the secretarial periodical (volume i issue i)
DESCRIPTION
The Secretarial Periodical is a newsletter mostly for NYDKC secretaries. It is an update on what I've been doing so far. All club officers, Key Clubbers are welcomed to take a look of course. I hope this update works. This update is from April to June. I will release more in the future. Note: There are certain images in this publication that I do not own. -Amber LeeTRANSCRIPT
The SECRETARIAL PERIODICAL
April—June 2012
New York District Key Club 2012—2013 Volume I Issue I
The Official Publication of the New York District Key Club Secretary 2012-2013 Amber Lee
Service begins but it has no ends, because as Key Clubbers, serving is our way of life.
Page 2 The Secretarial Periodical
To the mighty New York District,
It has been three months since the Leadership Training Conference of the 2011-2012 Service Year. I am happy to be back working with the New York District again. This year, I have huge goals for the New York District and all club secretaries.
This update newsletter is to provide a clue for all club secre-taries/officers/advisors/members/other Key Clubbers of what I’ve been doing. Since this is the first issue of “The Secretarial Periodical” this will be an introduction. Please look through this newsletter and shoot me an email/call if you have any questions.
Being a secretary is so much beyond the common collection of monthly report forms and election report forms. It is not a position that is defined with solely paperwork. It’s much more. I hope that within the next service year, I can show much more, do more, and prove more.
Yours in the spirit of service and leadership,
Amber Lee
Table of Contents
Secretary’s Message……….Page 2
Table of Contents……….Page 2
Goals for 2012-2013 Year……….Page 3
Important Dates……….Page 3
Past Works/Events……….Pages 4-6
Paperwork Charts……….Pages 7-10
Frequently Asked Questions……….Pages 10-11
Where are the forms?..........Page 11
Present Works……….Page 12
Future Works……….Page 13
Final Note……….13
Secretary’s Message & Table of Contents
Email: [email protected]
Number: 13476533656
Websites:
www.facebook.com/amberkydylee
www.issuu.com/amberlee.editor
Volume 1, Issue 1 Page 3
Goals for 2012-2013 Service Year + Important Dates
For New York District Club Secretaries
Create a Google group with close to all club secretaries’ emails where we can have email threads, contact each other about issues within our club, and bond.
Hold bi-weekly or weekly (still deciding) email topics which will be discussed through email thread/announced on Facebook as well.
Create a Guide for Club Secretaries: Part One will be released before school starts around August—September. Part Two will be released in October-November during the time of the annual Fall Rallies.
Release at least 5 “The Secretarial Periodi-cals” with complimentary video updates.
For the New York District
Create a District Directory of all active clubs in the New York District. Remem-ber to hand in your election report forms!
Release an issue of “Minutes in Pages” after each board meeting with its compli-mentary video “Minutes in Minutes”
Create PDF documents for the rest of the New York District executive board with respective position contact information so that they can create a Google group as well.
Release 8-10 brief Secretary newsletters for the board: this will enlist only information necessary for Lieutenant Governors and executive officers to see. It should be no more than 4 pages long. (The club level will not be viewing this.)
Important Dates/Reminder Dates
June 30th:Due date for Election Report Forms (Call #2) - Aiming for 40% comple-tion.
July 21st: “Minutes in Minutes” will be released (video about the First Board meeting held in April).
July 24st: “Secretarial Periodical” in video action form will be released (complimentary to this issue).
July 25th –30th: Google Group begins. All club secretaries should receive an email inviting you into the group. The email that I invite will be the email you used in your election report forms. So, hand them in!!
July 31st: Second issue of “Minutes in Pages” will be released.
August 5th: FINAL Date for Election Re-port forms (unless stated otherwise).
Seventh (7th) of each month: Your monthly report form is due.
Below are the goals that I have set for the upcoming service year.
This list is subject to addition/change. Goals will be added with
every issue afterwards.
Past: I have completed/attended...
