor’s Project: Keys to Accessibility Page 6
Paperwork charts Paperwork ( Election and Monthly Report Forms ) On the following pages, I will include the paperwork chart of election and monthly report forms of the clubs in the New York District. It is important that you fill out both election and monthly report forms. However, I am mandating election report forms in a quicker basis, because I would like to release a District Directory this year. Email your election report form to me at amberlee.sec@nydkc.org (updated as of July 17, 2012) DIVISION 1 East Hampton Eastport Hampton Bays McGann-Mercy Riverhead Southampton Westhampton Beach
ERF
x
DIVISION 2 ERF Amityville Bellport Copiague Lindenhurst Patchogue-Medford Sayville William Floyd DIVISION 3 Half Hollow Hills East Half Hollow Hills West
March April May
June
x x
x
x
March April May
x x x x
ERF
June
x x x
x x
x
x March April May
June
Huntington Ward Melville
x
Volume 1, Issue 1
x
x
DIVISION 4 ERF Carle Place Elmont Memorial Floral Park Glen Cove Great Neck North Great Neck South Hicksville Manhasset Mineola New Hyde Park North Shore Schreiber Sewanhaka Wheatley DIVISION 5 Calhoun CCA Wantagh Farmingdale JFK Massapequa Mepham Plainedge Seaford Wantagh
x
March April May x x x
June
x x x
x x
x x
x x
ERF
March April May
June
x x x
x
x
x x x
x x x
x
x
DIVISION 6 ERF Division Avenue East Meadow Garden City GC Tech Hempstead Island Trees MacArthur Sacred Heart Academy Uniondale W.T. Clarke West Hempstead DIVISION 7 Baldwin Senior East Rockaway Freeport Hewlett Lawrence Long Beach Lynbrook Malverne Oceanside Valley Stream South
March April x x x x x x x x x
ERF x x
x
June
x
x
x
x
March April x x x x
x x
x
May
x
x
x x
x
May x x
June
x
x
x
x
Last updated: July 17, 2012 Page 7
x
Paperwork charts DIVISION 8 ERF Aviation Bayside Benjamin N. Cardozo East West Int'l Studies Francis Lewis John Bowne Queens H.S. Sciences Robert F. Kennedy DIVISION 8A Christ the King Forest Hills Garden School Grover Cleveland John Adams Maspeth Martin Luther Newtown Richmond Hill St. Francis Prep Sunnyside W.C. Bryant
x x x x x x x x
ERF
x x
x x
x x x x x x x x x x
May x x x x x
June x x x x x
x x
x
May
June
x
x x
x x
x x x
x x x
x x x
x x x
x
x
x
x x
March April x x x x x x
DIVISION 9 ERF Abraham Lincoln Brooklyn Tech E.R. Murrow Fort Hamilton James Madison John Dewey L.M. Goldstein Midwood Telecommunications Arts
March April x x x x x x x x x
March April x x x x x x x x
x x x x
The Secretarial Periodical
x x
x x
May x x x
June
x x
x x
x
x
x x
DIVISION 10 CSI Int'l Studies Curtis
ERF x x
Staten Island Tech
x
Susan E. Wagner DIVISION 11 Bronx Science DeWitt Clinton Fiorello H. LaGuardia H.S. American Studies H.S. Math, Science, Eng Hunter College H.S. Stuyvesant
March April May x x x x x
x
x
June
x
x ERF
DIVISION 12 ERF Alexander Hamilton Ardsley Lincoln Mount Vernon New Rochelle North Rockland Ramapo Rye Neck Saunders Spring Valley Ursuline Woodlands Yonkers
x x
ERF
March April May
Chester Fallsburg Newburgh
x
Middletown
March April May x x x x
June x
x
x
x
x
x
x
x x
x x
x x
x x
March April May
June
x
DIVISION 13
June
x x
Minisink DIVISION 14 ERF Ausable Valley Chazy Central Keene Valley Lake Placid North Adirondack Northeastern Clinton Peru Central Plattsburgh Sarnac Central Seton Catholic Central St. Patrick Catholic Ticonderoga
March April May
DIVISION 15 Bolton Fort Ann Central Glens Falls Hadley-Luzerne Hartford Queensbury Saratoga Springs South Glens Falls Southern Adirondack
March April May
June
x
ERF x
June
x
x
x
x
x
x
x
x
x x
x
x x
x x x x x
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Paperwork charts DIVISION 16 Albany Berne KnoxWesterloo Bethlehem Colonie Central Guilderland Kingston Saugerties Shaker Clayton (Voorheesville)
ERF
DIVISION 17 Amsterdam Broadalbin-Perth Fonda-Fultonville Gloversville Johnstown Mayfield Mohonasen Niskayuna Schalmont Schenectady Schoharie Scotia-Glenville Shenendehowa
ERF
DIVISION 26 Casadaga Valley
ERF
March April May
x x x x x
x
x x x x x
x x
x
x x
x
x March April May
June
x
March April May
Fredonia Jamestown Ripley Silver Creek
June
x
Westfield
Volume 1, Issue 1
x
June
DIVISION 18 Averill Park Catholic Central Columbia Hoosick Falls Maple Hill Rensselaer Tamarac Tech Valley Troy
