AMY VAN TREASURER 2016-2017
PIEDMONT HILLS | DIVISION 12 EAST | REGION 17
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CNH KEY CLUB TREASURER | NOMINATION FORM
CNH KEY CLUB TREASURER | NOMINATION FORM
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CNH TREASURER |LETTERS OF RECOMMENDATION It is my greatest honor to receive these following letters of recommendation from Division 12 East Lieutenant Governor Kailee Tanaka; our Key Club Vice-President, Trisha Dang; and our Key Club secretary, Jason Vu. I was given the opportunity to work closely with these individuals and each had witnessed my growth as Piedmont Hills Treasurer. These individuals had thoughtfully constructed letters formally describing my accomplishments and arduous obstacles I had overcome. Although difficult, the experience as an executive has been extremely rewarding and I am thankful to have the respect of such inspirational people.
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CNH KEY CLUB TREASURER |LETTERS OF RECOMMENDATION
LETTERS OF RECOMMENDATION
CNH KEY CLUB TREASURER |LETTERS OF RECOMMENDATION
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LETTERS OF RECOMMENDATION
To whom this may concern, Amy Van is an astounding treasurer who is always on top of her game. Throughout the term, I have seen her grow and fix her mistakes. She isn’t perfect, but she continues to improve and strive for growth. When I first met Amy, I knew right away that she was someone special, someone who had a lot of potential to grow. I expected a lot of amazing things from her and she definitely didn’t let me, as well as others, down. She is one of the most organized, outgoing, and hardworking people I know. She puts 110% in everything she does and makes sure that her work is quality work. She is someone I aspire to be and I look up to her a lot. It may seem a little weird to look up to someone younger than you, but Amy is such an amazing officer and person that you kind of have to. She always thinks about the members and her work really shows that. She constantly comes up with new ideas for the club and is very active in club affairs like organizing bondings and holding service events. She always finds effective ways to do her work, like utilizing Google products like Google sheets and documents. While working with her, I have seen many of the documents and spreadsheets she made to organize her work and make everything more efficient. From having a spreadsheet on just PTP affairs to a spreadsheet with all the information about club funds, she has a spreadsheet for everything! She also organized the club money box multiple times to make sure the amount of money is correct. Her dedication for Key Club truly shows in her actions. She always exudes a passion for Key Club by working hard for the club and members. She truly embodies the core values and helps others develop them. Amy always supports everyone in everything they do and gives them the push they need as well. There were countless of times where I didn’t believe in myself and wanted to give up, but Amy didn’t let me do so and kept pushing me forward. Without her support, I don’t think I would have had the courage to run for positions like Executive Assistant and Lieutenant Governor. I’m super happy I was able to work with Amy this term. She communicates with the advisors often, helps organizes fundraisers almost every month, and so much. There has never been a time where she didn’t have any work for Key Club and she continues to find work for herself so she can continue to stay active. She has helped improve Piedmont Hills Key Club and helped the officers become better leaders through her support and ability to delegate tasks. Without her contribution to the club, Piedmont Hills Key Club wouldn’t be where it is now. I’m super thankful for Amy and all of the hard work she put into Key Club, so I am very honored to recommend Amy Van for recognition of Distinguished Treasurer. Sincerely, Trisha Dang PHHS Key Club Vice President of Service 2016-2017
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CNH KEY CLUB TREASURER |LETTERS OF RECOMMENDATION
LETTERS OF RECOMMENDATION
Jason Vu Piedmont Hills Key Club Secretary 1438 Sierra Creek Way San Jose, CA 95132 19 February 2017 To whom it may concern: It is my honor to recommend Amy Van for the Distinguished Treasurer award. Throughout this term, I have had the wonderful opportunity to work side by side with her on the Piedmont Hills 2017-2018 Executive Board and I have always admired not only her charismatic energy and unstoppable drive to succeed, but also her ability to stay on top of the complex and often copious work of a treasurer. With the amount of dedication she has put into making our club a major success, I strongly recommend her for recognition. From the beginning of the term, Amy made sure to start off on the right foot in terms of her responsibilities. Early on, I was impressed at her organizational skills. Whether it was sorting out reimbursements with our school’s ASB or formatting a spreadsheet to stay on top of club information, she made