secretary & treasurer quarterly newsletter - 1st quarter dst romona morgan jamaica district
DESCRIPTION
5 District Secretary Treasurer’s Message ICON Overview New International Board Frequenlty asked Questions Support Eliminate Fundraising Ideas Our District Board Star Awards – Monthly Reports Photo Gallery Governor’s Message Official Newsletter of Key Club Jamaica District 10 11 12 13 15 16 2 3 4 6 COLERAINE STREET, ORACABESSA P.O. ST. MARY TEL :( 876) 995–3635 FAX: (876) 726-2104 EMAIL:[email protected]TRANSCRIPT
I have found the paradox that if I love until it hurts, then
there is no hurt, but only more love. ~Mother Teresa How
wonderful it is that nobody need wait a single moment before
starting to improve the world. ~Anne Frank Act as if what
you do makes a difference. It does. ~William James Live
simply that others might simply live. ~Elizabeth Ann Seton I am only one, but
I am one. I cannot do everything, but I
can do something. And I will not let what
I cannot do interfere with what I can do.
~Edward Everett Hale The difference between
a helping hand and an outstretched palm is
a twist of the wrist. ~Laurence Leamer,
King of the Night No man stands so straight
as when he stoops to help a boy. ~Knights
of Pythagoras Charity sees the need, not the cause. ~German
Proverb In about the same degree as you are helpful, you will
be happy. ~Karl Reiland If we could all hear one another's prayers, God might be relieved of some of his burdens. ~Ashleigh
Brilliant
In this Issue! 2 New International Board
3 Our District Board
4 Governor’s Message
5 District Secretary Treasurer’s Message
6
Did You Know? Duties of Secretary and Treasurer
10 Frequenlty asked Questions
11 Star Awards – Monthly Reports
12 Fundraising Ideas
13 Support Eliminate
15 ICON Overview
16 Photo Gallery
Official Newsletter of Key Club Jamaica District
Volume 1 Issue 1
COLERAINE STREET, ORACABESSA P.O. ST. MARY TEL :( 876) 995–3635 FAX: (876) 726-2104 EMAIL:[email protected]
Reminders and Upcoming events Cancer Fair Date TBA Fundraising Week Oct 10-15 Key Club Week Nov 7-11 Early Bird Patch Deadline Nov 1
Source: Keyclub.org
Annie Lewandowski
International President
Catt Lovins International Vice President
International Trustees
Nick
DePorzio
Jared
Greene
Somya
Gupta
Yoo Eun
Kim
Kayla Lash Lucy
McDermott
Randolph
McKinnie
Rebecca
Riley
Alan
Wang
Austin Wu Josiah
Zitterkob
Page 2
District Executive
Jodie-Ann Dunn Governor
Romona Morgan Secretary-Treasurer
Christopher Harper Bulletin Editor
Ijah Brown Webmaster
Lieutenant Governors
Division 1 Shanice Walsh
Division 2 Chadwick Anderson
Division 3 Leila Green
Division 6 Renisha Daley
Division 5 Brandon Ten-Fah
Division 7 Shanique Campbell
Page 3
Hello Key Clubbers!
Has it really been three months since District
Convention? Time is just flying! I sometimes
forget that we only have one year to accomplish
all the goals that we’ve set out for ourselves.
Being your Governor has been quite the
experience thus far and I hope to continue on
this positive path of service, fun and fellowship
which brings us all together. I’m curious though;
what does Key Club mean to you?
To me Key Club is so much more than an
afterschool club; it’s a way of life and a constant source of inspiration, excitement and
comfort. Many of you may feel this way also but whenever I’m doing something for my
community, high school or nation I always feel good about myself because I believe that
I’m making a difference one service hour at a time. This is what I hope to pass on to
every Key Clubber I meet. I love how dedicated each one of you are to this
organization and if I accomplish nothing else as District Governor I would be content to
retire next year knowing that our district has placed an increased value on
COMMUNITY SERVICE and SELF GROWTH rather than the aesthetic pleasures of
simply being in Key Club.
So this year everyone I challenge you to be creative, be daring and most importantly
GET INVOLVED. Expect great things from your district board Key Clubbers just as how
we expect great things from you. EACH and EVERY one of you is a part of a Key Club
family and you should always be ready to welcome others in our family. Key Club is for
me, Key Club is for you, Key Club is for everyone.
Have an amazing summer everyone and don’t be afraid to call/text/ping/face
book/Skype/e-mail me! Go ahead and stalk us.
