CIRCLE K INTERNATIONAL District administrator guide Motto Live to Serve, Love to Serve! Mission Developing college and university students into a global network of responsible citizens and leaders with a lifelong commitment to service. Vision To be the leading global community-service organization on college and university campuses that enriches the world one member, one child and one community at a time. Tenets The tenets of Circle K International are service, leadership and fellowship. Pledge I pledge to uphold the Objects of Circle K International, to foster compassion and goodwill toward others through service and leadership, to develop my abilities and the abilities of all people and to dedicate myself to the realization of mankind’s potential! Objects • To emphasize the advantages of the democratic way of life; • To provide the opportunity for leadership training in service; • To serve on the campus and in the community; • To cooperate with the administrative officers of the educational institutions of which the clubs are a part; • To encourage participation in group activities; • To promote good fellowship and high scholarship; • To develop aggressive citizenship and the spirit of service for improvement of all human relationships; • To afford useful training in the social graces and personality development; and • To encourage and promote the following ideals: • To give primacy to the human and spiritual rather than to the material values of life; • To encourage the daily living of the Golden Rule in all human relationships; • To promote the adoption and the application of high social, business and professional standards; • To develop, by precept and example, a more intelligent, aggressive and serviceable citizenship; • To provide through Circle K clubs a practical means to form enduring friendships, to render altruistic service and to build better communities; and • To cooperate in creating and maintaining that sound public opinion and high idealism, which make possible the increase of righteousness, justice, patriotism and goodwill.
Contents
Introduction...... 5 Committee leadership...... 51 Newly appointed district administrators...... 5 District Committee...... 51 Calendar...... 6 Annual planning and goal-setting...... 52 Preparing for your new district Contents Liaison to Kiwanis International...... 57 administrator position...... 8 Kiwanis Connect: accessing membership The first 100 days as a district administrator.. 10 and district data...... 57 Planning my year...... 16 Our partners...... 63 Suggested position description...... 20 Kiwanis Children’s Fund...... 65 Ambassadorship...... 27 Advising the board...... 69 Kiwanis district...... 27 District board...... 69 Kiwanis district office...... 29 District finances...... 74 Kiwanis Youth Protection Guidelines...... 30 District event management...... 85 Opening new clubs...... 35 District convention...... 85 Your role in opening new clubs...... 35 Lieutenant governors’ role with new Awards...... 91 members and clubs...... 38 Resources...... 93 Starting a new Circle K International club.... 38 Service Leadership Programs overview...... 93 Dues and club status...... 40 Sample team agreement...... 97 Club support...... 45 Kiwanis International Board procedures....101 How you support advisors...... 45 Definitions...... 116 How Circle K International supports advisors...49 Acronyms...... 125 Website resources...... 126 Index...... 127 Dear district administrator:
Thank you for supporting and inspiring Circle K International members and advisors. Circle K International is part of the Kiwanis family, a global organization of members dedicated to serving the children of the world. Kiwanis-family clubs are a wonderful opportunity for members to build a professional network and develop the skills they need for a life of leadership and service. Your involvement will be an important part of their development.
This guide will provide a foundation for your service as district administrator. Every district has unique features, and some have variations in terminology—but this guide is designed as a helpful, general resource to carry out the functions of your position.
We hope your experience as a district administrator will be rewarding and inspiring. Thanks again for your service. You’re an important part of the Circle K experience— and the worldwide Kiwanis family.
Newly appointed district administrators
If you’re new to the role of Circle K International district administrator—thank you for volunteering. You’re an important part of the success of the program in your district. That’s why we want to provide you with the help and information you need as you INTRODUCTION prepare. Here are a few tips to help you get started: •• Get involved even before you begin. If possible, attend and/or volunteer at district events before you start your position. Shadowing a peer at these events can give you a better understanding of the administrator’s role. Suggested events (for both CKI and Kiwanis) are: • District board meeting(s) • District and international conventions • Training of the incoming district committee • Kiwanis Mid-year Conference m •• Talk to the outgoing district administrator. To ease the transition, review matters such as: • event contracts • district membership • district convention budget • district bylaws • general thoughts and observations about the role, the district, strengths and possible improvements •• Review the calendar. Understand the traditional dates, locations and schedule of district events (e.g., board training, conventions, fall rally, etc.). Find out what has been finalized and what still needs to be done. For suggested dates and activities, see the calendar on page 6. •• Meet with the governor. Taking over midterm? You might want to create a District Team Agreement with the governor. Find more information about District Team Agreements on page 97. •• Know parliamentary procedure. All board meetings will be run according to parliamentary procedure, so you’ll want to know the procedure to be prepared. We recommend and use Robert’s Rules of Order Newly Revised In Brief, 2nd Edition. available online. See page 126 of this guide for a link. •• Connect with Kiwanis. Ideally, you will attend training offered by Kiwanis International staff members prior to starting your new role. Kiwanis staff will continue to provide support while you serve as district administrator.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 5
Calendar
Here are some of the basic activities that occur during the year. Work with the outgoing district administrator and your Kiwanis district to determine your responsibilities for each item.
DISTRICT ADMINISTRATOR’S TIMELINE Developed by the Circle K International Board
QUARTER 1: APRIL, MAY, JUNE ¨¨ Contact your new governor immediately to start a working relationship. ¨¨ Make arrangements to attend the Governors and Administrators Training Conference (GATC) with your assistant administrator. ¨¨ Help out where needed with district officer training, taking the time to get to know the board members with whom you will be working. ¨¨ Communicate with your governor according to the agreement you signed; phone calls weekly would make keeping up to date easier. ¨¨ Confirm a site for district convention (if not already completed). ¨¨ If possible, attend the Circle K International convention to learn and support your district. ¨¨ Make sure information about the international convention is getting out to members (and follow up if it isn’t). ¨¨ Monitor email communication between your governor and new board; offer suggestions and encouragement to your governor where applicable and fuel the fire when it’s needed.
QUARTER 2: JULY, AUGUST, SEPTEMBER ¨¨ Make sure planning for the fall leadership conference is under way. ¨¨ Encourage lieutenant governors (where applicable) to plan a fall and/or spring rally. ¨¨ Begin district convention budgeting and planning (e.g., making promotional materials). ¨¨ Attend district board meetings and the fall leadership conference. ¨¨ Attend Kiwanis district board meetings to report on CKI. ¨¨ Continue the agreed-upon communication with your governor. ¨¨ Respond to board or governor reports as you receive them and offer continuing motivation to your governor and board members.
6 CIRCLEK.ORG
QUARTER 3: OCTOBER, NOVEMBER, DECEMBER ¨¨ Make sure district convention planning is continuing and that leaders are making final confirmations. INTRODUCTION ¨¨ Contact district board members to find out how you can help them achieve the goals of their office. ¨¨ Maintain the agreed-upon communication with your governor. ¨¨ Monitor bylaws and policy codes to be sure candidate information, amendments, etc., are going out on time.
QUARTER 4: JANUARY, FEBRUARY, MARCH ¨¨ Help when needed in district convention planning. ¨¨ Include district convention preparations in regular communications with your governor. ¨¨ Monitor lieutenant governor’s progress planning spring rallies, finding board replacements and planning to choose new lieutenant governors at the district convention. ¨¨ Encourage retiring board members to prepare transition plans for new board members. ¨¨ Request and organize extra help from Kiwanis members for district convention, if needed. ¨¨ Prepare the end-of-year script for district convention. Assign speakers as needed. ¨¨ Congratulate each district board member on a job well done!
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 7
Preparing for your new district administrator position
When does your exciting new job start? Actually, today! There are fewer than 70 days before your term begins on April 1. Here are a few recommendations from a fellow administrator to help you succeed:
1. Ask at least two people to serve as your mentors. Look to those people who currently have a strong relationship with Circle K clubs and have knowledge of Circle K activities and events.
2. Invite Kiwanis members to be an active part of your committee. Their experience and input will be invaluable to complete a successful term.
3. Ask the outgoing administrator to review the upcoming district convention contract(s) and work alongside the leaders of this year’s event.
4. Know the traditional dates, locations and schedule of your district officer training. Find out how much is already finalized and what you need to complete, including the location, room arrangements, meals, handouts, etc.
5. Know the traditional dates, locations and schedule of your club officer training. Find out how much is already finalized and what you need to complete, including the location, room arrangements, meals, handouts, etc.
6. Ask the Kiwanis district office for the dates of Kiwanis lieutenant governor education in the spring. Work with the Kiwanis district office and the Kiwanis governor-elect to determine your role in this event.
7. Know other key dates: •• Kiwanis (international, district, division, club) •• Circle K (international, district, division, club) •• Key Club (district) •• Personal (work, vacation, holiday, etc.) •• Special (officer birthdays, school breaks, homecoming celebrations, etc.)
8 CIRCLEK.ORG
8. Know your budgets and how to access them: •• General district budget, Kiwanis District Foundation account (if applicable), and
Kiwanis district administrator budget. Learn the process to access and submit INTRODUCTION checks for signatures. Money for administrator expenses will be available by April 1. •• Review last year’s budget, current spending and outreach programs (if applicable).
9. Know your district statistics and how to get them: •• September 30 stats •• Service hours •• Money transfers •• Dues statements •• Club rosters and access to the Membership Update Center 10. Look at sample goal sheets and know the submission deadline. (Affects award submissions 12 months away.)
11. Collect officer contact information for the spring, summer and fall (and home details for school breaks).
12. Read the biographies of your current district board members to learn more about them; several will probably serve next year, too.
13. Begin working with your governor now on the calendar for the next administrative year.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 9
The first 100 days as a district administrator
The beginning of your term as district administrator is filled with many tasks. To help you succeed during your first 100 days, we have provided a list of those tasks. These suggestions can vary among districts.
From new district administrator training until district convention 1. For a smooth transition in April, meet with the retiring district administrator, if practical, to get an overview of how the district currently operates. At minimum, a review should include: •• Kiwanis committee structure. You will be the leader, but how are members appointed? Who does what for whom? Ask about the Kiwanis district structure. How does the CKI district administrator fit in? •• Kiwanis district funding. What funds, if any, are provided beyond those generated by member dues and district events? Are these funds designated for specific purposes? How are the district administrator’s and Kiwanis committee members’ expenses handled? •• Bylaws and procedures. Request a copy of the Kiwanis and the Circle K district bylaws and operating procedures (policy code). •• Schedules. Find out the traditional timing for board meetings and board officer training and/or planning retreat and ask for past agendas from these events. Have the dates been determined for upcoming district-sponsored events (spring and fall training conferences, district convention, etc.)? •• Budgets. Review the current year general fund and event-specific budgets and discuss issues and concerns. Is there a district checking account? If so, who signs checks? Discuss arrangements for the transfer of accountholder status and securing signature cards, if necessary. •• Membership. Review district membership statistics and club status. For each club, discuss the level of support from the sponsoring Kiwanis club and school. Identify weaknesses, strengths and opportunities for new club building.
