The Polar Express Division AYN October 2013

You must be the change you wish to see in the world.

~Mahatma Gandhi

What’s in this Newsletter?

Page 3……………….……………………......Letter from LtG

Page 4-5………………………………...………...Alaska Rally

Page 6……………………...……….……......Eliminate MNT

Page 7……………….………...…..Eliminate Merchandise

Page 8………………….…………..……..….…...Scholarships

Page 9-10..………………..……....Trick or Treat for UNICEF

Page 11………………………….…….……...Key Club Week

Page 12…………………………..…….…Preferred Charities

Page 13………………………..………Structure of Key Club

Page 14-15……………..………………..…..President Duties

Page 16-17…………………………….Vice President Duties

Page 18-19…………………………………..Secretary Duties

Page 20-21…………………………………...Treasurer Duties

Page 22-23……………………...………………..Editor Duties

Page 24…………………………...……………October DCM

Page 25……………………………………………...Key Dates

Page 26………………….………………….Stay Connected

Page 27……………….……………...………….Contact Info

Your Lieutenant Governor Hey Key Clubbers

I have some exciting news! West Valley is now back in the loop on Key Club, lets give them a warm welcome back. Alaska Rally is this November the 23rd in An-chorage! The more people that can go the more fun we can make it! If you plan on going you need to be at the next DCM. It’s starting to get colder, so that means that we just need to get a little more crea-tive on our service projects. I’ll be emailing the President of each club about service projects coming up. Make sure that you’re checking your email’s regularly. If you have-n't got your dues in, do that as soon as possible!

With love and service

]tv~|x YÉáxÇ

My contact info: (307) 689-4830 fosenjackie@gmail.com

ALASKA RALLY!

The Last Frontier and The First to Volunteer!

Hey Key Clubbers there is an Alaska Rally coming up! Spread the word, and let everyone know!

Who:

All the Alaskan Key Clubbers!

What:

Officer Training, service project (milk and bookies), and to

HAVE FUN!

Where:

A.J Dimond High School

2909 W 88th Ave Anchorage, AK 99502

When:

November 23rd, 2013 @ 11:00am-5:00pm

Why:

To receive officer training, meet PNW Key Clubbers, do a service

project, and HAVE FUN!

Dimond Center Hotel

A.J Dimond High School

I need to know how many people are going to be at-tending the Alaska Rally.

The medical release form and Code of Conduct is at-tached to this email, it needs to be filled out before

Alaska Rally!

Go to Alaskarally.eventbrite.com to get your tickets

If you plan on going to the Alaska Rally you need to email me and be present at the next DCM!

fosenjackie@gmail.com

We will be leaving early on Friday November 22nd at 7:00am, we will take down sprinter vans depending on how many people are going. Lathrop, West Valley, and North Pole clubs will all be sep-arated so that they can meet key clubbers from different schools, it’s going to be a long eight hours, so you should be best friends by the time we get to Anchorage! We will be arriving around 2-3pm. We will be staying at the Dimond Center Hotel which just

so happens to be right by the Dimond Center Mall! Rooms will be assigned, so we can get to know each other better. You will have time to either go shopping or nap before dinner. You will need to bring spending money for snacks, 2 lunches, and 2 dinners and additional money for extra spending. Continental Breakfast will

be provided.

What is MNT?

In 28 countries around the world, maternal and neonatal teta-nus (MNT) can quickly turn the joy of childbirth into tragedy. MNT kills one baby every nine minutes. Its effects are excruci-

ating — tiny newborns suffer repeated, painful convulsions and extreme sensitivity to light and touch. There is little hope

of survival. And tetanus kills mothers too.

What will it take to eliminate MNT from the Earth?

More than 100 million mothers and their future babies must be immunized.

This requires vaccines, syringes, safe storage, transportation, thousands of skilled staff and more. It will take US$110 mil-lion — and the dedicated work of UNICEF and every mem-

ber of the Kiwanis family.

MERCHANDISE!

$15

$15

$5

Each year, the Pacific Northwest Kiwanis Foundation offers many different scholarships of varying amounts. If you have at least a 3.0 GPA and have been a member of Key Club for the past two years, all you need to do is complete the at-tached application and fulfill the requirements outlined in the guideline document. Scholarships will be distributed at the 2014 District Convention. Best of luck to all applicants!

