2013-2014

West Virginia Key Club

District Board of Trustees

Committee Directives

The West Virginia Key Club District has eight (8) standing committees. They are as follows:

Executive Committee

District Project Committee

Theme and Major Emphasis Committee

Kiwanis Family Relations Committee

Growth Committee

Public Relations Committee

Internal Communications and Development Committee

Convention Committee

Each member of the District Board of Trustees will serve on two (2) committees. Each

committee shall meet during two sessions during each official meeting of the West Virginia

District Board. It has been set up that a committee member will not serve on two committees that

meet during the same time.

NOTE: The Key Club Governor and the Key Club District Administrator shall serve as ex-officio

members of all committees.

Each committee will be required to submit a report during each board meeting after the

respective session. The report is to be given orally by the committee chairman.

Committees are appointed by the District Governor. Chairmen have been determined in such

ways:

1. Specific Committee Chair Positions

Our District has set officer positions in its bylaws of “District Project Chairman” and

“Convention Promotion Chairman”. These positions are designated as chairman of their

respective committees. The board position of “Special Activities Director” has been

selected to serve as the chairman for the Theme and Major Emphasis Committee, a

“Kiwanis Family Chairman” has been appointed to chair this respective committee, and

“Communications Chair” is appointed to chair the respective committee, and is no longer

co-chairman of the Public Relations Committee with the District Bulletin Editor.

2. Traditional Chairman

Tradition in West Virginia and by Key Club International places members of the

Executive Board as committee chairmen of committees most related to their positions.

The Growth Committee will be chaired by the District Secretary-Treasurer, and the

Public Relations will be chaired by the District Bulletin Editor.

3. Special Committees

Special Committees may be appointed by the District Governor during the term.

Each committee is responsible for completing certain objectives throughout the year. However

there are some responsibilities for all committees.

All Committees are required to:

1. Send an article to the District Bulletin Editor 1 month before its publication. This article

is to be done by an individual board member. This article will count as the required

article that each board member must submit once a year.

2. Orally report committee activities, plans, goals, and objectives at each meeting of the

West Virginia Key Club District Board.

3. Send a written report at the end of the committee meetings (during the year and during

board meetings) to the Governor, Secretary-Treasurer, Governor’s Administrative

Assistant (GAA), and District Administrator.

4. Send a copy of ALL materials being sent out to clubs/individuals to the Governor,

Secretary-Treasurer, Bulletin Editor, Governor’s Administrative Assistant, and District

Administrator.

5. Anything that needs to be sent to clubs (letters, handouts, booklets, etc.) needs to be sent

to the Governor and the Administrator for revision before distribution.

6. All committees must submit copies of all materials to the Governor, Administrator, and

Assistant Administrator.

1. Executive Committee:

Chairman: Kahlen Browning, Governor

Committee Members: Katarina Alatis, Francesca Folio, Ashton Johnson, and Madison Kranis.

2. District Project Committee:

Chairman: Abby Mercer, District Project Chair

Committee Members: Rachel Adams, Amanda Assaley, Mallory Rinker, Dakota Saunders, and

Katie Shaffer.

3. Theme and Major Emphasis Committee:

Chairman: Morgan Goff, Special Activities Director

Committee Members: Nathan Adkins, Jana El-Khatib, Taylor Jennings, and Sean Snider.

4. Kiwanis-Family Relations Committee:

Chairman: Morgan Abbott, Kiwanis Family Chair

Committee Members: Jordan Barney, Paul Fernandes, Emily Garren, and Elizabeth Warner.

5. Growth Committee:

Chairman: Katarina Alatis, Secretary-Treasurer

Committee Members: Francesca Folio, Taylor Jennings, Abby Mercer, and Mallory Rinker.

6. Public Relations Committee:

Chairman: Madison Kranis, Editor

Committee Members: Jordan Barney, Emily Garren, Sean Snider, and Elizabeth Warner.

7. Internal Communications and Development Committee:

Chairman: Katie Shaffer, Communications Chair

Committee Members: Rachel Adams, Nathan Adkins, Paul Fernandes, and Morgan Goff.

8. Convention Committee:

Chairman: Amanda Assaley, Convention Promotion Chair

Committee Members: Morgan Abbott, Jana El-Khatib, Ashton Johnson, and Dakota Saunders.

