OTC Pres-VP Workshop

8/9/2019 OTC Pres-VP Workshop

1/20

Officer Training ConferencePresident/Vice President Workshop

cnhkeyclub.org

8360 Red Oak St. #201Rancho Cucamonga, CA 91730-0608 909-989-

1500

Welcome!


2/20


cnhkeyclub.org


1500

Duties and Responsibilities1. Appointing and delegating- take great care in the appointments you make and in delegating tasks. After

appointing persons to perform tasks, ensure that the task is done.

2. Attending- as an ex-officio member, attend as many committee meetings as possible (but let the chair run

the meetings). You are a significant role model; so, attendance at regular club meetings, board meetings,

and all club activities is crucial. Attend and encourage all others, to attend the Key Club Internationalconvention and all other division and district functions.

3. Evaluating- on-going analysis of club meetings and operation leads to continuous improvement in the club.

4. Goal setting for results- goals must be clear and attainable. In the end, your satisfaction will come from the

knowledge that your club was active on all fronts and clearly improved during the year.

5. Monitoring- continuously monitor the clubs progress toward goal accomplishment and the activities and

responsibilities of all officers and appointees.

6. Motivating- establish a climate of enthusiasm, openness, and concern. Follow up, congratulate, and listen.


3/20


cnhkeyclub.org


1500

Duties and Responsibilities7. Presiding- make certain that each club and board meeting is well planned and organized, flows smoothly,

ends on time, and that each member has fun and fellowship. You are responsible for agenda setting and for

making certain the vice-president is prepared to preside in your absence.

8. Problem solving- make it apparent that you are concerned and accessible. Seek input and explore

alternatives before making important decisions.9. Recruiting and retaining- make certain all members are active and involved. New membership is the

lifeblood of the club and its level of service. Have an aggressive, yearlong membership campaign with

weekly and monthly goals to be achieved. Make certain new members understand Key Club before

induction and are actively involved immediately after induction.

10. Reporting- the club president bears ultimate responsibility for meeting the reporting requirements of the

district and Key Club International.

11. Succession- prepare next years president for duties as your clubs next chief officer. Try to encouragemembers to run for positions. Be very observant of those you think can do well with certain posts for the

next year.

12. Training- club officers, board, and committee chairpersons must clearly understand and carry out their

responsibilities throughout the year.


4/20


cnhkeyclub.org


1500

Duties and ResponsibilitiesWeekly Duties1. Conduct and preside over a regular Key Club meeting.

2. Create and abide by an agenda for your weekly meeting.

3. Keep officers and committees running smoothly.

4. Lead the entire membership in a well-rounded program of activities and projects.5. Ensure that delinquent members are contacted.

6. Meet with faculty advisor to cover agenda points and current club issues.

7. Make sure that members from your club are attending Kiwanis meetings.

8. Attend as many Kiwanis meetings as possible.

9. Make sure that each officer is aiding the committee to which he/she is assigned.

10. Keep a file of all correspondence.

11. Work alongside board members to ensure that they are doing their tasks.


5/20


cnhkeyclub.org


1500

Duties and ResponsibilitiesMonthly Duties1. Arrange and conduct a board of directors meeting.

2. Work with the committee chairs on their proposed projects for the coming month.

3. Make sure all monthly reports are submitted on time.

4. Keep in touch with the student council and school administration.5. Make a list of the coming months activities and post it.

6. Organize or participate in inter-clubs.

Annual Duties1. Work toward a net increase in membership over the previous year.

2. Receive help and information from the past president.

3. Read and study all Key Club educational materials.

4. Develop a good working knowledge of parliamentary procedure.

5. Set up good Kiwanis-family relations.

6. Study your membership roster and form committees.


6/20


cnhkeyclub.org


1500

Duties and ResponsibilitiesAnnual Duties7. Conduct elections for class directors and representatives.

8. Start projects shortly after school begins, if not sooner.

9. Designate a public relations committee chair and make sure your club activities are sent into the

district publication and KEYNOTER magazine.10. Make sure each member paid his/her dues to both district and International and received a

membership card and Member Handbook in return.

