The JacKEY 1.2

The JacKEY From the Dragon’s KEYboard

June 26 2014 | VOLUME I | ISSUE 2

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TABLE OF CONTENTS

June 2014| VOLUME I | ISSUE 2

1| COVER

2| CONTENTS

3| THOUGHTS AND REFLECTIONS

3| NIFTY NOTES: SOME SMALL REMINDERS

4| CLUB SECRETARY’S ROLE

The role and duties of a club secretary

5| CLUB ROSTERS AND CMRFs

6| CMRF INSTRUCTIONS

7| REPORT REMINDERS AND CLARIFICATIONS

7| UPCOMING DISTRICT EVENTS

8| ASSIGNMENTS

Keep track of your assignments and

deadlines!

15| SECRETARY STATISTICS

16| CONTACTS PAGE

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THOUGHTS AND REFLECTIONS Greetings, NJ District Board!

Another month is almost gone, but we have certainly accomplished

much! Many of you held your first Divisional Council Meetings,

continued training your officers, published your first or second or

third newsletters, visited your clubs, and more. With two months of

summer beckoning on the horizon, I know we will accomplish even

more of that work that has to be done before school begins.

Inside this issue of The JacKEY, I have included some reminders

about report forms (each report form was explained in depth in my

last newsletter), some information about the role of a club secretary,

some upcoming district events and dates, and information and due

dates for the many assignments that are being released. I hope you

find these reminders useful and helpful, and I will of course be happy

to receive any suggestions for future editions. This newsletter is for all

of you (some articles are also applicable for club secretaries), after all!

If you or the club secretaries in your division have any questions/

comments/suggestions, please let me know! I love hearing from you

and I cannot wait to see many of you in person at International

Convention!

Yours in Caring and Service,

Jacqueline Dragon

New Jersey District Secretary

NIFTY NOTES: SOME SMALL REMINDERS

If you cannot attend ICON, make sure to read the Unofficial ICON Board

Meeting Notes afterwards and ask questions!

If you cannot attend the August Board Meeting, you must send in your report

on your clubs beforehand.

CC Governor Sam with every Key Club email you send and me with every

CMRF/Report Form email you send!

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While a club secretary’s duties may be tailored to fit his/her

specific Key Club, general responsibilities can be found across

the entire NJ District. The club secretary is the go-to person for

records and reports and should understand how Key Club

functions at the club level.

Duties and Responsibilities

Ensure a completed Club Monthly Report Form is sent to the

division’s lieutenant governor, the district secretary, the

Kiwanis zone administrator, and the sponsoring Kiwanis club

by the tenth of the following month (including during the

summer months).

Ensure a completed Club Officer Roster Form is sent to the

district secretary and the lieutenant governor of the club’s

division as soon as possible.

Ensure a completed Annual Achievement Report Form is sent

to the district by the deadline before District Convention.

Ensure club members know about past and upcoming events

through communications like event recaps and meeting

minutes.

Ensure the service hours of club members are recorded as

accurately as possible.

Attend required meetings and events.

Compile a club roster of all club members to be used by the

club officers.

Stay in touch with the faculty advisor, school administration,

district secretary, and other club contacts.

Present the subsequent club secretary with all of the club’s

records.

Some of the criteria that a club secretary should meet in order to

be distinguished includes attendance at Fall Rally, at least one

Divisional Council Meeting, at least one Regional Training

Conference, and at least one District Convention (*special

circumstances will be taken into account). He/she should also be

trained at an Officer Training Conference.

*This has also been updated to the NJ District

Website!

Club

Secretary

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CLUB SECRETARY’S ROLE

Depending on a

specific club’s needs,

the position of

secretary may be

divided into two

positions: the

corresponding and

the recording

secretaries.

Secretaries are super

important for smooth

communication and

organization

throughout the club.

Secretaries may also

lead numerous events!

Lieutenant governors

should provide their

secretaries with this

year’s CMRF form and

the updated CMRF

Instructions.

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CLUB ROSTERS AND CMRFs

Roster Collection

Club rosters are one of the most important documents you as lieutenant governors receive, so please ask your clubs to fill in the 2014-2015 Officer Roster Form! If any officers feel uncomfortable including their addresses, they can just put down their emails and phone numbers/the information that they are comfortable including. Roster collection is taken into account for the RFL Award because it helps strengthen the district. I will be making a club directory this summer from all of the rosters, as required by Key Club International, so the sooner the forms are turned in, the better!

CMRF Collection

CMRFs, when filled out correctly, are powerful tools for communication.