Executive Committee:

Requirements:

This committee is made up of the Governor, Secretary-Treasurer, Bulletin Editor, the

Governor’s Administrative Assistant, and a Lieutenant Governor.

This committee is expected to set goals to present to the board, and to present an

update/re-evaluation of those goals at each of the board meetings.

The committee will evaluate all other directives and make suggestions for improvements.

Committee members are expected to meet on a set date prior to each District Board

Meeting to discuss the agenda and any current topics of importance.

This committee will take responsibility of any project/activity that is not covered by any

other committee.

Committee members shall keep in contact monthly – especially when there are important

topics that need immediate decisions.

District Project Committee:

Requirements:

Research and decide on several possible options for the District Project to bring in front

of the board at the International Convention meeting.

Thoroughly research the selected 2013-2014 District Project in order to answer any

questions that arise before finalization at the August Board Meeting.

Develop official scoring criteria for awards at District Convention to be mailed to club

Presidents and Advisors.

Create an informative and helpful District Project Handbook as a guide to club

participation to be sent in the Back-to-School Mailing. Every member of the committee

should be active in finding project ideas with one handbook “editor”.

Follow up with new promotions and suggestions in subsequent mailings.

Create a promotional and informative District Project PowerPoint/Prezi or a different

resource which Lieutenant Governors can present at Divisional Council Meetings or

Presidents Council Meetings.

Create and use other methods to promote the District Project throughout the year and to

ensure all clubs have resources on the ins and outs of the project and are aware of the

criteria for awards. (Videos, flyers, etc.)

Theme and Major Emphasis Committee:

Requirements:

Prepare and send information on the Theme and Major Emphasis Program (TMEP) to all

Key Club Presidents and Faculty Advisors.

Send at least (5) Newsletters to the Club Presidents and Faculty Advisors. Which will be

sent out with each district mailing. This should include newsletters with the following

topics: The TMEP as a whole, The Eliminate Projects specifically, and the official

partners in service (Children’s Miracle Network, UNICEF, and March of Dimes).

At the most active time of the year for each service partner, send reminders to the clubs to

participate in projects to benefit them. In these letters or post cards, please include project

ideas.

Take notes and publicize the removal or continuation of the past years’ service initiative.

If able, attend the TMEP forum at International Convention.

Develop innovative ways to increase potential for this program.

Promote The Eliminate Project.

o Set year’s goal for the district to accomplish.

Create a promotional and informative Theme and Major Emphasis Program

PowerPoint/Prezi or a different resource which Lieutenant Governors can present at

Divisional Council Meetings or President’s Council Meetings.

Kiwanis-Family Relations Committee:

Requirements:

Heavily promote the Kiwanis PB&J Program (Parent, Buddy, and Join)

Prepare and distribute a list of joint service and fundraising activities to all Key Club

Presidents and Faculty Advisors, Kiwanis Club Presidents, and the Key Club District

Board. This should be accompanied by a formal letter and is to be sent by

September 10th

and in the Back-to-School mailing.

Send a letter to emphasize the importance of Kiwanis Family relations to all Key Club

Presidents and Faculty Advisors, Kiwanis Club Presidents, and the Key Club District

Board. This is to be mailed no later than October 20th

so clubs can receive it by

November 1st – the start of Kiwanis Family Month.

Obtain a copy of the Kiwanis District Directory and email the Key Club the addresses of

the Kiwanis Clubs and contact information of presidents in their division. Also, publish

to the Kiwanis Clubs the Key Club president’s contact information in their division.

Send a letter to all Key Clubs promoting the importance of attending meetings and

projects of their sponsoring Kiwanis Club in the Back-to-School mailing and subsequent

mailings. Likewise, send a letter to all Kiwanis Clubs emphasizing the importance of

attending Key Club meetings and Service Projects.

Develop a method for more active Kiwanis Family relations between the Kiwanis, Key

Club, and Circle K District Officers. Kiwanians will be leaving office mid-way through

the year. Therefore, a continuity plan should be created and established.

Create a promotional and informative Kiwanis Family Relations PowerPoint/Prezi or a

different resource which Lieutenant Governors can present at Divisional Council

Meetings or President’s Council Meetings.

Growth Committee:

Requirements:

Revise and update the West Virginia District Membership Growth and Development

Handbook. Just take out the information on how to create new club (it is useless for

individual clubs to have).

o This handbook is to be sent to all Key Clubs in the Back-to-School Mailing.

