The T-O Report The Official Secretary Newsletter of the Texas-Oklahoma District
Photo Credit: West Brook Key Club August Issue
Volume 1, Issue 3
In This Issue Key Notes from the Secretary...3 Reminders……4 Top 25 Clubs for the First Quarter…...5
Featured Decorated Envelopes ………..6 Miracle Treat Day …….7 Service in the Mighty T-O ……..8 Secretary Resources…..9 The DO NOTS of Reporting….10
The Pros of Reporting…...11 Top 5 Projects …….12 Key Contacts……..13 Be Sure to Stay Connected Website: (District) tokeyclub.com (International) keyclub.org Remind 101: Text @1617tos to 81010 Facebook: T-O District Key Club Secretaries Twitter: TO Key Club District Instagram: todistrictkeyclub
Key Notes From the District Secretary District Secretary Kennie Merbach What’s up Texas– Oklahoma Secretaries! School is back in session, which means Key Club meetings and membership recruitment galore! As we all get back into our school routines, remember to keep up to date records for your club as well as work with your club’s treasurer to make sure dues and all paid members make it into the Membership Update Center. I hope all of your First meetings went off with out a problem or if you have yet to have it yet, I wish you the best of catching the attention of new members. With the start of another school year and new members means more active participation in service projects. Now is the perfect time to hold new and exciting projects or socials for your club. DCON Theme release is one month away and I hope you are just as excited as I am! The DCON theme will be released October 1st, so mark your calendars! As we near the end of our 2nd quarter of the key club year, I hope your term as a club officer has served you well. So keep up the good work! You only have 2 more quarters to go until DCON 2017! As always don’t get too stressed with school work and reporting. I understand it’s a lot of a lot of work to handle, especially once the homework starts piling on. Just know you can always talk to me about anything, I want to help you keep reporting stress free. Caring is our way of life, so lets do our best to better our homes, schools, and communities. Yours in Service,
Kennie Merbach
Reminders The Task of the Month is : List three ideas that your club has for the Governor’s project! The upcoming Governor’s project will be centered around American Cancer Society! Jot some ideas and include it in your report. Remember to put your division number on the front of your Monthly Report when submitting. Remember to write the number of members of your activity sheet. Also, be sure to send your monthly reports to my home address– not the Immediate Past District Secretaries. Thanks!
Be sure to mail your monthly reports to this address on the 5th of the following month:
Kennie Merbach 7980 Blue Bonnet St. Beaumont, TX 77713 If the 5th is a Sunday or a Holiday, it will be expected to be postmarked by the 6th.
Remember to email Articles/Newsletters to the District Editor
Sophia Tran at sophiatran.kc@gmail.com
Be sure to Cc me in the email as proof
Feel free to contact me with any questions or concerns you may have! I am here to help you! Email: secretary@tokeyclub.com Phone#: (409) 291– 9327
Top 25 Club - 1st Quarter Hey T-O Secretaries! Below is the list of the Top 25 Clubs (in alphabetical order) for the First Quarter. If your club is on this list, CONGRATS, you should feel absolutely honored and proud of all of your accomplishments. If your club is not on this list, do not worry! You still have a lot of time to make your way up to the top. Keep up the good work, T-O. Abilene Allen Bryan Bullard Burleson Cypress Fair Cypress Ranch Cypress Woods Early Everman Jenks Lawton MacArthur Manor New Tech Mansfield Mansfield Summit Mansfield Timberview McKinney North North Crowley North Garland Paschal Port Neches Groves Randall Weatherford West Brook
Again, congratulations! If you club is on this list, don’t forget to include this post in your next monthly report under Club Recognition/Awards. I can’t wait to see what service projects you all do in the next couple of months. Keep on striving to serve your home, school, and community to see your club’s name on the Top 25 for the 2nd quarter!
Decorated Envelopes Hey T-O Secretaries! Check out this month’s amazing envelopes!
Cypress Creek caught some awesome PokĂŠmon in their envelope drawings.
North Garland went out of this world with their decorated envelope!
Miracle Treat Day
Mighty T-O Service
Secretary Resources Organization Tips
Secretary Reporting Quick Tips
Be organized! Sending to District Secretary
(In order to put in envelope)
*** This my
Save digital copies of your report onto a flash drive that way you always have backup reports
preferred organization.
Main Page
Activity Sheet(s)
Minutes (Required for both Board and
At the beginning of each month set up your Main Page for the whole month. For example, if your club has weekly meetings you can go ahead fill out the dates and number of members in your club under REPORT OF REGULAR/BOARD MEETINGS
Always update your Main Page after a meeting of how many members attended and if any guest speakers or K-Family was in attendance
General meetings)
Sign-in Sheets (For all General meetings held during that month. All 100% attendance at Board meetings)
Projects with 100+ hours
Fundraising or donated money $500+
Proof of Publication/Recognition
Task of the Month
Lieutenant Governors, Kiwanis Advisors, and Regional Advisors all get just the Main Page and Activity Sheet(s)
Email report to your Division LTG Mail to Regional Advisor ( unless they pre-
fer email)
Mail/Hand in to Kiwanis Advisor Mail to District Secretary ***KEEP UP WITH EVERYTHING*** YOU NEVER KNOW WHEN IT MAY COME IN HANDY!
