How to Report
By 2016-2017 District Secretary Kennie Merbach
How to Report
Reports should be sent to monthly:
Reports consist of:
 District Secretary
 Main Page
 Lieutenant Governor
 Activity Sheet(s)
 Sponsoring Kiwanis Club/Advisor
 Minutes
 Regional Advisor
 Extra Components
Main Page
 " Cover Page" of the report. It should be the first thing I see when I
grade your club's report.
 Records meeting dates/attendance, socials, interclubs, club
publicity/recognition and other club activities
Main Page
•
The main page is the cover for the report
• The template can be found at the District
Website under secretary resources
• This page is mainly for meeting attendance
and attendance at other events.
• It also shows amount of club recognition
and publicity throughout the month
Main Page
Tips:
• Remember to write the current number of
members
• Do not put 0’s in spaces but leave it blank
• Provide proof for 100% attendance
• Provide proof for club publicity of any kind
• Remember to have signatures
• Remember to fill in the info for the
president, secretary, and advisor to
receive monthly report feedbacks
• Remember to send articles and newsletters
to the District Editor
Activity Sheet
 The form that shows projects throughout the month
 Project descriptions should be done for each project, going over hours, attendance, what
the project consisted of, etc.
 Service hours must be recorded in the blanks (if over 100 hours) then proof must be
provided
 Money donated by a club should be shown as well (if over $500 then proof should be
included)
Activity Sheet
• This is a document about projects done over the
month (not socials or any other event)
• Remember to put # of members in club
• Write project descriptions (the more detailed the
better) BE SURE TO INCLUDE THE # of MEMBERS WHO
SERVED AT AN EVEN IN THE DESCRIPTION
• Do not write in totals boxes
• Remember to write the number of service hours and
if any money is spent or raised
• For over 100 hours or over $500 raised or spent
provide proof to get credit.
Minutes
 The minutes must be provided in order to receive full credit for meetings on the report!
 Both board and regular meetings should have minutes
 This is a step by step guide through the meeting
 This should be very detailed!!!
Minutes
• This is a step by step guide through the
meeting
• Needs to be done for both board and regular
meetings
• Look on website for sample page for more info
• Look on website under secretary resources for
the template
• Please only do one per meeting
• The more detailed the better
• Be sure to fill out all required information at the
top of the minutes
• Make sure all information matches what is put
on the Main Page
• Get signature at the end
Extra Components
• Task of the month: On the website under secretary blog you can see the Task of the month
which is a short assignment for extra points
• Club Newsletter: The club editor can create a newsletter and send it to the District Editor
([email protected]) and myself ([email protected])
• Articles to Tex-O-Key: Send articles to the District Editor and myself for more info look on the
website (Up to 10 articles per month)
Club Officer Contact Information (COCI)
• The COCI stands for club officer contact information.
• It is important that secretaries update their officer contacts on the District website
• Each school should have a password and username to update the COCI
• Proof must be provided when it is updated in order to receive the points for updating the
COCI. This can only be done once a year.
• If you need help ask me!
Additional Tips
• Keep up with all sign in sheets throughout the month so you don’t have to search for them.
Remember to have sign in sheets for meetings and projects
• Complete the Annual Achievement Report at the end of the year.
• Print out the Jolly Book of Wisdom to help with reporting. Then look at all the resources for
help
• Make the minutes reports detailed with paragraphs not bullet points.
• Remember to make project descriptions detailed. Include details of what you did, how
many attended, how long the project was, if there were any guests or if it was an interclub
Additional Resources
 There are countless resources on the District Website under secretary resources and
secretary blog:
• The Jolly Book of Wisdom: This is a small book that provides tips and it works as a guide to
help secretaries.
• Monthly Report Tutorial: There is a video that walks step by step through all the
components of the report and provides tips. (I encourage everyone to watch it)
• Sample Minutes: This page is a sample on what the minutes reports should look like and it
provides tips at the end. There are other sample pages under secretary resources.
Additional Resources
• Remind 101: They are reminders through text about secretary matters. TEXT @1617tos to
81010
• T-O District Secretaries Facebook Page: I encourage everyone to join this for updates and
reminders. It is open to anyone
• Utilize District Secretary Kennie Merbach. I am happy to answer any questions or anything
you need to talk to me about.
Reminders
 Reports are due on the 5th of the following month. If the 5th lands on a Sunday or Holiday
then it is expect to be postmarked by the 6th.
 Make sure reports are mailed monthly to :
•
District Secretary
•
Regional Advisor
•
Lieutenant Governor
•
Sponsoring Kiwanis Advisor/Club
Make sure Monthly reports
are being mailed to this
Address:
Kennie Merbach
7980 Blue Bonnet St.
Beaumont, TX 77713
Any Questions?
 Be sure to contact me through any means! I can be reached or contacted by:
 Phone Number: (409) 291-9327
 Email: [email protected] or [email protected]