sure to have all information clear and apparent. Through her intricate and detail-oriented work, our club’s financial matters have flown with little to no bumps this term and even when issues did arise, she was quick to act. Without hesitation, Amy would communicate with whoever she needed to in order to resolve the situation. Her quick acting shows resourcefulness and quick thinking, traits vital to serving as treasurer. Outside of her assigned duties as treasurer, Amy has also taken on the major task of assisting our club historian in taking videos and pictures at club and service events as well as making event recap videos to present to members. This extra task, though completely out of her required tasks as treasurer, demonstrates how great Amy’s passion for serving our club is. Not restricted by title, she is determined to do anything for the benefit of not only our club but also its members. She truly soars above and beyond her duties. Ultimately, Amy’s work this year as treasurer has gone above and beyond her assigned responsibilities. For this reason, I highly recommend Amy Van for the honor of Distinguished Treasurer. Sincerely, Jason Vu
CNH KEY CLUB TREASURER | LETTER OF RECOMMENDATION
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CNH TREASURER |TREASURER CHECKLIST As a candidate for Distinguished Treasurer, I was pleasantly surprised. My role as Key Club treasurer allowed me to develop all types of skills: leadership, organization, work efficiency, communication. I had only realized my self-growth once going through the Treasurer Checklist but had also noticed I not only qualified but surpassed the CNH Key Club standards. I am more than happy to discover that I’ve positively progressed and contributed great things to my home club. As every day pass in the 2016-2017 term, I have learned and gained new knowledge, lessons, and stories that ultimately add to my personal character and Key Club journey.
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CNH KEY CLUB TREASURER |TREASURER CHECKLIST
CNH KEY CLUB TREASURER | TREASURER CHECKLIST
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CNH TREASURER |PROOF OF ATTENDANCE Just like any general member, I am called to build my home, school, and community through volunteering. It is a wonderful pleasure to impact my local community and since freshmen year, I was able to complete 310 hours of service as member of PHHS Key Club. Through my involvement in service, and attending various Division Council Meetings and CNH District events, I am able to better myself as a member of my community by serving happily. With every service activity I go to, a Key moment is captured and contributes to who I am as an individual.
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CNH KEY CLUB TREASURER |PROOF OF ATTENDANCE
CNH KEY CLUB TREASURER |PROOF OF ATTENDANCE
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CNH TREASURER |FINANCIAL RECORDS It is exceptionally important for any Treasurer to work collectively with their club Executive Board and supervise all monetary matters. As Key Club Treasurer of the term 2016-2017, I made sure to attend my responsibilities by being organized and working efficiently. I developed skills in technology and learned to utilize the assistance of spreadsheets. With the help of Google Sheets came endless possibilities of uses such as lengthy schedules and finance recorders. By becoming Treasurer, I acquired essential abilities to improve my work to provide detailed reports on the financial aspect of Key Club.
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CNH KEY CLUB TREASURER |FINANCIAL RECORDS
FINANCIAL RECORDS
GOOGLE DRIVE One of the many tools I rely on is Google Drive. With the use of various folders and dividers, I am able to keep track of documents, spreadsheets, PowerPoints, forms, etc. It is vital to file important records for future use in an orderly manner to avoid confusion and miscommunication.
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GOOGLE DRIVE In the beginning of my 2016-2017 term, I prepared an array of tutorials that’ll be remarkably valuable as the year goes on. Preparation is key and is very helpful when the time comes!
CNH KEY CLUB TREASURER |FINANCIAL RECORDS
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FINANCIAL RECORDS
TREASURER MONEY BOX SPREADSHEETS Utilizing technology is extremely beneficial for any Treasurer, thus as PHHS Key Club Treasurer I took advantage of this perk to provide accurate and descriptive financial updates. Google Spreadsheets is capable of many things due to abilities to compose formulas. Within these spreadsheets, I keep track of funds for the Pediatric Trauma Program, The Eliminate Project, club funds, and other miscellaneous projects that my home club supports. The sheet becomes immensely useful once large District events such as Regional Training Conference, Fall Rally North, and District Convention rolls around. With this sheet, I am able to oversee our budget and money to ensure there is no monetary complications and everything goes as smoothly as possible.