For each meeting (General and Board) keep 2-3 agendas: 1 for yourself, 1 for your binder (optional), and 1 as an extra
Make an extra copy of all meeting sign-in sheets and any 100% attendance board meetings
Keep things in date order! Whether its projects or sign-in sheets from meetings, keeping things in date order makes it easier on you when you start inputting data into your Main Page and Activity Sheet(s).
Do minutes for your club’s meetings within 7 days of that meeting. It will make it easier to write detailed minutes with the meeting still fresh on your mind! The extra agendas also help when writing minutes
I hope this helps you keep reporting stress free ! Be sure to refer to the Jolly Book of Wisdom on tokeyclub.com!
The DO NOTS OF REPORTING DO NOTS
Reminders
Use the correct forms! Report forms from International are not cool. The Texas-Oklahoma District has spent years perfecting monthly reports, so please use them. If you do not submit your reports on these forms then your report will not be counted.
Periodically, the District Secretary has come across some interesting activities on the activity sheet. However, there is no way points can be given for these activities (Yes! People have actually attempted these!) Some examples of activities that will not receive any credit are:
You can only count the hours of DUES PAID MEMBERS. If your little brother accompanies you to a project, you cannot count him as a member.
• Several of our members did the laundry for their family.
Please do not try to alter the forms! You do not receive any points for changing the font or for coloring in the extra boxes. Make sure that if you are unable to attend a meeting, someone takes down all the information for you and takes minutes. Remember that you are unable to fill in any of the “total boxes” on the forms for a reason. They’re for the my use.
Reports that are not sent in with sufficient postage will be returned to the sender and not counted until it has been sent in with sufficient postage.
They will also be counted as late if you do not include proof that you sent it on time the first time.
• During convention, we ate at the farewell brunch with over 1,000 members of the KFamily. (So did every other club that went!) • At convention, a dance was held as an IDD fundraiser. Our club helped. • 5 of our members go out for a night on the town once a month. • One of our members played in the spring music concert. (The projects must be done as a club) • Since all of our members belong to Student Council as well, we have an Interclub each week. • Members did household chores at various times during the month. • We helped set up for prom and made decorations. (For projects like this to count, you must have signed proof from an adult sponsor that it was specifically a Key Club project and not just something that a lot of Key Clubbers happened to be involved in.)
ENOUGH SAID.
Pros of Reporting As a club secretary it is your job to report to the district the things your clubs does each month. Though the task may seem daunting at first, it gets easier each month as you gain more and more experience. If you are already reporting for your club, then keep up the great work! If your club or even yourself is new to reporting, then it is never too late to start reporting for your club! The benefits to reporting are endless. Reporting on a monthly basis provides the following benefits:
Shows how much your club improves each month as well as each year
Shows how active your club is
Allows for others to help improve Key Club at your school and to see what could be worked on
Allows for your club to rack up points, which helps with how each club is ranked
Allows there to be room for improvement within your club
Keeps you connected with the District
Potential to receive Awards/Patches at District Convention and International Convention
Recognition for the service your club has done on the district website, in the Tex-O-Key, or other media outlets
Bragging rights to how great your reporting is!
To help your club improve from behind the scenes ( YOU ARE THE BACKBONE OF YOUR CLUB)
WHAT ARE YOU WAITING FOR? GET TO REPORTING!
Top 5 Projects for July 1. Down Syndrome Pool Party – Arlington Key Club worked with disabled kids
and children diagnosed with Down Syndrome learn how to swim while also having fun in the pool. Other members also helped pass out and spread word about for the Buddy Walk coming up soon to support the cause of the walk. 2. Community Garden - Burleson Key Club went to the local community gar-
den in Fort Worth in Texas, where they helped harvest cucumbers, black eyed peas, eggplants, green beans, peas, and tomatoes. Members also helped clean out the garden by pulling weeds and dead plants out of the plant beds. Key Clubbers assured the plants the best possible growth by trimming some of the plants and make sure plants stayed upright by tying them to stakes in the ground. 3. Thumb Pockets - Cypress Woods Key Club members made “Thumb Pock-
ets” to help prevent texting while driving using construction paper, hot glue, felt and puffy paint. The thumb pockets were decorated and worn on thumbs. Each participating member made two thumb pockets, one to keep and one to share with a friend to spread awareness to prevent texting while driving. 4. Nursing Home – McKinney North Key Club helped out at a local nursing
home by assisting senior citizens in playing BINGO. Members visited with the elderly there and helped make sure they covered the correct numbers as they played BINGO. Other members helped with the calling out of numbers and making sure the senior citizens were having a good time. 5. Paw Power – West Brook Key Club spent an afternoon repainting the many
red and blue paws that line Bruin Drive leading up to West Brook High School. Along the way members cleaned up trash along the side of the road to insure the beauty of their school.
Key Contacts District Governor - Dianna Cardenas Email: governor@tokeyclub.com Phone: (210) 748-2014 District Secretary - Kennie Merbach Email: secretary@tokeyclub.com Phone: (409) 291-9327 District Treasurer - Leia George Email: treasurer@tokeyclub.com Phone: (832) 515-6948 District Editor– Sophia Tran Email: editor@tokeyclub.com Phone: (469) 432-4941 Convention Liaison - Chris Do Email: CL@tokeyclub.com Phone: (469) 888-0606 District Administrator - Walt Roetter Email: administrator@tokeyclub.com Phone: (830) 733-0008
Thanks for Reading!
SEE YOU NEXT ISSUE