Breaking Down the Form: Speaking to the Lieutenant Governors: As we are on the topic of correctly filled out CMRFs, we should discuss how to correctly fill them out. Some common mistakes in regards to filling out a CMRF include: incomplete membership statuses for the current service year (the current membership statuses for all clubs can be found at www.kiwanisone.org/slpreports/); information in the columns in the table under “Project Report” not being added up in the “Total Count” row; and the total hours for an event not being recorded correctly---remember, total hours means the sum of the service hours for every single member that participated. Also, if a project is a fundraiser, secretaries can record the service hours earned for that event in the “Total Hours” column but should not mark off a subcategory under “Service.” They should only mark off the subcategory under “Funds” that corresponds with the fundraiser type.

It is perfectly fine for you as Lieutenant Governor to email your clubs and ask them to correct something (just cc me so I know not to do the same thing!). CMRFs that are completely correct are usually marked down with an asterisk (*) on the CMRF Spreadsheet.

I will also try to personally email the clubs who turn in their CMRFs early!

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A club submits this form to its Lieutenant Governor, Zone Administrator, District Secretary, and

Sponsoring Kiwanis Club by the tenth of the following month. If the club does NOT have a

Kiwanis Zone Administrator, the CMRF should be sent to District Administrator Ms. McCann.

*I would also recommend that CMRFs are sent to the faculty advisor (as he/she might want

to send them to the school administration to document the club’s activity), the club

president, and the sponsoring Kiwanis Club’s president.

Club Officer

Rosters are due as

soon as possible.

CMRFs are due by

the 10th of the

following month—

even in the

summer!

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Club Monthly Report Forms are an important link of communication between clubs and district officers. They give the district an idea of where each individual club stands in terms of service. The reports give an account of the club’s service activities, meeting dates, attendance, dues paid, and Lieutenant Governor’s communication with the club.

Send in each report form by the 10th of the following month. Electronic copies of the report form are available on the NJ District Website, from your Lieutenant Governor, or from

the District Secretary. Send copies of the complete form to your Lieutenant Governor, Zone Administrator, District Secretary, and sponsoring Kiwanis Adviser (for your club) each month. HOW TO FILL OUT THE REPORT FORM, FROM TOP TO BOTTOM:

In the top sections, fill in the appropriate information for Club Name, Division, and Sponsoring Kiwanis Club.

Remember, Division numbers changed for the 2014-2015 Service Year. Fill in the Month section with the name of the month for which you are reporting---that will often be the month that

has just ended. In the area labeled Dues Report, fill in the appropriate information. Be aware that the Membership Status section

refers to the number of dues-paid members. You can look up the number of members recognized by Key Club International for your club at www.kiwanisone.org/slpreports/. For the section marked ATTENDANCE, record the appropriate information. An Officers’ Meeting is a meeting that only

includes officers and faculty advisers; a Board Meeting is a meeting that includes officers, committee chairpersons, and faculty advisers. If your club does not use the committee system, record such non-general meetings as Board Meetings.

The Guests Present box refers to anyone that attended your club meeting who does not normally attend. This includes non-dues paid members, nonmembers, additional school faculty members, school administrators, speakers, parents, or members of the New Jersey District Board. Under the DIVISIONAL CONTACTS and DISTRICT CONTACTS sections, indicate each answer by putting an “X” in

the box that applies. All club officers should be contacted when answering these questions. Generally, a Lieutenant Governor will let you know when they are officially visiting your club. When they officially visit, put an “X” in the Visit section (otherwise they can be counted in the number of club members). In the SPECIAL EVENTS box, please indicate the events (OTCs, PCMs, etc.) that were attended by one or more of

your club members by recording the number of members and the number of faculty advisers who attended each event. Do NOT record the presence of any NJ District Board members, even if they are from your home club, for any of these events. The PROJECT REPORT section is the largest portion of the report form. Here is where you may list each activity your

club participated in along with a brief description. List the number of members involved with the project in the column marked # MEMBERS INVOLVED. You must record each project as either a Service or a Fundraising Project, and then

use an “X” to mark under either the SERVICE project or FUNDS categories. Record the sum of the total number of hours spent by all club members in the column marked Total Hours (sum of all hours involved) if the event was a service project. If it was a fundraiser, record the number of service hours in the total hours box but do not mark any

of the categories under service---mark a category under the Fundraising category, instead. Record the total amount of money raised by your club in the Total Funds raised column if the event was a fundraiser. Count up the number of X’s in each column and record that number in the last row of that column (in the row

called Total Count). That number is representative of either the total number of service projects (the first column for

that row after the column for the number of participating members), the total number of fundraisers (the second column for that row), the number of events that occurred for each category under SERVICE or FUNDS (for all the other columns in that row except for the 9th and 13th column), the total number of service hours completed (the 9th column in that row), or the total amount of funds raised (the 13th column in that row). The total number of service projects indicated in the first column (after the number of members that participated in the event) should match up with the number of service projects indicated in the categories under SERVICE; the total number of fundraisers indicated in the second column (after the number of members that participated in the event) should match up with the number of fundraisers indicated in

the categories under FUNDS. Obtain the correct signatures needed at the bottom of the form. If unattainable, then type the names of the respective

people and make sure to email all of those people the completed form. It is recommended that the CMRF is sent to the Faculty Adviser (and any other necessary administrators) for that club and to the club’s presidents, in addition to the mandatory sending of the form to the Lieutenant Governor, Zone Administrator, District Secretary, and sponsoring

Kiwanis Adviser.

