Activities: Hunter & Gatherer. Notes to Self. Lt. Governor Elect Task List. CNH Board Member. Division. Region

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1 Activities: Hunter & Gatherer 8360 Red Oak Street, Ste 201, Rancho Cucamonga, CA (877) ext. 105 (510) fax CNH Board Member Notes to Self Region Division Lt. Governor Elect Task List This checklist will help you identify the tasks that you should have completed before you attend training at convention. The other benefit of this checklist is that you get to check off the tasks that you have completed which is always a GREAT BUZZIN feeling! Task List Confirm the following was completed: Conclave Results or Appointment information was submitted to District Office Director of SLP Mr. Hennings on your behalf Head Shot was submitted to Administration You have access to the official Lt. Governor account. [This account is shared during transition.] Your information was added to signature line Complete the following: Send to Administrator and Governor to confirm you have access to the official Lt. Governor for your division Download the Training Manual and Training Manual Activities [Hunter & Gatherer] You are registered for convention with home club or by advisor/region Advisor if singleton Your registration is paid. YOU the LTG Elect are registered as a delegate if the club is not attending Download and review updated Division Report (Excel file) Download and review Club Monthly Report Form (Excel file) Attend Region Team transition meeting [LTG Elect Training] Confirm travel arrangements to convention with the Region Advisor Complete Profile on the CNH CyberKey with log in provided from Administration access from CyberKey Complete formal letter of introduction Sample on CyberKey Submit formal letter of introduction to CNH Archive (Administration) with appropriate File Name and appropriate Subject Line Sent formal letter of introduction to appropriate Kiwanis Family members & advisors in your division Complete the Training Manual assignments (Hunter & Gatherer) Complete the Team Agreement with the Region Advisor (Hunter & Gatherer) Complete preliminary budget found in Division Report (sample on CyberKey) Meet with School Principal; complete section in Hunter & Gatherer Collect Club Election results and Club Officer information (those submitted to the CyberKey will be shared with you later) Supplemental Task List Respond to calls or s Read and follow instructions Reflect on each club s health and areas for growth Reflect on the division s health and areas for growth Ask the current LTG lots of questions Ask the Region Advisor Team lots of questions Ask the Administration Team lots of questions Organize the Gmail account with folders and filters (training may be needed) CNH KEY CLUB leadership training activities Updated

2 Activity: School Information & VISITATION with the PRINCIPAL Keep this completed form in your Lt. Governor files. You may need to make a scan of this completed form to submit to your electronic records maintained by the CNH Archive. Visitation with the Principal The first step of creating strong, working relationships is meeting, sharing information about the program, identifying mutual benefits, share concerns or areas of interest, policies, and overall strategies to build a healthy relationship between the school and the California- Nevada-Hawaii Key Club District. Make an appointment to meet with your principal. Please check to see if your Region Advisor, faculty advisor, and Kiwanis advisors will also be able to attend this meeting with you. It is highly recommended that your Region Advisor be in attendance and extremely helpful if your local advisors can be present. Having your advisors present also provides an opportunity for everyone involved at the local level to understand your role in this organization, be able to understand the role of the Region Advisor, address any questions or concerns, and to establish strong relationships. For these reasons, this meeting may take place after District Convention; however, we recommend establishing this relationship as early in your term as possible. NOTES You may use additional sheets if necessary. Policies Communication School District School Name School Address Faculty Advisor Faculty Advisor Principal Principal This identifies that the CNH Key Club Board Member identified above has met with School Administration. This identifies if the Region Advisor was present Discuss the following items: Ascertain your principal s knowledge of the school Key Club and the Key Club/ Kiwanis organization. Recommendation: Have literature about Key Club and Kiwanis available to leave with your principal. Provide a copy of your approved letter of introduction and perhaps a business card if available. Explain your position as a CNH Board Member and how it differs from a regular club member. Have your principal share a few tips on effective leadership. Review and discuss the following information with your Region Advisor Team. Identify the policies regarding involvement in extracurricular activities. The principal may redirect you to the Activities Director on this one. Identify the policies for attendance and early dismissals. If possible, identify special considerations for conducting meetings and activities with another school that may or may not be in the same school district (this includes sharing buses). Effective Leadership Tips Meetings & Special Events Important Contacts to Know Miscellaneous Information 2