2. Determine the expectations for your attendance and that of the new governor at Kiwanis and Key Club district events.
3. Make travel arrangements for GATC in April. Joint travel with your governor and assistant administrator offers an excellent opportunity for planning and getting to know each other.
10 CIRCLEK.ORG
4. Discuss with the Kiwanis district governor and/or governor-elect your responsibilities, support needed and the proposed members for the Kiwanis district committee. The Kiwanis district governor appoints the members, usually on your recommendation. INTRODUCTION
5. Attend the board officer candidates’ meeting prior to or at district convention, a meeting you will probably lead next year. At this meeting, collect copies of service agreements, enrollment verification and other required forms from candidates.
6. Actively participate in district convention activities, as appropriate. Pay close attention to the district administrator’s role, supporting and showing respect for your predecessor at all times.
Following the district convention 1. Your appointment is effective April 1. Begin to assume your duties then.
2. Right after convention, meet briefly with the newly elected district officers to discuss critical dates for board officer training and any other actions that require their attention before the next formal meeting. Consider conducting a brief training session with homework for the upcoming board officer training session. Key items should include: •• Exchanging officer files •• Making travel arrangements for board officer training •• Distribution of lists of Kiwanis-family counterparts for letters of introduction •• Collecting contact information for newly elected club officers •• Promoting attendance at the spring training conference(s) and international convention
3. Ensure the district report form is filed with Circle K International with contact information for all new officers included. (District bylaws or policies may address who is responsible for this.)
4. Meet with your predecessor to obtain files and review any additional matters that have come up since your last meeting.
5. Begin drafting the upcoming general fund budget with your governor, district treasurer and district office (if applicable).
6. Develop personal goals for your term in office; consider formalizing your final list of goals with board officers at their training session. Seek balance as much as possible and submit your goals to Circle K International.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 11
7. Contact each of the sponsoring Kiwanis clubs in your district, introducing yourself and asking for their input, feedback and encouragement.
8. Establish a communication plan with your new governor now. This will help you develop a good working relationship before GATC.
9. Confirm that your new governor has completed and returned all registration paperwork and has made the necessary travel arrangements for GATC.
10. Plan district board officer training with your governor. Discuss the schedule, agenda, presenters and responsibilities. Include a session on goal setting. If the training session is over a weekend, make arrangements for housing and meals.
11. Attend Key Club district convention with your governor and other designated board officers, usually outgoing or returning board members. Review professional behavior and CKI conduct guidelines with all attendees before arrival. Conduct a CKI workshop (if requested).
After Governors and Administrators Training Conference •• Appointments: Working with your governor, ensure that district chairmen and chairwomen are being appointed and that appointees have been informed of the board officer training details. There are deadlines in the Circle K International bylaws and some district bylaws for appointments. •• District board officer training: Some administrators have assistants or others planning and conducting this training; some take a more active role. In either case, your participation is vital. Conduct goal setting and establish the board meeting schedule for the year, if not already completed. Sit down with the governor immediately following the training session to do a shared evaluation, or do a joint evaluation with all participants. Collect and make notes of all evaluations. •• Advisors: Follow up on your initial contact with Kiwanis and faculty advisors, members and district committee. This can be through a newsletter, email, a page on the district website or articles in the Kiwanis and/or CKI district bulletins. Advisors need assistance and guidance as they prepare to end the academic year and plan for the summer activities of the club. •• Circle K International convention: Check with the governor and district On To International Convention (OTIC) chairman to determine the status of district promotion of the Circle K International convention.
12 CIRCLEK.ORG
•• Prior expenses: Ensure all vouchers for prior board officer expenses have been filed with the district treasurer and/or the district office, if handled through the Kiwanis district. If you or the Circle K district handle this function, make sure all necessary INTRODUCTION documentation and vouchers are completed prior to closing the district books for the year. •• Current expenses: Check with your predecessor and/or district office for an accounting of district convention receipts and expenses. •• Year-end reporting: Arrange to close books in preparation for audit and reporting to the Kiwanis district board. •• Local officer training: Determine, by club, the extent of Kiwanis involvement in club officer training. By late April, each of the clubs should have had its own training session with old/new officers and the sponsoring Kiwanis club officers, faculty advisor and sponsored programs committee. •• Training conference: Attend and participate in the Club Officers Training Conference, if one is held in your district, including presenting sessions. Take advantage of your Certified Leadership Education trainer, if there is one in your district. •• Certified Leadership Education training: If an opportunity to become a CLE trainer presents itself, take advantage of it. Even if you never formally conduct the training for members, the information from the course will be vital to you in your year as administrator. •• Scholarships: Make arrangements with district board officers to appoint the Matching District Scholarship Selection Committee, if not done prior to district convention. Refer to your district bylaws and/or policy code for guidelines, which vary by district. •• Board meetings: Supervise arrangements for the spring and summer board meetings to be held in conjunction with a training session for new district board officers.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 13
After the semester ends •• Convention funding: After working with the OTIC chairman, conduct follow-ups with advisors to encourage each club to send at least two members to the Circle K International convention. Discuss options for financial support (e.g., 1/3–1/3–1/3, outreach, district funding, club fundraising, student organization activity funding, etc.) •• Advisor funding: Check with sponsoring Kiwanis clubs to find out how many advisors will be attending the Circle K International convention. Encourage Kiwanis clubs to provide financial assistance for the advisor’s trip. •• Convention plans: Finalize the district tour plans with your district governor and district OTIC chairman and obtain the list of convention registrants from the CKI vendor or international office. •• Summer events: Follow up on the district’s summer events, encouraging advisors to attend, and monitor progress on district board member responsibilities. •• Convention details: Communicate with your district governor and OTIC chairman or chairwoman and sign any necessary documents and tie up loose ends for the Circle K International convention. •• Scholarships: Select the recipient(s) for the Matching District Scholarship(s). •• Progress update: Review the progress of your first three months in office with the Kiwanis governor or governor-elect. Review and benchmark the status of the budget, your goals and theirs and those of the district. Make adjustments as necessary. •• Confirm attendance: Barring conflict, assure the participation of your district governor at the upcoming Kiwanis district convention, as requested. Check on your room arrangements, registration, travel and costs. •• Prepare for district convention: Get ready for activities that might include workshops, speeches by your district, reports to the Kiwanis district board and/or presentation of sponsorship or outreach awards.
14 CIRCLEK.ORG
After Kiwanis district convention •• Lieutenant governors: Check on the progress of Kiwanis lieutenant governors (and lieutenant governor-elects) about new club building targets for the next INTRODUCTION academic term. •• International convention: Attend the convention and any related district activities, if possible. •• District governors: Review the activity to date of district board officers, mutually evaluating activity against objectives. With the district governor, conduct one-on- one interviews with district board officers to determine progress and/or challenges in meeting the desired goals. Make adjustments to goals, expectations and activities as necessary. Conduct the same activity with the district governor and mutually evaluate your progress as administrator. Work with the governor to appoint the OTIC chairman for the following year and report the selection to the Circle K International office by the end of September.
Ongoing •• Progress updates: Check in frequently with your district governor and regularly with the district board officers (through your governor and/or your committee), to inventory progress on officer and committee directives. Some districts have required regular reporting that the officers must submit, similar to the district governor’s monthly report form. •• New club building: Work with the Kiwanis lieutenant governor (or lieutenant governor-elect) to follow up on targets. •• Contact information: Where possible, send the contact details of clubs and club officers in each division to the Kiwanis lieutenant governor of each corresponding Kiwanis division. Encourage district officers to maintain contact with their Kiwanis counterparts for club building, support and joint projects. •• Publications: Produce and distribute newsletters, write articles for the Kiwanis and Circle K district bulletins, provide updates for the district web page and/or send occasional messages through email listservs. •• Dues: Encourage dues collection and intervene for clubs that are having trouble collecting dues by ensuring that their sponsoring Kiwanis clubs are aware of the issue.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 15
Planning my year
APRIL •• •• •• •• •• ••
MAY •• •• •• •• •• ••
JUNE •• •• •• •• •• ••
16 CIRCLEK.ORG INTRODUCTION 17 IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C • • • • • • • • • • • • • • • • • • SEPTEMBER AUGUST JULY Planning my year year my Planning • • • • • • • • • • • • • • • • • •
Planning my year
OCTOBER •• •• •• •• •• ••
NOVEMBER •• •• •• •• •• ••
DECEMBER •• •• •• •• •• ••
18 CIRCLEK.ORG INTRODUCTION 19 IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C • • • • • • • • • • • • • • • • • • MARCH FEBRUARY JANUARY • • • • • • • • • • • • • • • • • • Planning my year year my Planning
Suggested position description
Kiwanis International suggests the following description for the district administrator position. The duties outline the main responsibilities of a Circle K International district administrator. Each district may have additional duties or variations on what is suggested and will approve the final position description. Contact your Kiwanis district office to learn about any additional expectations.
DISTRICT ADMINISTRATOR CIRCLE K INTERNATIONAL Revised October 2014
Position Summary Responsible for providing quality and efficient leadership. Oversee administration of the Circle K International district organization and provide leadership to the Kiwanis district committee on CKI as a vital component of the Kiwanis family. A significant contribution of time and personal resources is usually required. The administrator is appointed to serve a one-year term, from April 1 through March 31.
Additional information: The district administrator will work most closely with the CKI district governor, communicating on a weekly basis. It is essential the administrator be able to establish a close, yet professional, working relationship with CKI district leaders. The district administrator may serve as an advisor to club officers, club advisors and members on issues related to service, leadership development and club administration.
Ambassadorship District administrators are the “adult face” of the program in their district. This means they should be advocates for the program, represent the program at district events and generally serve as the primary “go-to” person for the program in their district.
Position requirements: •• Serve as primary liaison with the CKI district governor between the Circle K International and Kiwanis districts. •• Develop a positive working relationship with the Kiwanis district governor, governor-elect, secretary and other district leadership to administrate the Circle K district organization. •• Providing training and information on Circle K sponsorship at district events. •• Attend the Kiwanis district convention, mid-year conference, meeting of the district board of trustees and other meetings/conferences as appropriate and/or invited.
20 CIRCLEK.ORG
•• Promote the Circle K program throughout the Kiwanis district through articles, mailings and presentations.
•• In coordination with the Circle K district governor, provide a report to the Kiwanis INTRODUCTION district board that highlights the activities of the Circle K district board as well as the Circle K district. •• Assist the district treasurer and budget committee in financial planning and reporting. •• Attend the annual Service Leadership Programs Conference sponsored by Kiwanis International and the Governors and Administrators Training Conference sponsored by Circle K International. •• Serve as an ex-officio (non-voting) member of the CKI district board. You or your designee must be present at all official board meetings. •• Understand the Youth Protection Guidelines and how they relate to Circle K programming.
