MAY 2017
| ISSUE
NO. 2
The Governor's Guide Newsletter to the NJ District Board
Official Publication of The New Jersey District of Key Club International
Intro to Newsletter Hello Everyone! I am looking forward to seeing you all a few days! The following Newsletter is a bit of a special edition reviewing some of the instructions from Midwinter as well as some Governor Updates from myself. Please let me know if you have any questions or concerns in regards to the information provided or anything else!
Table of Contents Governor Updates Club Communication Officer Training Conferences Divisional Council Meetings Governor's Spotlight Common Questions/Board Facts Regional Training Conferences Contact InformationÂ
District Governor Updates Starting in the month of June, I will be calli ng each Lieutenant Governor. I will be ca lling on the date spe cified by your Divisio number. For examp n le, I will be calling C a ss id y on the 1st of June, Huey on the 2 nd, William on the 3 rd and so forth. rnor Report Form ve o G t n a n te u ie L st ur fir A few days before yo w a LTGMRF o h n o s le p m sa t n all 3 differe was due, I sent you ose for guidance th t a k o lo a ke ta se ghly. Plea stions that e should look like rou u q y n a i b A r o lf e course ask mys in the future and of GMRFs will be T L n o i b A d n a lf e from mys may arise! Feedback both of us expect e h T . th n o m ch a e f e 30th o sent to you all by th ith divisions w g tin a rn lte a e b ill emails We w responses to these . from month to month
While RTCs went fabulously, we also had one bit of bad news that I need to share with you all. On of our board members resigned that Saturday, so unfortunately LTG of Division 3, Dmitry will no longer be on the Board. The person now tasked with overseeing division 3 is William! Congratulations on your new position Will! I just want you all to know that I am here to help you and if you ever need any assistance please reach out to me, I would love to help.
Club Communication Club communication is incredibly important as your main job as Lieutenant Governors is to be a liaison between the District and your clubs. Unless you tell me that something is going on or that you are going on vacation etc, I will become incredibly concerned if I don't see an email from you to your clubs in the course of two weeks. In addition, if you are only emailing your clubs that can also an issue depending on your division. Some divisions are incredibly good with emails and even tend to respond within the day. Other divisions have officers that simply don't read emails or even know they are receiving them. A big reason we include phone numbers in the club roster form is so that you can call and text your officers, communicating directly with them and asking them questions in a fast manner. If you send an email and on the bottom it says, "Please respond" or "Let me know when you are having ___" and nobody responds assume they didnt see it and text them. If you have read this far, send me a text stating your pet peeve. Maybe even consider making a Remind account like I did for all of you. Through this account, you can reach out to people by their phone numbers asking them to join. With a remind account you can text them announcements/reminders as well as communicate oneon-one. After seeing the first Lieutenant Governor Monthly Report Forms, I would just like to remind you all that the List of Activities should include any key club based communication on Facebook messenger (not fun group chats), text, phone calls, emails and remind. A good rule of thumb is to communicate with each club at least once a week. Ask your officers how they are doing or if they have any service projects coming up! Definitely start communicating with them now about our District Project and how they can get to Fall Rally!
Face to Face contact is one of the most important forms of communication. Joking around with people in person, getting to know them is incredibly helpful in forming strong bonds with your clubs throughout the year. Remember all club visits and officer training should be complete by Fall Rally. You must also have 5 DCMs throughout your term. Shout-out to both Kaitlin and Frank for having DCMs that has met quorum.
Officer Training Conferences As said in the previous page, all officers should be trained by Fall Rally board meeting! It is incredibly important for officers to be trained by you, an OTC allows you to sit down and truly figure out what their role within their club and your division will be. Some tips to run a successful training conference is to get officers together. Maybe after a DCM you can teach them in groups by position. Always come to an OTC prepared with the packet for each position highlighted with what you want to relay to the officer. Make sure you have already reviewed the packet and that if you have any questions, that you contacted the respective executive. Make sure you are providing them with aide as well, for example sending all the editors the brand guide would be a fabulous idea! You can also bring a Key Club presentation with you etc. you are not limited to the officer packets but make sure you go over that efficiently and effectively with each officer.
Divisional Council Meetings By now, you all should at least be planning your first Divisional Council Meeting. Remember their must be at least 5 over the course of your term, however, the more the merrier! Some tips: You must schedule the DCM (like all meetings, OTCs etc) at least two weeks before If for whatever reason, you need to cancel the meeting, it must be at least 24 hours before the time set Make sure you are confirming attendance and texting all the officers with reminder/asking if they will be in attendance Bring printed out agendas or send to their emails Have a brainstorming session with them Speak with passion, if you are boring they will find the District news boring Have a food drive at the DCM! Bring food or perhaps have the DCM at a place that sells food Avoid testing dates Get to know them all personally, don't just get straight to business Remember that quorum (the needed majority for the DCM to count towards your yearly 5) is half of your clubs plus 1. However if your division has 7 clubs for example, quorum is a simple 4. If you need a sample agenda or anything feel free to ask me!
Governor's Spotlight For those who attended the northern RTC, the recipient of Gnomeo is no great surprise. Kaitlin has been doing splendiferously in her position as Division 21 Lieutenant Governor. She has held a DCM that met quorum and visited 5 different clubs! She has collected 7 different rosters and overall her clubs are doing great. Kaitlin is honestly killing it :D! Kaitlin will hold the gnome until International Convention.
Common Questions/Facts Q: When is the last ICON payment due? A: It was May 26th, please send as soon as possible. Q: If I go on vacation over the summer is there anything I should do? A: Yes! Send a leave of absence notice to the board and your clubs. Q: Who is CCed on Committee related emails? A: Each committee has Kiwanians assigned to them, you must CC them, Ciara and Mr. Acerra Q: When are OTC, DCM, and Club Visit report forms due? Also how do I complete them? A: They are due 10 days after the event and you complete them using the new njkeyclub.org emails. Q: I have an important question for an Executive Board Member what method of communication should I use? A: Do not send important questions to group chat, I may not see it. Text me directly, facebook message or email me! Q: What should I use my google suite (njkeyclub) email for? A: Google report forms only.
Regional Training Conferences Regional Training Conferences are honestly amazing at teaching officers the ins and outs of Key Club as I am sure you all saw at our last two. We luckily have two more this upcoming September
Locations September 16th- Millville High School (South) September 17th- Montville High School (North) September 24th- Arthur L. Johnson High School (Central
Timing All board members must be at the school between 7:30 and 8 am. If you are late or cannot attend a certain RTC you must text/communicate with both Stephanie and I. We will end at approximately 1 pm and may volunteer for a food bank afterward (to be confirmed).
We will be going through workshops again and the RTC committee may assign you all more stuff so be on the lookout for that!
Contact Information Ciara Clarkin District Governor governor.cclarkin@gmail.com Cell: (973) 756-7025
Abi Santos District Secretary secretary.asantos@gmail.com Cell: (973) 908-7866 Courtney Vita District Treasurer treasurer.vita@gmail.com Cell: (973) 440-0473
Hayley Beluch District Editor editor.beluch@gmail.com Cell: (856) 287-5598 Shinbee Park Int'l Trustee pshinbee@gmail.com Cell: (302) 416-0732