The Minutes in Pages will be a collection of minutes after each board meeting. There should be 4-5 issues of the Minutes in Pages released per service year. The first issue was released on June 16, 2012 incorporating the minutes taken in the April
board meeting. The next issue will be a collection of minutes taken during the International Convention postmarked on July
31st 2012 for release. The first issue is provided below… (Click on picture )
Minutes in Pages
The next issue will con-sist of two parts: an ex-panded version and a
condensed version. The expanded version will
have 90% of all the minutes taken during board meetings. The
condensed version will have 50% of the min-
utes taken during board meetings, very much similar to the
first issue of The Min-utes in Pages
Page 4 The Secretarial Periodical
Divisionals
On April 11, 2012, IP District Webmas-ter Oscar Tan, IP LTG of Division 9: Helen Chen, District Governor Daniel
Ivan Lin and IP LTG of Division 8: An-tonio Xu Liu surprised LTG of Division
8: Grace Lin at her first divisional!
On May 29, 2012, I went with my home club to the Division 9 Divisional. This pictures feature IP LTG of Division 9: Helen Chen and Past LTG of Division 9:
Tiffany Kwong. Photo credits given to District Governor Daniel Ivan Lin. It was a great end of the year divisional
as well as some officer bonding time afterwards.
On June 20, 2012, Division 11 held an outdoor divisional in Central Park, Man-hattan out in the
bright sun. It was a wonderful divisional having many guests such as IP LTG of Division 11: Emma Cheng. Featuring in this picture are LTG of Division 9: Helen Division 9 Secretary: Stephy and IP Dis-trict Webmaster:
Oscar.
On June 6, 2012, my home club, Brook-lyn Technical High School held their an-nual Induction Ceremony where the old board was retired and the new board was inducted. All club members were invited as well to spend a night of fun eating, dancing, playing games, and Key Club
bonding. Special thanks to BTHS.
On June 15, 2012, many district officers were invited to celebrate the Bayside An-nual Awards Dinner. It was a night of tears and warmth as the old officers re-
tired. Being here for the second time was a great feeling especially seeing the dedica-
tion Bayside has toward Key Club. I want to thank you and congratulate IP LTG of Division 8: Antonio Xu Liu for having an awesome service year and for
being a great friend.
On May 19, 2012, the Kiwanis Governor’s Visit was held in
Staten Island. Present were Circle K members, Key Clubbers and
best of all Kiwanis leaders. Seeing the Kiwanians groove to their mu-sic and handing out raffle items were wonderful. District Gover-nor Daniel, Executive Assistant Tina, IP LTG of Division 10:
Gresa, LTG of Division 10: Mi-chelle, LTG of Division 11: Her-
man and I shared a wonderful experience serving dinner and raf-fling items off to the Kiwanians. Special thanks to Kiwanis LTG
of Staten Island: Mr. Sean O’ Sullivan for the invitation.
Past continued...
Page 4 Volume 1, Issue 1 Page 5
Governor’s Visit End of the Year Celebrations
Service to our home, school, and community
Past continued...
On May 4, 2012, after helping out at an elementary school in the
morning with friends and teaching them the essentials of a career,
Brooklyn Tech High School Key Club Secretary Tiffany Leung and I both organized a Senior Citizens Prom event. Many different na-tional organization service lead-ers/members attended this event. We also rewarded the Prom King, Queen, Prince, and Princess with paper-made flower crowns which
took us many nights to assemble. I also made the first fruit salad of my life to serve to the Senior Citizens as we pushed them in wheelchairs across the dance floor. Through the mingling and jingling, we had fun and realized senior citizens sure know how to jive to the music.
Senior Citizens Prom Special Olympics
On May 20, 2012, I attended the Special Olympics event where we were time re-corders for the mentally/physically dis-abled who ran laps. That day, I realized
that even the disabled ran faster than me. Though it was a very hot day and many of us had sunburns, it was fun to give service back to the community and
school. Presenting the awards to the con-test participants and seeing their smiles
definitely made up for it.
