Secretary

PRESENTED BY DISTRICT SECRETARY TRAN HOANG

PACIFIC NORTHWEST
DISTRICT KEY CLUB

AGENDA
DUTIES

Attendance
Hour Logs Management
Secretary Reports

TIPS

Organization
Communication
Professionalism

CLUBDISTRICT CONNECTION
District Board Meeting Minutes
Resources

Q&A

Duties

ATTENDANCE
TAKE ATTENDANCE AT ALL TIMES

Service projects, exec board meetings, general

meetings

STAY INVOLVED!

Make attendance taking interactive by giving

reminders
Stress that attendance is mandatory

ALWAYS KEEP A RECORD

Electronically or traditionally, this will help you

lots in the long run

NOT THERE?

Have another officer help you!

MANAGING HOURS
KEEP TRACK OF MEMBERS HOURS

For service projects, DCMS, fundraising events

KEEP AN ELECTRONIC COPY

Google Drive Sheets/Microsoft Excel will be your

savior

CATEGORIZE

Organize hours log by class (FreshmanSenior);

perhaps one tab separate for officers

OFFICER-ACCESSIBLE

Club officers--- especially President--- should

have access to view this log

SECRETARY REPORTS
DUE THE 5TH OF EVERY MONTH
NEED A REPORT? FIND IT:
PNW Secretaries Facebook Group
Email your Lt. Governor or myself

SEND TO

Lt. Governor, Adults, pnwclubreports and myself

PUT THOUGHT INTO YOUR REPORT

Fill out everything, even if its a zero or N/A

Make GREAT use of the additional comments

FORMAT

Both Word & PDF versions are available

on FB group
PDFEscape, TinyPDF converter, GDrive App

Tips!

#1: STAY ORGANIZED

ORGANIZATION IS KEY
STORING YOUR FILES

Traditionally: BINDER WITH TABS

Electronically: GOOGLE DRIVE FOLDER
Things to keep:
Club bylaws, Club timeline, Minutes, Committee
reports, Clubs past achievement reports, Clubs
past monthly reports, Copies of past dues
submissions, Club roster

THINGS PILE UP--- MAKE SURE YOURE

UP TO DATE!

#2: COMMUNICATE
FREQUENT COMMUNCATION = HEALTHY CLUB
BE PROACTIVE
Lend a helping hand to anyone who needs it

TIMELINESS

Avoid replying to emails late

Reply no later than three days from the received date

REMINDERS

Be consistent with reminders to events/projects

Remind one week before and one day before

NETWORKING

Take advantage of outlets to help boost member

participation!

#3: PROFESSIONALISM
PROOFREED ERRTHANG EVERYTHING

Minutes/records do not have to be in full sentences

Detailed enough to be used back for reference
Type, type, type, then go back and edit, edit, edit!

REPRESENT YOUR CLUB WELL

Show that you are serious about your work

EXPRESS YOURSELF!

Be creative!
Show your personality, it will create a warmer
atmosphere between you and your members

Club District

BOARD MEETING MINUTES

ENCOURAGE YOUR CLUB TO READ THEM!
Contains important bylaws that are passed,
announcements on events, changes within the
District

SEND FEEDBACK

Changes? Improvements? Suggestions? Questions?

Dont hesitate to tell me!

GET INSIGHT

Interested in running for higher office? This is your

first glance!

SECRETARY RESOURCES!
GOOGLE DRIVE FOLDER

Contains templates such as:

Sign Up Sheets
Hour Logs Template
Meeting Sign In Sheets
& necessities for your term

WILL BE SHARED AFTER THE LAST RALLY

Link will be posted on Facebook, files will be shared

with your Lt. Governor
Want it early? Feel free to ask me!

Q1: Summer reports?

Yes, please turn them in, especially if you
have events during the summer!
Q2: How to calculate hours on report?
Members Involved

Total Hours

# x Hours Given = Total

Q3: Can I turn in my report after the 5th?

Please do! Its better than nothing.

LETS KEYP IN TOUCH!

TRAN HOANG
BENSON HS, DIVISION 62

E: tranhoang.pnwsec@gmail.com
C/T: 971-267-9235

Thank you!