JASON VU SECRETARY 2016-2017
PIEDMONT HILLS | DIVISION 12 EAST | REGION 17
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NOMINATION FORM
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NOMINATION FORM
CNH SECRETARY | LETTERS OF RECOMMENDATION It is my honor to receive the following letters of recommendation from Division 12 East Lieutenant Governor Kailee Tanaka; Piedmont Hills Key Club President Nicky Nguyen; and Piedmont Hills Senior Class Representative Brandon Dimapasoc. I have been honored to work with these individuals this year and I am extremely grateful for them having put in the time and effort to write me such thoughtful and detailed letters. They have witnessed my growth as Piedmont Hills Secretary and thus their letters are accurate accounts of my development this year as both a leader and a member of our Key Club Ohana. Each letter of recommendation interprets my actions as secretary in a different light being from different perspectives and levels of Key Club. By putting these different perspectives together as expressed through these three recommendation letters, one can perceive a greater image of my term as secretary overall. Indeed, it has definitely been a term of great challenges and learning, but also of remarkable growth and incredible insight. I truly have Key Club to thank for allowing me to create unforgettable memories that have let me meet such amazing people as my recommenders. They have greatly honored me through their words and I am extremely grateful for their work on my behalf.
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LETTERS OF RECOMMENDATION
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Letters of Recommendation
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LETTERS OF RECOMMENDATION
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LETTERS OF RECOMMENDATION
CNH SECRETARY | SECRETARY CHECKLIST
Going through this list of requirements for a distinguished secretary candidate was truly an eye opening experience for me. Not only did I realize that I had been achieving much of the criteria for a secretary, but I also exceeded some of these requirements as well. This was greatly reassuring not because it meant I could possibly qualify for district recognition, but because it meant that I had truly done my part to my Piedmont Hills Key Club and our entire division a success. Marking each task completed brought me back to my fond memories of this term from attending Kiwanis DCM’s to leading workshops at Regional Training Conference. With each passing day in this term, I have learned something new and in that newly gained knowledge, I’ve continued to progress into a more able leader for my club. Thus, this checklist is not just a simple list of actions and tasks completed that I have completed as secretary; they are milestones which mark major achievements that ultimately contribute to my growth as secretary in the service of my club.
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SECRETARY CHECKLIST
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SECRETARY CHECKLIST
CNH SECRETARY | PROOF OF ATTENDANCE Going through the list of events that I have attended this past year, I am very honored to have contributed to the success of my home club. Outside the duties of secretary, I am like any other general member, called to build our home, school, and community. To that end I have continued to attend service events to benefit our community. The following list on the next page contains details of each event that I have had the honor to participate in in this term and truly going through it, at least for myself, has been an enlightening experience. Not only did I realize that I had made my mark on my community, but I also got to reflect on the actions of my past year. Sure, I did not attend the most events or gain the most service hours, but at each event I was at, I made sure to make the most of my hour while also encouraging other members to do likewise. Community service events, just like the one pictured below, should be full of volunteers who truly want to be working there and a good sign of that is looking out for one’s energy and smiles. As Key Clubbers who live by the motto “Caring—Our Way of Life,” we find joy in serving our community and that is just the attitude that I convey at events and encourage others to convey as well. Sometimes it’s as simple as a smile!
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PROOF OF ATTENDANCE
CNH SECRETARY | SECRETARY CHECKLIST
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PROOF OF ATTENDANCE
CNH SECRETARY | CLUB DIRECTORY A KEY part of being secretary is the maintaining of club records, whether it be by helping with keeping track of hours, funds raised, or membership. To that end, as secretary, I have tried my best to maintain an accurate club directory, filled with the information of our many club members. Constantly updating and checking for new information, I have worked hard to maintain a high level of organization which ultimately benefits our club. The following directories that will be presented include a list of dues paid members recorded in the Monthly Report Form document, a sign-in sheet used at meetings to record which members are or are not present, and an officer roster circulated among fellow officers to keep in contact with one another. Ultimately, all of these organization methods serve to ensure the clear and smooth communication of officers and members while also keeping track of who is a part of our club. Ultimately, the names present on the following documents are more than just another line on a spreadsheet; they are real students who we recognize as a member of our Ohana.
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CLUB DIRECTORY
CLUB DIRECTORY: MEETING SIGN-INS
In order to keep track of member attendance at our weekly general meetings held on Wednesday, I implemented the use of this online member sign-in spreadsheet divided up by class and then further subdivided into last name groups. Each spreadsheet is assigned to a Class Representative in each respective class and they are assigned to mark members present after the conclusion of general meetings. Above are four samples from the main meeting sign-in spreadsheet coming from each of the four classes. Towards the end, there is a total column which adds up the number of meetings attended in the semester and a final column (not pictured here) that totals the number meetings for all semesters. In doing so, we can calculate the number of meetings each member is present and determine whether or not they are qualified to be awarded an additional half an hour for their continuous attendance. The requisite percentage of meeting attendance for our club is 80%. Ultimately, the purpose of these sign-ins , like our club directory, is to maintain club organization and awareness of which members are active in our club and which need additional encouragement to be more active in our club.
