Training Guide to the offices of: President And
Vice-president
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Club President Duties and Responsibilities of a Club President: Weekly: Meet with your faculty advisor and Vice-President to create and approve all agendas Create and abide by an agenda at all meetings Conduct and preside over regular Key Club meetings Obtain officer/committee reports ( committee reports used only if committees are appointed) Personally contact inactive members and discuss problems Meet with Kiwanis Advisor Ensure club is represented at Kiwanis meetings Ensure that all officer/committees are fulfilling duties Monthly: Conduct and preside over at least two (2) Board of Directors meetings Lead members in well-rounded programs Work with committees and their chairs/members (if committees are appointed) Ensure monthly reports are sent by the club secretary on time 2
Work with advisors over the next month’s activity calendar Organize interclubs and participate in them as well Keep in constant contact with your Lt. Governor Distribute any and all newsletters you receive from your Lt. Governor or the District board
Yearly: Work to increase membership above that of the previous year Read and study all Key Club educational materials Set up good Kiwanis-Family relations Form committees from the membership of the club (not required) Conduct elections and help fill all vacancies (best to hold elections of the next years officers in Feb or March, to all for training) Ensure that all members have paid their dues (before November 1st) Attend, with all elected officers, your division’s Fall Rally (important for elected officer training) Attend, with all elected officers, your division’s Spring Rally (important for the election of your next Lt. Governor) Fill out the Annual Achievement and Single Service Forms Send delegates to District Convention If possible, send delegates to International Conventions Attend any and all President Council Meetings, held by your Lt. Governor Not all of the mentioned duties apply to all clubs. This is merely a standard to “most” clubs. You are not a bad Club President if you don’t do some things on this list; some are just done when needed. All clubs are unique and if you have any questions, contact your Lt. Governor. 3
President Council Meetings: President Council Meetings (PCMs) are held by your division’s Lt. Governor (LTG) a minimum of five (5) times during the Key Club year (starts in June and runs through District Convention). These meetings are held by the LTGs in order to maintain contact with each club and its officers; contrary to the name, any elected officer of the club may be present at PCMs, at the discretion of your LTG. It is highly recommended that all presidents and vice-presidents of all the clubs within the division attend their PCMs in some manner, to be discussed by your LTG at Fall Rally and set by their standards. These meetings are held in order for the LTGs to know what their clubs are doing, what they can do to assist their clubs and the presidents, and to inform them of District events and other news. PCMs are also useful for the Presidents to ask the LTG for support and to allow face to face contact between Key Clubbers that are instrumental to the proper running of clubs.
Link between the Lt. Governor and the Club President: Responsibilities: Just as the club president is the executive officer of the club, the Lt. Governor (LTG) is the executive officer of the division and has service responsibilities to all the presidents, clubs, and members within their division. These duties and responsibilities are as follows: To train elected club officers at the Division’s Fall Rally, usually held between August and October. To visit each club, according to a plan established by the LTG and the District Board.
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To evaluate each club’s performance throughout the year, with the help of the clubs’ monthly report forms, and then to report to the district and offer help To hold President Council Meetings (PCMs) To council and assist each club throughout the year To involve clubs in district and divisional projects To make sure all clubs stay current with dues and remain active To make sure all clubs stay in contact with the District Board and with their sponsoring Kiwanis Club and other members of the K-Family The president should support the Lt. Governor by: Inviting the Lt. Governor to attend meetings, establish and reach goals, and seek Lt. Governors counsel when problems arise Read the communications sent (this includes correspondence from your LTG, District Board, Kiwanis Advisor, Faculty Advisor) Have full delegation at the district and international conventions, send in monthly reports and any other reports required by either the district board and/or the LTG Attend Fall Rally Attend Spring Rally Read and distribute any newsletters received from Kiwanis, the District Board, or your Lt. Governor
Link between the Club President and the Club: The president is the highest ranking member of the club, and is elected in order to maintain the strength of the club and to be the link between the division, the club and the clubs main support. The president is to reside over meetings in order to make sure the club is active and involved in the community as much as possible and to 5
open the doors of service to any non-members wishing to join, and to inform the school of Key Club and its service and opportunities. The president is also tasked in the deed of passing along their knowledge of Key Club to their members and the other elected officers of the club. Although it may be hard for some presidents, the club president does not have full authority over clubs, all club events and service needs to be approved by the Board of Directors, Faculty Advisor, and the other elected officers. The club is in place to support the president through committee work, being present for service projects and other events planned by the club. Members should also make a point to attend Fall Rally, Spring Rally and District Convention, in order to gain a better knowledge of Key Club and its international service.
