Club Officer Duties

Duties of the Club President

  • 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.
  • 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 the 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.

Duties of the Club Secretary

As secretary, you are responsible for Key Club records.  This means you must be organized in your 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  roster having the following information for each member:
    • Member’s full name
    • Home address
    • 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 KEY CLUB 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.
  • 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 KEY CLUB magazine.
  • 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.
  • Produce a monthly newsletter to members providing the following information:

Duties of the Club Treasurer

  • 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.

Duties of the Club Bulletin Editor

  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
  • Post signs, posters, and banners announcing meeting dates, projects, and any type of Key Club promotion
  • Send articles to the district publication and
    KEY CLUB magazine regarding projects and new ideas. Be sure to include photos.
  • Make public-service announcements, contact local press, and send articles to community newspaper
District Governor Jacob Spencer and District Webmaster Danny Qiu