11. Work with the secretary in filing your clubs annual and monthly Reports.

12. Conduct elections for new officers, and make certain they learn about their respective offices.

Elections should be scheduled in February.

13. Assist the new president in every way possible to learn about the office and your Key Club.

14. Send delegates to the district and International Key Club conventions.

15. Try to increase the number of members that attend District and International Convention.

16. Plan at least one social activity or service project per month over the summer to maintain excitement

and interest for Key Club. Invite potential members from the incoming class.


7/20


cnhkeyclub.org


1500

Focus on the PresidentActivity: Goal Setting1. Create a list of 5-10 goals that you wish to reach before the end of your term

2. Make sure the goals follow the SMART Guideline:

1. Specific

1. Send __ members to DCON2. Hold __ meetings and have __% of members attend meetings

2. Measurable

3. Achievable

4. Realistic

5. Timely

GO!


8/20


cnhkeyclub.org


1500

Focus on the PresidentRecruiting and Retaining Members1. It is vital to the future of your clubs to have a strong base of underclassmen, paired with the strong leadership of upperclassmen

2. Golden Rule: PROMOTE, PROMOTE, PROMOTE!

1. Invite friends, and friends of friends to meetings (FB, anyone?)

2. Announce meeting time and place on intercom/morning announcements

3. Post fliers around the school and in teachers rooms4. Go into classrooms (ask for teacher approval first), especially into those of underclassmen, and talk to students about joining Key

Club

1. Note: this implies that you must have a vast knowledge of the organizationbe prepared to answer questions!

5. Befriend faculty members so that they may aid you in the planning, hosting, and approval of events

3. Provide incentives

1. Have food at meetings (pizza, chips, cookies, etc.)

1. Even if people are showing up for food, at least theyre showing up; you still get a chance to increase awareness about

upcoming events

2. Hand out awards to members who have shown great responsibility, leadership, or commitment1. Member of the Week or Member of the Month awards are available for purchase online or for printing on the CNH

website

3. Provide special recognition to those who have come to events and have accumulated large amount of service hours

1. Idea: have different levels of awards; i.e., if you reach 10 hours, you get a free Key Club pen, 100 hours a free giftcard, etc.

Note: in order to make any of this possible, you must fundraise in order to have $$ to purchase food, awards, etc!


9/20


cnhkeyclub.org


1500

Focus on the PresidentKey Club President Weekly Schedule - Example1. Before the meeting

1. Meet with your board (P, VP, Sec, Treas.)

1. Discuss items such as upcoming service events, important dates, etc.

2. Discuss and resolve any issues3. Brainstorm ideas for events, fill each other in, etc.

2. Make an agenda

1. Agenda should include all event details (5 Ws)

2. Its also good to give background to event (Guest Speaker?)

2. Day of Meeting

1. Provide all present members with an agenda

2. For any absent members, email agenda or post it online on club website

3. Remember a sign-in sheet (for secretary to keep record) and sign-up sheet for all upcoming events4. Try to get members involved

1. Have them vote on the next club social

2. Take suggestions for any new service events

5. Make your meeting move!

1. Icebreakers, powerpoints, etc.


10/20


cnhkeyclub.org


1500

Focus on the PresidentTips/Reminders1. Keep in touch with your sponsoring Kiwanis Club

1. Update them on your club

1. Upcoming service events, important dates, etc.

2. Maintain good relationship by having them attend your meetings, or attending theirs

3. If appropriate, ask for funds

1. Key Leader, DCON, service projects, etc.

2. Keep in touch with your club advisor, principal, faculty, members, etc.

1. Make sure that all important personnel know and understand what is happening in your club

2. Remember, the adults are always there to help. Dont hesitate to ask!

3. Remember to Delegate

1. If you do not ask others for help, the workload will kill you!

2. Spread out responsibility to not only your fellow officers, but to other members (make them feel involved)

3. Also remember that everyone makes mistakesyou cant always make deadlines1. Be understanding, appreciative, etc. and make sure everyone is keeping up with their responsibilities

