Capital District Key Club

CHARTERING/REACTIVATION
GUIDE
2024-2025

START YOUR KEY CLUB

HERE!
Includes information on reactivating, chartering, and starting a brand-new Key Club
WHY CHARTER? WHY CAPITAL?

Key Club International is the largest student-led service

organization worldwide, with the Capital District being just
one of 32 worldwide districts. Key Club values and
emphasizes leadership, character building, caring, and
inclusiveness and the development of these traits in High
Schoolers internationally.

D.C., Deleware, Maryland, Virginia, and West Virginia

comprise the district, making Capital the fourth largest
district in all of Key Club International. As of 2022, the
Capital District includes more than 11,000 members and
200 clubs.

WHY?
CHARTERING VERSUS REACTIVATING
CHARTERING
If your school has never had
a Key Club, or has had an
inactive Key Club for several
years (think 5+!), follow the
steps detailed below to
charter a club.
REACTIVATING
If your school’s Key Club has
been inactive- that is, if your
club has not paid dues for
two years or previously had
no members-follow the
steps below to reactivate
your club.
 important documents

FORMS
The following forms are reqiured in order to
charter your club. One is a petition to charter, and
the other is a charter roster. A personal charter
roster can be created by the club as well if
desired.
DUES
Updating your club roster is important for helping the Capital District keep track of
members! Applying for Early Bird Dues also earns you recognition at Capital DCON!

TO UPDATE YOUR MEMBERSHIP DUES PRICING

To update your membership each year:
1. Collect information from members,
including their email addresses and
expected years of graduation.
2. Log into the Update Center
(Kiwanis Connect) and update
information on officers, members,
and/or advisors.
3. You can either submit dues
payment virtually, or submit via mail.
After this, materials for new members
will be sent to your club within 3-4
weeks.
International dues are $7, and the
Capital District requires each member to
pay an additional $4.50. This adds up to
a total of $11.50. Keep in mind that your
club is allowed to increase this price in
order to retain more money for club
improvement and projects. (Ex: A club
can charge $20/member for dues. In
this case, the club will send
$11.50/member to KCI and keep $8.50
in their club’s funds.)

DUES

TIPS AND TRICKS
Research schools in your area
OR seek out ones that a
family member or friend has a
connection to. It is easier to
charter when you already
have a connection to
someone in the club.
Initiate contact with a target
school via a charter letter
(email or mail) expressing
interest in chartering a Key
Club
If you do not receive a
reply, follow-up with the
school again after a few
weeks to confirm that
they received your
letter/email.
IDENTIFY A
HOST
1) To charter a club, first, you need to Identify
what school you would like to charter. This first
calls for interest, passion, and a host site -
whether a school or community - to step up
with the same fire to make a difference in their
communities! It all starts with finding a HOST
CLUB.
2) Once you have done this, what to do next?
Research! Seek out schools that are "top
contenders" in your division or community by
conducting a thorough research process into
the existing clubs, core values, and background
of the school.
3) Next up? Initiate! Take the initiative to reach
out to students from prospective clubs,
gathering their insights and ideas to integrate
into your strategic plan and proposal. Then,
reach out to the administrator and/or the
Student Activities Director via EMAIL and
propose the idea of chartering a Key Club to
them! (See Sample)
4) Community host - To tackle the challenge of
an inability to form clubs in a traditional school
setting, Capital District Key Club has introduced
the prospect of "nontraditional" or "community"
clubs. Community clubs serve the same purpose
as traditional clubs but differs in that their host
site will not be located at a school and
membership is open to the general community.
 SAMPLE LETTER
Hello, __________________;

My name is _________________, a (Freshman, Sophomore, Junior, or Senior) at ________________________

and I am reaching out on behalf of Capital District Key Club because after much consideration,
believe ______________________________ would be a perfect home for the site of the newest Key Club.

Key Club International is the oldest and largest student-led organization in the world, dedicated to
building student character through service, leadership, and fellowship. Key Clubbers develop their
leadership skills through partaking in volunteer events and engaging in club meetings, as well as by
maintaining membership, managing finances, and keeping in contact with their school and
community as a whole. Key Club International is in 40 countries worldwide, has over 250,000
members, and is also partnered with a variety of charity networks allowing us to best serve our
youth including our preferred charity networks: March of Dimes, Children’s Miracle Network,
UNICEF, The Thirst Project, and more.