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CNH KEY CLUB TREASURER |FINANCIAL RECORDS
CNH TREASURER |REIMBURSEMENT PROCESS & BUDGETING
REIMBURSEMENT PROCESS Reimbursing multiple people at once may be an exhausting task to keep track of however, I was able to create an efficient system to dissolve financial complications. If an officer requires a reimbursement, they would simply fill out a section of the spreadsheet, shown above, with a detailed description and total. Different types of reimbursements are classified into club funds, profit funds, and miscellaneous funds to provide explanatory details that will assist the Treasurer. Doing so would allow the Treasurer to be up-to-date and fully informed on their next task without any confusion! Creating such a system had certainly benefitted me by being more organized and accurate with my reimbursements.
BUDGETING As the sole person responsible of the club’s finances, I constantly discuss with my Executive Boards on budgeting. Fundraisers with massive amounts of proceeds are especially considered for planning for effective distribution that will positively benefit the club. For example, Election Night required thorough planning to divide the funds in a way that will wonderfully favor each project towards our home and division goals. Executive Meetings are then held.
CNH KEY CLUB TREASURER |FINANCIAL RECORDS
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RPOS
FFS
In order to successfully hold Key Club fundraisers, events, and projects it is our duty to adhere to the rules and regulations of our school’s ASB. Treasurers and Secretaries are required to submit Request for Purchase Order forms whenever their respective clubs decides to use a portion of their funds. As Key Club Treasurer, I work closely with the Secretary and officers. With the creation of an efficient spreadsheet, this system will ensure all forms are submitted in a timely manner.
The ASB policy at Piedmont Hills High School requires all clubs to submit Fundraiser Forms before the proposed date. Similar to the RPOS, the Key Club Treasurer and Secretary work closely together to ensure these forms are submitted and approved to avoid inconveniences and mishaps.I had also constructed a descriptive spreadsheet system to insure all information is acquired and are keeper track. In this way, both Treasurer and Secretary are informed.
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CNH KEY CLUB TREASURER |FINANCIAL RECORDS
CNH TREASURER |MEMBERSHIP UPDATE CENTER
MEMBERSHIP UPDATE CENTER SPREADSHEET During dues season, the Key Club Treasurer and Secretary collaborate and combine their skills to ensure all dues paid members from their home club are documented and filed inside the Member Update Center. At Piedmont Hills High, the club Secretary and I utilize the advantages of spreadsheet and use it as our tool. Each dues-paid member is categorized into their graduating class and is gradually entered into the MUC website. This year, Piedmont Hills was able to accumulate 156 dues-paid members, achieving retention and membership increase! We still encourage all members, however, to register as dues-paid members anytime with our home club by continuously promoting!
CNH KEY CLUB TREASURER |FINANCIAL RECORDS
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FINANCIAL UPDATES On every Monday, Piedmont Hills Key Club hold their weekly officer meeting. Before the adjournment, it is my job to inform our Officer Board the club’s standing with its financial goals towards the Pediatric Trauma Program and The Eliminate Project. Our updates are also featured in our monthly newsletter, The Arc Reactor. It is extremely important to provide the club I am serving financial updates so they understand our position with fundraising. During these updates, I try to include encouragement, tips, and advice on which project we should be focusing on and key locations to contact for a fundraiser. This will hopefully inspire more to find profitable fundraisers towards one of our key projects and to continue fundraising even pass our goals!
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CNH KEY CLUB TREASURER |FINANCIAL RECORDS
CNH TREASURER |TREASURER MONTHLY REPORT FORM
TREASURER MONTHLY REPORT FORM On the third of each month, Division 12 East requires all Treasurers to submit a tMRF or Treasurer Monthly Report Form. This document provides our Lieutenant Governor and division a brief update on the financial aspect of the club as well as its plans. The tMRF mentions how many dues-paid members each club has, the amount of funds raised, the amount donated, and expenses. I make sure to email the tMRF in a timely manner, perfectly-formatted, and descriptive to allow my Lieutenant Governor to have a much easier time. To keep things neatly filed, I make sure to file each tMRF with its respective months inside a Google Drive folder. Doing this would make things simple, wellarranged, and convenient. This will provide easy-access for any future use and reference if needed.