4. Make yourself readily available to everyone!

1. This rule applies to all officers

2. Make a sheet of club officer contact information and hand it out to all appropriate people (members, advisor, etc.)

3. Make others feel as if they can call you at 2:30am with a question; it is important to be accessible, not intimidating


11/20


cnhkeyclub.org


1500

Focus on the PresidentService Projects Brainstorming1. Walks

1. Breast Cancer, Diabetes, MS, Buddy Walk, March of Dimes, Chollas 5K, etc.

2. St. Vincent de Paul Soup Kitchen

3. Volunteer at your local elementary school (get in touch with PTA)

4. Habitat for Humanity

5. Rose Bowl Float Decorating

6. San Diego Food Bank

7. Electronic Waste Recycling

8. Beach Clean-Ups

9. Fundraisers (not for club)

1. PTP, Alexs Lemonade Stand, etc.

10. Retirement Homes

11. Homeless Shelter

12. Animal Rescue Shelter

13. Miracle Mile of Quarters

14. Tutoring15. Drives

1. Blood Drive, Canned Food Drive, Book Drive, Clothes Drive, Supply Drive (for school?)

16. Special Olympics

17. Trick or Treat for UNICEF

18. Ronald McDonald House

19. Cleaning up the community/environment


12/20


cnhkeyclub.org


1500

Focus on the PresidentWebsites to Remember1. Cali-Nev-Ha District Website: cnhkeyclub.org

2. Key Club International Website: slp.kiwanis.org/keyclub

3. Volunteer San Diego: volunteersandiego.org

4. San Diego Food Bank: sandiegofoodbank.org5. St. Vincent de Paul Soup Kitchen: svdpv.org/volunteer.html

6. Surfrider Foundation: surfridersd.org/beachcleanups.php

7. Habitat for Humanity: sdhfh.org

8. Alexs Lemonade Stand: alexslemonade.org

9. March of Dimes: marchforbabies.org

10. Buddy Walk: dsasdonline.org

11. American Red Cross: redcross.org12. Multiple Sclerosis Walk: mswalk.com

13. Google.com Google is your friend!


13/20


cnhkeyclub.org


1500

Focus on the PresidentA How-To on Service Events1. Booking

1. The most important item to remember is communication

2. The method you will be mostly using is email

3. You want to make sure it is as professional and short as possible

1. Ask if they still need volunteers2. Tell them your group size

3. Give them the contact information for your group if needed

4. Remember to book in advance; dont wait until a few days before

1. I suggest at least two weeks to a month in advance depending on size of event

2. A week or two prior to the event

1. Confirm with all members who have signed up If they still are able to go

2. Hand out a liability waiver if needed

3. Collect all liability waivers the meeting before, or the day of, the event

4. Make sure all of those who are volunteering have adequate transportation

3. Day of event

1. Make sure all members are appropriately dressed and ready to serve

2. Have as much fun as possible, and take pictures to record the event

3. Thank the appropriate people after you have finished the event

4. After the event

1. Ask a member to reflect on the event at the next meeting

2. Remind your secretary to update the MRF


14/20


cnhkeyclub.org


1500

Focus on the PresidentA Look into the Future Club Elections1. Yes, I know youre thinking But I just got into office! Its already time to think about the future of your club

2. Actively seek out members who you feel can effectively run your club

1. Notice how friends was not used in the tip above

3. In order to do this, youre going to have to allow people to show their potential1. This is one of the reasons why it is important to delegate

2. Ask a member to chair a service event, find a project, etc.

1. Just make sure members have an opportunity to show their potential

Officer Elections How-To1. Around early January, ask the club if there are any members who would be interested in running for office

1. Make a sign up sheet that includes name, contact info, and position applying for

2. Make an application and hand out to all candidates

1. Application should include typical contact information, but more importantly serious questions

1. Some questions you might want to ask include:

1. what leadership and/or any experience do you possess that qualify you for this position?