3 Activity: Focus on the Region Keep this completed form in your Lt. Governor files. You may need to make a scan of this completed form to submit to your electronic records maintained by the CNH Archive. The Region Advisor is your first resource and line of communication. You need to communicate with your Region Advisor at least twice a month. Make sure you exchange addresses as well as phone numbers. Meet with your Region Advisor Team: Please gather answers for the following prompts and discuss the following topics. The role of a region advisor; the role of Lt. Governor; Professionalism; Region expectations of the Lt. Governor (see below) Region Region # Divisions in this region Region Advisor Region Advisor Region Advisor / Phone / Phone / Phone Communication Best means of communication Appropriate phone call times Frequency of communication Specific procedures Event planning (division & region) Publicity Attendance at functions Travel Meetings Setting dates Other Items Home Club Dues Handling Money Expenditures (vendors) Kiwanis Family Information Current Kiwanis Lt. Governor Kiwanis Lt. Governor Elect Kiwanis Trustee Circle K Lt. Governor KIWIN S Lt. Governor Events... Kiwanis schedule Which Kiwanis events would the Kiwanis LTG like for you to attend? 3

4 Activity: Focus on the Division Keep this completed form in your Lt. Governor files. You will also need to make a scan of this completed form to submit to your electronic records maintained by the CNH Archive. DIVISION COUNCIL MEETINGS One of the requirements for Key Club Lt. Governors is to conduct regular Division Council Meetings (). Key Club International may refer to these as President Council Meetings; however, CNH maintain inclusive meetings to educate all members. These are meetings that include all club officers and members of the division, advisors, and Kiwanis Family members. These meetings are important for maintaining healthy relationships with the clubs and members by creating unity, providing education, developing leadership skills, and disseminating and gathering information to share between and among the members and the District Board. How many s were held last year? How many did you attend? Where were they held? Location was Same Location Different Locations Was the location appropriate for a meeting? YES NO Did the meeting equal or surpass the travel time to get there? (Was it worth the trip?) YES NO When was an agenda provided? None Days Before Before During When were the dates determined? Set Schedule Random Agenda Item Other Were advisors present? YES NO Were the meetings productive? YES NO Were service projects provided at the meeting? YES NO Do you see possibilities for taking s to a new level? YES NO Comments: COMMUNICATION One of the requirements for Key Club Lt. Governors is to effectively communicate with clubs on a regular basis. Please respond to these questions from your experience as a member in the division. Did the Lt. Governor visit your club? YES NO Was a division newsletter available? YES NO If yes, how was it distributed? Meeting Website Reflector Did the newsletters adhere to proper branding? (graphic standards) YES NO Was the newsletter informative? YES NO None Personal Calendar Website How was the or any division or district events advertised? Social Media Electronic Auto Reminders Are there possibilities for enhancing communication? YES NO Comments: 4

5 Activity: Focus on the Division Keep this completed form in your Lt. Governor files. You will also need to make a scan of this completed form to submit to your electronic records maintained by the CNH Archive. DIVISION HEALTH In the chart below are some areas that may help you get to know your clubs more. Identify the following information (if applicable) regarding the individual clubs within your division. The outgoing Lieutenant Governor should be able to provide you with this information. Take Note: Although the Key Club Constitution states that elections should occur in February-March, some clubs do not run elections during this time; therefore, you need to make sure you have the most accurate information to date. If a club runs elections late in the year or at the beginning of the school, you should make a note of it. Analysis Chart Directions: Monthly Report forms are to be completed by the Club Secretary each month and submitted to the Lt. Governor, the Region Advisor, and the Sponsoring Kiwanis Club. Complete the following analysis to get to know and understand the clubs you will be serving. Work with the outgoing Lt. Governor and the Region Advisor Team to complete this task BEFORE Convention. While these are only a few topics to get you started, you should have a conversation with the outgoing Lt. Governor and discuss each club and the division. KEY: Most prompts can be addressed with Yes/No responses or more specific details Yes: Y; No: N; numbers Club General Service Fundraising Report/Submission Dues Payment (when) Election Report AAR Score Monthly Reports Officer Reports (if used) Articles Visuals Attendance Division Council Meetings () Officer Training Conference (OTC) Region Training Council (RTC) Division Event / Project Fall Rally Conclave DCON ICON Communication Officers on the Reflector Advisors on the Reflector Member on the Reflector Responses to Responses to Calls MRFS Early: E; On Time: O; Late: L; Never: N Communication Excellent: E; Good: G; Needs Improvement: N 5