ERF
DIVISION 19 ERF Frankfort-Schuyler Illion New Hartford Oriskany Proctor Rome Catholic Rome Free Academy Webb/Old Forge Ctr. Adr. Westmoreland
March April May
June
x x x x
x
x x
x
x x x
x
x
March April May
x
DIVISION 21 ERF Baker Cicero North Syracuse East-Syracuse Minoa Fayetteville-Manlius Hannibal Central Jamesville DeWitt Liverpool Nottingham Oswego Solvay
x
June
x
x March April
May
DIVISION 20 Charles W. Baker Charlotte Valley Chenango Valley Children's Home Greene Johnson City Laurens Maine-Endwell Norwich Owego Free Academy Seton Catholic Union-Endicott
ERF
DIVISION 22 Corning Elmira Free Academy Ithaca Notre Dame Southside Spencer Van-Etten Thomas A. Edison Wellsville
ERF
June
x x x x x x x x x
x
x
x
x
DIVISION 23 ERF Bishop Kearney Brighton Canadaigua Academy East Penfield Victor Wayne Webster-Schroeder Webster-Thomas
March April
May
March April
May
June
June
March April May
June
x x x x x x x
x
x x
Note: Divisions 16-23 AND division 26 is on this page.
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Paperwork charts continued.../ Frequently Asked Questions DIVISION 24 ERF Carthage General Brown Gouvernuer Indian River Madrid Waddington Norwood-Norfolk Ogdensburg Free Academy Potsdam South Jefferson Watertown DIVISION 25 Alden East Aurora Holland Iroquois Lewiston Porter Lockport Niagara Catholic Niagara Falls Springville Griffith West Seneca East West Seneca West Senior
ERF
DIVISION 27 Brockport DeSale Regional East Eastridge Geneva Keshequa Livonia Mt. Morris Pembroke
ERF
x
March April x
May
June
Frequently Asked Questions and points you may need to know about Paperwork Below and on the next page are answers to many questions about monthly and election report forms. Please take a few moments to look at these two pages especially.
x x x
x
x
x
x x
x x
x x
x x
x
May
June
March April
When I fill out the monthly report form on the 7th of each month, what report form is that for? Filling out the report form on the 7th of that month is a report form of the events/meetings/divisonals held on the previous month. For example: It is the 7th of June, you should be filling out the monthly report form for the month of May. Will you accept late monthly report forms? If yes, will it affect the Perfect Paperwork Award in the end of the year conference?
x
x
Yes, I do accept late monthly report forms. Handing in one late is better than not handing one in at all. I will take it as you handed it in so it is “perfect”. As long as all paperwork is in, you will receive the award. Still, monthly report forms should be postmarked for the 7th of each month. How do I earn the Perfect Paperwork Award?
x
x
x
x
May x
June
Simple! Hand in your club’s updated election report form as well as each month’s monthly report form.
x x
x
March April x x
x
When will you stop accepting late monthly report forms? I will always accept monthly report forms. However, when it comes to a month beginning December, handing monthly report forms over a month late MAY affect being “perfect” in paperwork. What happens if I made a mistake in an election report form/monthly report form? What happens if my club elects new officers? Submit a new one (both monthly report and election report form).
The Secretarial Periodical
Page 10
Frequently Asked Questions and Where? What happens if I am not sure what service category to place for such an event? Write that you are unsure what service category to place for the event when submitting your monthly report form in the content area and you must include a detailed explanation of the event so that I can categorize it for you. What happens if I submitted a monthly report form online and never received proof? It did not go through electronically. Try submitting it again or mail/email it to me. What happens if I submitted in a monthly report form, but my club isn’t marked to have done so? Send me an email and your proof receipt of the monthly report form. I will ALWAYS change it. What if my club had no service projects for that month? Please submit a blank monthly report form for that month. How will I know if you received my monthly /election report form? Email me at amberlee.sec@nydkc.org or call me at 13476533656. Best to email.
