Key Club Bylaws, Officer Job Descriptions, and Honor Code
ARTICLE I: Name
Section 1. The name of this organization shall be the Key Club of South Western High School.
ARTICLE II: Organization
Section 1. Its form of organization, its ideals, and its purpose shall be similar to those of the Kiwanis Club of Hanover. Section 2. It shall be sponsored by, but not a part of, Kiwanis club of Hanover. The Kiwanis club assumes all chartering costs.
ARTICLE III: Objects and Activities
Section 1. The objects of the Key Club shall be: To develop initiative and leadership. To provide experience in living and working together. To serve the school and community. To cooperate with the school principal. To prepare for useful citizenship. To accept and promote the following ideals: To give primacy to the human and spiritual, rather than to the material values of life. To encourage the daily living of the Golden Rule in all human relationships. To promote the adoption and application of higher standards in scholarship, sportsmanship, and social contacts. To develop, by precept and example, a more intelligent, aggressive, and serviceable citizenship. To provide a practical means to form enduring friendships, to render unselfish service, and to build better communities. To cooperate in creating and maintaining that sound public opinion and high idealism which make possible the increase of righteousness, justice, patriotism, and good will.
Section 2. The activities of the Key Club shall be in accord with its Objects. They should include those suggested by Key Club International, plus such additional activities as might be adopted by the Key Club and approved by the school advisor or principal.
ARTICLE IV: Motto
Section 1. The motto of the Key Club shall be “Caring-Our Way of Life.”
ARTICLE V: Membership
Section 1. Membership shall be limited to the high school students as apportioned from the senior, junior, sophomore, and freshmen classes by the Board of Directors, who possess the qualifications prescribed by Article 6, Section 1 of the Constitution of Key Club International.
Section 2. Members will complete 25 hours of community service per semester. Students who have not completed 25 hours by the beginning of the second semester will be subject to removal from the club. Students who do not complete 50 hours by the end of the school year will not be eligible to apply for the following year.
ARTICLE VI: Officers
Section 1. Officers shall be president, vice-president, secretary, treasurer, and editor. They shall serve for one (1) year or until their successors are elected and qualify.
Section 2. Each officer shall be a member in good standing. No other restrictions or limitations shall be placed on these officers.
Section 3. Officers will perform the duties listed on the following pages.
Duties of the 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. After appointing persons to perform tasks, ensure that the task is done. · 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- on-going 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. Try to encourage members to run for positions. 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 throughout the year.
Duties 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 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 bi-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 president. · Receive all materials and possible help from the past vice-president of your club. · Talk to prospective members of the Key Club, and encourage them 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 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.
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 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 Date of joining Key Club Committee assignments and offices held in Key Club · 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 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 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 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.
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 public is informed about the service Key Club renders. The club editor needs to work alongside the secretary to be an informed officer and to use the correct and necessary information for newsletters, fliers, bulletins, and publicity stunts. Club editors have the role of making Key Club known within the community and the school.
Duties and Responsibilities · Produce a monthly newsletter to members providing the following information: 1) Important dates 2) Upcoming events 3) Officer information 4) Meeting schedule 5) Service project dates and information 6) Review of completed projects 7) Committee reports 8) President’s message 9) Major Emphasis Program Information 10) District Project Information 11) Reminders 12) Dues update 13) Make sign-ups on www.signupgenius.com · Post signs, posters, and banners announcing meeting dates, projects, and any type of Key Club promotion · Send articles to the district publication and KEYNOTER magazine regarding projects and new ideas. Be sure to include photos. · Make public-service announcements, contact local press, and send articles to community newspapers
Club Editor’s Checklist
Weekly duties · Attend all 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 meetings. · Attend Kiwanis club meetings and provide updates on club happenings.
Duties of the Club Historian
The club historian is responsible for preserving the present for the future.
Duties and responsibilities: Gathering pictures and other documents having to do with the club’s activities throughout the school year. Organizing the club scrapbook. Maintaining the club website.
South Western Key Club Honor Code
It shall be the commitment of every South Western Key Club member to abide by the Honor Code. The Honor Code is intended to instill integrity in each of Key Club’s members. The code’s principles are the following:
1. Students must attend all Key Club meetings. Exceptions: Excused school absence Involvement in music or sports. Meetings will be held outside of school. If a member misses a meeting they should turn in an excuse on signupgenius. After 3 unexcused absences from meetings, the member will meet with the board and may be excused from the club.
2. If a student signs up for an event, they must attend that event unless 24 hours notice is given to the officers or they find a replacement club member.
The first club meeting day of the month will also be t-shirt day. Wear your club t-shirt!
Violation of the following principles of the Honor Code will result in an immediate written warning and the student may be subject to removal from the club at the advisor’s discretion:
Quality of Conduct is Essential! - Being placed in ISS (in-school suspension) or suspension from the school, disciplinary actions imposed by the school, constitute a violation of the Honor Code.
Independent Work Indicates Honor- Key club members are expected to achieve grades honorably, by doing work independently. A cheating violation can be cited for any type of work that requires a grade.
Respecting Others is Right. - Members are expected to respect others as well as the property of others. The stealing of any type of material is forbidden and considered a violation of the Honor Code.
All decisions concerning the disciplining of members due to violation of the Honor Code will be made by the officers in conjunction with the advisors. If a member should be expelled from the club, that student can apply for membership for the next year. The decision of accepting or not accepting such a student into membership shall be at the discretion of the president and advisors.
Code of Conduct:
Key Club members are expected to act according to the highest standards of behavior. Any inappropriate activities brought to our attention will be deliberated upon by the board and the actions deemed necessary will be set in place.
The Honor Code’s purpose is to elevate the members’ standards of excellence by instilling integrity in Key Club Members. By promoting quality conduct, independent work, and respect for others, the Honor Code challenges every Key Club member to abide by honorable principles and to commit themselves to creditable leadership.