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CLUB DIRECTORY
CLUB DIRECTORY: THE MRF
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CLUB DIRECTORY
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CLUB DIRECTORY
CLUB DIRECTORY: OFFICER ROSTER
In order to maintain contact among officers we use the presented officer roster and schedule. Listed in these spreadsheets are all of our officers, their positions, contact information, and class schedules. These spreadsheets are vital in making sure that any officer can find and contact another officer if and when necessary. This thereby improves the efficiency of our board overall as we can quickly refer to this spreadsheet to find everyone’s information.
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CLUB DIRECTORY
CNH SECRETARY | MONTHLY REPORT FORMS
Monthly Report Forms are a KEY part of serving as a Key Club secretary. Aside from being a unique task that sets Key Club’s secretaries apart from other club’s, the MRF is an essential form of keeping track of a club’s progress throughout the year. For me personally, I take great pride in producing detailed and descriptive submissions every month. Along with making sure that I report the accurate amount of hours earned and funds raised in the various rows and columns of the sheet, I spend a lot of my time writing out club snapshots elaborating on the many successes of my home club. This is where my ability shines brightest. While numbers can easily illustrate our club’s amount of service and fundraising, it is in the snapshot that reader’s gain a full insight of the club’s spirit and motivation. Thus, the task of a Key Club secretary is to accurately convey this insight through precise language and explanation. To that end I have worked tirelessly to fill my MRF’s with a true picture of my club’s greatest successes using not only reported numbers, but also vivid description.
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MONTHLY REPORT FORMS
MAY MRF
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MONTHLY REPORT FORMS
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MONTHLY REPORT FORMS
JULY MRF
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MONTHLY REPORT FORMS
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MONTHLY REPORT FORMS
OCTOBER MRF
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MONTHLY REPORT FORMS
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MONTHLY REPORT FORMS
JANUARY MRF
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MONTHLY REPORT FORMS
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MONTHLY REPORT FORMS
CNH SECRETARY | MEETING MINUTES JNJNJN
A vital part of any secretary’s responsibilities, meeting minutes are an integral organizational tool that helps our board keep up to date about decisions that are made regarding major club events. Moreover, the minutes of a meeting can also provide information for officers who were unable to attend the meeting. Thus, they serve an important role in ensuring that information is transmitted to all officers who will then hopefully retain it. For me, the main challenge has always been sifting through the information brought up and discussed at meetings in order to determine what pieces of information are crucial enough to be needed inside the minutes. While detail is important in meeting minutes, unnecessary facts can cause minutes to become cluttered and thus harder to use. Ultimately, the point of meeting minutes is to provide an accessible source of information for officers to refer to regarding meetings and so it is my job to make sure that my fellow officers have easy access to the information they need.
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MEETING MINUTES
MEETING MINUTE ORGANIZATION I store all Key Club officer meeting minutes that I take on Google Drive to allow for easy accessibility and editing. Usually before officer meetings, I format the minutes beforehand in order to maintain the same structure for each document. Uniformity is KEY in maintaining professionalism and thus I work hard to organize my meeting minutes.
After minutes are taken from an officer meeting and reviewed over, they are then put into the Meeting Recaps document which records all minutes and is made accessible to officers and advisors who need to refer back to it when they miss a meeting or need to check on a piece of information.
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MEETING MINUTES
MONDAY, MAY 9TH, 2016
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MEETING MINUTES
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MEETING MINUTES
MONDAY, SEPTEMBER 19TH, 2016
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MEETING MINUTES
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MEETING MINUTES
MONDAY, OCTOBER 17TH, 2016
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MEETING MINUTES
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MEETING MINUTES
TUESDAY, JANUARY 23RD, 2017
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MEETING MINUTES
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MEETING MINUTES
CNH SECRETARY | COMMUNICATIONS
An essential part of officer interactions is maintaining clear communication with others in Key Club including members, fellow officers, advisors, and even the division. As secretary, I have worked hard to maintain these lines of communication and to use them to the maximum benefit of my club. This means using everything from e-mail, text messaging, and graphics to relay information about club updates and events to all parties that need to know. For me, communication has always been a KEY part of my job as secretary especially when it comes to sending in my MRF submissions to my Lieutenant Governor, advisors, and president at the beginning of every month. Communication has played a major role in my success this term as secretary and I am thankful to Key Club for helping me develop this skill and use it to benefit my school and local community. This Key Club Ohana has given me the chance to strengthen my once rather poor communication skills and turned a once shy and awkward member into a professional and confident communicator.