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Club Vice-President
Duties and Responsibilities of a Club VicePresident: Weekly: Meet with your faculty advisor and president to create and approve all agendas Help create and abide by an agenda at all meetings Conduct and preside over Key Club meetings, in the absence of the club president Personally contact inactive members and discuss problems, in conjunction with the club president Ensure club is represented at Kiwanis meetings, in conjunction with the club president Ensure that all officers/committees are fulfilling duties, and help them in this task if they seem to be struggling Report to the club president to ask for any delegated work Support the president Monthly: Attend Board of Directors meetings Work with committees and their chairs/members (if committees are appointed, in conjunction with the president) Keep in constant contact with your club president Support the club president 7
Yearly: Work to increase membership above that of the previous year, in conjunction with the president Read and study all Key Club educational materials, related to both the office of president and vice-president, including the president section of this manual. Attend, with all elected officers, your division’s Fall Rally (important for elected officer training) Attend, with all elected officers, your division’s Spring Rally (important for the election of your next Lt. Governor) Help the president in attempts to send delegates to District Convention and International Conventions Attend any and all President Council Meetings, held by your Lt. Governor, especially in the absence of your President.
Link between the Club President and the Club Vice-President: This link is very important to the successful running of your club. The president, head of the club, is responsible for many things, and cannot possibly do them all, so your support is essential. The responsibilities of the vice-president to the president are as follows: Keep in constant contact with the club president Complete any and all delegated tasks on time Support the president in any way possible Be present anytime the president is not The responsibilities of the president to the vice-president are as follows: Keep in constant contact with one another 8
Always delegate tasks to the vice-president whenever asked or needed Support the vice-president when needed Be there for the vice-president when needed and train the vice-president to be like the president in every way except title.
Link between the Club Vice-President and the Club: Much like the club president, the club vice-president is the largest support of the club and needs to maintain good relations with every member and the club. The responsibilities of the vice-president to the club are: Support the club in any project, event, and at all times Attend each meeting and preside when the president is not present Solve issues between any members of the club Attend committee and board of directors meetings Be the link between the club and the president or the board of directors
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Training Materials Key Club Structure and Club Structure Key Club, just like Kiwanis, is divided into districts and divisions for more efficient functioning. Each level is designed to support and render aid to the individual club. Learn who the individuals and officers of each level are and make use of them and their resources. Beginning with the most important level, this will be a quick overview of the Key Club structure. Please make sure to share this with your club.
Club Level: The club level is where Key Club gains members and all the future members of Key Club International. This is the most important level because without the clubs and their members, Key Club International would cease to exist. Each club is the link in which the members will learn about Key Club International and will learn how to go from member to possible Key Club International President.
Division Level: This is the link between the clubs and the district board, and is headed by the Lt. Governor who acts as a liaison between club presidents and the District Board of Trustees. Divisions are parts of the district that act as territory and help in the appointment and election 10
of the LTGs. The Lt. Governors are also district officers, and sit on the District Board of Trustees to allow effective communication between the District Executive Board and all clubs and members.