CMRF INSTRUCTIONS

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OTC REPORTS: Signed Service Agreements do NOT

have to be included when the report form is emailed

to the district, but they should be saved for RFL

binders.

LTGMRFs: In your “Report of Activities” section, make sure to include attendance at all

divisional and district events (RTCs, Fall Rally, Board Meetings, etc.).

CMRFs: CMRFs do need to be submitted for the months of July and August, even if

club activity is low.

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REPORT REMINDERS AND CLARIFICATIONS

UPCOMING DISTRICT EVENTS

ICON – NJ storms Cali! Get ready for a lot of Key Club fun as we vote for the

International Board and attend cool workshops!

August Board: August 16 – Don’t forget to turn in your Board Report Forms two days

before the actual Board Meeting!

Fall RTCs: September 13 (Southern), 14 (Central), 20 (Northern) – Ask your clubs to bring cans and boxes of nonperishable food items for a

special icebreaker!

October Board Meeting: October 11 (Executive Meeting on

October 10) – Don’t forget to turn in your Board Report Forms two days

before the actual Board Meeting!

Fall Rally: October 12 – Get animated with service!

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Fall Rally Script Assignments: Write creative script portions

based off of your character assignments!

First draft due June 28 to [email protected]; suggestions will be

mailed out and second drafts are due by mid-July.

RTC Workshop Presentations: Create/Edit your PowerPoints

and flyers with the other presenters for that workshop, no

matter what RTC they are attending!

Due to the corresponding RTC Committee Member and

[email protected] for suggestions by August 2, 2014. Suggestions to

be received by August 9, 2014. Final versions due to

[email protected] by August 23, 2014.

District Handbook: Write your articles and make your flyers! *For guidelines on the length/format and specific things to include in your

articles, check the official District Handbook Assignments document or ask me!

Articles as Word Documents are due to [email protected] by

August 3, 2014; suggestions will be sent out by me during the week of August 4,

2014; final articles are due by August 15, 2014.

Jersey Key Assignments: Write your articles!

Articles and Flyers are to be uploaded as Google Documents to

the folder/link Editor Patrick Quinn shared by August 9, 2014.

Back-to-School District Mailing and KEYping Up

Assignments: Write your articles and letters and design your

flyers!

Articles and Flyers are due as Word or Publisher documents to

[email protected] by August 15, 2014. The Fall Rally Registration

Packet is due as both a Word document and a PDF by August 22, 2014.

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28 JUNE

AUGUST

23 AUGUST

3 AUGUST

15 AUGUST

9 AUGUST

15 AUGUST

22 AUGUST

ASSIGNMENTS

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First Ltg. to submit:

Ltgs. to submit:

*The purpose of this portion is not to spark competition, but rather to recognize the

great accomplishments you are achieving that may otherwise stay unrecognized!

Name of

Document

April May June

LTGMRF Farwa Shakeel Tara Engelken Alexander Marino

March April May

100% Clubs’ CMRFs Dianna Torres,

Devin Sun,

Nathaniel Silberman

Charmaine Chew,

Farwa Shakeel, Jae

Shin, Aleena Kazmi

Farwa Shakeel,

Aleena Kazmi

Let me know if you ever have technological trouble with a report

form. I will fix any technological issues that are reported to me as

soon as possible!

Make sure to have your forms in on time! The dates

you submit the forms are recorded. If you are ever

having trouble with a form, you can always email me

or Governor Levisay so we can expect the form a little

bit later.

SECRETARY STATISTICS

www.keyclub.org

3636 WOODVIEW TRACE INDIANAPOLIS, IN 46268 • 317.875.8755 • US AND CANADA: 800-KIWANIS

Samantha Levisay

District Governor

(908) 319-9990,

[email protected]

CONTACTS PAGE New Jersey District

Jacqueline Dragon

District Secretary

(551) 795-6311,

[email protected]

Srikar Gudipati

District Webmaster

(732) 421-6309,

[email protected]

Patrick Quinn

District Editor

(908) 635-9075,

[email protected]

Daniel McCormack

District Treasurer

(732) 757-8551,

[email protected]

REMEMBER TO CC GOVERNOR SAMANTHA WITH EVERY KEY CLUB EMAIL.