1 Training Guide to the offices of: President And Vice-president
Mar 23, 2016
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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
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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.
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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
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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 Vice-
President: 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
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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
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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
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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
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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
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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
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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
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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
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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.