CNH | KEY CLUB
The official
2013-2014
Secretary’s Manual
Please BEE green. Do not print this manual. Thank you! :)
Introduction
Letter from the Editor
Hello CNH Secretaries!
Congratulations on your election as Club
Secretary! You have stepped into a rigorous,
but rewarding position. Your role is crucial not
only to the success of the club, but also to the
district and thus the organization as a whole, so
thank you for your service. I am confident you
can enhance your communities through
service and develop yourselves as caring,
competent leaders.
The 2013-2014 CNH Secretary’s Manual is a
valuable resource for your reference at any
time. Please read through this guide carefully
as it outlines the duties of the Secretary as well
as the Monthly Report Form. The Secretary
position is demanding, so familiarizing yourself
with your duties and receiving the proper
training are key to your success.
Although the work may be challenging at
times, just know you are not alone. This manual
is here for you. Your district team is here for you.
And your board is here for you. Do not hesitate
to ask for help!
I cannot wait to see the amazing service we will
accomplish together.
In service and friendship,
Table of Contents
Introduction ...................................2
Table of Contents .........................2
Duties ..............................................3
Club Directory ...............................4
Monthly Report Form ....................4
Minutes ...........................................7
Service Record ..............................7
Recognition ...................................8
Important Dates ............................8
Contact Information ....................9
Coming Soon
There will be an updated manual
this summer, so keep that in mind
as you start the new school year.
The details of the 2013-2014
District Goals, dates, and other
useful information. This updated
manual should be posted on the
CyberKey (cnhkeyclub.org)
around August 1st!
Lloyd Chen
2012-2013 Cali-Nev-Ha District Secretary
2013-2014 CNH Secretary’s Manual
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Duties
of a Club Secretary
The following are a list of the duties that Club Secretaries will complete throughout their term.
Although some of the duties may seem challenging, they will become easier once you familiarize
yourself with the tasks such as completing the Monthly Report Form (MRF), taking minutes,
and organizing records. I am confident in your ability to complete your responsibilities and hope
that you will apply for recognition at the end of your term! Stay organized and remember to ask
for help if you ever need any!
Weekly Responsibilities
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Attend club and board meetings
Record minutes during meetings
Attend club and division events
Create event sign-up sheets for service projects/
fundraisers/socials
Communicate with members, officers, and advisors
Update and organize files and records
Archive members’ service hours
Monthly Responsibilities

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Attend Division Council Meetings (DCMs)
Complete and submit Club Monthly Report Form
(MRF) to your Lieutenant Governor, Faculty and
Kiwanis Advisors, and Region Advisor by the 5th of
every month
Yearly Responsibilities

Collaborate with club board to create goals and effective plans for the year
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Update the club roster tab on the Monthly Report Form

Assist the Club Treasurer with online roster for dues payment
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Attend Officer Training Conference (OTC), Region Training Conference (RTC), Fall Rally, Conclave, District
Convention, and other important events

Attend Kiwanis meetings (Kiwanis Division Council Meetings or Kiwanis Club meetings)

Complete and submit the Annual Achievement Report to your Lieutenant Governor at the end of the year
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Complete the online “2013-2014 Club Officer Information” form that can be found on the CyberKey

Submit the officer election results to your Lieutenant Governor, Sponsoring Kiwanis club, and home club
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Complete at least 50 hours of service by the end of term
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Aim for District Tree recognition (all MRFs submitted on-time, by the 5th of the month)
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Apply for Outstanding or Distinguished Secretary recognition
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Assist your club with applications for District and International level club contests