District Level: The district level is comprised of elected officers who are responsible for the operation of their established boundaries. The district promotes cooperation and fellowship among its clubs by encouraging participation in projects, service, and activities, such as District Service Projects or Divisional Service Projects. The district is headed by the District Governor, who is elected by club delegates at District Convention. The District Governor is the chief executive officer of the District’s Executive Board and presides at the annual District Convention and at the district board meetings. He/she is also an International officer and, as such, attends a meeting of the International Board of Trustees once a year at International Convention. The district assists Key Club through its annual District Convention by choosing the next year’s district officers. The district is an action arm of the International level and keeps communication between the divisions and international, which allows for the clubs to be completely supported by all levels of Key Club International. The district level and international levels are bridged by International Trustees, elected officers that act similar to Lt. Governors on a large scale, and allow the district to communicate with the International Board of Trustees.
International Level: Just like all the levels of Key Club International, this level is also led by high school students and is comprised of 13 offices. The International 11
president, vice-president and 11 International trustees; each officer of the international level is elected at the annual International Convention (ICON) and serve from their election until the next years International Convention. Each trustee is appointed to three districts, to act as liaison between each level. If any more information is needed, please contact your Lt. Governor who can connect you with the correct officer that can answer any question you may have about the operations of Key Club International. For further information please visit keyclub.org or rmdkeyclub.org
Board of Directors Overview The Club Board of Directors is composed of all elected officers in the club and of the elected class representatives. The board can also include committee chairs, if committees are appointed by the club president. This group is responsible for all the “behind-the scenes” of the club’s success. The following duties listed are in addition to those of each elected officer. As the club’s governing body, the board of directors should: Hold regular monthly meetings at a time selected by them Require that a chairperson of each committee be present at each meeting to give a report, at the club’s discretion. (committees are appointed by the president, and do not exist in all clubs) Make suggestions to committees regarding their work; outline an active continuous program of club service, social and fundraising activities. Approve budget, set club dues ($11.50 minimum), and approve ALL the club’s expenditures 12
Discipline members as necessary (i.e. Non-payment of dues, non-attendance, and conduct unbecoming of a member) Any decisions on discipline are subject to immediate review by the faculty advisor and/or principle prior to final action Request Kiwanis sponsor or representative as well as the faculty advisor to be present at meetings (at the board’s discretion) Approve the chairs/members of committees (if formed by the president) Report to the club at the regular meetings, of all the actions to be taken by the board Perform such other duties as may be referred to it by the club
Committees Overview and Purpose Committees are used within clubs to help the club, members, and the board of directors. Committees are formed by the president and the chairs are appointed by the president, with the acceptance of the board of directors. Committees are formed to work on specific projects, events and parts of the club, to lighten the load of each member and the board. Not all clubs have committees, and it is not required to have committees, especially if the club is small. If you have a small club, no more than 2 committees should be formed, however, with large clubs, the number is at the discretion of the board of directors. Suggested committees: Kiwanis Family Relations: Works with sponsoring Kiwanis Club Develops joint Key Club-Kiwanis activities
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Sees that the club is represented at Kiwanis meetings on a regular basis Sees that Kiwanians are invited to each Key Club meeting Promotes interactions with local Circle K, Builders Club, and K-Kids Club members Public Relations: Aids club president/bulletin editor in production of club newsletter (not required) Is aware of school and local paper deadlines and procedures Creates club notices and posters Sees to it that articles are submitted to the club bulletin editor(s) and to the Lt. Governor Updates club website (if applicable) Program Committee: Brings interesting speakers, films and entertainment to meetings and to the school Insures members’ interest at meetings Is responsible for a program each meeting Project Committee: Initiates and implements all service projects Each member of this committee should act as chairperson for at least one project during the year Social Committee: Plans and promotes all fellowship and social events Several official club socials (i.e. ice cream, dances, parties, etc) are advised including whole membership Membership Development and Education Committee: Responsible for the program of bringing new members into the club Promotes attendance for all club functions