Working with the Kiwanis district best practices: •• Meet with the incoming Kiwanis district governor to clarify roles and expectations of the Circle K district administrator position. •• Communicate and develop a working relationship with all Kiwanis-family district administrators to strengthen all Service Leadership Programs in your district •• Work closely with the Kiwanis district governor, governor-elect, secretary and other district leadership to support and coordinate the administration of the CKI district organization. Make the expectations of students in these roles clear. •• Serve as chairman or chairwoman of and appoint members to the CKI district committee/leadership team. •• Fulfill responsibilities of reporting, including frequency and manner, to the Kiwanis district, including how to involve the Kiwanis district treasurer and budget committee. •• Ensure that Kiwanis training materials include CKI-related training and education •• Appoint committees to review and select nominees for various scholarships and other CKI recognition/award programs. •• Work with district to receive adequate support and funding to attend Kiwanis events and programming.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 21
Working with the Circle K district best practices: •• Guide, counsel and advise the CKI district board and officers while remaining neutral and allowing the district board to make the final decisions. •• Assist the CKI district governor to coordinate the training of the CKI district board and officers, which should include strategic planning and goal setting, organizational and financial management, Kiwanis-family structure, teambuilding and leadership development. •• Assist Kiwanis clubs, colleges and universities and the CKI district officers in strengthening existing clubs and building new clubs. •• Assist the district officers to develop effective strategies for membership recruitment, development and retention, providing them with resources from Kiwanis International. •• Assist the district officers in educating club leaders and members regarding the Kiwanis family, service and club leadership. •• Oversee with assistance the management of district finances, consistent with policies and procedures of Circle K International and the Kiwanis district. •• Oversee the administrative operations of the CKI district, including the website, district officer elections, event planning, publications, travel management and outreach programs. •• Ensure the planning and execution of all CKI district board meetings, conferences and conventions. •• Attend CKI club meetings and divisional council meetings as invited and when possible.
Opening new clubs District administrators are the primary drivers for opening new clubs in their district. Their role is to support new clubs through the club opening and chartering processes. Administrators should also find opportunities in their district to promote CKI to potential host institutions. Position requirements: •• Facilitate the relationship between potential Circle K host sites and Kiwanis clubs. •• Assist Circle K district officers to develop effective strategies for membership development and retention for existing Circle K clubs •• When a Circle K club is chartering without a Kiwanis sponsor, certify to Kiwanis International that no Kiwanis club is available or interested in providing sponsorship.
22 CIRCLEK.ORG
Club support District administrators should offer regular communication and support to both Kiwanis
advisors and CKI faculty advisors. Administrators should find ways to recognize the work INTRODUCTION of the club advisors and develop the means to help them do their best work. Position requirements: •• Coordinate a communication plan with Circle K advisors, members and the Circle K district governor with a focus on strengthening existing clubs. Additional best practices: •• Develop a schedule for communicating with both Kiwanis advisors and faculty/ facility advisors that includes clear objectives and goals. •• Attend club meetings and division council meetings as invited and when possible. •• Provide educational materials and resources to advisors. •• Offer service project and fundraising ideas and preferred charity information. •• Pass along information provided to you through weekly emails from Kiwanis International, as appropriate.
Committee leadership District administrators should oversee a committee of adults to help carry out district responsibilities. The administrator should be a good leader/coach and talented at putting people in positions where their strengths match the program needs. Position requirements: •• Serve as a chairman or chairwoman of the CKI district committee. •• Train committee members to collaborate on the CKI district goals.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 23
Liaison to Kiwanis International District administrators are the primary link between the Kiwanis International trustee serving as board counselor and international office staff and their district. This duty could include forwarding information, providing updates, responding to requests, providing assistance in billing/membership issues and representing the interests of Kiwanis International. Position requirements: •• Assist with Circle K dues collection. •• Support Kiwanis International’s efforts to maintain current records of advisor names and contact information. •• Provide constructive input regarding program development. Additional best practices: •• Forward news articles and photos for use on websites and in publications by Circle K International. •• Attend Kiwanis International convention and assist Kiwanis International staff with promoting SLP sponsorship.
Advising the Board District administrators serve as the Kiwanis district’s representative to the Circle K district governor and to the district board, which includes supervision of board meetings, coordination of board members and overseeing the financial aspects of the Circle K district. Position requirements: •• Complete a “District Team Agreement” with the Circle K district governor annually and uphold each point of the agreement. •• Guide, counsel and advise the Circle K district board and officers. •• Coordinate the training of the Circle K district board and officers, which includes strategic planning and goal setting, organizational and financial management, Kiwanis family structure, teambuilding and leadership development. •• Oversee the management of Circle K district finances consistent with policies and procedures of Circle K International and the Kiwanis district. •• Oversee the administrative operations of the Circle K district. •• Serve as an ex-officio (non-voting) member of the Circle K district board.
24 CIRCLEK.ORG
District Event Management The district administrator, in conjunction with the Circle K district board, should plan and
execute the Circle K district convention. INTRODUCTION Position requirements: •• Ensure the planning and execution of all Circle K district board meetings, conferences and conventions. •• Serve as individual assuming responsibility at all Circle K district events. •• Host an annual Circle K district convention by promoting the event, scheduling programming and speakers, handling convention registration fees and advertising and executing the event. •• Coordinate annual contests, awards and elections. •• Submit the annual District Report Form.
Suggested Qualifications: Educational background: •• Bachelor’s degree preferred, but not required Experience: •• Building effective teams •• Innovating continuously •• Maintaining positive working relationships •• Communicating and providing support •• Developing, presenting and delivering strategic program plans •• Managing conflict •• Developing leaders in collegiate student activities •• Planning finances and budget •• Planning events Skills: •• Computer proficiency •• Internet and email access Other: •• Kiwanis membership •• Previous experience with Circle K International •• Awareness of rules for nonprofit organizations
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 25
AMBASSADORSHIP 27 IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C
Kiwanis district convention banner (2.5’x 7’).Pop-up can be used beside a of CKI that A visual display an event. at about CKI or as an accent a presentation complement table to display a link on page 126.) Find party a third online through purchase vendor. for (Available Kiwanis district meetings board meetings Kiwanis division council Kiwanis district training officer Kiwanis district meetings mid-year Support clubs. existing and strengthen Open new clubs. support with the all clubs, Kiwanis to education Deliver of Kiwanis International. Children for and Global Campaign ServiceDeliver Programs Leadership clubs. and through to programming • • • • • • • • • • You will coordinate with the Kiwanis district governor, governor-elect, secretary and/or with the Kiwanis district governor, will coordinate You or train be to will either role your Typically role. other district your determine leaders to K district. on the Circle an update provide K or to Kiwanians about Circle educate As district administrator, you’re crucial to the fourth role: delivering Service the fourth delivering crucial to role: Leadership you’re districtAs administrator, the Kiwanis the liaison between district are and the CKI district. Along You Programs. be invited may you and club members, the board members of with the district governor, include: could These the year. throughout Kiwanisto events • Training events Training Kiwanis events. Kiwanians training about CKI at educate be asked to may You support to you: resources three International offers • • • • • • • Kiwanis leaders at every level work together to achieve common goals. The first step in first step The goals. common achieve to Kiwanis together every leaders at work level of the district roles know itself: is to the four understanding this arrangement • • Kiwanis district District administrators are the face of the program in their district. This means they means they This in their district. of the program the face District are administrators Kiwanis-family at district the program represent the program, for should be advocates in K International Circle person for “go-to” serve and generally as the primaryevents their district. see page 20 of this guide. ambassadorship responsibilities, a detailed list of your For Ambassadorship
Ambassadorship
•• Circle K informational brochure. This trifold brochure can be used at a display table or after a presentation to give Kiwanians an overview of CKI. (Available at no cost through the CKI Store. Find a link on page 126.)
Circle K report For the Kiwanis district board meetings, you will be asked to submit a report or status update on the district. Either you or the district governor may present the report at the meeting. Things to consider including in the status update: •• Completed district events •• District board roster •• District membership: • Newly chartered clubs • Number of members • Number of clubs • Number of dues-paid members • Number of clubs with no paid members •• Upcoming district events •• Updates on: • International convention • District convention • District service and/or fundraising initiatives • District board elections •• District budget information: • Current account balance • Dues collection report • Year-to-date expenditures in each budget category • Budget amounts remaining in each category • Projected shortfalls or surpluses in any category •• A “thank you” to the Kiwanis district for any support provided since the last update
28 CIRCLEK.ORG AMBASSADORSHIP 29 Ambassadorship
IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C If the Kiwanis district has a foundation, reach out to find out what find out what out to If reach district the Kiwanis Tip: has a foundation, financial support is available for the CKI district financial support for and club members. is available Distribute district-specific Circle K publications. district-specificDistribute Circle Host the Circle K districtHost the Circle website. clubs in the district. K all Circle mailings to Coordinate Kiwanis that K. districtEnsure Circle on is trained leadership K clubs. up with Kiwanis unpaid Circle sponsor clubs that Follow faculty K clubs in and Kiwanis of the current advisors of Circle Keep records the district. Maintain Circle K historical data. K historical Maintain Circle K district Circle events. for registration Coordinate Manage the financial transactions for Circle K districtManage Circle convention. the financial transactions for Kiwanians or host institutions. K from questions about Circle Answer K district Circle convention. for registration Coordinate the district Help select for convention. the site Serve K committee. on the Circle Promote interaction between counterparts between interaction on the Kiwanis district and the board Promote K districtCircle board. K district Circle convention. Manage for the contracts Maintain financial records of the membership budget. of the membership Maintain financial records K committee. Kiwanis in the Maintain district a line item the Circle budget for budget. K district of the Circle convention Maintain financial records • • • • • • • • • • • • • • • • • •
• • • • • • • district Kiwanis offices: Few • • • • • • • Some district Kiwanis offices: • Many Kiwanis district Kiwanis Many offices: • • • Among Circle K districts, the Kiwanis district offices vary greatly. In some districts K districts, the Kiwanis the district Circle Among vary offices greatly. staff. paid Kiwanian, while others have a volunteer is filled by office Kiwanis districts on how the trends some of support are K districts:Here Circle Kiwanis district office
Ambassadorship
To better understand what is provided by the Kiwanis district office, you will also want to clarify and understand: •• District duties of a district administrator. •• Required events to attend. •• Budgetary support. •• District protocol for signing contracts. •• Protocol for managing member records (e.g., district convention registration).
To learn what support is provided by the Kiwanis district, work with the Kiwanis district secretary and/or executive director.
