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: amberlee.sec@nydkc.org

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 amberlee.sec@nydkc.org (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 amberlee.sec@nydkc.org 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