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Always looking for new, interesting ways to get more members Theme and Major Emphasis Committee: Responsible for promoting the International Theme and Major Emphasis Program(s) (MEP) Devise projects for the club which would implement the theme and the MEP program. Holiday Committee (can also be part of the project committee): Responsible of coordinating projects, events and fundraisers throughout the year associated with holidays (i.e. Haunted House, Easter Egg Hunt, etc)
Eight steps to successful delegation 1. Explain why he or she was selected for the task a. Choose the most appropriate person by considering his or her time, interest and abilities
2. Explain his or her responsibility, role or task 3. Explain what is expected of the task group (if a task group was formed) a. Depending on readiness level, explain the outcome needed. Explain what authority he or she has
4. Discuss the task a. Discuss ideas and set possible goals and objectives. When possible, give him or her and the task group (if formed) a voice in the decision-making process
5. Supply resources (people, materials, examples, etc.) a. Provide as much information possible, historical files, and give the names of recommended people to support the leader
6. Set mutual target dates for getting tasks completed a. Together, decide on the completion date for the task 15
7. Follow up a. Always make sure to follow up with the leader and the group in order to assure your mutual target dates will be met; if not, provide additional support, resources, and help.
8. Express your confidence and support of the leader and the group a. Give honest and accurate feedback. People want to know how they’re doing and they deserve to know. This is both an opportunity for feedback and encouraging growth. Allow the leader the opportunity for risk taking and mistakes.
How to make an agenda Agenda are used at every meeting, both club and board. Used to help whoever is running the meetings stay on track, on time, and on topic, while successfully covering everything that is needed to be covered during the meeting. Along with supplying the meeting outline during the meeting, it is also an effective way to keep notes, as what was covered can always be found on the agenda. For an effective agenda to be made, a few simple steps need to be followed: 1. Always make sure your faculty advisor approves the agenda a. One way to make sure of this is to meet with your advisor when the agenda is being created 2. Include the other officers, board of directors, and committee chairs, as they will know what they need covered in either meeting 3. Allow ample time for your presenters, and never schedule too many presenters in one meeting
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4. Keep meetings short and to the point, as members can get easily bored (one reason the board of directors covers most background work) 5. Allow time for a short break if the meetings are running long, and always remember to keep only relevant things in the meeting’s agenda By following these steps you should be able to create a successful agenda and with that, be able to run a successful meeting. To see a sample meeting agenda, please look in the Important Forms section of this training guide, found at the end of the packet, starting on page 21.
Running Effective Meetings Beforehand: Don’t hold a meeting unless a goal can be accomplished (weekly or monthly, depending on meeting type) Plan an agenda Select the appropriate meeting place Determine who should attend your meeting (whole club or Board of Directors) Determine the materials needed Set out any materials for members before they arrive Prepare refreshments Designate someone to keep minutes (club secretary) During the meeting: START ON TIME! KEEP TRACK! END ON TIME! Following the meeting: Send a copy of minutes to the appropriate people (club secretary, board, advisor)
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Send out a “Thank You” to all the presenters and special guests
Public Speaking Tips The Rules of Great Presentations Rehearse the presentation o If you’re thinking about winging the speech, forget it, especially if you are trying to present a professional image Don’t Memorize o Familiarity is key. Know your material well; you want to present, not recite. Use your Notes Sparingly o Overusing your notes is an indication that you are unprepared Dress one step above your audience o The way you dress needs to fit the occasion of your presentation. Always dress one level higher; you are presenting the image of Key Club! o If the audience is causal, you are business casual, if they are business casual, you need to be business professional Pace yourself o Not too fast, not too slow. Being prepared also helps with this; if you know your material, you won’t rush through it.