Click the above picture linking you to the location on the District website where the PDF for the 2012-2013 Election Report Form can be found. It is the first link. The fourth link is the online submission for election report forms. The third link is the PDF submission for monthly report forms of projects for the 2012-2013 service year.
Click the picture to the left to go straight to the monthly report form online submission. Click the picture to the right to go straight to the election report form online submission.
Volume 1, Issue 1
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Present: I am currently... Recovery/Recuperation
Minutes in Minutes
The New York District recently returned to the city that never sleeps from Orlando, Florida after a successful International Convention. Right now, I am gathering all the information and physically resting at home while trying to release as many resources as possible and setting dates for myself (listed on Page 2)
I am gathering all the scenes for the April board meeting “Minutes in Minutes” video that will be out within next week hopefully. Stay tuned. When voices are heard, it’s faster than reading words.
Next Issue of Minutes in Pages
Google Group for Secretaries Invitation
The next issue of Minutes in Pages will be released on July 31st, 2012 which will not only have minutes of our brief board meeting held at ICON but also what happened at ICON. It was an experience not only for the New York District, but definitely a bonding experience for all 30 countries of Key Clubbers.
Secretarial Update Video The complimentary video to this issue of the Secretarial Periodical will be out within next week. If not, then I may combine it will the International Convention and release that together towards the end of the month. All New York District secretaries who have successfully submitted an election report form with their email addresses will get an invitation to join a Google email group. I hope that we can all share information, problems/solutions in our clubs, and resources. Secretaries, let’s gather together and become friends at work!
Summer Key Club
Election Report Form Collection
The Secretary to District Paper
During the summer, yes! Key Club still runs. I hope all secretaries are finding ways to improve on their work as the new school year begins as well as holding events. For me, I hope that during this summer, I can complete a lot of resources as well as continue to attend Key Club events/gatherings to better my home, school, and community.
Again, I will stress the importance it is to have your club submit their election report forms. Be recognized as a club, earn the perfect paperwork award, and be a worthy Key Clubber. Submit all your work!
This will be the official title of a 4 page letter newsletter that I release to the District board. It will update them on the meetings and give reminders, and tell them briefly about what I’ve been working on. I aim for 8-10 newsletters to be released.
The Secretarial Periodical
Page 12
Future: I will be… / Final Notes District Directory
Fall Rally and Division Training Conferences
The District Directory is a gather up of all the information in the election report forms submitted by club secretaries. It lists all the required information that will recognize all club officers, the club, and club advisors. This District Directory will be released to all clubs, the District, and will be submitted to International. Once again, all secretaries should submit their election report forms in order to have a successful district directory. I will postmark the release date of the District Directory to be before October.
As the summer draws to a close soon, it also means that the Fall Rally and Division Training Conferences will take place. If your Lieutenant Governor holds a Division Training Conference, all secretaries should be present. Also, if a fall rally is held, all secretaries should be present whether I am able to attend your Fall Rally or not. Contact me through the Google group and email for training materials.
Bi-weekly seminar discussions As the Google group comes to life, I will hold bi-weekly seminar discussions with club secretaries; every two weeks will focus on a different topic. It may range from talking about your club problems, a difficult Key Club problem, or just having some fun talking about Key Club facts. More information will be released through the Google Group on how this will be held. I will also put together bi-weekly or monthly emails to secretaries through the group so that you will all know what is going on in the District level. I hope this becomes an effective way of communication. Volume 1, Issue 1
Gathering of all resources to the website I will be working with the District Webmaster: Barry Lee and hopefully all resources/newsletters will be up online on the NYDKC website soon in an easy accessible fashion.
Secretary Training Materials and Resources As the summer comes to an end, I will release a guide for secretaries for the remainder of the service year. This guide will postmarked to be released before September, around the end of August. Before October, another tip booklet or guide will be released to be used during Fall Rally. This will be another useful guide for secretaries to use throughout the year as well as to be used to pass on to the club’s next incoming secretaries.
FINAL NOTES To all secretaries, I hope this issue will help you understand what I am currently doing. If you ever have any comments, suggestions, or questions, don’t be afraid to contact me through any means. I will be glad to help, advise, and answer. Let us all make this year one of the best in New York District Key Club history. Much love and in spirit and service -Secretary Amber Lee
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