CNH KEY CLUB TREASURER |FINANCIAL RECORDS
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JULY tMRF
CNH KEY CLUB TREASURER |FINANCIAL RECORDS
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OCTOBER tMRF
CNH KEY CLUB TREASURER |FINANCIAL RECORDS
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CNH TREASURER |FUNDRAISERS Fundraisers are an essential part of any club because of its abilities to raise funds towards the certain club’s projects! Serving as Key Club Treasurer, I made it my duty to encourage my officers to find successful and profitable fundraisers. This year, Piedmont Hills Key Club was able to raise over $1,500 for the Pediatric Trauma Program and The Eliminate Project. Although we have well surpassed our project goals, I continue searching for fundraisers to simply assist CNH Key Club with its cause. Ultimately, it was an extremely eye-opening experience donating all our hard work to our division because It shows how much an impact high-schoolers can make!
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CNH KEY CLUB TREASURER |FUNDRAISERS
GOOGLE CALENDAR To have efficient fundraisers, it is particularly important to organize to ensure there is no clashing between advertisements and proposed dates. Google Calendar is an amazing utility, available to anyone, to get the job done. I make it required for all officers, once finding a fundraisers, to fill out the Google Calendar before notifying me for forms!
CNH KEY CLUB TREASURER |FUNDRAISERS
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PIE-A-HERO APRIL 29, 2016 FUNDS RAISED: $477.90
PURPOSE: RFL
PIE-A-HERO As the previous Executive officers transition to their successors, Piedmont Hills had found a way to promote a bonding and fundraiser. Pie-A-Hero is a fundraiser that includes hair nets, trash bags, and many plates of whip cream to toss into the faces of old and new Executive officers alike! Members and board members are invited to come and pie any of the officers or even pie any one of the participating teachers. The fundraiser was remarkably profitable and a wonderful experience for those who participated. On the side, we sold milk tea drinks for anyone interested in purchasing cool drinks on a hot day. That fundraiser alone helped raise a portion of the Pie-A-Hero profits. All proceeds were then donated to Relay for Life, another signature fundraiser constructed by the American Cancer Society. The home club’s participation in Relay for Life is one of our local community projects that Piedmont Hills fund for.
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CNH KEY CLUB TREASURER |FUNDRAISERS
PIE-A-HERO
CNH KEY CLUB TREASURER |FUNDRAISERS
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JUNE ELECTION NIGHT JUNE 7, 2016 FUNDS RAISED: $2,080
PURPOSE: ALL
JUNE ELECTION NIGHT To help build our local community, Piedmont Hills Key Club assisted Santa Clara with the upcoming elections. Each volunteer helped transfer boxes and hefty luggages of ballots to trucks. Piedmont Hills Key Club worked endlessly into the night, even passing midnight to aid workers. This service fundraiser promoted teamwork, communication, and leadership that each individual member learn while working. It was an empowering event as many witnessed the involvement of more than a 100 high-schoolers playing a part in the local election!
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CNH KEY CLUB TREASURER |FUNDRAISERS
COLOR IN MOTION SEPTEMBER 10, 2016 FUNDS RAISED: $900 PURPOSE: ALL
COLOR IN MOTION One of Piedmont Hill’s lovely officers was able to find another service fundraiser called Color In Motion. Members helped organizers with basic jobs throughout the run and happily interacted with runners. Our Key Clubbers were enthusiastic and ecstatic to volunteer and have fun at this color run, creating new close bonds and friends! Similar to Election Night, Piedmont Hills received a check that’ll be carefully divided into our various projects by our Executive Board. In the end, the event was a success with satisfied members and a huge boost in our funds.
CNH KEY CLUB TREASURER |FUNDRAISERS
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DIVISION 12 EAST JULY DCM JULY 23, 2016 FUNDS RAISED: $104
PURPOSE: PTP
JULY DIVISION COUNCIL MEETING As a Division 12 East tradition, the July Division Council Meeting is held by Piedmont Hills. With my prior interaction with CityTeam, I helped organize a service project at our D12E DCM by purchasing and arranging school supplies. These supplies will be all donated to CityTeam, a local organization that focuses on aiding lowincome individuals and families, to distribute. With thorough planning, we were able to accumulate over 100 sets that included notebooks, pencils, and erasers. Piedmont Hills and Division 12 East was able to donate to CityTeam over $104 worth of school supplies that will be donated to families and children. Along the side, Piedmont Hills also snowcones with various syrup flavoring to raise for the Pediatric Trauma Program. Cones were purchased by Division 12 East members, our Executive Assistants, Lieutenant Governor, and even a few Kiwanis advisors!