2. Why are you running for this position?

3. Why did you join Key Club?

4. If elected into office, what are some goals you want to reach? What changes would you implement? What would

stay the same? Etc.


15/20


cnhkeyclub.org


1500

Focus on the PresidentOfficer Elections How-To1. Allow candidates to create and hand out literature

1. Literature is a pamphlet-type paper that usually includes the candidates background, contact info,

and platform

2. Allow candidates to give a speech1. Speech should be no longer than 3-5 minutes, depending on the amount of candidates

2. Following the speech is a caucus session, which allows for members to ask candidate both serious

and funny questions

1. Ex.: Why did you join Key Club? Compare Key Club to a spoon. etc.

3. After candidates give their speeches, allow for members to vote

1. Remember that the candidate must be a paid member and must have filled out all of the

necessary paperwork; only when those two qualifications are satisfied can they be put on theballot

2. Remember that only paid members can vote once

3. Reminder: No outside campaigning allowed!


16/20


cnhkeyclub.org


1500

Focus on the PresidentOfficer Elections Timeline1. Early January: Ask members if anyone is interested in running for candidacy

1. Have a sign-up sheet ready

2. Mid January: Email/hand officer applications to all of those who signed up

1. Have application ready a few days before-hand; make sure the application is both concise andthorough

3. Late January/Early February: Set aside at least 2 meetings for candidates to pass out their literature,

introduce themselves, and give a brief overview of their platform

4. Mid-February: Depending on how many candidates are running, set aside 1-2 meetings for candidates to give

their speeches

1. It is up to you and your officers how you all want to split it up; you could have pres and VP one day,

the others the next day, etc.

5. Immediately following: count votes, determine the winners, and make sure the elects are signed up for

DCON

1. Reminder: Online, MRF


17/20


cnhkeyclub.org


1500

Duties of the Vice PresidentWeekly Duties1. Preside over weekly club meetings in the absence of the president.

2. Gather material for and help edit a club newsletter.

3. See that a weekly club newsletter is produced.

4. Attend all club meetings.

5. Make sure that attendance is taken at every meeting.

6. Keep a personal record of each club member.

7. Assist the president in every way.

8. Watch over the committee system and assist committee chairs.

9. Attend all meetings of the project committee as a counselor and ex-officio member.


18/20


cnhkeyclub.org


1500

Duties of the Vice PresidentMonthly Duties1. Attend the monthly meetings of the committees as an ex-officio member and advisor.

2. Collect all of the monthly reports of the committees and submit them to the secretary.

3. Attend the clubs board of directors meetings.

4. Make sure the club secretary mailed in the club monthly reports.Annual Duties1. Become thoroughly acquainted with the presidents duties so you can assist the president.

2. Receive all materials and possible help from the past vice-president of your club.

3. Talk to prospective members of the Key Club, and help them decide whether or not to join.

4. Conduct an educational program for new members.

5. Work with the new vice-president and help him/her prepare to take over your job next year.

6. Review the portion of this planner dedicated to the club president and the other Key Club officers. You, as vice-

president, are as responsible as the president to make sure that the presidents functions are executed properly. Thatmeans that you must know Key Clubbing inside and out and the duties of each officer and member, and be able to

lead your club with the other officers and members.


19/20


cnhkeyclub.org


1500

Duties of the Vice PresidentFocus on the Vice President1. There is no focus.

1. You got lucky!

2. Your main duty is to be able to serve as president in case of his/her absence

1. Thus, you received most of your training under the president slides.

2. Theres a catch if you are a vice president with a focus

1. A focus is simply that your job entails focusing on a certain task

1. Example: Fall Rally, DCON, etc.

2. You may also be committee chair

1. Example: Fundraising committee


20/20


cnhkeyclub.org

8360 Red Oak St. #201Rancho Cucamonga, CA 91730-0608 909-989-1500

Questions?Comments?

Concerns?Shoot!

Date post:	29-May-2018
Category:	Documents
Upload:	daniel-medina
View:	216 times
Download:	0 times

OTC Pres-VP Workshop

Documents