Scholarships

Possible scholarships: Erling M. Larsen Award $1,000

Joe & Marion Epler Award $1,000

Founding Director’s Award $1,000

Emeritus Director Award $1,000

Sylvester Neal Award $1,000

Pacific Northwest Foundation Award $1,000 and Pacific Northwest Foundation/Kiwanis International Foun-dation Matching Scholarships at $500.00 each.

ATTENTION ALL SENIORS

DID YOU KNOW THAT UNICEF has helped cut child deaths by 40% since 1990?

Trick-or-Treat for UNICEF helps provide kids in need with health care, clean water, nutrition, education, emer-gency relief and more. All proceeds will go to support

ELIMINATE!

ORDER YOUR BOXES TODAY! http://www.trickortreatforunicef.org/order

Clubs that raise over $250 will receive a special banner

MONDAY: Show your K in every way! Show people what Key Club is all about! Spread the word by wearing Key Club gear and publicizing Key Club 

Week in local stores, your school Web site, community newspapers—even on the radio.

TUESDAY: Kudos to the Key Players! Personally thank all the Key Club supporters you know—teachers, advisors and other Key players. Write 

thank‐you notes, host an apprecia on dinner or do something uniquely your own style to recognize the con‐

tribu ons of these special people.

WEDNESDAY: Connect the K’s! Key Club is the largest high school service organiza on in the world and is a member of the Kiwanis family. 

Celebrate the en re family of Kiwanis by ge ng the whole gang involved.

THURSDAY: Bring a friend to Key Club! Key Club is the largest high school service organiza on in the world and is a member of the Kiwanis family. 

Celebrate the en re family of Kiwanis by ge ng the whole gang involved.

FRIDAY: Your Way Friday! This is your club’s chance to do its own thing and make its mark. Pick a project, plan a recruitment party or 

combine ac vi es from the other Key Club Week days. Whatever idea you choose, take it and run with it.

Preferred Charities

Children’s Miracle Network Key Club participates with Children’s Miracle Network Hospitals by sponsoring fundraising events. Key Club members also participate in service projects at their local children’s hospital.

March of Dimes For decades, Key Club has partnered with the March of Dimes to give every baby a healthy start. Key Club members raise thousands of dol-lars annually through various programs, includ-ing collecting change, holding dances and taking part in March of Dimes’ signature event, March for Babies.

UNICEF Since 1994, Key Club has been Trick-or-Treating for Unicef and over the years has raised nearly US$5 million for iodine deficien-cy programs worldwide and HIV and AIDS programs in Kenya and Swaziland. Now it’s helping The Eliminate Project.

Structure of Key Club

INTERNATIONAL

PNW DISTRICT

CLUB North Pole High School

Lathrop High School

West Valley High School

DIVISION AYN

Duties of the Club President As your club’s president, you will be planning, organizing, and carrying out responsibilities associated with your role as the

club’s chief executive officer. Most members will help you succeed if the tasks and expectations are clearly defined, reasonable, and the

members share appropriate interest and skill. Remember, planning and preparation count, and enthusiasm is contagious.

Duties and Responsibilities

• Appointing and delegating- take great care in the appointments you make and in delegating tasks. After appointing persons to perform tasks, it is your responsibility to ensure that the task is done correctly and completely.

• Attending- as an ex-officio member, you must attend as many committee meetings as possible, but it is not your job to run the

meetings. You are a significant role model; so your attendance at regular club meetings, board meetings, and all club activities

is crucial. Attend and encourage all others to attend the Key Club International convention and all other division and District

functions.

• Evaluating- on-going analysis of club meetings and operation leads to continuous improvement in the club. Take feedback from

your advisors, members and board to develop ways to improve meetings, projects, and attendance.

• 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.

• Monitoring- continuously monitor the club’s progress toward goal accomplishment and the activities and responsibilities of all

officers and appointees.

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

• 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 experiences fellowship. You are responsible for agenda setting and for preparing the vice-president

to preside in your absence.

• Problem solving- make it apparent that you are concerned about your club and willing to help. Seek input and explore alterna-

tives before making important decisions.

• Recruiting and retaining- make certain all members are active and involved throughout the year. New membership is the life-

blood 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.

• Reporting- the club president bears ultimate responsibility for meeting the reporting requirements of the district and Key Club

International.

