Below the duties and responsibilities of the principal leadership positions of a Key Club are explicated. Click here to download resources for the administration of a Key Club and for leadership edification.

Club President | Club Vice-President | Club Secretary | Club Treasurer

Club President

During the next year, you will be planning, organizing, and carrying out responsibilities associated with your role as the club’s chief executive officer.   Many of these leadership responsibilities are listed below.   Be assured that everyone in your club wants you to be successful.   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.

Attending- As an ex-officio member, attend as many committee meetings as possible (but let the chair run the meetings).   You are a significant role model; so, 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- Ongoing analysis of club meetings and operation leads to continuous improvement in the club.

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 fellowship.   You are responsible for agenda setting and for making certain the vice-president is prepared to preside in your absence.

Problem solving- Make it apparent that you are concerned and accessible.   Seek input and explore alternatives before making important decisions.

Recruiting and retaining- Make certain all members are active and involved.   New membership is the lifeblood 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.

Training- Club officers, board, and committee chairpersons must clearly understand and carry out their responsibilities throughout the year.

Club President’s Checklist

Weekly Duties

1. Conduct and preside over a regular Key Club meeting.
2. Create and abide by an agenda for your weekly meeting.
3. Keep officers and committees running smoothly.
4. Lead the entire membership in a well-rounded program of activities and projects.
5. Personally contact delinquent members.
6. Meet with faculty advisor to cover agenda points and current club issues.
7. Make sure that members from your club are attending Kiwanis meetings.
8. Make sure that each officer is aiding the committee to which he/she is assigned.
9. Keep a file of all correspondence.

Monthly Duties

1. Arrange and conduct a board of directors meeting.
2. Carry out one of the Nine Recommended Projects.
3. Work with the committee chairs on their proposed projects for the coming month.
4. Make sure all monthly reports are going out on time.
5. Keep in touch with the student council and school administration.
6. Make a list of the coming month’s activities and post it.
7. Organize or participate in inter-clubs.

Annual Duties

1. Work toward a net increase in membership over the previous year.
2. Receive help and information from the past president.
3. Read and study all Key Club educational materials.
4. Develop a good working knowledge of parliamentary procedure.
5. Set up good Kiwanis-family relations.
6. Study your membership roster and form committees.
7. Conduct elections for class directors and representatives.
8. Start projects shortly after school begins, if not sooner.
9. Designate a public relations committee chair and make sure your club activities are sent into the district publication and KEYNOTER magazine.
10. Make sure each member paid his/her dues to both district and International and received a membership card and Member Handbook in return.
11. Work with the secretary in filing your club’s Annual Achievement and Single Service Reports.
12. Conduct elections for new officers, and make certain they learn about their respective offices.   Elections should be scheduled in February.
13. Assist the new president in every way possible to learn about the office and your Key Club.
14. Send delegates to the district and International Key Club conventions.
15. Plan at least one social activity or service project per month over the summer to maintain excitement and interest for Key Club.   Invite potential members from the incoming class.

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 operating 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.

• 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 turn them in 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 president.

• 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.

Important

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

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

Responsible for Key Club records.   This means that the secretary must be organized in his/her approach, and Ke 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, and e-mail address
  • Telephone number
  • Date of birth
  • Date of joining Key Club
  • Committee assignments and offices held in Key Club
  • Chief interest in Key Club work
  • 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 up-to-date 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 phone the appropriate source for copies.

The secretary should record the following about each regular Key Club meeting:

• Number of members present

• Names of those absent

• List of guests attending

• Presiding officer

• Speaker and subject

• Dues collected from whom (if applicable)

• Committee reports-written and oral

• Announcements

• Any motions or decisions acted upon by the membership

Keep minutes of all meetings of the board of directors. Help the president prepare an agenda for each of these.

Handle all club correspondence, and especially give prompt attention to communications from the district and Key Club International offices.

Write or phone the Key Club International Office for any bulletins or club supplies needed.

Maintain official club records.

Send district convention registration fees to proper place and send Key Club International convention registration fees to appropriate address.

Collect reports from committee chairs.

Send names, addresses, and phone numbers of newly elected officers to the district administrator.

See to it that news items concerning your club are sent to the editors of the district publication and KEYNOTER magazine.

Assist the secretary-elect in becoming acquainted with his/her duties.

Club Secretary’s Checklist

Weekly Duties

• Attend all meetings and compose the official minutes.

• Answer all correspondence promptly, and inform officers and advisors of the communication.

Monthly Duties

• Prepare board of directors meeting agenda with president.

• Attend the board meeting and take the minutes.

• Collect the monthly committee reports.

• Submit monthly report to the district.

• Send newsworthy articles to the district publication and KEYNOTER magazine.

Annual Duties

• Receive all materials from the past club secretary.

• Inventory all Key Club property.

• Make a Key Club file with reports, bulletins, and manuals.