Assist incoming Club Secretary for the 2014-2015 term
2013-2014 CNH Secretary’s Manual
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Monthly Report Form
(MRF)
The Monthly Report Form (MRF) is one of the most important files that Club Secretaries will
use throughout their term. Since you will need to complete and submit it each month, you
should familiarize yourself with its contents. The MRF is not only helpful for you and the club,
but also for your respective division and our district. My advice to you is to update it often
instead of procrastinating it to the deadline.
Tab
1
Task 1
If you haven’t done so already, you will want to complete the
information in this tab before you start filling out any of the
other tabs. This tab asks for basic information such as your club
number and name, division, region, officer and advisor
contacts, etc. This information will be transferred to the other
tabs of the MRF.
Club Roster-Directory
The roster contains contact information for all members,
officers, and advisors of your club. This is a great resource
for both the club as well as the District to maintain
effective communication.
Tab
3
Tab
2
Service Record
The Service Record file is a great way for the club to keep track of
the members’ service hours. Copy and paste the member
information from the club roster tab, and all you have to do is fill
in the event information and service hours for each member; it
even sums up the total hours for you!
Club Elections
In February, once your club has elected its 2014-2015
officers, please complete the elections tab of the MRF.
Your Lieutenant Governor will use this information to
keep in contact with the club.
Tab
4
Please also remember to submit the club officer
information to the District via the online officer
information form located on the CyberKey.
2013-2014 CNH Secretary’s Manual
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Monthly Report Form
Tab
5
(MRF)
Annual Achievement Report
The annual achievement report (AAR) is the report that
the District uses to evaluate the overall achievements of
your club throughout the year! Most of the information
is transferred from the other tabs, but there are a few
items that you must complete manually; don’t forget to
do those! On the bottom, you can evaluate the strengths
and weaknesses of the club. Try to work with your club
board to earn more points in low-scoring areas!
Project List
The Project List tab is useful for the club to keep
track of the service projects that the club has hosted.
Use it to archive past events, number of members
who attended, and total service hours. Sort the
projects by highest number of service hours to get
maximize your points earned!
Tab
7
Tab
6
Monthly Activity Report
Unlike the other tabs in the Monthly Report Form, Monthly Activity Reports span multiple tabs—one
for each month of your term. Each respective tab needs to be completed and submitted the following
month. For example, the April tab of the MRF needs to be completed and submitted by May 5th; the
May tab of the MRF needs to be completed and submitted by June 5th. This manual will only
introduce the main areas of the Monthly Activity Report. If you need additional reference, please refer
to the MRF Manual available on the CyberKey.
2013-2014 CNH Secretary’s Manual
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Monthly Report Form
(MRF)
1) Data Report
Most of what you will complete in
the data report section will come
from raw data of the club. You will
fill in information on board
meetings, club meetings, District
events, division and region events,
Kiwanis events, and more! Please pay
attention to each part of this section;
this section is worth a significant part
of your AAR!
2) Projects Report
Here is where you will record all the projects
and fundraisers your club has participated in
throughout the month. Look at the last row and
corresponding column on the Service Record
Tab for the Total Number of Hours of an event.
Please also familiarize yourself with the different
categories of events and ensure you mark an “X”
for all the categories that apply for each event.
3) Narrative Report
This section is for you to write freely about
the club. Use the Club Snapshot to write
about the club’s weaknesses, strengths, and
successes during the month. Not only will
this help your Lieutenant Governor better
understand the club, but the club also has a
chance to be featured on the CyberKey! The
Project Snapshots should provide a
description of each project.
2013-2014 CNH Secretary’s Manual
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Minutes
recording the business of meetings
As a Club Secretary, you must know how to take organized and consistent minutes for future
reference. Minutes are crucial because they document the activities and official business that
take place during both general club meetings and officer/board meetings. Be sure to type up
each meeting’s minutes and keep a copy with the rest of your club records. Minutes should also
be distributed or posted to members so they can be up-to-date with all club activities.
Tips:

Create a template that can be used
throughout the year.
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Include the date, time, and
location of each meeting.
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Include only actions taken,
announcements, and decisions
made.

Stay consistent with
grammatical verb tense.