Given your student's commitment to bettering their home, school, and community, we believe
_________________________ would make a great addition to our family. Thus, I am writing to you today
in hopes of furthering the prospects of starting a Key Club at your school. I believe that our club
would be an asset to your school and community. Doing so would open members to a vast network
of like-minded individuals, a dedicated team of adult administrators, and a sea of opportunities for
them to pursue, including leadership and service initiatives at the state, national, and international
levels. All people volunteer for different reasons, but in Key Club, we are united under a single
cause: to serve. From past experiences and encounters with Key Clubbers across the state, I have
come to realize that Key Club has helped so many students gain the courage to engage, answer the
call to lead, and discover their love to serve. This organization has helped me grow as an individual,
to make a difference in the lives of those around me, and has become a proud responsibility of
mine, a feeling I
wish to pass on and share with students at your school.

I look forward to hearing back from you in hopes of discussing the next steps in your chartering
process! Thank you for your time and consideration.

Yours in service, best regards,

Signature Here

TIPS AND TRICKS
Contact your Lt. Governor,
Governor, and/or
Membership Chair to obtain
the contact information for
Kiwanis Club in your local
proximity or check out the
Kiwanis Website!
Email the Kiwanis
President and Secretary
BE COMPREHENSIVE and
CONCISE! Kiwanians are just
as excited to help you charter
a club as you are. Go in with
an open mind and provide
them with as much
information as you can so
that they can best help you!
FIND A
SPONSOR
Given the vast network and importance of a
dedicated support system in the success of
Key Club, the key to chartering starts with
unlocking a sponsor - both in regard to a
host site and a sponsoring Kiwanis Club.
Kiwanis is a global organization of
volunteers dedicated to improving the world
one child and one community at a time.
With Key Club being a Kiwanis International
Program, and as our sponsoring
organization, we have the privilege of being
supported by Kiwanians and adult servant-
leaders in all that we do. Thus, establishing
a strong connection with a Kiwanis Club is
essential when chartering.
Email -
Be professional and polite when
emailing Kiwanis Club to gauge interest
in sponsoring the new club. Be
considerate of your audience and
understand that first impressions are
lasting ones
Convey a message of passion so that it
can likewise be reciprocated by the
Kiwanis sponsor. The more excited you
are, the more they will be to help you.
Emphasize the positive impact a new
club would have and how it can be the
key to the next chapter. Be sure to stay
optimistic, yet realistic and share how
the Kiwanis Club can help.
TRAINING RESOURCES
Attend the Capital District Convention, or maybe even consider attending the
International Convention! Contact your Division's Lieutenant Governor on more
information on how to attend.

At these conventions, particularly the District Convention, there will be a number of

officer training + leadership workshops hosted.

At these workshops, your board members can learn more about their duties and
connect with others in the same position.

USE THE OFFICER BECOME FAMILIAR WITH KEY

RESOURCES TO LEARN MORE CLUB INTERNATIONAL
ABOUT THE PARTNERS AND CAPITAL
RESPONSIBILITIES OF EACH DISTRICT PROJECTS:
POSITION:
Erika’s Lighthouse
GUIDEBOOKS TO EACH POSITION
Schoolhouse
OFFICER PRESENTATION
Thirst Project
OFFICER TOOLKIT
Unicef
ADVISOR'S GUIDE

Tip:
Network with other Key Clubs in your division or even within Capital District to familiarize
your newly elected board with the duties of their respective officer positions.

TRAINING
 ELECTING CLUB OFFICERS!
ELECTION COMMITTEE:

Start by establishing an election committee comprised of the ongoing president and a

few members. (Ensure the members are not running for office in order to maintain
fairness). Then committee is in charge of over seeing the election process and creating
ballots to contribute to a smooth election experience!

ELECTION PROCESS OVERVIEW

WHEN STARTING THE PROCESS OF ELECTING OFFICERS, THREE ESSENTIAL
MEETINGS CAN BE HELD.