Significance of the Governor’s Project: Keys to Accessibility
Page 6 The Secretarial Periodical
Paperwork ( Election and Monthly Report Forms )
On the following pages, I will include the paperwork chart of election and monthly report forms of the clubs in the New York District. It is important that you fill out both election and monthly report forms. However, I am mandating election report forms in a quicker basis, because I would like to release a District
Directory this year. Email your election report form to me at [email protected] (updated as of July 17, 2012)
Paperwork charts
DIVISION 1 ERF March April May June East Hampton x
Eastport x
Hampton Bays
McGann-Mercy
Riverhead
Southampton
Westhampton Beach x x x
DIVISION 2 ERF March April May June Amityville
Bellport
Copiague x x
Lindenhurst
Patchogue-Medford x x x x Sayville x x x William Floyd x x
DIVISION 3 ERF March April May June Half Hollow Hills East
Half Hollow Hills West
Huntington
Ward Melville x x x
DIVISION 4 ERF March April May June Carle Place x x x Elmont Memorial x
Floral Park
Glen Cove
Great Neck North
Great Neck South
Hicksville
Manhasset x
Mineola
New Hyde Park x x x North Shore x x x Schreiber
Sewanhaka x
Wheatley x
DIVISION 5 ERF March April May June Calhoun x
CCA Wantagh x
Farmingdale x x x x
JFK x x
Massapequa
Mepham
Plainedge x
Seaford x
Wantagh x x x
DIVISION 6 ERF March April May June Division Avenue x
East Meadow x x x x Garden City x
GC Tech x x Hempstead
Island Trees x
MacArthur x x
Sacred Heart Academy x
Uniondale x x x W.T. Clarke x x West Hempstead
DIVISION 7 ERF March April May June Baldwin Senior x x x x East Rockaway x x x x x Freeport
Hewlett x
Lawrence x x x Long Beach
Lynbrook
Malverne
Oceanside x x x x x Valley Stream South
Last updated: July 17, 2012
Page 7 Volume 1, Issue 1
Paperwork charts
DIVISION 8 ERF March April May June Aviation x x x x x Bayside x x x x x Benjamin N. Cardozo x x x x x East West Int'l Studies x x x x Francis Lewis x x x x x John Bowne x
Queens H.S. Sciences x x x x x Robert F. Kennedy x x x x
DIVISION 8A ERF March April May June Christ the King
Forest Hills x x x Garden School x x x x Grover Cleveland x
John Adams x x x x x Maspeth x x x x x Martin Luther x x x x x Newtown
Richmond Hill x x x
St. Francis Prep x
Sunnyside x x x x x W.C. Bryant x x x x
DIVISION 9 ERF March April May June Abraham Lincoln x x x Brooklyn Tech x x x x x E.R. Murrow x x x x Fort Hamilton
James Madison x x x x x John Dewey x x x x x L.M. Goldstein x x
Midwood x x x x x Telecommunications Arts
DIVISION 10 ERF March April May June
CSI Int'l Studies x x x
Curtis x x x
Staten Island Tech x x x x x
Susan E. Wagner x
DIVISION 11 ERF March April May June Bronx Science x x x x x DeWitt Clinton x x
Fiorello H. LaGuar-dia x x H.S. American Stud-ies
H.S. Math, Science, Eng x x x x
Hunter College H.S. x x x x Stuyvesant x x x x
DIVISION 12 ERF March April May June Alexander Hamilton
Ardsley
Lincoln
Mount Vernon
New Rochelle
North Rockland
Ramapo
Rye Neck
Saunders
Spring Valley x
Ursuline
Woodlands
Yonkers
DIVISION 13 ERF March April May June
Chester
Fallsburg
Newburgh x x
Middletown x
Minisink
DIVISION 14 ERF March April May June Ausable Valley
Chazy Central
Keene Valley
Lake Placid
North Adirondack
Northeastern Clin-ton
Peru Central
Plattsburgh
Sarnac Central x
Seton Catholic Central
St. Patrick Catholic
Ticonderoga
DIVISION 15 ERF March April May June Bolton x x x x Fort Ann Central x x x x x Glens Falls
Hadley-Luzerne x
Hartford x
Queensbury x x x Saratoga Springs x x x x South Glens Falls x
Southern Adiron-dack
Page 8 The Secretarial Periodical
Paperwork charts
DIVISION 16 ERF March April May June Albany
Berne Knox-Westerloo
Bethlehem x Colonie Central x x x x Guilderland x x
Kingston x x x Saugerties x x x
Shaker x x x x Clayton (Voorheesville) x
DIVISION 17 ERF March April May June Amsterdam
Broadalbin-Perth
Fonda-Fultonville x
Gloversville
Johnstown
Mayfield
Mohonasen
Niskayuna
Schalmont
Schenectady
Schoharie
Scotia-Glenville
Shenendehowa
DIVISION 18 ERF March April May June Averill Park x
Catholic Central x Columbia x x
Hoosick Falls x x x
Maple Hill x
Rensselaer x
Tamarac x x
Tech Valley x x Troy
DIVISION 19 ERF March April May June Frankfort-Schuyler
Illion
New Hartford
Oriskany
Proctor x x x Rome Catholic
Rome Free Acad-emy
Webb/Old Forge Ctr. Adr.