Make sure your minutes are
accessible by all members!
the
Service Record
Service hours are the number of hours dedicated for
service. For example, a fundraiser for an
organization or program (i.e. PTP, UNICEF,
Children’s Miracle Network, March of Dimes)
would give members service hours. All events in
which members are serving their home, school, or
community give service hours. In addition, planning
for a service event also counts for hours. To be
considered a member in good standing, every Key
Club member should perform at least 50 hours of
service by the end of the year.
*Note: Events such as Fall Rally, DCON, club
meetings, socials do not count toward service hours.
2013-2014 CNH Secretary’s Manual
Keeping accurate records
How to record service hours:
1. Have members sign-in and sign-out of events.
2. Go to the Service Record tab in your MRF. Copy
and paste the names of your members from the
Club Roster tab. Fill in the event name, date,
and number of hours for each member under
the respective columns.
3. On the monthly activity report in the MRF,
complete the Projects Section and Project
Snapshot.
*Be sure to share the service record with the
members every month or so!
7
Recognition
BEE-ing the best Secretary you can BEE!
DISTRICT TREE AWARD
The District Tree Award recognizes Secretaries who submit
all of their Club Monthly Reports on-time (by the 5th of
every month). This means that the MRF was 100% on-time.
On-time is recorded by your Lieutenant Governor, so make
sure your MRF is submitted to him or her. This is an
automatic-entry contest, so don’t worry about applying! Your
club will receive a nifty banner patch and your club’s name
will be shown on the big screens during Recognition Night
at District Convention 2014. Easy recognition that you
deserve for your hard work!
OUTSTANDING SECRETARY
In case you do not create an e-portfolio, you can complete
the checklist for Outstanding Secretary. Complete the list,
get electronic initials by the appropriate officers and adults,
and complete it with e-signatures. Some recognition is better
than no recognition! Just by completing the checklist, you
will definitely be recognized as Outstanding. However, go
above and BEE-yond and apply for Distinguished if you
already have an e-portfolio. The guidelines can be found on
the CNH CyberKey. Go to cnhkeyclub.org -> Recognition ->
Contest Applications -> Secretary.
DISTINGUISHED SECRETARY
The Distinguished Secretary Award is the highest
recognition a Club Secretary can receive at the District level.
In our efforts to go green, the District has required all
submissions to be electronic. Only e-portfolios will be
considered for this award and must be submitted to the
CNH Contests Archive ([email protected]). It is
important to start saving your work now in electronic
folders, and continue to compile your work throughout your
term until the contest deadline. The guidelines can be found
on the CNH CyberKey. Go to cnhkeyclub.org ->
Recognition -> Contest Applications -> Secretary.
2013-2014 CNH Secretary’s Manual
Important Dates
5th of every month
MRF Deadline
March—June
Officer Training Conference
September-October
Region Training Conference
October 1, 2013
Dues Payment Window Opens
October 16, 2013
Fall Rally North
November 9, 2013
Fall Rally South
December 1, 2013
Regular Dues Deadline
April 5, 2014
Final MRF Deadline
April 11-13, 2014
District Convention
Contest Deadline
TBA
Send to: CNH Contests Archive
([email protected]).
8
Contact Information
EXECUTIVE OFFICERS
District Governor
[email protected]
District Treasurer
[email protected]
District Secretary
District Technology Editor
[email protected]
[email protected]
APPOINTEDS
District Convention Chair
[email protected]
Kiwanis Family & Foundation Chair
[email protected]
District News Editor
[email protected]
Member Recognition Chair
[email protected]
Member Relations Chair
[email protected]
Policy, International & Election Chair
[email protected]
Communications & Marketing Chair
TBA
Service Projects
TBA
KIWANIS COMMITTEE
District Administrator
Lisa Lotito-Byers
[email protected]
Assistant Administrator
Marshall Roberson [email protected]
Service Leadership Program Director
Bruce Hennings
[email protected]
Special Assistant: Ethics
Pete Ballew
[email protected]
Special Assistant: Grants
Marek LeBlanc
[email protected]
WEBSITES
CNH Key Club
www.cnhkeyclub.org
Key Club International
www.keyclub.org
CNH Secretary’s Reflector
www.groups.google.com/group/cnh-kc-secretaries
Please feel free to contact any of us at any time!
2013-2014 CNH Secretary’s Manual
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