6 Activity: Focus on Goal Setting Keep this completed form in your Lt. Governor files. You will also need to make a scan of this completed form to submit to your electronic records maintained by the CNH Archive. REFLECTION STATEMENTS Now, it is time to reflect on all of the information you have gathered. From what you have learned or know so far, what is the current health of the division you will be serving? From what you learned or already know so far, what are some of the areas of strength? From what you learned or already know so far, what are some areas for growth? What are your personal goals as a leader? What are your goals as a division leader? What are your goals as a mentor to others (assistants, division editor)? What are your goals as a leader within the region? How can you and your other region leaders build a strong team? How can your region team leaders promote healthy relations, friendly competition, and/or cooperation? 6

7 Activity: Annual Planning GETTING STARTED Applying these tools will help you enjoy more success while developing your leadership skills and working with the clubs in the division. Details of this process are provided in the Training Manual. STEP 1: EVALUATE Identify five or six key areas that are important and essential for the clubs in the division. Write them down. KEY AREAS for the clubs VISUALIZATION Visualize what it will look like if the key area or target is achieved. STEP 2: MAKE CHOICES Tell the truth about the current reality. Identify the greatest areas of need. You can only do so much within ONE YEAR ONE TERM. Rank your key areas identifying where you can make the most DEFINITIVE progress in ONE YEAR. STEP 3: ESTABLISH PRIORITIES Use your completed rankings to select one to three areas where you have the greatest opportunities. PRIORITIES STEP 4: DEVELOP AN ACTION PLAN 7

8 Activity: Annual Planning Keep this completed form in your Lt. Governor files. You may need to make a scan of this completed form to submit to your electronic records maintained by the CNH Archive. You must be clear about what needs to be done and when. Start with brainstorming. Imagine all the possible actions which could move you toward the preferred future in one or two key areas you ve selected as priorities. BEE CREATIVE! Don t limit yourself to what the leaders before you have always done or you ll see the same results and no growth. STEP 5: IMPLEMENT THE PLAN Go for it! STEP 6: GOAL FOR THE INDIVIDUAL CLUB Develop a SMART goal for each individual club in the division you will be serving this year. Make sure the goal is specific and measureable. While each club is unique, you will find that one SMART goal may be applicable to more than one club but will not be applicable to all clubs within the division you serve. You also need to make sure that the SMART goal is in alignment with the key areas you previously identified in Step 3. All of the data you have gathered on the club by completing the Hunter & Gatherer activities and through any transitional conversations with your Region Team and any personal observations will help you with this process. SMART GOAL CLUBS OF FOCUS 8

9 Activity: Annual Planning Keep this completed form in your Lt. Governor files. You will also need to make a scan of this completed form or updated pdf to submit to your electronic records maintained by the CNH Archive. ANNUAL TASKS, DEADLINES, & EVENTS FOR THE YEAR Identify all of the tasks, major events, and any existing deadlines scheduled during your term. This will enable you to see the overall schedule for the year. You need to recognize the importance of having TWO strong assistants who will provide true assistance during the entire year. A Key Club Leader Year at a Glance... April Agenda/ Due Officer Training Conference May Agenda/ Due Spring Board Training Conference Officer Training Conference June Agenda/ Due Officer Training Conference July Agenda/ Due ICON Leadership Training Conference August Agenda/ Due Summer Board Training Conference Leadership Training Conference September Agenda/ Due Region Training Conference October Agenda/ Due Club Dues Fall Rally Region Training Conference January Agenda/ Due Winter Board Training Conference Conclaves November Agenda/ Due Club Dues Fall Rally February Agenda/ Due 9 December Agenda/ Due LTG Candidate Training Conference March Agenda/ Due CONVENTION Prep