• Succession- prepare next year’s president for duties as your club’s next chief officer. Try to encourage members to run for posi-

tions. Be very observant of those you think can do well with certain posts for the next year.

• Training- club officers, board, and committee chairpersons must clearly understand and carry out their responsibilities through-

out the year.

Club President’s Checklist Weekly Duties

• Conduct and preside over a regular Key Club meeting.

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

• Keep officers on task and provide assistance for committees to run smoothly.

• Lead the entire membership in a well-rounded program of activities and projects.

• Ensure that delinquent members are handled properly.

• Meet with your faculty advisor to discuss agenda points and current club issues.

• Ensure that at least two members from your club are attending each Kiwanis meeting.

• Attend as many Kiwanis meetings as possible.

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

• Keep a file of all correspondence.

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

Monthly Duties

• Arrange and conduct a board of directors meeting.

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

• Make sure all monthly reports are submitted on time.

• Communicate with the student council and school administration.

• Make a list of the coming month’s activities and post it so members are aware of the schedule.

• Organize or participate in inter-clubs.

Annual Duties

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

• Receive help and information from the past president.

• Review all Key Club educational materials.

• Become knowledgeable of parliamentary procedure.

• Establish good Kiwanis-family relations with your sponsoring Kiwanis Club and any other local branches of the K-Family.

• Review your membership roster and form committees.

• Conduct elections for class directors and representatives.

• Plan service over the summer so that projects can be started shortly after school begins, if not sooner.

Du es of Club Vice President

Your role as vice-president is an important one. Sometimes it happens that the Key Club president is prevented from

carrying out the duties of his/her office for various reasons. A well organized and properly operat-ing Key Club should have

a properly trained vice-president who is prepared to administer the Key Club in the absence of the president.

The real importance of the office of vice-president is found in the role and function you have in the Key Club program. The

role is found in one word: Service - service to the president; service to the other club officers; and service to the general

membership of the club. As vice-president, you are the right hand of the president. You can and should assist the president

and other officers with their duties. To do this effectively, you must be in contact with the work and policies of the club.

Weekly Duties

· Preside over weekly club meetings in the absence of the president.

· Gather material for and help edit a club newsletter. See that a weekly club newsletter is produced.

· Attend all club meetings.

· Make sure that attendance is taken at every meeting.

· Keep a personal record of each club member.

· Assist the president in every way.

· Watch over the committee system and assist committee chairs.

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

Monthly Duties

· Attend the monthly meetings of the committees as an ex-officio member and advisor.

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

· Attend the club’s board of directors meetings.

· Make sure the club secretary mailed in the club monthly reports.

Annual Duties

· Become thoroughly acquainted with the president’s duties so you can assist the presi-dent.

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

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

· Conduct an educational program for new members.

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

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

are as responsible as the president to make sure that the president’s functions are executed properly.

That means 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.

Duties of a Club Secretary A good secretary is essential for any Key Club if it is going to function well. The office of the secretary is one of the most demanding in the Key Club organization because the sec-retary manages all of the club’s records, files, and details. The best way for a secretary-elect to begin his/her term is to watch and learn from the present club secretary. He/she will be able to give advice and guidance on how to best handle the job. It may be beneficial to set up time to meet with the present club secretary to ask questions or solicit advice.

Duties and Responsibilities

Responsible for the club’s records, it is imperative that the secretary be prompt, organized, and efficient. This means that the club’s records must be kept up to date and orderly. The secretary’s Key Club record file should include the following:

• Club bylaws

• Key Club Guidebook

• District constitution and bylaws

• Key Club Timeline

• Minutes of all club meetings-regular and board meetings

• Committee reports

• List of committee chairs and members

• Club’s past achievement reports

• Club’s past monthly reports

• Copies of the club’s current and past annual dues submissions

• Club roster having the following information for each member:

Member’s full name, home address, phone, and e-mail address

Date of birth

Date of joining Key Club

Committee assignments and offices held in Key Club

Chief interest in Key Club work and chief interest in sports and hobbies

• Names and addresses of present Key Club officers

• Copies of current and past KEYNOTER magazines and district publications.

• Complete set of printed material and Key Club literature.

The items listed above are those normally found in well organized and updated Key Club files. These are important. Take a look through the files you have, and if any of these items are missing, please write or call the appropriate source for copies.