Yours in friendship and service,
Jodie-Ann Dunn
Governor
Page 4
Hello Key Clubbers!
Let me take this opportunity to officially thank you all for your
support at the recently held District Convention. Now that
the dust has settled, I must say that I am still
overwhelmed and therefore the more enthused to help
propel this district to greater heights. Surely any
achievement will not be possible without your full
support and cooperation. I look forward to having
your full participation in our district projects, Kiwanis
events, divisional services, and in sending your
REPORTS on time. Woot!
Our aim for this year is sustenance in maintaining the
active status of our clubs, reactivating inactive and
suspended clubs, and to have greater participation of the
membership from each club. I would like to plead therefore
that each of you will make it your priority to attend every project
your club organizes. We want outsiders to be impressed by the zest and vigour of the
clubs and their members.
The new Key Club year officially began in May, and as we celebrate its inception, revel
in our new positions, and bask in the sensations; I remind you that there is work to be
done. Nevertheless, you are not alone; I assure you that the Kiwanians and the District
board are committed to helping you. Secretaries and Treasurers feel free to contact me
about any uncertainties in your duties. I have open ears and an open heart ready to
serve you.
I wish for you all a productive and enlightening year as we endeavour to serve our home
school and community with much passion, grace and love.
Yours in loving service,
DST Romona Morgan
Page 5
Duties of Club Secretary A good secretary is essential for any Key Club if it is going to function in a proper way. The office of the secretary is one of the most demanding in the Key Club organization. In the hands of the secretary are all of the records, files, and details that are important for the smooth operation of the Key Club. The best way for a secretary-elect to start is to watch and learn from the present club secretary. He/she will be able to give advice and hints on how to best handle the job. A secretary needs to be prompt, neat, and efficient.
Duties and Responsibilities He/she is responsible for Key Club records. This means that the secretary must be organized in his /her approach and Key Club records must be kept up to date and in good order. The secretary’s Key Club record file should include the following: Club bylaws Key Club Guidebook District constitution and bylaws 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 Club roster having the following information for each member:
Member’s full name, home address, phone, and e-mail address, Date of birth 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.
NB: The items listed above are those normally found in up-to-date Key Club files. These are important. The secretary should record the following about each regular Key Club meeting:
Number of members present, names of those absent, list of guests attending and presiding
officer.
Page 6
Duties of the Club Treasurer The office of club treasurer is important because the treasurer is in control of the club’s money, its collection and
disbursement. It is important this job is done well.
Many schools do not allow clubs to keep independent checking or savings accounts. It does not matter who writes the
checks, school officials or the Key Club treasurer. What does matter, though, is that the treasurer be 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 properly so that there are no doubts about his/her integrity.
If your school policy permits 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 or president.
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 monies and the Invoice and
Membership Roster to the International Office.
Prepare the budget, present it to the board for approval, and ensure that club activities adhere to the budget.
Maintain accurate financial records. Transact business through a bank or school account.
Inform the club of its financial strengths and weaknesses.
Inform the Kiwanis club of the Key Club’s financial status. Disburse funds and pay bills promptly as approved by the board of directors.
Bill members for unpaid dues.
Deposit club funds.
Understand school and club policies regarding student financial accounts relating to school organizations. 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 monies 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.
Page 7
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 organization’s planned
expenditures and income based on the approval and commitment of the club. Use the budget as a guide for 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.
Maintaining Accounts 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 monies collected from the general public must be returned to the general public. Such monies cannot be
used for club administrative costs, such as printing, conventions and conferences, and travel to non-service projects.
Administrative Accounts-The administrative account is the operating account for the club. It is used for those monies to be
spent on club administration and/or members. Monies coming from the administrative account are collected from dues,
Kiwanis-family members and school subsidies. Monies in this account may be used to buy supplies, purchase advertising, send members to conventions and conferences, 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 deposited. Likewise, all
checks should note from which account the money was drawn.
Collecting and Submitting Dues Your club’s faculty advisor will receive a letter in early September containing your Key Club number and a unique
password. This will allow you to update your club roster and generate a dues invoice on-line at the Key Club Membership
Update Center. Please keep and safeguard this password, and use it to add new members throughout the year. By updating your club’s roster on-line, the electronic submission will generate cards, pins, certificates and handbooks for your new
members much sooner.
Annual dues are payable by November 1st, and become past due on December 1st. Any time your club recruits new members
throughout the year, you should submit their names and contact information on the Membership Update Center, generate an
invoice, and mail the payment to Key Club International.