10 Activity: Annual Planning, The Support Team Keep this completed form in your Lt. Governor files. You will also need to make a scan of this completed form to submit to your electronic records maintained by the CNH Archive. BUILDING THE DIVISION SUPPORT TEAM After identifying all of the tasks, major events, and set deadlines scheduled for your term, it should become more clear how important a division support team is for you. Building a strong support team is vital to your success and your sanity! Key Club is a service leadership program. It is a program that focuses on leadership development through the vehicle of service. The opportunities for leadership development are countless. It is not about a title or the size of the project; it is about the opportunity to learn and serve. THINKING SPACE BUILD YOUR TEAM! What I need? How to select? Application? Deadline? Accountability? As a friendly reminder.your role is to be the liaison to/from the Division from/to the District. Your role is to SUPPORT the clubs, not the other way around. ASSISTANTS SUPPORT TEAM MEMBERS Some of the individuals on your support team are selected by you; some are elected by the CNH members at convention; some are selected by the Executive Team; and some serve on the Kiwanis Key Club Committee. This team is here to help! LEADERSHIP COMMITTEE: This committee is comprised of your Executive Officers, Administrators, and Committee Chairs REGION ADVISOR TEAM: Each region has at least one region advisor. ASSISTANTS: Each division is allocated assistants based on the number of dues paid clubs. Each Lt. Governor needs to appoint one assistant for every 5 active clubs. These individuals need to be selected using a process. These individuals should be underclassmen and should represent the range of the division. You want to avoid all leaders as seniors. In order to identify who will best serve in these positions, you need to identify what support you need. They need to clearly know what is expected of them. Have an agreement of understanding of the expectations and duties of the position. DIVISION NEWS EDITOR DIVISION NEWS EDITOR (1): The division publication is a separate item and is NOT a task of the Lt. Governor. To be clear...the Lt. Governor may NOT be the Division News Editor. The Lt. Governor (you) is an article contributor like other division members. Have an understanding of the expectations and duties of the position. TASK COORDINATOR: This is a no limit to the number of division members who can be involved with completing tasks for a division event. To be clear...there are no division chairs because there are no division committees. Delegating tasks gives the members an opportunity to be involved beyond the club. Try to get underclassmen involved. Get regular members involved. The club officers already have a lot do leading and supporting their home club. Give others the opportunity to get involved. TASK COORDINATORS There is space provided in the division report for you to list all of the task coordinators utilized during the year. Not only does this identify involvement of the division members but it provides you a list of people to thank at the end of the projects and at the end of your term. Task Fall Rally Spirit Coordinator June Service Project Coordinator September Host Coordinator PTP Coordinator Not a Task Division Spirit Division Service Projects Division Fundraising 10

11 Activity: Annual Planning To ensure a successful working relationship, each District Leader and Mentor/Advisor team should discuss and agree upon the reasonable performance expectations for the upcoming year. The District Leader and Mentor are equally responsible for upholding and enforcing each point of the agreement, and should participate equally in creating the agreement. Once created, each person should keep a copy of the agreement to use as reference throughout the year. Team Members: Communication: Team We will hold regular phone meetings as often as: These meetings will take place at the following times and days: If either of us is unable to make the meeting, he/she will give the other party the following notice: Phone meetings will be initiated by Days Hours At other times, the maximum amount of time either of us should wait to have our call returned is The earliest I should be called in the morning LTG Advisor The latest I should be called in the evening LTG Advisor It is reasonable for the following types of correspondence to receive a quick response: The following types of correspondence deserve a response within seven days: It is necessary for additional communication about a monthly report when When communicating by , we agree to abide by the following guidelines: When communicating by text, we agree to abide by the following guidelines: Communication: Division I will post a message to the membership (reflector groups) this often: Other performance expectations on behalf of the division Other concerns or topics regarding the division: 11

12 Division Leadership Team I will develop an application and appoint assistants (1 for every 5 clubs) with specific tasks to assistant the business of the division. Application will be approved by Region Advisor by I will develop an application and appoint a news editor to publish a newsletter for the division membership. It will be posted to the membership, the News Archive, and the Region Advisor. The application will be approved by Region Advisor by I will utilize task coordinators to involve the membership. These will be assigned Team identified comments: (i.e. dealing with Team conflicts) Reports Monthly report to the Archive & Mentor: (final submission date is firmly set on the 10 th, therefore use backward planning) I will complete my portion of the Quarter 1 Reflection by LTG Advisor I will complete my portion of the Quarter 2 Reflection by LTG Advisor I will complete my portion of the Quarter 3 Reflection by LTG Advisor I will complete my portion of the Quarter 4 Reflection by LTG Advisor Spirit Items / Orders / Handling Money The following procedures will be used for these situations General When representing the Key Club District, we agree to the following: Other performance expectations on which my counterpart can depend are the following: Team identified commitments (tasks, duties, expectations): If I have a concern with an activity, the actions, or the behavior of my counterpart, I will do the following to resolve the situation: (Be sure to provide specifics about how you will approach the situation, who you will involve, when you attempt to resolve it, and communication styles that will be used.) This team agreement was mutually developed and approved. Leader Mentor 12