Westmoreland x
DIVISION 20 ERF March April May June Charles W. Baker
Charlotte Valley
Chenango Valley
Children's Home
Greene
Johnson City
Laurens
Maine-Endwell
Norwich
Owego Free Academy
Seton Catholic
Union-Endicott
DIVISION 21 ERF March April May June Baker x
Cicero North Syracuse
East-Syracuse Minoa x
Fayetteville-Manlius x
Hannibal Central x
Jamesville DeWitt x
Liverpool x
Nottingham x
Oswego x
Solvay x x x x x
DIVISION 22 ERF March April May June Corning
Elmira Free Academy
Ithaca
Notre Dame
Southside
Spencer Van-Etten
Thomas A. Edison
Wellsville
DIVISION 23 ERF March April May June Bishop Kearney x
Brighton x
Canadaigua Academy x
East
Penfield x
Victor x
Wayne
Webster-Schroeder x x x Webster-Thomas x x
DIVISION 26 ERF March April May June
Casadaga Valley
Fredonia
Jamestown
Ripley x x
Silver Creek
Westfield Note: Divisions 16-23 AND division 26 is on this page.
Page 8 Page 9 Volume 1, Issue 1
Paperwork charts continued.../ Frequently Asked Questions
DIVISION 24 ERF March April May June Carthage x x General Brown
Gouvernuer
Indian River x
Madrid Waddington x
Norwood-Norfolk x x x x Ogdensburg Free Academy x x x x x Potsdam x x x x South Jefferson
Watertown
DIVISION 25 ERF March April May June Alden
East Aurora
Holland
Iroquois
Lewiston Porter
Lockport x x Niagara Catholic
Niagara Falls
Springville Griffith
West Seneca East x x x x West Seneca West Senior x
DIVISION 27 ERF March April May June Brockport x x x x DeSale Regional
East
Eastridge
Geneva
Keshequa x x
Livonia
Mt. Morris
Pembroke
When I fill out the monthly report form on the 7th of each month, what report form is that for?
Filling out the report form on the 7th of that month is a report form of the events/meetings/divisonals held on the previous month. For example: It is the 7th of June, you should be filling out the monthly report form for the month of May.
Will you accept late monthly report forms? If yes, will it affect the Perfect Paperwork Award in the end of the year conference?
Yes, I do accept late monthly report forms. Handing in one late is better than not handing one in at all. I will take it as you handed it in so it is “perfect”. As long as all paperwork is in, you will receive the award. Still, monthly report forms should be postmarked for the 7th of each month.
How do I earn the Perfect Paperwork Award?
Simple! Hand in your club’s updated election report form as well as each month’s monthly report form.
When will you stop accepting late monthly report forms?
I will always accept monthly report forms. However, when it comes to a month beginning December, handing monthly report forms over a month late MAY affect being “perfect” in paperwork.
What happens if I made a mistake in an election report form/monthly report form? What happens if my club elects new officers?
Submit a new one (both monthly report and election report form).
Frequently Asked Questions and points you may need to know about Paperwork
Below and on the next page are answers to many questions about monthly and election report forms. Please take a few moments to look at these two pages especially.
Page 10 The Secretarial Periodical
What happens if I am not sure what service category to place for such an event?
Write that you are unsure what service category to place for the event when submitting your monthly report form in the content area and you must include a detailed explanation of the event so that I can categorize it for you.
What happens if I submitted a monthly report form online and never received proof?
It did not go through electronically. Try submitting it again or mail/email it to me.
What happens if I submitted in a monthly report form, but my club isn’t marked to have done so?
Send me an email and your proof receipt of the monthly report form. I will ALWAYS change it.
What if my club had no service projects for that month?
Please submit a blank monthly report form for that month.
How will I know if you received my monthly /election report form?
Email me at [email protected] or call me at 13476533656. Best to email.
Page 10 Page 11 Volume 1, Issue 1
Click the above picture linking you to the location on the District website where the PDF for the 2012-2013 Election Report Form
can be found. It is the first link. The fourth link is the online sub-mission for election report forms. The third link is the PDF sub-mission for monthly report forms of projects for the 2012-2013
service year.
Click the picture to the left to go straight to the monthly report form
online submission.
Click the picture to the right to go straight to the election report form
online submission.