Kiwanis Youth Protection Guidelines
There are more than 300,000 members in Kiwanis youth programs. Their care and safety is entrusted to every Kiwanis club member. For Kiwanis to be the premier provider of youth service clubs and programs, we must hold ourselves and fellow members to the highest standards of conduct and awareness.
Kiwanis International helps. The Kiwanis Youth Protection Guidelines are available to Kiwanians in every club. All adults working with anyone under age 18 at any Kiwanis event are expected to read, understand, agree to and abide by these guidelines.
The following guidelines outline expectations for adults working with anyone under the age of 18. The guidelines are reviewed annually by the Kiwanis International Board of Trustees to ensure that Kiwanis provides the current best practices for protecting both our youth and adult club members. For the latest guidelines, access the link on page 126.
Tip: The Kiwanis Youth Protection Guidelines can be found in the Kiwanis International Policies and Procedures. Become familiar with these and the Kiwanis district policies on youth protection.
30 CIRCLEK.ORG AMBASSADORSHIP 31 Ambassadorship An online education online education An Tip: Kiwanis session covering Protection Youth for Guidelines is available review. to Kiwanian any See the online resource on page 126. available IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C Registered with the school or agency to accompany the youth members at the members at the youth with the school or agency accompany to Registered specific event in loco parentis in loco of age or older 21 years the school or agency by Has been approved • • • • Kiwanis clubs are required to have a clear criminal have to required checks: Kiwanis history clubs are Criminal background Kiwanishistory check—conducted International—of by and verified background any club (Aktion member serving Service Program any as a Kiwanis advisor to Leadership criteria shall be Kiwanis International’s Builders Club and K-Kids). K, Circle Key Club, Club, Background ‘clear.’ check is considered whether the background determine to followed charter petition to SLP clubs that years. than two no more for checks shall be valid Kiwanis advisor has a clear criminal history the appointed once will only be approved encouraged strongly Clubs are Kiwanis International. check conducted by background directly with all adults who will work checks for background confidential ensure to check. a background undergone not have outside of the school and/or who may youth applicable local and state/ to criminal history check should conform The background clear criminal history Kiwanis requires International requirements. and laws provincial • • • • Youth Protection Guidelines and Circle K International Guidelines and Circle Youth Protection best practices still apply to not considered youth, CKI members are While district and Kiwanis Districtworking advisors administrators with these clubs. information guidelines and convey should be familiar with the administrators Club with Key interaction more members of the districtto who have board members fall under the same CKI member would. members than a general an event chaperoning checks if they are background policies as Kiwanians for transported housed. or where youth are or another event such as Key Leader check. background CKI clubs also need an approved Kiwanis advisors to Every guidelines its members on these KiwanisEducation: educate club is expected to in of youth aware they become do when to them what and inform and best practices, of these with a copy Every member must be provided harmful situations. potentially annually. training educational guidelines and receive every at or workshop Every forum Kiwanis an educational district provide is expected to adults on guidelines and best practices for and conference convention district-produced Kiwanis International. by provided working using materials with youth, legal parent, faculty member, is defined as a Kiwanis member, A chaperone Chaperone: or person who is: guardian
Ambassadorship
background checks conducted by its provider for all adults working with youth at all Kiwanis International-sponsored events. These include the Circle K and Key Club International Conventions, the Circle K or Key Club Governor and Administrator training conference, the Key Club International Leadership Conference, and any Key Leader weekend. All district chairpersons and committee members for all Service Leadership Programs are required to have a clear criminal history background check conducted by Kiwanis International. A district may also require criminal history background checks for other adults working with youth as part of district programs or events. (See Kiwanis International Policy B and Procedure 197 for complete information regarding criminal history background checks.)
Overnight stays: While attending a Kiwanis event that requires overnight stay in a hotel or camp/conference setting, adult chaperoning must include no less than one adult male for each 10 or fewer youth males, and one adult female for each 10 or fewer youth females. Except for a parent sharing a sleeping room or other sleeping quarters (e.g., tent) with his or her own child, no adult should share a hotel or dormitory sleeping room or other sleeping quarter with a youth. In the event that sleeping quarters consist of multiple beds, such as a bunkhouse or camp cabin, adults may share the sleeping quarters with youth members of the same gender, provided that two or more adults are present.
Transportation: When transporting youth, the best practice is having three people in the car at all times with documented approval from the parent or guardian for the transportation arrangements. When both of these conditions cannot be met, one of them should be. All transportation decisions should be made in accordance with local laws and school policies.
Medications: The possession of prescription and nonprescription medications by youth at a Kiwanis event should be permitted only by the written permission of the parent or guardian.
Use of Alcoholic Beverages, Tobacco, Marijuana, and Other Substances: While attending any Kiwanis event that is produced primarily by or for the benefit of youth, adults are expected to refrain from using or being under the influence of alcoholic beverages, tobacco, and/or marijuana products, even if prescribed for medicinal use. In addition, the use and/or possession of illegal drugs or the improper/illegal use of legal drugs is prohibited.
Tip: Kiwanis advisors to Circle K clubs are required to have clear background checks conducted through Kiwanis International every two years.
32 CIRCLEK.ORG AMBASSADORSHIP 33 Ambassadorship IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C Reporting: a Kiwanis at a youth If a Kiwanian involving observes behavior troubling young a for unsafe or potentially is illegal that of a situation aware or becomes event contact the appropriate or she must immediately he a Kiwanisperson at event, personnel as enforcement law to notification as provide as well the event personnel at after event, the behavior of the troubling If aware the Kiwanian becomes appropriate. enforcement law to notification and provide he or she must contact leaders of the event reporting regarding laws and federal provincial state, local, All personnel as appropriate. must be followed. youth of any bearing personal information documents All information: Personal forms, medical information forms, registration a Kiwanis event—including attending protect that Processes as confidential. be treated etc.—should forms, treat permission to people who have including minimizing the number of must be created, this information of three a minimum shall be maintained documents The such documents. any to access and regulations. laws applicable state/provincial by be required or longer as may years that in a way shall be destroyed the documents period has expired, the maintenance After and destruction disposal The of all confidential shredding). (e.g., confidentiality maintains and regulations. laws applicable state/provincial to shall conform information a requesting networking social involves any that site For and social media: Youth never adults should be a friend on Facebook), someone to connection (such as inviting a such a connection from requests If such connections a youth with youth. initiate Adults Kiwanian, in responding. the Kiwanian or her best judgment should use his on social networking with youth their interaction as though the sites should treat In other people. of other adults and young in front occurring in public, were interaction it person in public, a young something to say to not be appropriate if it would words, Kiwanians should on a social networkingshould not be said as a comment either. site or “liking” (such as constantly can be seen as excessive that interactions from refrain such media online, posting any to Prior posts on Facebook). on a person’s commenting minors) for and all individuals (or parents any obtain permission from as photographs, do otherwise. be illegal to media; it could (See appear in that Kiwanisthat International social media guidelines.) complete B for Policy person as an adult a young often or health issues: Kiwanians seen by are Behavioral from Kiwanians should refrain information. trust with personal and/or sensitive to person in finding, or assist the young find, and should instead youth counseling expertappropriate assistance. these guidelines conflict with local school policies with other rules: Whenever Conflicts the highest applicable or regulations, laws or national or local state/provincial, or rules, conduct shall prevail. for standards
OPENING NEW CLUBS 35 IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C
institution without a sponsoring Kiwanis club in accordance with sponsorship rules and guidelines in accordance club institution without a sponsoring Kiwanis Support” See page 48 in the “Club section for more of Trustees. Board International the Kiwanis set by information. * According to the Kiwanis Youth Programs policy, a Circle K club may be in a host established a Circle policy, Programs Youth the Kiwanis to * According Kiwanis (such clubs serve as sponsors of clubs in the Kiwanis Service Program Leadership K).as a Circle Kiwanis and do or university clubs make direct contact with the college District support K clubs. the hands-on administrators in opening new Circle these work sponsorship to the 10 steps like of resources efforts aware making the clubs are by sure need help Kiwanis(see next clubs also may page) and the chartering procedures. these clubs is to can be for the best thing you the host institution. Ultimately, identifying needed. assist where and willing to be available Sponsoring Kiwanis club* Sponsoring Kiwanis Essentially, your primary role as a district administrator is to promote Circle K Circle primary your promote as a district is to role administrator Essentially, sponsoring support Kiwanis clubs and to potential International to take those that of in the opening and strengthening key players four are There on this commitment. host institution, the the new clubs: the Kiwanis club or other sponsoring organization, Kiwanis It district K International. is important and Kiwanis/Circle understand the role to in the starteach plays of new CKI clubs. Your role in opening new in opening clubs role Your District administrators are the primaryDistrict new clubs in their district. opening are for administrators drivers support is to the club opening and chartering role Their new clubs through processes. to should also find opportunities the program in their districtAdministrators promote to responsibilities, new club opening list of your a detailed For host institutions. potential guide. see page 22 of this Opening newOpening clubs
Opening new clubs
TEN STEPS TO SPONSORSHIP
Sponsoring a Circle K club goes beyond providing funds. Here are the 10 steps for a Kiwanis club to successfully sponsor a Circle K club: 1. Appoint a Kiwanis Circle K advisor (or committee of advisors). 2. Attend Circle K meetings and events. 3. Include your expenses in your club’s service account for the Circle K club. 4. Meet with a school representative once a year. 5. Ensure all dues and fees are paid on time. 6. Ensure proper training for Circle K officers. 7. Host a meeting with Kiwanis club and Circle K leaders once a year. 8. Host or participate in joint activities. 9. Invite Circle K members to Kiwanis club meetings. 10. Ensure Circle K members have training opportunities beyond the club level.
Kiwanis and Circle K districts Kiwanis and Circle K districts should promote Circle K to potential sponsoring Kiwanis clubs (or other sponsoring organizations). A Kiwanis district must make sure all Kiwanis clubs in the district are aware of Circle K—and what it takes to build and sponsor a club. The district administrator, along with members, should promote Circle K at Kiwanis district events such as the convention. When more Kiwanis clubs are inspired and knowledgeable about Circle K, more clubs open in that district.