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CNH KEY CLUB TREASURER |FUNDRAISERS
DIVISION 12 EAST JULY DCM
CNH KEY CLUB TREASURER |FUNDRAISERS
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PROJECT STOCKEYINGS JANUARY 6, 2016 FUNDS RAISED: $166
PURPOSE: YOF
PROJECT STOCKEYINGS Every year, Piedmont Hills submits an application for the Youth Opportunity Fund. With the grant’s help, our members are able to help build their community. This year, I was responsible of the submission of the grant that went successfully. The project suggested called Project StocKEYINGS encouraged members to help stuff Christmas stockings with themed school supplies and a personally-decorated notecard. The committee and I even arranged a friendly competition for the best notecard with the prize being a free movie ticket by Century Theaters!
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CNH KEY CLUB TREASURER |FUNDRAISERS
INTERKEY PAJAMA JAM FEBRUARY 17, 2016 FUNDS RAISED: $338 PURPOSE: MNT
INTERKEY PAJAMA JAM As an annual collaboration, Piedmont Hills Interact and Key Club host a InterKey week and PajamaJam. In the term 2016-2017, our selected theme of the year was Monsters University. Each club promoted the other’s projects and on certain days dressed up as characters to increase spirit! On the Friday of InterKey week, we hold a movie night to raise funds for our respective projects. All students of Piedmont Hills was invited to come to either fundraise or to just watch a movie! The event was a complete success and all proceeds received were donated!
CNH KEY CLUB TREASURER |FUNDRAISERS
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CNH TREASURER |KIWANIS RELATIONS As Key Club Treasurer, I was given the honor to interact and communicate with the East San Jose Kiwanis Club. I am more than grateful to be given guidance by our local Kiwanis Club as well as an inside look on what lays beyond a high-schoolers journey in Key Club. As a student, I was unaware of the works of charitable organizations however once discovering Kiwanis International I discovered the handwork and efforts of nearby leaders. I am now truly inspired to help build my home, school, and community because Key Club and Kiwanis Club advocation for activeness motivated me to become a positive individual.
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CNH KEY CLUB TREASURER |KIWANIS RELATIONS
KIWANIS RELATIONS Since beginning my term, I was introduced to multiple inspirational figures. One of them was Ms. Marilyn Diamond, Piedmont Hills Kiwanis Advisor. I make sure to work closely with my Kiwanis and Faculty Advisors such as discussing matters of Fall Rally North, Regional Training Conference, and District Convention. To keep Ms. Diamond frequently updated, I send constant text messages and answer immediately to any questions she has. I, as well as Piedmont Hills, are extremely appreciative of her supervision and the amount of work she contributes to ensure the Key Clubbers of Piedmont Hills have a wonderful time attending an event!
CNH KEY CLUB TREASURER |KIWANIS RELATIONS
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CNH TREASURER |COMMUNICATION Maintaining strong communication plays a key role in the maintaining of a strong club. Whether it be with members, officers, or advisors it is important to talk to avoid miscommunication. I pour all my efforts to evoke a welcoming environments and put strong emphasis on one of our four core values: inclusiveness. A club cannot simply function under officers, it is the contribution of all types of individuals that make the club in good-standing. Thus, I make sure to acknowledge and recognize all efforts and interact with people of all types of difference ages to shape my professional yet approachable image.
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CNH KEY CLUB TREASURER |COMMUNICATION
MEMBER COMMUNICATION To communicate easily with members, I utilize tools such as Facebook messenger and emails. Forms of communication easily accessible to members is something I find extremely important!
MEMBER COMMUNICATION Communicating effectively with members is important for a club to function properly. When contacting members, I do my best to uphold a professional yet approachable image!
CNH KEY CLUB TREASURER |COMMUNICATION
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CLUB COMMUNICATION Service projects and other various service events can be advertised and promoted through the usage of PHHS Key Club Facebook Group or PHHS SchoolLoop to contact the majority of our members!
CLUB COMMUNICATION All activities, reminders, and announcements are posted in the PHHS Key Club Facebook group. When making lengthy posts, I make sure to use dividers and emojis to interest readers to read beyond skimming.