Frequently Asked Questions and Where?
The Secretarial Periodical Page 12
Present: I am currently...
Recovery/Recuperation
The New York District recently returned to the city that never sleeps from Orlando, Florida after a successful International
Convention. Right now, I am gathering all the information and physically resting at home while trying to release as many re-
sources as possible and setting dates for myself (listed on Page 2)
Next Issue of Minutes in Pages
The next issue of Minutes in Pages will be released on July 31st, 2012 which will not only have minutes of our brief board meet-ing held at ICON but also what happened at ICON. It was an experience not only for the New York District, but definitely a
bonding experience for all 30 countries of Key Clubbers.
Minutes in Minutes
I am gathering all the scenes for the April board meeting “Minutes in Minutes”
video that will be out within next week hopefully. Stay tuned. When voices are
heard, it’s faster than reading words.
The complimentary video to this issue of the Secretarial Periodical will be out within next
week. If not, then I may combine it will the In-ternational Convention and release that to-
gether towards the end of the month.
Secretarial Update Video
Google Group for Secretaries
Invitation
All New York District secretaries who have successfully submitted an election report form
with their email addresses will get an invita-tion to join a Google email group. I hope that
we can all share information, prob-lems/solutions in our clubs, and resources.
Secretaries, let’s gather together and become friends at work!
Summer Key Club
During the summer, yes! Key Club still runs. I hope all secre-taries are finding ways to improve on their work as the new school year begins as well as holding events. For me, I hope
that during this summer, I can complete a lot of resources as well as continue to attend Key Club events/gatherings to bet-
ter my home, school, and community.
Election Report Form Collection
Again, I will stress the importance it is to have your club submit their election report forms. Be recognized as a club, earn the perfect paperwork award, and be a worthy Key Clubber. Submit all
your work!
The Secretary to District Paper
This will be the official title of a 4 page let-ter newsletter that I release to the District
board. It will update them on the meetings and give reminders, and tell them briefly
about what I’ve been working on. I aim for 8-10 newsletters to be released.
Page 12 Volume 1, Issue 1 Page 13
Future: I will be… / Final Notes
District Directory
The District Directory is a gather up of all the informa-tion in the election report forms submitted by club secre-taries. It lists all the required information that will recog-nize all club officers, the club, and club advisors. This Dis-
trict Directory will be released to all clubs, the District, and will be submitted to International. Once again, all secretaries should submit their election report forms in order to have a successful district directory. I will post-mark the release date of the District Directory to be be-
fore October.
Fall Rally and Division Training Conferences
As the summer draws to a close soon, it also means that the Fall Rally and Division Training Conferences will take place. If your Lieutenant Governor holds a Division Training Conference, all secretaries should be present. Also, if a fall rally is held, all secretaries should be present
whether I am able to attend your Fall Rally or not. Contact me through the Google group and email for training materials.
Secretary Training Materials and Resources
As the summer comes to an end, I will release a guide for secretaries for the remainder of the service year. This guide will postmarked to be
released before September, around the end of August.
Before October, another tip booklet or guide will be released to be used during Fall Rally. This will be another useful guide for secretaries to use throughout the year as well as to be used to pass on to the club’s
next incoming secretaries.
Bi-weekly seminar discussions
As the Google group comes to life, I will hold bi-weekly seminar discussions with club secretaries; every two weeks will focus on a different topic. It may range from talking
about your club problems, a difficult Key Club problem, or just having some fun talking about Key Club facts. More
information will be released through the Google Group on how this will be held. I will also put together bi-weekly or
monthly emails to secretaries through the group so that you will all know what is going on in the District level. I hope
this becomes an effective way of communication.
Gathering of all resources to the website
I will be working with the District Webmaster: Barry Lee and hopefully all resources/newsletters will be up online on the NYDKC website
soon in an easy accessible fashion.
FINAL NOTES
To all secretaries,
I hope this issue will help you understand what I am currently doing. If you ever
have any comments, suggestions, or ques-tions, don’t be afraid
to contact me through any means. I will be glad to help, advise, and answer. Let us all make this year one of the best
in New York District Key Club history.
Much love and
in spirit and service
-Secretary Amber Lee
3636 WOODVIEW TRACE INDIANAPOLIS, IN 46268 • 317.875.8755 • US AND CANDA: 800-KIWANIS
www.keyclub.org / www.nydkc.org