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District secretary-treasurer’s duties
The district secretary-treasurer is the record and report keeper for the district. The person who fills this role should enjoy regular communication with fellow board members, and be detail-oriented and deadline-driven. The district secretary-treasurer is the go-to person for all accounts, records and reports and, therefore, should understand how Key Club functions at the district and club level and be able to keep up-to-date and accurate records.
Duties and responsibilities
- Prepare and distribute at least three newsletters to club treasurers and at least 10 monthly newsletters to the district board. Cover important topics in a timely manner, including:
o Role of club secretary
o Role of club treasurer
o Club roster collection
o District and international dues collection
o Fundraising project ideas
o Upcoming district events
o Other responsibilities/duties of club secretary/treasurer - Develop materials for and conduct a club secretary’s workshop at the district convention at the end of his/her term of office.
- Distribute copies of all district board minutes to district board officers and the Kiwanis International Office, preferably within 15 days of the board meeting.
- Prepare and distribute most recent monthly financial reports and dues reports to the district board.
- Attend the following gatherings:
o District convention at the beginning and end of term
o Either district secretary’s or treasurer’s forum at the international convention
o All district board meetings - Present a secretary-treasurer’s report at all official board meetings.
- Produce and distribute a club officer directory to clubs and district officers within specified time limits, and produce addendums to the club officer directory as needed.
- Send notification of delinquent dues status to Key Club presidents, school principals, presidents of sponsoring Kiwanis clubs and faculty advisors at appropriate times.
- Demonstrate a strong relationship with the board liaison by sending all copies of the district secretary-treasurer’s board newsletter to the liaison and communicating at least once per month with him/her.
- Strive to make all communications timely, well written, free of mistakes and follow the Key Club graphics standards.
In order to earn the “Distinguished District Secretary-Treasurer’s Award,” the secretary-treasurer should fulfill the above expectations, hold the office for at least 10 months and perform at least 50 hours of service to home, school and community through Key Club activities.
For specific deadlines and point values, please see “Distinguished District Secretary-Treasurer’s Award” section of the Key Club Guidebook.