• Produce a club membership directory.

• Help choose the convention delegates, candidates, and contestants, and take care of all materials and monies (if applicable) relating to them.

• Work with the president in completing the Annual Achievement and Single Service Reports for your Key Club.

• Notify the district and International offices of your new club officers for the next year.

• Assist the secretary-elect and pass on all Key Club materials to him/her after your term of office.

The Secretary’s Role During Meetings

• During club and board meetings, the secretary should be prepared to document all club and board meeting activity by maintaining an attendance log and transcribing minutes.   The writing of minutes is described below.

• A form to document meeting and project attendance should be created. Record each time a member attends a club meeting or project.   When a member participates in a service project, document on a service hour report the number of hours he/she participated.

• The secretary also is responsible for assisting the club president in developing meeting agendas.   The secretary, with the president, should identify topics that need to be addressed during each meeting.

• The secretary should be prepared to present a secretary’s report during board meetings, as well as present the monthly report for approval by the board.   The club secretary is a voting board member and should vote on all issues presented by the board of directors.

Writing Minutes

Minutes are the journal for the proceedings of a meeting.   Minutes should record the action taken at the meeting, not what was said by the members.   The minutes should never reflect the secretary’s opinion on anything said or done.

Contents of the Minutes

The first paragraph of the minutes should contain the following information:

• Type of meeting: club, board, regularly scheduled, specially called

• Date, time, and location of the meeting

• List of those present and those absent

• Identification of the chair (typically the club president or vice-president) and secretary

• Specification of whether the minutes of the previous meeting were approved as read or as corrected

The body of the minutes should contain a separate paragraph for each subject discussed and acted upon.   Specify the exact words of the motion, the maker of the motion, and the action taken on the motion amended, passed, rejected, tabled, or withdrawn.   Describe how the motion was adopted or disposed of and whether the motion was debated or amended before being adopted or rejected.   Also, document secondary motions, such as a recess or setting a fixed time to adjourn the meeting. The last paragraph should state the hour of adjournment.

Rules and Practices for Writing Minutes

• The name of the seconder of a motion should not be entered in the minutes unless ordered by the assembly.

• When a count has been ordered or the vote is by ballot, the number of votes on each side should be entered.   When the voting is by roll call, the names of those voting on each side and those answering, “present” should be entered.   If members fail to respond to a roll call vote, enough of their names should be recorded as present as to reflect that a quorum was present at the time of the vote.   If the chair voted, no special mention of this fact is made in the minutes.

• The proceedings of a committee of a whole, that is the board of directors, breaks into an open discussion about a topic without making any motions, should not be entered in the minutes, but the fact that the board went into a committee of the whole, as well as the committee report, should be entered.

• When a committee report is of great importance or should be recorded to show the legislative history of a measure, the board can order it “to be entered in the minutes,” in which case the secretary copies it in full into the minutes.

Monthly Report

Most districts require that clubs submit a monthly report detailing the Key Club’s activities during the previous month. These report forms should be obtained by contacting your district secretary. Clubs should refer to their reports to evaluate their progress toward club goals.

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.

• 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 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.

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.

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 and line item, if appropriate, the money was drawn. 

Collecting and Submitting Dues

Dues which each member pays to belong to Key Club are used to provide many services: service program materials, leadership training, conventions and conferences, professional development, fellowship opportunities, member-support information, KEYNOTER magazine, club mailings, and literature on member development, membership recruitment, public relations, and club officer training.

Each Key Club member must pay both International and district dues.   In addition, clubs may require that members pay dues to the club.   This dues amount should be specified in the club’s bylaws.   Members should be aware of the financial implications of membership prior to joining Key Club.   The money they pay in dues allows Key Club to provide the services described above. 

Your club’s faculty advisor will receive an Invoice and Membership Roster from Key Club International in August or September.   To make payment of district and International dues as simple as possible, Key Club International has one form that should be used when submitting both district and International dues payments.   To pay your club’s district and International dues, just follow the instructions listed on the forms. They are both submitted to the International Office.

Dues and Membership Form

Clubs should use this form whenever they submit International dues.   It is very important that all the paid members’ names and addresses appear on this form.   The International Office uses the information you submit to compile its official membership list.   Your club’s faculty advisor will receive a copy of this form in September; however, you may obtain additional forms from Key Club International at any time during the year.   Annual club, district, and International dues are payable on November 1 st and become past due on December 1 st .   Any time your club recruits new members, you should submit the names and addresses of the new members on a dues and membership form along with their International dues to Key Club International.

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.   It is recommended that the club purchase a general ledger for the club treasurer.

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.   A sample expense voucher is included in this workbook.

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 fund-raiser money).   Ideally, you should purchase a book of cash receipts so the club can maintain copies of the receipts.

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.   They may or may not return your canceled checks, depending upon their policy.   Upon receipt of the statement (usually monthly), 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 the 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.