Duties and Responsibilities

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

Vice President -

Duties and Responsibilities

  • 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.

Corresponding Secretary-

Duties and Responsibilities

  • Attend all meetings and compose the official minutes.
  • Answer all correspondence promptly, and inform officers and advisors of the communication.
  • 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.
  • Produce a club membership directory.
  • Submit monthly report to the district.

Recording Secretary -

Duties and Responsibilities

  • 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.

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

Treasurer -

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.

Historians -

Duties and Responsibilities

  • Create the Award Winning Southington High School Key Club Scrapbook to be entered at the District Convention Scrapbook Contest.
  • Take Photos and collect all photos taken at Club events.
  • Maintain Southington High School Hallway Display.
  • Create advertisements and intriguing posters to promote Key Club.

Technology Chair -

  • Manage Website and other technical needs of the Club