The secretary should record the following at each regular Key Club meeting: Number of members present, names of those absent, list of guests attending, and presiding officer.

Duties of the Club Treasurer The office of club treasurer is important because the treasurer is in control of the club’s money, its col-lection, and disbursement.

The treasurer is responsible for keeping accurate books that will enable him/her to give a full financial report whenever requested. The treasurer should do his/her best to see that everything is done meticu-lously so that there are no doubts about his/her integrity.

In some instances the club may be permitted by the school to keep an independent savings or checking account. If your club is not permitted to keep such an account, the treasurer is still responsible for keep-ing records despite not being the person actually writing the check. If your school policy does permit your club to have its own checking or savings account, it is strongly advised that two (2) signatures be required on each check. Your faculty or Kiwanis advisor should co-sign with the Key Club treasurer.

It should be noted that the treasurer’s records always should be open to inspection by the club’s officers, faculty advisor, principal, and Kiwanis advisor.

Duties and Responsibilities

• Collect member dues. In coordination with the secretary, forward dues, the invoice, and your club’s Membership Roster to the International Office.

• Prepare the club’s budget, present it to the board for approval, and ensure that club activities ad-here to the budget.

• Maintain accurate financial records throughout the year to be reviewed at any time by members, other officers, or administration.

• Transact business through a bank or school account.

• Inform the club of its financial strengths and weaknesses.

• File appropriate forms with the Internal Revenue Service by February 15 (for US clubs only).

• Inform the Kiwanis Club of the Key Club’s financial status.

• Disburse funds and pay bills promptly as approved by the board of directors.

• Reconcile bank statements.

• Bill members for unpaid dues.

• Deposit club funds.

• Understand school and club policies regarding student financial accounts relating to school organi-zations.

Weekly Duties

• Pay all bills as approved by the board of directors.

• Attend club meetings.

Record all expenditures and income for the week.

• Secure advice of your faculty advisor and Kiwanis advisor on all financial matters.

Monthly Duties

• Collect all money from club projects.

• Prepare a financial report for the board of directors meeting.

• Attend the board of directors meeting.

• Collect dues from new members and forward them to the District and International office.

Annual Duties

• Obtain all financial records, receipts, and files from immediate past treasurer.

• Prepare a budget for the Key Club year.

• Organize all financial records to give to the treasurer-elect. Preparing the Budget The budget should be the regulating factor for the club’s activities. The budget is a statement of the or-ganization’s planned expenditures and income based on the approval and commitment of the club. Use the budget as a guide for planning the club’s activities during the year.

When approving the budget, the club must commit to raising the necessary income, for without the budgeted income, the club cannot spend as it had planned without incurring a deficit. Thus, when total expected income is not achieved, total expenditures must be cut.

Key Club International is a nonprofit organization, receiving much of its receipts from the general public. Therefore, the law requires that two separate accounts for receipts and expenditures be maintained. These accounts are the service account and the administrative account.

Service Account-All money collected from the general public must be returned to the general public. Such money cannot be used for club administrative costs, such as printing, conventions and confer-ences, and travel to non-service projects.

Administrative Accounts-The administrative account is the operating account for the club. It is used for those money to be spent on club administration and/or members. Monies coming from the administra-tive account are collected from dues, Kiwanis-Family members, and school subsidies. Money in this ac-count may be used to buy supplies, purchase advertising, send members to conventions and confer-ences, etc. Funds in the administrative account can be transferred to the service account. However, no funds from the service account may be transferred to the administrative account.

It is helpful in bookkeeping and auditing to note on each receipt into which account the money was deposit-ed. Likewise, all checks should note from which account and line item, if appropriate, the money was drawn.

Duties of the Club Editor A club editor is vital to a Key Club because he/she is responsible for all printed material the club receives. The editor is the advertiser, the communicator, and general publicity person of the club. This role requires time and knowledge on dates and happenings of district and International events, in addition to the current club projects and plans. The editor must be knowledgeable of the programs and structure of Key Club International. The role of club editor is that of a public relations officer. The editor makes sure the club, and even the public, is in-formed of the service Key Club renders. The club editor works alongside the secretary to be an informed officer and to use the correct and necessary information for newsletters, fliers, bulletins, and other publicity pieces. Club editors have the responsibility of making Key Club known within their school and their community.