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COMMUNICATIONS
MEMBER AND CLUB COMMUNICATION Working with my president, I helped create these general meeting agendas for our members to stay updated on our club.
Using graphics and short blurbs, I clearly and concisely conveyed new and reminder to general members.
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COMMUNICATIONS
DIVISION AND DISTRICT COMMUNICATION
Each month, I maintain contact with Lieutenant Governor Kailee Tanaka via monthly email submissions of my MRF. Aside form the MRF, these emails also include a brief summary of how my clubs is doing as well as the status of the MRF. I am always thankful to hear her feedback and work to improve my submissions! In addition, the MRF is sent to our advisors and president as well for review.
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COMMUNICATIONS
ADVISOR COMMUNICATION
Never to be under-appreciated, our club’s wonderful advisors are the reason that we can get anything done at all. From supervising at after school meetings to chaperoning for us at overnight events such as District Convention and Regional Training Conference, advisors sacrifice their time and efforts to allow us to grow and thrive as members of the wonderful Piedmont Hills Key Club. Thus, in order to minimize complications with them in their role as our advisor, it is imperative to maintain strong lines of communication with them. To that end, I have worked to communicate with my club’s advisors as frequently as possible in the method that they deem the best for themselves. Above are samples of past communications carried out with each advisor regarding various events that they have helped us to participate in and carry out. Whether it be clarifying any questions or concerns they may have or asking for their permission or opinion on a certain event or subject, I have maintained communication with my advisors and updated them on any topic that they would like to be aware of for our club. This, in my opinion, is the least that I can do for these three wonderful individuals who have given so much for our club so that we can reach the level that we are at now.
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COMMUNICATIONS
CNH SECRETARY | MISCELLANEOUS Beyond the assigned roles and responsibilities of a Key Club secretary, I have striven to serve my club in different ways as well. Coming into this new position, I was originally concerned about being exactly like my predecessor Joshua Ranario, but upon reflection, I realize that that goal is impossible. I now understand that each member of our club, both general members and officers, have something different to bring to the club that we all hold near our hearts. It was not my job to fill Joshua’s shoes; my job was to make my own pair. With this in mind I’ve worked to use my strengths for the advancement of my home club. The following two pages illustrate two skills that I have picked up over this past term that I have used to help benefit my club. The first of the two is my role as a workshop leader at Regional Training Conference. The second refers to my role as one of my club’s “historians” who help our main historian Samantha Phan by helping her by taking pictures at club events. These two tasks, though not in the official description of a Key Club Secretary, are ways that I have gone above and beyond my position to better serve Key Club.
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MISCELLANEOUS
WORKSHOP LEADER: AWARDS AND RECOGNITION
Most likely one of the highlights of this past term, I had the opportunity to put my public speaking skills to use at Region 17’s annual Regional Training Conference at Camp Jones Gulch! Working with Division 12 East Lieutenant Governor Kailee Tanaka, I would be presenting on Key Club’s various ways of recognizing its members such as awards and scholarships. In this workshop, I went through some specific awards such as Club of the Year and Distinguished officer awards as well as how to apply for them and some of the requirements needed to even qualify. Furthermore, Kailee and I covered Key Club’s scholarship opportunities such as the Sandy Nininger award and the Key Club senior scholarship opportunity. We even made a little activity to help supplement our scholarship lesson (see top right picture)! Finally, we went over the various ways that clubs can recognize their own members outside of district and international awards. In the end, I was even given my division’s Officer of the Month award for my efforts. Ultimately, this experience allowed me to share my knowledge of Key Club awards with my workshop attendees and hopefully encourage them to apply for an award!
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MISCELLANEOUS
PIEDMONT HILLS KEY CLUB CAMERA CREW
With so many club and service events for Piedmont Hills Key Club this year, I am happy to have been able to help our club historian Samantha Phan with capturing these incredible and unforgettable experiences. When I first started taking pictures at club events, I was afraid of not using my camera correctly or taking nice picture, but with the help of our historian, I have not only grown accustomed to the use of my camera, but I have also come to grow a passion for. By taking pictures, I truly help to capture memories for my club, giving my fellow members access to them at any time that they would want. Through these pictures, members and officers alike can reflect on their favorite KEY moments and drive themselves to further enrich their experience in Key Club. For me, these pictures really have been a testament to the time I’ve spent in Key Club since sophomore year. Each photo, each memory has brought me to the point where I am today and I am truly thankful for them. Thus, by taking on the role of one of Piedmont Hills Key Club’s historians, I have helped capture new memories made this year that surely will last much longer.
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MISCELLANEOUS
PIEDMONT HILLS DIVISION 12 EAST REGION 17