Make sure to include ways that clubs can increase membership and retain their

members from year to year.

Set membership growth goals (not including new clubs)

Promote these goals within the District Board, and push for membership growth in the

clubs with district board members in them.

Remind clubs to hold a second-semester membership drive.

o Reiterate that clubs can always pay dues and that it is never too late to join Key

Club! (send this reminder in the January Mailing)

Create and use other methods to increase club membership, promote Kiwanis Family

growth (especially through participation with other branches), and to promote leadership

growth of club members to become future District Board Members.

Create a promotional and informative Membership Growth PowerPoint/Prezi or a

different resource which Lieutenant Governors can present at Divisional Council

Meetings or President’s Council Meetings.

Create and distribute a list of potential Key Club (to the district officers) BEFORE the

August Board Meeting, and redistribute before Fall Rally.

o Work with the Kiwanis Key Club Committee and Kiwanis Lieutenant Governors

to identify Kiwanis Clubs willing to sponsor new Key Clubs.

Send a letter to each suspended and inactive clubs by June 1st. This should contain

information on how to reactivate their clubs.

o A copy should also be sent to the Key Club District Governor, Key Club District

Administrator, the suspended club’s President and Faculty Advisor, also to the

president of the Sponsoring Kiwanis Club.

You shall have the responsibility to work on the reactivation of all suspended and

inactive clubs within the district and ensure Lieutenant Governors are aware of the

possibilities in chartering and reactivation are assisted in this area.

(All this may seem like a lot, but it is equivalent to the work of the other committees.)

Public Relations Committee:

Requirements:

Revise and update the West Virginia District Public Relations Handbook and send in the

Back-to-School mailing, possibly with a separate Media Guide including ways to use

Facebook, Twitter, YouTube, etc.

Promote the activities of the West Virginia Key Club District in all forms of media.

Send an article for the Kiwanis District Bulletin five times throughout the year. (An

article after each board meeting and convention.)

Send flyers promoting the West Virginia District Website and Facebook page or website.

Assist the District Bulletin Editor in the creation and/or distribution of the District

Bulletin – The Key Connection

Work with the other committees of the District Board and offer assistance in promoting

their respective work.

Create a promotional and informative Public Relations PowerPoint/Prezi or a different

resource which Lieutenant Governors can present at Divisional Council Meetings or

President’s Council Meetings.

Internal Communications and Development Committee:

Requirements:

Create surveys to be completed by club officers after Divisional Training Conferences via

Google Forms.

o These should and will be directly sent to the District Governor and Administrator.

Create letters and videos to promote the District Board.

Send two letters to clubs explaining the purposes and duties of the District Board. The

first should be sent in the Back-to-School Mailing and the second will be sent in the

January Mailing. These letters should include personal anecdotes of being on the District

Board.

Revise documents like Position Guides and Bylaws.

Organize efforts towards finding successors for each position.

Create or collect documents that can help District Board members.

o Things such as a Public Speaking Guide.

Work with Sec-Tres on making an email list of officers. (only if necessary)

Convention Committee:

Requirements:

Write a formal letter to all clubs who attended the 2013 District Convention. This letter

should be sent to the club advisors. This letter should thank all clubs for their attendance

to the convention.

o Also you should provide a questionnaire asking what aspects they enjoyed and

what areas need improvement.

This questionnaire is to be sent to clubs no later than Monday, May 20th

.

Make suggestions on what to keep for the 2014 Convention from past conventions.

Write letters to the Club Presidents and Advisors with general information about District

Convention AND Fall Rally. This letters should be a formal business letters and are to be

included in the mailings sent by the District Administrator.

Come up with possible 2014 District Convention themes and propose them at the August

Board Meeting.

Have a tentative list of convention forums by the August Board Meeting.

Plan service projects and write an application for the YOF to provide these service

projects to DCON.

Work to heavily promote the Fall Rally and District Convention and set attendance goals

and ways to achieve them.

Publish Convention Newsletters. The newsletters should include information on

International Convention, Fall Rally, and District Convention.

Create a promotional and informative Convention PowerPoint/Prezi or a different

resource which Lieutenant Governors can present at Divisional Council Meetings or

President’s Council Meetings.

o Videos to promote DCON work extremely well.