Duties and Responsibilities

• Produce a monthly newsletter to members providing the following information:

Important dates

Upcoming events

Officer information

Meeting schedule

Service project dates and information

Review of completed projects

Committee updates

President’s message

Major Emphasis information

District Project Information

Reminders

Dues update

• Post signs, posters, and banners announcing meeting dates, projects, and any type of Key Club promotion at your school and in the community.

• Send articles to the district publication and Key Club Magazine regarding projects and new ideas from your club. Be sure to include photos.

• Make public-service announcements, contact local press, and send articles to community newspapers.

Weekly Duties

Attend all club meetings within the club, and the club officer-training conferences with the lieutenant governor.

Post a calendar of events to publicize meetings.

Make morning announcements, posters, signs, and banners to promote projects and meetings.

Take pictures at meetings and events.

Monthly Duties

Attend club board of director’s meetings.

Attend Kiwanis club meetings and provide updates on club happenings.

Update the club website or social media page, if the club has one.

Produce a bimonthly or monthly newsletter.

Creating Signs and Posters to Advertise Key Club

Use clear, bold, and easy-to-read fonts.

Make sure it is concise.

Include date, time, and place.

Keep it simple.

Post signs in school corridors, bathroom stalls, classrooms, lunchroom, and library.

Include purpose.

Additional Suggested Duties

• Create/maintain a Web site or maintain club website and/or social media page the current one, or support the club Webmaster.

• Create a scrapbook to be entered into the district scrapbook competition

o Have pictures with captions and dates to that explain event.

o A motif that is clever and works throughout.

o Make sure that the scrapbook follows the criteria set by international rules.

o Make sure there is a table of contents.

o Categorize the scrapbook by using sections with tabs.

o Keep receipts and records of the cost of materials.

How to Make a Scrapbook Memorable

DO use clear, representative, and appropriate photos of your club events and projects.

DO make captions clever and catchy.

DO make sure all writing is legible, preferably typed.

DO pick a theme and use it throughout.

DO have a table of contents and page numbers.

DO abide by all criteria set forth in the scrapbook contest rules.

DON’T make the pages too sparse or too busy.

DON’T make it too long and tedious.

DON’T do it the night before it is due.

Circle K Event When:

Saturday October 12th

10:00am-5:00pm

Where:

Murie Building

UAF

What:

It costs $5 to register, It’s a day to better your leadership skills, meet your Circle K members and HAVE FUN! Lunch will be provided.

Dress code is business casual.

Mandatory for Officers

If you plan on going I need your name and Phone number emailed to me ASAP!

fosenjackie@gmail.com

October DCM

When:

Saturday October 26th

1:00pm-2:30pm

Where:

Fairbanks Community Food Bank

725 26th Ave, Fairbanks, AK 99701

Why:

To better your leadership skills, learn what other clubs are doing, get to know the other key clubbers in you di-

vision and HAVE FUN! If you are one of the people planning on going to the Alaska Rally you need to

be here.

Snacks will be provided! Everyone is Welcome!

This will be mandatory for officers, so if you have work please request it off. Thank you!

Key Dates

October 12th: Circle K Event

October 26th: DCM (Divisional Conference Meeting)

5th of Every Month: Secretary and President Report Due

November 1st: Early Bird Dues Deadline November 23rd 2013: Alaska Rally

December 1st: Dues Deadline

April 4-6 2014: DCON

Stay Connected!

Facebook Division AYN Key Club

Twitter Division:

@AYNKeyClub

District:

@pnwkeyclub

Youtube (Key TV) http://www.youtube.com/pnwkeyclub

Website International:

www.keyclub.org

District:

www.pnwkeyclub.weebly.com

If there’s anything that you would like to see in the Next Newslet-ter I would love to have your feed-back!

Contact Information

District Governor Trang Tran pnwgov.trang@gmail.com District Secretary Hakikat Bains bains.hakikat@gmail.com District Treasurer Eric Grewal egrewal1@gmail.com District Editor Sara Thomas slthomas01@gmail.com

Convention Chair Denny Lim dwhanlim@gmail.com 

 

District Administrator John Jay jmjay@comcast.net Assistant District Administrator Tom Saunders pnwtoms@gmail.com Finance Administrator Kevin Buyer buyergang@wavecable.com 

District Website: www.pnwkeyclub.weebly.com

International Website: www.keyclub.org