Things to remember with your physical delivery: Posture, hand usage, appearance, facial expressions, eye contact, and movement
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Important Forms And how to use them: The President’s Checklist: This form is used by the president of the club to help them organize the many things that they have going on. This checklist was created to be used over the Key Club year by the president, in order to make sure that everything that needs to be done by the club president is completed in time. This checklist is to be used over the year and keeps track of important dates, when things were turned in, when board of directors and club meetings were held, when monthly reports were filed by the club’s secretary, any correspondence between the President and the Lt. Governor, and when any and all newsletters were sent out by the LTG to the president. It is recommended that this form be filled out by the club president every month.
The Club Organization Chart: This will be used to help the club secretary keep track of all of the contact information for the club officers, Kiwanis advisors and officers, any club chair-persons, and the district officers, including your Division’s Lt. Governor. This form will also be helpful in making sure that your club knows its official name, district, division, sponsoring Kiwanis Club, and all the people who are there to support 19
them. Hopefully this form will be a tool used by the club in order to keep contact with your Kiwanis Club, your district board, and most importantly your Lt. Governor! It is recommended that this form be filled out by your club secretary after the first meeting of the year and to be updated either bi-weekly or at the end of each month or any time your club receives new contact information from your Division, Lt. Governor, District Board, Faculty Advisor, or Sponsoring Kiwanis Club.
Club Committee Chair Report/Club Committee Report (if applicable): This form will be used by the chairperson of any committee that is appointed by the board of directors; however, do be aware that this form may not always be applicable to your club, and that is OKAY. This form is used to help the committee chairperson inform the president of what is going on in that committee. Presidents then have the job of telling the club about the doings of the committees, through the use of these forms. As stated earlier, committees do not have to be appointed and not all clubs have them, some smaller clubs are even more successful without the hustle and bustle of committees. These forms should be held by either the president or secretary and be given to each committee when either office decides a report is needed. These are usually used in Board Meetings, not in Club Meetings. This form, if used, is recommended to be completed bi-weekly, monthly, or after each committee project is finished by the chairs of the committees that are formed by the club president.
Sample Club Meeting Agenda: This form is used to help all new presidents with agenda making. The club meeting agenda is one of the most important forms that a 20
president will fill out; it helps the president keep the meeting on time and on topic. Much like an outline, the agenda has small notes and bullets that are relevant to the topic on hand, and is NOT a speech but should be used as an aid to help keep the meetings organized and efficient. An agenda is used every meeting and is written by the president no later than 2 days before meetings, with the help of your faculty advisor and even your Kiwanis advisor. It is very helpful to take time every week to meet with your faculty advisor in order to properly fill out the next meeting’s agenda and to have it accepted by your advisor. The vice-president and board of directors are also helpful in creating an agenda, so they should also be present at agenda meetings, if they are needed, at the discretion of the president and/or the faculty advisor. An agenda is required to be made a minimum of two (2) days before a club meeting, by the president and faculty advisor.
Sample Board of Directors Meeting Agenda: This is used to help the board of directors form an agenda for their monthly meetings. Much like the club meeting agenda, the board meeting agenda is used to help keep the meeting on time and organized to allow the board to get through everything they need to cover in their meetings. Agendas must be made to make sure that meetings remain on time and organized and to make sure that everything that needs to be covered is. These agendas are prepared by the president and the other elected officers, and this agenda is used at board meetings to cover all background business that would eat too much time for the member meetings held by the club. This agenda also needs to be approved by the faculty advisor. An agenda for any and all board meetings is to be made for each meeting, a minimum of two (2) days before the board meets.
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Rocky Mountain District Club Monthly Report Form: This form is strictly required to be filled out by the club secretary and to be turned into your Lieutenant Governor at the beginning or end of each month. This form is helpful in updating your Lt. Governor in your club’s current projects, past projects, and progress with each. This allows your LTG to update the district board on all of his/her clubs and their doings and to allow the district to allocate the needed resources to each division and to help the LTG of each division with their clubs. This form is required to be completed by the club secretary each month and be submitted to your Lt. Governor.
All forms are attached starting after page 22.
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