Meeting 1: Election Education Meeting 3: Candidate Speeches and

• Start by announcing upcoming Voting
elections for the next school year. • Allow each candidate to deliver a
• Explain the election process to all
speech, share their vision, and
members.
answer questions.
• Clarify the responsibilities
• Conduct elections through secret
associated with each officer position.
• Conduct a training session outlining ballot.
club officer duties. • For online meetings, members can
text or email their secret ballots to
Meeting 2: Candidates’ Platform the advisor or current president for
Presentation counting.
• Open nominations for each officer • In-person meetings: Election
position. committee members, supervised by
• Allow members to volunteer or be
an advisor, count ballots and
nominated for roles.
announce results.
• Give candidates the opportunity to
present their platform and campaign
ideas.
• Let them explain their vision for the
TRANSITION PERIOD:
club and plans if elected.
Elected officers should observe and
train under the guidance of outgoing
officers until officially assuming their
roles in May or at the start of the
new school year!

ELECTIONS
 to have members, you need to be
RECRUITING
Persuading students to join your
school’s Key Club is extremely
important for ensuring that your club
can remain active and involved!
Creating a recruitment plan is a great
place to start.
This Key Club recruitment video from
the International Level is a great way
to get inspired! You can download it
here.
Sending Members a personal invite
letter requesting their presence at
your next meeting is also a great way
to promote! Here is a great template
to use!
MORE RECTRUITMENT FLYERS!
https://www.keyclub.org/wp-
content/uploads/sites/19/2020/07/GIKC-220-
149-Key-Club-personal-invitation-flyer-
templates.zip
REACTIVATION
IF YOU ARE LOOKING TO REACTIVATE YOUR
CLUB AFTER NOT PAYING DUES FOR A FEW
YEARS, PLEASE FOLLOW THESE STEPS.
STEP 1: IDENTITY YOUR KIWANIS SPONSOR, KEY
CLUB SPONSOR, AND CLUB OFFICERS

In order to properly run your club you need the following personnel: Kiwanis
sponsor, Key Club sponsor, Key Club Officers
Kiwanis Sponsors - look to page 2, step 2
Key Club sponsors (also known as advisors) are any faculty/staff member in
your school or community who will guide you in running your club
Sponsor guide: https://www.keyclub.org/wp-
content/uploads/sites/19/2017/08/Guide_Faculty_Kiwanis-Advisor-
Guide.pdf
Key Club Officers are the President, Vice President, Secretary, Treasurer, Editor,
and Webmaster who are in charge of running your club at the school or community
level. (Note: Webmaster position was just added last year, some clubs have yet to
implement it) Your club is also welcome to have other leadership positions, such as
Grade Representatives, or Committee chairs.
Guides for each position:
President: https://www.keyclub.org/resources/club-president-officer-guide/
Vice President: https://www.keyclub.org/resources/club-vice-president-
officer-guide/
Secretary: https://www.keyclub.org/resources/club-secretary-officer-
guide/
Treasurer: https://www.keyclub.org/resources/club-treasurer-officer-
guide/
Editor: https://www.keyclub.org/resources/club-bulletin-editor-officer-
guide/
Webmaster: https://www.keyclub.org/resources/club-webmaster-officer-
guide/
Look to Page 2 - Host, Sponsor, Advisor for more information

STEP 2: ATTRACT MEMBERS!

Look to Page 7
STEP 3: COMPLETE A PETITION

In order to reactivate your club you must download, complete, and mail a Petition
for Reactivation to Key Club International. https://www.keyclub.org/wp-
content/uploads/sites/19/2017/08/Key-Club-Petition-for-Reactivation-22-23.pdf
Key Club International Address: 3636 Woodview Trace, Indianapolis, Indiana
46268
Your request for reactivation MUST include the following completed documents (all
included in PDF):
Petition for Reactivation
Agreement to Sponsor/Acceptance of Leadership
Member Roster
Reactivation Fee/International Dues/District Dues
In order to reactive your club DUES must be included in your petition, this includes:
Reactivation Fee - $23 for the 2023-2024 service year
International Member Dues - $7 per person
District Member Dues - per-member fee that is allocated to the Key Club
district. Amounts are specific to each district and can be found on this website:
https://www.keyclub.org/wp-content/uploads/sites/19/2017/09/Key-Club-
dues-amounts-21-22.pdf
 Capital Key Club District

CHARTERING