36 CIRCLEK.ORG OPENING NEW CLUBS 37 Opening newOpening clubs IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C Because of CKI’s great reputation, an interest group at a college or university or university a college at group interest an reputation, great : Because of CKI’s Tip first goal The them. club approaches a Kiwanis before a CKI club often wants districtThe clubs in their community. with Kiwanis link these students is to in making club if a Kiwanis connection. is key But remember: that administrator can still be chartered. the club is not available, Kiwanis clubs build Circle K clubs. Kiwanis clubs build Circle and support efforts. those District educate leaders (like you) Kiwanis clubs towards districts for broad and build resources Kiwanis staff members provide International K. of Circle awareness • • • Ultimately, all of us working together in our respective roles will benefit Circle K and the will benefit Circle roles all of us working in our respective together Ultimately, people young More stronger. grow who join. New clubs open. Existing clubs students of servicelearn the value and fellowship. • • • Putting it all together Putting overview: an As Kiwanis youth programs and Circle K International and Circle programs youth Kiwanis district that resources and provide Kiwanis members at develop International Staff district the K at Circle promote (and other Kiwanians) can use to administrators of the awareness identity and general build the brand to Kiwanis staff works level. the instance, for when sponsoring with school administrators, clubs meet program—so K. the end of this to about Circle (Refer feeling a positive have already administrators resources.) a list of available section for
Opening new clubs
Lieutenant governors’ role with new members and clubs
Each Circle K lieutenant governor should be committed to strengthening clubs in his or her division. Work with the district board—particularly the lieutenant governors—to set goals and establish a plan to increase clubs and membership.
At the beginning of the lieutenant governor’s term, challenge them to identify all of the host institutions in their division that do not have strong clubs. You could begin by having them identify two colleges or universities to target for new clubs. As the lieutenant governor works on these clubs, check in periodically. Offer assistance when needed or asked. Lieutenant governors also support club growth by focusing on inactive and charter-revoked clubs in your district and working with them to re-activate.
Starting a new Circle K International Club
You will support all new clubs, but your role will vary based on location, schedule and other logistics. Consider yourself the coach throughout this process; support the Kiwanis club, host organization staff and incoming members. Once a Kiwanis club and/or a host institution has expressed interest in sponsoring or starting a club, take these three easy steps:
1. Site and sponsor: Find advisors, members and a place to meet. The Kiwanis club needs to identify a college or university that would benefit from a Circle K club—or a potential club needs help connecting with a local Kiwanis club or other organization for sponsorship. Advisors are appointed from the sponsoring Kiwanis club and from the host institution. Once a core group of club members has been recruited, they can often help assess the club’s potential, create a prospect list, promote the club and invite new members.
Resources: The Circle K recruitment postcard and Circle K membership recruitment poster are available in the CKI Store.
38 CIRCLEK.ORG OPENING NEW CLUBS 39 Opening newOpening clubs
IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C Option two: block Gavel/gavel Membership pins Membership cards resources Additional
Option one: block Gavel/gavel Charter banner Membership pins Membership cards resources Additional 3. Service: community. out in the a difference club members can make Now For pricing, refer to the club chartering to refer link found on page 126 of this guide. pricing, For 2. Lead: file paperwork, enthusiasm. club leaders and build train Get organized, plan elect officially and directors, officers adopt club bylaws, need to New members will startclub meetings and service brainstorming Next the chartering project comes ideas. forms—making completing club the a roster, creating signatures, process—gathering a reality. Do it with a charter the new club should celebrate! is done, the work Once ceremony. presentation include: Chartering resources Planning and participating in service projects is a great way for members to gain to members and participatingPlanning for in service way projects is a great leadership skills and make a difference. Resources: the link on page 126 of this guide. at Guide available CKI Advisor
Opening new clubs
Dues and club status
The year after chartering, the club must start submitting annual district dues and an international club fee to Circle K International. District dues are electronically deposited on a regular basis to the district’s bank account, and the district administrator is notified of the deposit via e-mail.
The international club fee remains at Circle K International. The international-level club fees help ensure that crucial resources are available for all members, advisors and clubs, including: •• Resources for club opening and chartering, and inviting new members. •• District and club officer training materials. •• Support for districts and divisions. •• Official CKI website and social media accounts. •• Weekly email updates to CKI members and leaders. •• Support for The Tomorrow Fund, which awards grants to clubs and/or districts to fund service projects. •• International convention planning. •• District awards. •• Liability insurance. District dues can help offset the cost of some of the following: Traveling costs for the district governor, mailings to district clubs, district events other than the convention, training, website fees, etc.
Dues-paying process The fiscal year is October 1–September 30. Faculty advisors are contacted via email to announce the opening of the Membership Update Center for the year (usually around the middle of September). Faculty advisors need to update the information regarding club officers; then the club secretary, treasurer, faculty advisor or Kiwanis advisor can enter the membership roster at the Membership Update Center; find a link on page 126. Payment can be submitted online. If preferred, an invoice can be printed and mailed to Circle K International with payment.
40 CIRCLEK.ORG OPENING NEW CLUBS 41 Opening newOpening clubs IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C When a suspended club pays member dues, the club will regain active status. the club will regain member dues, club pays a suspended When fiscal of the following the beginning October by 1 (i.e., is received If no payment inactive. will become status the club’s year), [email protected] and an invoice will be sent to the club. to will be sent [email protected] and an invoice club name and ID number on the check. include the received, K International Circle 6069 Dept 122 PO Box IndianaIndianapolis, 46206-6069 OR If a club fails to pay by February 1, it will enter suspended club status. 1, it will enter February by If pay a club fails to the current all other members from delete to Include a note name and email address. or the club will be billed for these members as well. roster club the entire district, due for amount the total determine based on the club’s host institutions for (US$600 owed club fee membership and add the international with enrollments host institutions US$450 for 5,000 students, over with enrollments host institutions). A chart two-year or US$300 for under 5,000 students containing on page 126 of this the link provided district at for dues can be found the amounts guide. In September, all active clubs are notified by Circle K International that it is time to it is time to K International that Circle notified by all active clubs are In September, dues. year’s the upcoming pay past due. becomes 1, its status December by pay If the club doesn’t • • • • • When the dues have been calculated or the invoice has been or the invoice been calculated dues have the When the club. 3. Identify Send to: 4. Mail the check and roster. to above information email the roster obtain an invoice, To Request an invoice. status to update update after to suspended status Center the Membership Update access Clubs can now an invoice. and request can also send in their roster They fees/dues. and pay their rosters fiscal year: during that these steps active again, the club must follow become To first and last each new member including from Collect information 1. a roster. Create and district the international per member Using dues amount dues owed. 2. Calculate • • • • • Club status Club suspended or charter inactive, revoked. active, statuses: the following A club has one of long dues and how has paid members’ depends on whether the club status A club’s of each status: details are Here been paid. the dues have since An active club is in good standing.
Opening new clubs
An inactive club is one that has gone one year without paying its membership dues. To regain active status, the club must reactivate by paying a US$100 reactivation fee plus the current year’s dues (both international and district) for each member. •• If a club reactivates, it will become an active club. •• After two years of inactive status, a club becomes charter-revoked. A charter-revoked club is one that has lost its connection with Circle K International. To become an active club again, a charter-revoked club must charter again at the full cost. Resources about chartering are available at the link on page 126.
Tip: When a club re-charters within two years of being charter revoked, it can use the former CKI number it requested at the time of its original charter. However, the club’s charter date changes to the most recent charter date.
42 CIRCLEK.ORG OPENING NEW CLUBS 43 Opening newOpening clubs IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C Pop-up banner (2.5’ x 7’) banner (2.5’ Pop-up a complement to table of CKI can be used beside a display visual display This a through purchase for (Available a CKI event. at CKI or as an accent about presentation partythird using the link on page 126.) vendor Kiwanis club directoryKiwanis to resource is a great This directoryThis lists every Kiwanis with contact club information. purchase for (Available use when trying a CKI club. find a sponsoring Kiwanis to club for the link on Find “literature”. and then, items” “meeting under the Kiwanis Store through page 126.) Circle K informational brochure K informational Circle an readers give to table or after a presentation a display can be used at trifold This the CKI store.) through no cost at overview of CKI. (Available If you or your district’s lieutenant governor has questions or needs assistance with has questions or needs assistance governor lieutenant district’s If or your you Simply contact available. Kiwanisstarting is always staff International a new club, [email protected]. the following addition, Kiwanis offers International support to new clubs: resources Resources from Kiwanisfrom InternationalResources
CLUB SUPPORT 45 IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C Refer to “Liaison to Kiwanis International” on pages International” Kiwanis “Liaison to to : Refer Tip details on getting advisor contact 57–62 of this guide for information.
COMMUNICATION Using the downloadable reports available through the Kiwanis online management reports through the downloadable Using available district, as the each club in your as well for can get the mailing addresses you system, you this information, With Kiwanis and faculty advisors. each club’s for email addresses with the advisors. consistently communicate a schedule to can create club advisors ranging District should send scheduled email messages to administrators governor’s included in the lieutenant Some advisors are weekly quarterly. to from Other communication. monthly the use of districts engaged through help advisors stay media. and use of other social groups Facebook and in posts on websites mail, regular A district administrator’s support for advisors varies by district. However, communication communication support district. by advisors varies However, for A district administrator’s Most the questions of of every key responsibilities two administrator. are and training But when club advisors or a reply. and will just require answer get will be easy to you on the school’s rely to will need you issue, complicated a more school personnel have and board bylaws K International and Circle the district bylaws club bylaws, the policies, are if you feedback. Kiwanis International staff can help you policies when providing connect that you resources are There or guidance. answer the right offer struggling to district.with the Kiwanis the clubs in your and faculty for advisors How you support you How advisors District administrators should offer regular communication and support communication both Kiwanis regular to District should offer administrators of the work recognize to ways should find Administrators advisors and faculty advisors. work. help them do their best the means to and develop the club advisors club support 23 of this guide. see page a detailed list of your responsibilities, For Club supportClub
Club support
You could use these communication methods to: •• Promote upcoming international and district events. •• Reinforce the activities in your advisor monthly checklist •• Share successful service projects with pictures •• Pass along messages from the weekly administrator email you receive from Kiwanis International •• Suggest new service, fundraising or advocacy projects •• Highlight new and/or important online resources You have the freedom to determine the most effective communication methods and information for the district. Of course, you also are responsible for continuously evaluating those methods’ effectiveness. Stay up to date on your communication—and your effectiveness.
DISTRICT WEBSITE The district website is a great way to connect with members and advisors to promote the Circle K International district. With supervision from the district administrator or a member of the district committee, either the district webmaster/bulletin editor or a member of the committee will manage the district’s website.