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CNH KEY CLUB TREASURER |COMMUNICATION
ACTIVITY COMMUNICATION When leading events, I create Facebook group chats for members to easily ask questions or further instructions. Utilizing such a tool allows me to contact members as soon as possible without problems.
ADVISOR COMMUNICATION Good communication between club advisors and the treasurer is extremely important. With email and text messages, I am able to easily contact my advisors for needed signatures, advice, or instructions.
CNH KEY CLUB TREASURER |COMMUNICATION
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DIVISION COMMUNICATION As treasurer, I ensure Division 12 East and our Lieutenant Governor, Kailee Tanaka, is fully informed on any plans or updates of Piedmont Hills Key Club. Every month, I send in a Treasurer Monthly Report forms explaining briefly details of Piedmont Hills financial standing. Attached to this tMRF, is a semilengthy paragraph of what Piedmont Hills is currently handling and whatever project we plan to tackle next. This action will enable our Lieutenant Governor to be up-to-date and capable of giving advice.
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CNH KEY CLUB TREASURER |COMMUNICATION
DIVISION COMMUNICATION To achieve even further communication within division, I implanted a project for division participation. This project called ‘The Baby Bottle Challenge’ encouraged Division 12 East to publicize the effects of maternal neonatal tetanus. If a certain amount of likes is reached, I shall donate the entire baby bottle filled with coins to The Eliminate Project. Doing this allowed an advocation of MNT as well a mini fundraiser to eradicate the deadly disease.
DISTRICT COMMUNICATION Although just a home club, it is of highest importance to be active and updated with district communication. One way I maintained good communication is through submitting a video of Piedmont Hills Key Club at Regional Training Conference. This YouTube video was uploaded on the CNH Key Club website along with my mini paragraph describing Piedmont Hills experience at Region 17’s RTC. By doing this, I remain active in my home club and district!
CNH KEY CLUB TREASURER |COMMUNICATION
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CNH TREASURER |MISCELLANEOUS It is important as an officer to not only complete your expected duties but also to go above and beyond what is required. That is what makes this certain title my own and places my mark on ‘Treasurer’. There is so much more that needs to be done besides the bare minimum. I have earnestly worked to achieve my personal best by creating a system of spreadsheets, creating infographics for the connivence of our members, and assisting our club historians. My passion for Key Club is capable of being expressed through numerous of actions surpassing what is required until I am completely satisfied with my work.
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CNH KEY CLUB TREASURER |MISCELLANEOUS
INFOGRAPHICS Forms could be extremely daunting for members who have little to no experience filling them out. I have created detailed infographics listing instructions on what to write and where to write. The descriptive infographics hopefully guides members smoothly. The specific infographic shown on the right was created for the purpose of Fall Rally North. Since school policy requires all members going to FRN to fill out a field trip form, I constructed a helpful infographic. This is not only beneficial to our members but also to our officers who will not be forced to contact each member for any missing information!
CNH KEY CLUB TREASURER |MISCELLANEOUS
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CNH TREASURER |CAPTURING THE KEY MOMENT
PRETTY PICTURES For every service event, division event, or district event, I am always seen with a camera in my hand. Although we do have a club historian, I believe having multiple people capturing pictures would result in even more Key Moments taken! I am also more than happy to witness and document so many memories of various members. Being the person to capture these moments have made me very appreciative of happy memories and joyful pictures. I really enjoy being the one behind the camera because I also capable of looking back at the club’s accomplishments. Pictures also indirectly advertise for the club by intriguing members to participate!
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CNH KEY CLUB TREASURER |MISCELLANEOUS
VIVID VIDEOS It is my greatest pleasure to be the one to put together all of Piedmont Hills memories. I have made countless videos for Piedmont Hills Key Club, such as The Regional Training Conference, and I am able to fully express my passion through hours of editing and cropping. By showcasing my work, I am able to publicize for my home club and our adventures with the division. It is a great honor and lots of fun to be able to do so!
MY FINAL KEY WORDS My amount of gratitude for Key Club is so big that it cannot be fully expressed with words. I am so thankful for its people, its guidance for my own self-growth, and its lessons. Key Club had taught me the value of caring, inclusiveness, leadership, and character building. I have learned, taught, and listened to so many extraordinary stories. Thank you so much!
CNH KEY CLUB TREASURER |MISCELLANEOUS
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PIEDMONT HILLS DIVISION 12 EAST REGION 17