Page 8
Maintaining Accurate Financial Records It is important to keep an account of all transactions as they are made. A simple method to use is the general journal, containing three columns: income, expenses, and balance. Log in each transaction when it occurs; specify the date and a
simple description; list it properly under income or expense; and record the balance.
When disbursing money, always obtain a receipt as evidence of payment. When at all possible, use a check rather than cash. This will provide you with an additional receipt. When reimbursing a club member for expenses, require them to complete an
expense voucher and attach a copy of the receipt to receive reimbursement. No more than two individuals should have authorization to write checks. Typically, the club treasurer and president are
authorized to write checks. When receiving money, always issue a receipt, especially when you receive cash (i.e. dues and
fundraiser money).
And finally, never hold cash personally for any length of time. You are responsible for the finances of the club. By
depositing cash soon after receipt, you guarantee that your members’ money or community’s contributions are secure.
Bank Reconciliation
Periodically, the bank will submit a statement listing all transactions that took place within a certain period of time.
Upon receipt of the statement reconciliation should be made to certify the accuracy of the club’s balance. If this is done upon
receipt of each statement, errors can be corrected.
To perform this reconciliation, follow these steps: 1. Verify all amounts on the statement with amounts noted in your checkbook.
2. Place the amount of the bank balance in the appropriate space on the back of the statement.
3. Add any deposits not noted on the statement. 4. Deduct all outstanding checks, not yet cashed.
This adjusted balance should agree with the checkbook balance. If it does not, double-check your arithmetic. If the error is
not yours, contact the bank and ask that they review the statement for the possible error.
Page 9
1. Do I need to send monthly reports during the summer?
Yes you do. Your school provides you with a break however in providing service to our home, school and
community we never take a break.
2. The reports have not yet been signed but they are finished. Can I still submit them on the 5th?
Yes, yes yes! You can submit your reports electronically (by e-mail [email protected]) without the
signatures. You MUST however get them printed, signed and submitted to your LG or the DST at a later date.
3. If my club did nothing for the month do I still need to send a report?
Yes you do. You need to submit a report that shows you have done nothing for the month otherwise the district
will never know that you did nothing. Instead we would be of the opinion that the Secretary is negligent.
4. If my LG has contacted the club but I do not deem the contact sufficient is it okay to type no?
Yes it is okay to type “no”. Please remember that the LG may have contacted other members of the board. So
before typing “NO” ask your board if they were contacted.
5. As a Treasurer, Do I need to submit a financial report to the District?
Not necessarily. The finances indicated in the Secretary’s report would be sufficient, however the board for your
school’s Key Club should receive a detailed report of the expenses and revenues each month.
6. My school or faculty advisor handles our club’s finances, what should I do as a Treasurer?
As Treasurer, you still collect dues, money from sales, sarges etc, count it off and hand it over to the school or
faculty advisor. At the end of each month in order to submit a financial report to the board ask the school or
faculty advisor to provide you with a summary of the club’s account.
Page 10
Schools that submitted Monthly Reports
MAY
1. Ardenne High
2. Calabar High
3. Campion College
4. Charlie Smith High
5. Convent of Mercy Academy "Alpha"
6. Cornwall College
7. Excelsior High
8. Hampton High
9. Holy Childhood High
10. Immaculate High
11. Kingston College
12. Mannings High
13. Meadowbrook High
14. Merl Grove High
15. Mona High
16. Montegobay High
17. Mt. Alvernia High
18. St. Andrew High School for Girls
19. St. Andrew Technical
20. St. Catherine High
21. St. Georges High
22. St. Hughs High
23. William Knibb High
24. Wolmers Boys
25. Wolmers Girls
JUNE
1. Ardenne Extension High
2. Ardenne High
3. Calabar High
4. Campion College
5. Charlie Smith High
6. Convent of Mercy Academy "Alpha"
7. Excelsior High
8. Hillel Academy
9. Holy Childhood High
10. Immaculate Conception
11. Jamaica College
12. Kingston College
13. Mannings High
14. Meadowbrook High
15. Merl Grove High
16. Mona High
17. Montegobay High
18. Mt. Alvernia High
19. St. Andrew High
20. St. Andrew Technical
21. St. Catherine High
22. St. Georges high
23. St. Hughs
24. The Queens High
25. William Knibb High
26. Wolmers Boys
27. Wolmers Girls
Page 11
The community service provided by Key Club members worldwide is invaluable. By dedicating more than 12
million hours to bettering their homes, schools and communities each year, our members have made
tremendous strides in almost all facets of society, from helping Kiwanis International virtually eradicate
Iodine Deficiency Disorders, to reducing HIV/AIDS rates in Swaziland through a partnership with UNICEF, to
benefitting parks, schools, libraries, and much more in communities around the globe. With each project
completed and hour spent in service, members of Key Club International are changing the world.