Consider including these resources/information: •• Board meeting minutes •• Information on building/starting a new club •• Calendar of events •• District administrator contact information •• District convention information and registration •• District history •• District newsletters/publications (including links to any past issues) •• District officer contact information •• Dues details •• Fun stories/news •• International convention information •• Alumni •• Circle K International information and resources •• CKI Service Week •• Photo album •• Scholarship and grant information •• Subscription link to CKI communication
46 CIRCLEK.ORG Club support
•• What is Circle K International? •• Links to:
• The district’s social media sites, as well as Circle K International’s sites CLUB SUPPORT • Circle K International website • Kiwanis district website •• Resources • Contest and award information • Project ideas • Officer job descriptions • Advisor resources • Recruitment resources
The district website should follow best practices to protect the CKI brand and the members and district. Here are a few tips: •• Follow graphic standards. For information about official logos, fonts, colors and more, download the latest brand guide using the online resource available on page 126. •• Get a release. If you are planning to use an individual’s image—such as in photographs or video—you must have written permission to do so. Find the online resource for a photo release on page 126. Tip: Assign a tech-savvy Protect members. If the district board’s contact information is listed on the website, •• committee consider assigning each individual a Circle K-specific email address so his or her member to personal information isn’t available. For example, [email protected]. oversee the website and work with the TRAINING student(s) responsible Providing educational materials and training to faculty and Kiwanis advisors can be a for content challenging task because of the variety of needs and circumstances. Here are a few tips: and updates. •• Use the Circle K Advisor Guide. This tool is filled with information to help advisors mentor and support a club. Download a copy at the link provided on page 126 of this guide. As an administrator, you can provide the guide to new advisors or use content in the guide as curriculum for training. •• Go digital. Record webinars for advisors to view at their leisure. If you are new to webinars, you may want to start with one for new advisors. After that, you could survey current advisors to get an idea what webinar topics they want to see. •• Use existing communication. Training and education doesn’t just take place at one time. Include tips, best practices and relevant how-to’s in your regular communication with advisors.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 47 Club support
•• Promote Online Club Officer Education. This resource was developed specifically to bring education directly to the member in a way that is convenient and easily accessible. Online Club Officer Education removes the obstacle of travel and time away from campus and brings relevant and consistent information to an incoming officer. Check it out at using the online resource available on page 126.
By utilizing a combination of these training mediums, you can improve advisors’ impact on the club—and in the experience of Circle K International members.
CKI clubs without a Kiwanis sponsor Traditionally, a CKI club is sponsored jointly by a Kiwanis club and a college or university. But clubs can officially charter without a Kiwanis sponsor. For those clubs, you will play a big role in helping them stay connected to the district.
The top five things a Service Leadership club, including a CKI club, will miss when not sponsored by a Kiwanis club are: •• Relationship with the Kiwanis family/mentorship •• Financial support •• Information and communication •• Access to social functions and community projects •• Leadership and training
A few suggestions to support these clubs: •• Find another community organization or business to serve as the sponsor. •• Approach civic leaders in the community and get them involved. •• Encourage district lieutenant governors to engage with these clubs. •• Encourage members to make an extra effort to understand the Kiwanis organization. •• Create a line item in the Circle K or Kiwanis district budget to support these clubs—with a focus on sending advisors and members to district training events. •• Connect an unsponsored club with a sponsored club. •• Have the closest Kiwanis club connect with the club, even if they don’t sponsor it, and invite local Kiwanians to the club’s projects and activities. •• Provide additional resources to help the club find its own sponsorships. •• Encourage CKI alumni in the area to get involved with the club.
48 CIRCLEK.ORG Club support
How Circle K International supports advisors
Circle K International also plays a role in helping club advisors succeed. Once a Kiwanis or faculty advisor is designated for a club, that person begins receiving email communication.
First, new advisors are encouraged to connect with you, the district administrator. Then CLUB SUPPORT they are informed of these resources available from Circle K International:
The advisor guide. This tool is filled with information to help advisors mentor and support their clubs. A copy of the guide is mailed to each new club when they charter. It is also available as a free download at the link provided on page 126 of this guide. Some of the topics in the guide include: •• Monthly checklists •• Advisor roles •• Service, fundraising and advocacy projects •• Officer elections, training, meetings and committees •• Awards and contests •• How to grow your club •• Insurance
Website. The Circle K International website houses the latest resources and news about CKI. Advisors are encouraged to bookmark circlek.org.
Social media. The CKI social media outlets allow members and volunteers to connect. Advisors are encouraged to follow these sites to know what members are seeing and saying: •• Facebook: facebook.com/circlekintnl •• Twitter: @circlekintnl •• Instagram: @circlekintl •• Pinterest: pinterest.com/circlekintnl •• Youtube: youtube.com/ckitv
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 49
COMMITTEE LEADERSHIP 51 IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C
Assistant administrator of training and education and education of training administrator Assistant Assistant administrator of event(s) administrator Assistant Rally of Fall/Spring administrator Assistant advisor and facultyKiwanis advisor representatives district or chairwomanChairman finances overseeing Within a given geographic area, area, geographic a given Within administrators/chairmen/advisors. Zone/region and the advisors in those divisions. governors these individuals advise lieutenant committees. also serveThey board as advisors to This person partners This lieutenant in advising with you districtAssistant administrator. supporting advisors and servinggovernors, committees. board as a liaison to • • • • • • • Consider adding the following mentoring positions as well: mentoring adding the following Consider • Recruiting, training and leading members of the district committee are important members of the district and leading are training Recruiting, committee and can be made up of you committee Your of the districtresponsibilities administrator. who help with the volunteers or five four have might or you administrator an assistant the districtvarious tasks of managing and serving the district and for board as mentors tasks and required your accomplish will help you work committee’s The committees. the district position. Building a committee plan for administrator help build a succession with CKI. involved opportunities become Kiwanians to more also creates for meet the mission—and whose talents CKI’s to Seek out individuals committed as Kiwanis and/or CKI alumni as well recruiting Consider of their positions. responsibilities the by (Infaculty members must also be approved some districts, advisors. committee Kiwanis district and/or district governor board.) In includes: most districts, this committee Circle K districtCircle committee District administrators should oversee a committee of adults to help carry of adults to a committee out districtDistrict should oversee administrators putting at and talented should a good leader/coach Administrators responsibilities. of a detailed list For needs. the program match their strengths where people in positions 23 of this guide. see page leadership responsibilities, committee your Committee leadership Committee • • • • • •
Committee leadership
It is acceptable for individuals’ responsibilities to overlap. For example, each of the administrators/chairmen/advisors in the zone or region could serve as one of the committee chairmen as well. Ultimately you will determine the best committee structure for the district.
When building a budget, keep this committee in mind. Think about member expenses and determine what can be covered. Items to consider: •• Mileage reimbursement •• Stipends for Kiwanis district convention •• Stipends for Circle K International convention Managing the district committee is an important part of your responsibilities. It’s a vital source of support for students and advisors—and for increasing the amount of programming in the Circle K district.
Annual planning and goal setting
Where are we now? Where are we going? How will we get there? For questions like these, annual planning is an important way to form an answer.
Before getting started, review the Circle K International strategic plan. The goals outlined there should serve as a guide for establishing the district’s strategic goals and priorities.
You’ll also need to determine who will participate in the planning and goal-setting process. We recommend that you include members from the Kiwanis district board, Circle K district committee and the Circle K district board.
52 CIRCLEK.ORG COMMITTEE LEADERSHIP 53 Committee leadership Committee IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C A short description of the innovation you intend to create to A short intend you description of the innovation want? do you What the question: to honest answer An plan strategic K International the Circle to A complement An ambitious, measurable, time-delimited measurable, ambitious, An goal Divisions Finances and awards Contests Technology Club resources District convention New club growth Membership Committees District board Kiwanis and CKI interactions • • • • • • • • • • • • • • • • • • • Review the mission of Circle K International and its current strategic plan. strategic and its current K International Review the mission of Circle Step Vision 3: the goals decide what is the district to Where headed? Discussing the vision is a way changes should be made. should be and what Each goal should be: • • • 2: Mission Step • • • • • • • • Then what? Here is a simple process for developing the district’s annual plan. annual the district’s developing for simple process is a Here what? Then 1: Assess Step include: to Topics district. in your K International of Circle Discuss the state
Committee leadership
Step 4: Define objectives
Choose up to five objectives that support each goal (and Circle K International’s mission), capturing all of the major functions of the district—current activities, communications, marketing, culture, etc.
Make sure each objective is measurable, meaningful and realistic. Assign who will be responsible for each objective. Due to annual elections, you may have to use position titles (such as governor, treasurer, etc.) versus names of individuals.
Step 5: Choose strategies
Identify one to five strategies that you will use to accomplish each objective.
Assign an owner to be responsible for each strategy. That owner will need to define how the strategy will be executed and how to measure its success.
Don’t skip this step! Otherwise the plan will turn into an endless list of to-dos. Some strategies will fail, but if you analyze them afterward, these failures become educational.
Step 6: Develop the plan
Identify the key activities and milestones needed to accomplish and assess the strategies. The plan can be as detailed as you’d like and in whatever format makes the most sense for the district.
54 CIRCLEK.ORG COMMITTEE LEADERSHIP 55 Committee leadership Committee
IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE
C STRATEGIES to promote district convention that focuses on focuses that district promote convention to attendees. benefits to is open. registration districtonce convention district attend to all advisors registered convention. startingall advisor communication in October. their from students sponsorships for request governor (lieutenant attend community to each of these divisions). from Ask Company C for sponsorship. (Angela & treas.) (Angela sponsorship. C for Company Ask Include messaging about district convention in Include about district messaging convention & sec.) (Angela sponsorship. B for Company Ask
Create series of social media posts to use series of social media posts to a. Create b. a period a time over go live Schedule posts to for registration a free for a drawing a. Have b. and C to Kiwanisa. Reach Clubs A, B, out to & gov.) (Angela sponsorship. A for a. Company Ask b. c.
of event. (Angela) of event. sponsor CKI members (Frank) attend. to in advisor communications. in advisor communications. (District Administrator) to promote. promote. to Master) Web (Sam & Create social media campaign campaign social media Create Increase the attendance at the district convention by 25% in two years. 25% in two by the district at convention the attendance Increase Vision: OBJECTIVES Find sponsors to reduce cost cost reduce sponsors to 4. Find Encourage Kiwanis clubs to Kiwanis clubs to 3. Encourage 1. advisors to promotions Target 2. SAMPLE This process can be facilitated by you, a member of the district committee, a member of a member of the district committee, you, by can be facilitated process This this tool correctly, completed When the Kiwanis district or an outside facilitator. board in the district. strategies successful implement can be used to Here is an example of an objective broken into strategies. Notice how the pieces the pieces how Notice strategies. into of an objective broken is an example Here fit together.
Liaison to Kiwanis International
District administrators are the primary link between the Kiwanis International trustee serving as board counselor and the Kiwanis International staff and their district. This could include forwarding information, providing updates, responding to requests, providing assistance in billing/membership issues and representing the interests of Kiwanis International.
For a detailed list of your liaison responsibilities, see page 24 of this guide.
