STATUS REPORT
SPONSORED PROGRAM SERVICES DEPARTMENT
DEPARTMENT ADMINISTRATION
Literature Order Processing
During the first quarter of the 1990-91 year staff processed 1,201 literature orders. The annual inventory audit of all literature items was completed and inventory levels updated for the coming year. In addition, monthly reports on New Club Building Kit order activity have been forwarded to District Admin- istrators, District Governors and board members for Key Club and Circle K, along with Kiwanianne and Builders Club District Chairmen.
Continuing Education
In October, staff attended a seminar on Supervising People, conducted at a local facility. Staff members have also been conducting and attending new employee orientation meetings for the Sponsored Programs Di vision. New employees con- tinue to be trained in their job responsibilities and department operations.
Financial Record Maintenance
An audit of the final financial records for the 1989-90 year was completed.
Last minute invoices and grant requests were completed for the 1989-90 year.
Staff also assisted the auditors in their preparation of year-end records.
Operational Plan
Staff has developed and prepared the proposed 1991-92 operational plan and budget. Both the cost of doing business budget and proposed new initiatives have been completed and submitted for Board review.
Kiwanis International Board Meetings
Staff participated in the October Kiwanis International Board Meeting by pre- paring the necessary agenda points and status report. In addition, staff
attended Kiwanis International Council and participated in several meetings and activities, including preparing a presentation for the Kiwanis District Gover- nors at their Friday luncheon.
ADMINISTRATIVE SUPPORT TO KEY CLUB DEPARTMENT
Coordinate Weekly Mailings
Staff collated, distributed and mailed the weekly mailings to Key Club District Governors, Administrators and International Board. These mailings included dues information and organizational notices.
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-2- Organizational Statistics
The department developed and maintained weekly and monthly statistical reports.
Quarterly K.I.C.K. and G.R.I.P. reports were also produced.
Maintain Club Status Reports and Mailings
The first mailing to sponsoring Kiwanis clubs with Key Clubs on suspended status was completed the week of December 3, 1990. This mailing was designed to
encourage reactivation of the suspended clubs. The mailing schedule for the remainder of the 1990-91 year has also been set.
Dues Processing
Staff has been processing all Key Club dues payments and mailing membership cards and new member handbooks. Processing is up-to-date with membership materials being sent out within the same week as the dues are received.
Chartering Service
The processing of new club charters including, review and approval of petitions, creation of club records (manual and computer), preparation of welcome letters to sponsoring Kiwanis/Key Clubs and ordering/maintaining inventory of new charter supplies, has been completed by staff. A new step has been added to this procedure. A welcome letter from the Kiwanis International President is now forwarded to the president of each Kiwanis club sponsoring a new Key Club.
Magazine Postal Reporting
Postal reports for three issues of Keynoter were completed in compliance with the mailing requirements of the United States Postal Service. In addition the annual Statement of ow·nership was produced and forwarded to the post office.
This information was also prepared for publication in the December/January issue of Keynoter.
Convention Support
Staff participated in post-convention meetings in which suggestions, based upon the 1990 convention, are discussed as they relate to the 1991 convention.
Staff also traveled to Chicago to assist in planning for the 1991 Key Club International Convention.
Support to Key Club International Board
Staff counseled the Key Club Board Committee on Club and Member Services by assisting in the development of the committe agenda and board report for the October board meeting.
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ADMINISTRATIVE SUPPORT TO CIRCLE K DEPARTMENT
Office Automation Services
Staff prepared the 1990-91 Dues and Membership Form using in-house desktop publishing capabilities.
Coordinate Weekly Mailings
Staff collated, distributed and mailed the weekly mailings to Circle K District Governors, Administrators and International Board. These mailings included dues information and organizational notices. Staff met with the Circle K Department to review information to be included in weekly mailings for the first quarter.
Organizational Statistics
The department developed and maintained weekly and monthly statistical reports.
Maintain Club Status Reports and Mailings
Three mailings to sponsoring Kiwanis club presidents, regarding Circle K club statuses, were completed this quarter. The first notified sponsors of the revo- cation of Circle K charters, the second notified Circle K clubs and sponsoring Kiwanis clubs of placement on pending status. Clubs with less than 20 paid mem- bers are placed on pending status. The third mailing encouraged sponsoring Kiwanis clubs with Circle K clubs on non-meeting status to att"empt reactivation of these clubs.
Dues Processing
Staff has been processing all Circle K dues and sponsorship fee payments and mailing membership cards, certificates and handbooks to dues paid clubs. Pro- cessing is up-to-date and membership materials have been mailed to all clubs for whom dues have been received.
Chartering Service
Circle K charters are being processed by staff. This procedure includes review and approval of petitions, creation of club record (manual and computer), pre- paration of welcome letters to sponsoring Kiwanis/Circle K clubs and
ordering/maintaining inventory of new charter supplies. A new step was added to this procedure. A welcome letter from the Kiwanis International President is now mailed to Kiwanis clubs sponsoring a new Circle K club.
Magazine Postal Reporting
A postal report was completed for the first two issues of the Circle K magazine.
The annual Statement of Ownership was also produced and the information provided to the Magazine Department for publication in the magazine.
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