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SECRETARY TRAINING RESOURCES Responsibilities Main Job A secretary’s main duties are to keep track of all of the service hours performed by their club, register their club in the Online Pride Report system, complete their club’s Officer Information Form and to complete monthly Pride Report. You must be able to maintain all records, files and details that are important for a smooth operation of the Key Club. Be prompt, neat, organized, and efficient. Service Hours Make sure that there is a sign in sheet at every service project that has the start and end time of every member present. Calculation for Total Service Hours: Add up the total hours worked on the project by each paid member. For example, 15 paid members worked 4 hours each while 5 paid members worked 3 hours each. Multiply 15 members by 4 equals 60 hours; 5 members times 3 equals 15 hours; 60 plus 15 equals 75 hours for the project. Online Pride Report System Register for the new year Must create a new password each Key Club year If you don’t register then you cannot turn in Officer Information Forms or Pride Reports. Online Pride Report System Officer Information Form (OIF) Must fill out before moving on to Pride Report! It is the only way the District can contact clubs! Fill out once a year (constantly update) Go to floridakeyclub.org and on the top left tab named “OPR system.” Fill it out COMPLETELY with officers and Advisor’s name, email address, and preferred phone number. Officer Information Form (OIF) MONTHLY DUTIES Club Meetings Take minutes at meetings Minutes are to keep track of decisions made and topics discussed They can be in whatever format you want but need to include: • Date and time • People present • Each topic discussed • Who spoke and a brief summary of what they said Pride Reports They are due by the 10th of the month for the previous month (ex. September Pride Report is due October 10th) Go to floridakeyclub.org and on the top left tab named “OPR system.” Select a month and click start report. Make sure to save all of your changes. Fill it out completely, scroll all the way down, and click on Submit Report. Online Pride Report System Pride Reports Club and Lt. Governor Information Section Tell us if you meet that week, how many people are in your club and how many people showed up at your meeting (take attendance at meetings) Tell us if you have made contact with your Lt. Governor, if they sent out a newsletter, and if you attended their DCM Questions/Comments If you have any and don’t want to email your Lt. Governor, Assistant Administrator or District Secretary put it here. Pride Reports Fill in the information about any service projects done for the month How many paid members participated Total service hours for the project If a project was for “The Home Project” then put it in the Governor’s Project box. If you don’t put a “The Home Project” related project in the Governor’s Project box then put GP in the project description. End Remarks For more information visit floridakeyclub.org for more sources and service ideas!