Kiwanis Connect (kiwanis.org/login): accessing membership and district data
In order to assist with dues collection and the maintenance of accurate contact information at Kiwanis International, district administrators must access information through kiwanis.org/login. LIAISON TO KIWANIS INTERNATIONAL
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 57 Liaison to Kiwanis International
Registration
All Kiwanis members can create a login for Kiwanis Connect. Whether certain features are available to you after login depends on your roles with the club, division or district. To register your login credentials for the first time, or to simply test the one you already have, the process is the same:
1. In your browser, go to kiwanis.org/login. 2. Click the Register/Reset Password link at the bottom of the page. 3. Type your email address and click the Submit button. 4. If the email address is already in the Kiwanis database, you’ll receive email instructions for setting up (or resetting) your password. If the email address you enter is not found, you’ll be prompted to send an email to Member Services to update your member profile with your new email address.
Home page
When you log in to Kiwanis Connect, you’ll go first to the Home page. Your name and the name of your club will be at the top of the page (next to the Sign Out button). Beneath that you’ll have the ability to update your own personal information with the Edit Profile link.
Click the SLP Reports icon on the left to get to the SLP Reports.
58 CIRCLEK.ORG LIAISON TO KIWANIS INTERNATIONAL 59 Liaison to Kiwanis to Liaison International IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C Which students are currently holding club officer positions holding club officer currently are students Which Which clubs have paid clubs have Which advisor as the club is listed Who of each club on the rosters are students Which Protecting our members Protecting K members of Circle Included for reports in these the email addresses are the Kiwanis all of the Kiwanis-family and faculty International and for advisors for Kiwanis to International given was information This Service Programs. Leadership and opportunities information that be provided solely so these individuals could with these individuals communicate Please their membership experience. optimize external such as to entities be offered should never data The this purpose only. for businesses or charitable organizations. • • • • • • • • Service Leadership Programs Reports Service Programs Leadership on information access Reports you helps Service feature The Programs Leadership the Kiwanis district. from in your members and clubs reports All downloaded are can determine: you information, this With document. in an Excel International database
Liaison to Kiwanis International
Membership reports
A Circle K International membership report includes information about individual CKI members. Reports can be downloaded for an entire club or even for an entire district. In addition to member’s names and ID numbers, the reports feature the other useful information included in the chart below.
INFORMATION AVAILABLE POSSIBLE DATA EXPLANATION
Member email address ex: [email protected] Member graduation year ex: 2019 This information can help you target your messaging to members. You might send seniors messages about alumni opportunities.
Officer position held Options: President, Vice President, This information will only Secretary, Treasurer be provided if clubs report officers. Use this to segment the membership in order to provide additional resources and training materials based on officer positions.
Club name of member ex: Indiana University Club ID of member ex: C72606
Status of club of member Options: A = club paid dues for the A = Active previous year S = Suspended S = club has not paid dues I = Inactive for the current year (occurs in February) I = club hasn’t paid dues for at least two years
Division of club of member ex: C This information is only provided if reported at time of charter or later submitted by the district administrator.
District ex: C08
60 CIRCLEK.ORG LIAISON TO KIWANIS INTERNATIONAL 61
. ted for for ted ount for the for ount ed the final roster for for ed the final roster ts for districtts for dues can as chartered or t calculated once once t calculated Liaison to Kiwanis to Liaison International ANATION ear. ear. ict administrator. ict administrator. ter submitted by the by submitted ter ound at the link provided on the link provided ound at t date will always be will always t date rent year. A chart containing year. rent rent year. If “N” on Roster on Roster “N” If year. rent eported time of charter at he date represents when represents he date is only provided his information inalized, it means the club has it means the inalized, e-chartered. The time for the the time for e-chartered.The as midnight. epresented f “Y” on Roster Finalized, you can you Finalized, on Roster “Y” f A = club paid dues for the A = club paid dues for year previous S the= club has not paid dues for in February) (occurs year current at paid dues for I = club hasn’t years least two CKI club has updated The Y = members in the MUC and clicked button. Finalized the Roster or may CKI club may The N = been in the MUC, but not have it has not clicked the Roster button. Finalized EXPL not submitt the y Amoun membership is upda cur the amoun be f page 126 of this guide if r or la distr I assume this is the c cur F T the club w r star r T IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE
C
DATA
ctive
nactive x: C x: C08 x: 11/30/2009 12:00:00 AM x: 11/30/2009 12:00:00 x: C72606 POSSIBLE
N Options: A = A S = Suspended I = I Options: Y e e e e
INFORMATION AVAILABLE INFORMATION
Number of members District dues owed Status
Club ID District Finalized Roster Club start date Division District reports about each club. District information reports the following include
Liaison to Kiwanis International
INFORMATION AVAILABLE POSSIBLE DATA EXPLANATION
District dues paid Amount received by Kiwanis International for current year. International dues owed Amount calculated once membership is updated for current year. Note the report indicates “international dues” but this does refer to international fees. International dues paid Amount received by Kiwanis International for current year. Note the report indicates “international dues” but this does refer to international fees. Total due Total amount due for the current year. Address of Circle K Includes: Address Line 1 Address Line 2 Address Line 3 Address Line 4 City, State Postal Code Country Faculty advisor name (years ex: Austin, Andrea (8 years) The number of years of of consecutive service) consecutive service will allow you to identify clubs that have new advisors and those that have experienced advisors. Faculty advisor email address ex: [email protected] Use the advisor’s email to communicate with them. Kiwanis advisor name (years ex: Jones, Bernie (9 years, BC-complete: The Kiwanis advisor of consecutive service, BC-complete) has provided a clear background background check status) Smith, Cynthia (3 years, check to his or her Kiwanis club, BC-missing) as required by the Kiwanis Youth Protection Guidelines. BC-missing: The Kiwanis advisor has not provided a clear background check to his or her Kiwanis club. Kiwanis advisor email address ex: [email protected] Use the advisor’s email to communicate with them. Sponsoring Kiwanis club ex: South Central Indiana If blank, the club has no name (ID) (K15324) sponsoring Kiwanis club.
62 CIRCLEK.ORG LIAISON TO KIWANIS INTERNATIONAL 63 Liaison to Kiwanis to Liaison International IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C Reflect of integrity. degree a high of high-quality record products or services. a track Demonstrate Be compatible with and complementary to Kiwanis’ mission and values. and complementary with Be Kiwanis’ compatible to • • • PREFERRED CHARITIES PREFERRED PROMOTIONAL PARTNERS PROMOTIONAL SERVICE LEADERSHIP PROGRAM CO-SPONSORS PROGRAM LEADERSHIP SERVICE VISION PARTNERS VISION Our partners bring value to Circle K International by providing servicesOur providing and products partners that by K International Circle to bring value of partnership, levels four are There service in the community. and work members’ enhance personality. a club’s can complement or product that each with a unique program As Kiwanis International Preferred Charities, partnering Charities, to commit organizations Kiwanis Preferred As International organizations In exchange, benefits. in-kind various and access promotions providing and Kiwanis International Charities, as Kiwanis Preferred International recognized are local club supportencourages and service via fundraising projects. In exchange for visibility and recognition within Kiwanis-family clubs, Promotional Promotional within Kiwanis-family clubs, visibility recognition and for In exchange of the Kiwanis and brand in driving awareness take an activePartners and visible role co-created with Kiwanis Partner, the Promotional by can be created mission. Campaigns area. Kiwanis an existing program or tied to The Service Leadership Program co-sponsor partnership. package Service is also a year-round The Program Leadership with a Service a company align to way and is a great It a specific audience reaches a specific need or from often emerge campaigns These audience. Program Leadership members. our youth from request Our Vision Partners represent the highest level of partnership. Each partner of partnership. highest level the chooses a represent Partners Vision Our partnershipsThe year- exist focus. in the Kiwanis family on which to specific platform clubs. to and programs and bring added value round • • Kiwanis International welcomes corporate partners with our mission and corporate align that Kiwanis welcomes International serve. families we and children preserve our members and the communities, the trust of services must: products, and reputation Our partner’s • Our partnersOur
Liaison to Kiwanis International
COMMUNITY PARTNERS With a community partnership, Circle K International and an organization with a compatible mission help maximize each other’s impact. Circle K International receives in-kind promotion from its Community Partners, and club members get access to partner-specific benefits. In turn, we recognize and promote that organization as a Circle K International Community Partner—and we encourage clubs to get involved with the partner at the local level.
SERVICE PARTNERS
CKI service partners include brands that wish to offer fundraising and service project opportunities to support the shared missions of CKI and the organization.
CAUSE MARKETING PARTNERS
The Kiwanis family is large, diverse and eager for inspiration. As a Kiwanis International Cause Marketing Partner, an organization whose mission aligns with ours makes an annual financial investment. In return, our partner gets marketing rights—and opportunities to mobilize Kiwanis family members in support of a specific cause- marketing campaign.
To learn more about Kiwanis International partnerships and current partners, visit the online resource available on page 126.
64 CIRCLEK.ORG LIAISON TO KIWANIS INTERNATIONAL 65 Liaison to Kiwanis to Liaison International IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C
TOMORROW FUND GRANTS FUND TOMORROW The Tomorrow Fund is an endowed fund for Circle K International held within the Kiwanis K International Circle fund for an endowed is Fund Tomorrow The helps CKI clubs and districts earned, serve utilizing the interest fund, This Fund. Children’s a fund is established through The service for opportunities. grants through the world of Carthage-Pullmanportion the donation direct donations, dues, of CKI member Society honoraries. Circle Sapphire of memberships and the donation the to must conform Fund Tomorrow the from Board K International the Circle by Grants CKI clubs and/ to only granted are grants Fund Tomorrow K International. policies of Circle of than, the amount but not more up to, award may committee review The or districts. of the committee. the convening at available earned off of the endowment interest typically committee The US$2,000. US$200 to from funding assistance request Clubs may funds those clubs asking a portion are of the project, and clubs that for cost of the total the project. fund and complete to working with other organizations K Inter- Circle by online and received must be submitted Applications Fund Tomorrow must be submitted applications All calendar year. 1 of the current December by national will not be accepted. applications Paper online. circlek.org/donate at more Learn Kiwanis Children’s Fund Kiwanis Children’s financially is to assist Kiwanis in International Fund the Kiwanis mission of Children’s The through assistance that provides Fund Children’s The serving of the world. children the Kiwanis-familygifts members. from fulfills its mission— Fund In fact, those gifts one of the primary fund the Children’s ways K International they fund Circle crucial because are grants Those grants. through clubs and districts. to available also are as Spark! such Grants programs ext. 159 call 1-800-KIWANIS, information, like more questions or would If have you at Fund or email the Children’s or +1-317-217-6159 (worldwide) and Canada) (U.S. further for details. kiwanis.org/childrensfund Visit [email protected].
Liaison to Kiwanis International
CARTHAGE-PULLMAN SOCIETY
In honor of Carthage College, the campus where Circle K International began, and the Pullman, Washington, Kiwanis Club, which helped build the concept of a campus service club, the Circle K International Board of Trustees created the Carthage-Pullman Society.