Here are some useful ideas!
Bell ringers
Members needed: 1+
This holiday season, sign up to help your local Salvation Army as they serve the underprivileged
members of your community. Contact a volunteer specialist at your local branch and pledge to
spend a few hours out in the cold. After all, it could greatly change a life.
Bright, shining service
Members needed: 3–5+
Take an afternoon to brighten the classrooms and corridors or your campus. Gather a few members
of your Key Club and equip them with glass cleaner, towels and everything else needed to cut
through the grime on the windows. Extend the project to the entire community to make your
service more visible, or to raise funds for your favorite service partner or charity.
Read-a-thon
Members needed: 5+
Volunteer at a local library or elementary school to host a reading day. Choose your favorite kid’s
book with an appropriate, important message and share it with the children of your community.
Enjoy your unique opportunity to promote literacy and help instill a love for reading in the lives of
participating kids.
Winning tips: Have extra copies so older students can follow along as you read, and consider
having a hands-on project or craft ready for students when you’ve finished the story. Don’t forget to
practice your character voices beforehand to make the time even more enjoyable.
Page 12
Source: Key Resources
ELIMINATE
Source: Eliminate pamphlet
When time is short, no act is small
Maternal and Neo natal tetanus isn’t just a fatal disease – It makes every moment of
a baby’s short life painful. That pain robs a mother of the chance to provide even the
comfort of her touch.
In countries where people lack healthcare education and services, a baby can be
infected during birth. Infection brings a disease that kills within days. Hat short life
time is marked by stiffness, difficult breathing and convulsions triggered by the
slightest sound or contact.
To eliminate MNT, more than 1oo million women and their future babies must be
protected. This comes at a cost of roughly US 240 million (Ja $20 640 million).
Millions have already been committed.
But a US $110 MILLION FUNDING GAO REMAINS. With the Eliminate Project,
our goal is to raise US 110 million by 2015, filling the funding gap and becoming
the world’s largest single donor.
Our work will make a historic impact. On average, US $1.80 can protect a
woman and her future children from this horrific disease. Using this average,
we will save and protect more than 61 million mothers and their babies.
After all there are times when something as simple as a mother’s touch
requires a group effort. The worldwide Kiwanis family has the power to protect
that connection.
Page 13
How can my school help contribute
to this cause?
1. Fundraise
2. Submit finances to your LG
or the DST
3. Indicate that the money is
for Project Eliminate
4. Await the response from
Key Club International
when they receive the
money
It’s that simple!
Source: TheEliminateProject.org
Support
ELIMINATE
Page 14
ICON Awards
Robert F. Lucas Outstanding Lieutenant Governor LG D2 Jelani Munroe LG D6 Simone Young LG D5 Ashley~Rae Kelly Distinguished Diamond Clubs Campion College St. Andrew High School
ICON Experience
The date June 29th
seemed forever engraved in my brain but it
seemed so far away. It seemed I awoke to the reality of it all as
I was being driven to the air port, I was going to ICON!
Promoted as an unforgettable experience and so it was.
The heat in Arizona had this surrounding effect. There was no
standing in the shade of a tree to block it because it was
everywhere yet somehow there was no seating.
Inside the hotel where most of the activities took place was
well air conditioned, so no one was miserable. There were
people from the Caribbean, Canada, Asia and across the length
and breadth of the United States. There was a huge buzz of
talking, but it wasn’t just English, there was French, Asian,
Spanish and some creoles.
Lunch hour saw each district chanting their district’s cheer.
We were making our own little lunch time concert. The most
striking effects were the how enthusiastic each person was yet
how organized it all was. Out of respect no district would
cheer while another was doing theirs.
Jamaicans though small in number were notorious. They
absolutely loved our ‘accent’ and traded Key Club pins with us
for taking pictures, singing a song or permitting them a hug.
We were loved, which saw us meeting every culture that was
present there.
I definitely had cool times, in the hot spot.
By: Romona Morgan
Page 15
Relay for Life (Kingston)
Kiwanis Project to Manchester
Page 16
International Convention Phoenix Arizona
www.keyclub.org Contact Information: phone (455-8662), e-mail ([email protected])