One may become a member of the Society or increase his/her giving to the program either by making a single US$250 contribution or through a minimum initial contribution of US$50 and a pledge to contribute the balance over four years.
New Carthage-Pullman Society members receive a medallion hanging from a blue and white ribbon, a lapel pin and a recognition plaque.
Members who make additional US$250 contributions attain diamond-level status. Diamond recipients receive a diamond lapel pin.
Each year at the CKI international convention, a Tomorrow Fund/Carthage-Pullman Society reception recognizes Society members, as well as other contributors to the Sapphire Circle Honorary and the Tomorrow Fund.
Carthage-Pullman Society earnings are building the Tomorrow Fund endowment within the Kiwanis Children’s Fund. Interest income is used to provide CKI club and district grants in support of service efforts on campuses and in communities. These grants give recipients the boost to get projects going when they might not otherwise have been able to provide assistance to others in need.
66 WWW.KEYCLUB.ORG LIAISON TO KIWANIS INTERNATIONAL 67 Liaison to Kiwanis to Liaison International IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C SAPPHIRE CIRCLE HONORARY CIRCLE SAPPHIRE The Sapphire Circle Honorary districts, Circle deserving honors Sapphire divisions, The CKI clubs, individuals, service exemplified dedicated to have that or organizations sponsoring Kiwanis clubs, which blue color, community the sapphire’s or humankind. by Denoted CKI, the club, Honorary of Circle level is the highest the Sapphire character, unwavering represents Fund. within the Kiwanis Children’s Fund Tomorrow the by offered recognition Honorary Circle can be made on behalf of an individual or an contributions Sapphire individuals cannot honor However, organization. or corporation entity such as a club, someone Honorary Circle recognize purpose is to of the Sapphire The themselves. supporting to devotion such is dedicated CKI activities. Byspecial whose life recognizing helps fulfill contribution your one of the objects K International, foster to of CKI: Circle to service and goodwill through compassion and leadership. Circle specifically designed the Sapphire for award an attractive presented are Recipients signifies has been made. of US$1,000 a minimum contribution that award The Honorary. Tomorrow K International in the Circle placed Honorary are Circle proceeds Sapphire earnings will be fund’s this endowment Fund, Held within the Kiwanis Children’s Fund. in support grants district of CKI club and provide used to community-service projects on campuses and in communities. Circle individuals in the Sapphire convention, K International the Circle at Each year the Carthage-PullmanTomorrow to as contributors as well Society and the Honorary, recognized. are Fund,
ADVISING THE BOARD 69 IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C
Governor Governor of the district officer and has the duty of furthering is the chief executive governor The of clubs within the the interests and promoting K International the objects of Circle and district closely with other international to works officers governor The district. and all standing committees appoints governor The CKI. and expand strengthen is governor The and all meetings of the district the district board. at presides convention the district held at workshops for of club officers, the leadership training for responsible administrative provide with clubs to all communication developing and for convention dealing closely with the district on all matters works administrator governor The aid. of the district.with the operation While you are fulfilling the obligations of the district administrator, it is important it that of the district the obligations fulfilling are administrator, you While counterparts. It of your will the duties and responsibilities review take the time to you particularly should be with an issue that you you, be helpful to if a member approaches the board. another member of to directed Elected board positions Elected board A student board of directors provides leadership within each district. Each district provides of directors board board A student (or secretary-treasurer) district district treasurer secretary, of a governor, is comprised elected the annual district at positions are These convention. and district bulletin editor. April 1 of each year. Duties commence a lieutenant In Each division is led by addition, each district divisions. is divided into the district who is also a member of board. governor, Circle K districtCircle board
District administrators serve as the Kiwanis representative to the district governor and to the district and to to governor District serve as the Kiwanis administrators representative Duties include supervisionthe district coordination members. meetings, board of board financial aspects of the district. members and overseeing of board page 24 of this guide. see advising responsibilities, board a detailed list of your For Advising the board the Advising
Advising the board
District Secretary
The secretary keeps all records of the district convention and of all meetings of the district board. The secretary is required to work with club secretaries to obtain club monthly reports. The secretary publishes directories of all club officers and district officers.
District Treasurer
The treasurer encourages clubs to pay dues in a timely manner and keeps track of district dues that have been received at Circle K International. The treasurer also is charged with dispersing district dues in the manner authorized by the district board. The treasurer submits a financial report at the annual convention, district board meetings and other times as required by the governor, the district board or the Kiwanis district board. The district treasurer should be in contact with club treasurers and provide assistance in treasury-related matters, including determining the differences between administrative and charity money and helping with fundraising ideas.
District Editor
The editor is responsible for the printing and/or distribution of official district publications and announcements. The editor works with club newsletter chairmen to advise them in publishing club news. This position also can work with the district website and/or district social media avenues.
Lieutenant Governor
The lieutenant governor assists the governor in the work of the district. This officer represents the governor and has full responsibility under the direction of the governor in supervising the district executive work in his or her respective division. The lieutenant governor encourages clubs within the division to increase their membership and complete worthwhile service projects, and the lieutenant governor remains up-to-date on the condition of the clubs. The lieutenant governor also works with the governor, district administrator, Kiwanis lieutenant governors and Kiwanis clubs on the building of new clubs and the rebuilding of active or inactive clubs. This officer also performs other duties assigned by the governor and the district board. The lieutenant governor shall make reasonable attempts to officially visit each club in the division, coordinate a division rally, publish regular division newsletters and hold division council meetings to be attended by club presidents.
70 CIRCLEK.ORG Advising the board
Appointed board positions ADVISING THE BOARD ADVISING THE Each district has recognized district committee chairmen that may vary from year to year. Committee chairmen work with their district governor to determine specific job responsibilities for the year. In addition, each chairman or chairwoman is expected to attend board meetings, complete monthly reports and participate in committee meetings.
Board responsibilities
The district board is the direct link to the clubs. The board provides mentoring, education and information about service opportunities to each club in the district. Members are also responsible for the training and personal development of club officers. In addition, the district board coordinates division and district events.
Your work with the board
As the district administrator, you will work very closely with these district officers, guiding and supporting them as they make decisions, plan events and lead their district. Ensure that your district is truly student-led—allow the board members to be the voice of Circle K International in your district. Your role is to demonstrate service leadership and help them develop their own leadership skills.
Board training
Hold a board training session soon after the new officers are elected. An official training session is recommended, but it’s also a great idea to incorporate training throughout the year and at each board meeting. Items to include: •• Board introductions and team building •• Roles and responsibilities of each officer •• Board communication •• District goal setting for the year •• Building leadership skills •• Determining committees and committee chairmen •• Review of new club chartering process •• Review of reports available on the website •• Review of branding and graphic standards
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 71 Advising the board
Board meetings Every district should conduct regular board meetings in accordance with international and district bylaws.
The first board meeting of the year should focus on training the new officers and planning for the year. A priority for the other meetings should be district convention planning.
Here are recommended agenda topics for board meetings: •• Financial update on the Circle K district •• Executive officers’ reports •• District convention planning •• Committee reports •• Potential of and progress toward new clubs and members in the district
You may choose to hold the board meetings in person, via the Internet or by a combination of both. However, you should always have at least two of the year’s meetings in person.
Tip: Looking for Internet programs to use for board meetings? Try Google Hangout or Skype.
Working with the new district governor The district governor holds quite a bit of responsibility—so you will need to work closely with that officer. In one of the first meetings with the governor, talk about your expectations for each other. In fact, put them in a contract or other written agreement. Some items to consider include: •• Communication guidelines. How often will you check in with each other? What is the best method—phone, email or text? What time of day is the best to connect, and what time is too late to call or text? •• Guidelines for communicating with the district board. How often will each of you communicate with the district board? What is the best method for communicating with the other officers?
72 CIRCLEK.ORG Advising the board
•• Conflict resolution. How will each of you respond to the other when a concern arises in the relationship or with the board? ADVISING THE BOARD ADVISING THE •• Email etiquette. What is an appropriate amount of time to respond to emails? When representing the district in an email, what are some guidelines to follow? What types of information are appropriate to share over email—and what aren’t?
In addition to a governor/administrator agreement, you and the new governor might want to start working on: •• Developing the district calendar •• Reviewing the district budget •• Reviewing agenda and meeting-planning procedures •• Training of the executive board •• Reviewing Governor and Administrator Training Conference (GATC) plans/expectations •• Ideas for lieutenant governor training
And review the list of events that a district governor should attend each year: •• District conventions at the beginning and end of term as governor •• GATC •• Kiwanis International convention during the governor’s term •• All district board meetings •• Kiwanis district convention or midwinter conference during the governor’s term •• CKI district convention during the governor’s term •• Key Club district convention during the governor’s term •• Circle K International convention during the governor’s term
Governors and Administrators Training Conference The Governors and Administrators Training Conference, often referred to as GATC (gat-see), is usually held in April after the last district convention. This conference provides training and education for incoming governors and district administrators. At GATC, new district governors and administrators receive position training and get some time to plan their year strategically.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 73 Advising the board
Circle K district finances
You and/or the district’s financial chairman or chairwoman will oversee the preparation of the annual budget, manage the district’s financial responsibilities, ensure fiscal policies and best practices are being followed, and develop long-term financial strategies. Please note that financial protocols differ among districts, so be sure to check your district’s policies and procedures.
District budget You will need to work closely with the district governor and treasurer to prepare a budget to propose. Feel free to reach out to the district office and the Kiwanis district treasurer for guidance.
Tip: Make certain the budget contains enough detail that when it is referred to later, there are no questions about how an amount was determined or how each amount will be used.
It’s helpful to use the previous year’s budget as a guideline. Adjust figures to account for inflation, changes in district membership, change in the number of clubs, expected postal rate increases, etc. Then add any additional items for the year, such as new mailings, district shirts, district pins and new award programs. Rank all items, current and new, in order of importance. This will help as you begin making decisions on budget allocation. This also helps determine where to begin cutting back if income projections are not met.
Once you have a proposed budget, the district treasurer should present it to the district board for approval. Following this approval, it must be presented to, and approved by, the Kiwanis district board.
District budgeting procedures We cannot emphasize enough the importance of sitting down with whoever in your district has handled the budget previously. This will help paint a clear picture of your specific district situation. Who might that be? •• Kiwanis district office/district secretary/district treasurer •• Outgoing district administrator •• District treasurer •• Financial counselor
74 CIRCLEK.ORG Advising the board
STEP 1: ANALYZE CURRENT BUDGET SITUATION
Do you know what fiscal year your district uses? BOARD ADVISING THE Budget cycles can be on the Kiwanis International year (October 1–September 30) or on the Circle K International year (April 1–March 30). What does this mean? •• You might inherit a partially spent budget from the previous administration. •• You may have separate budgets for district operations (general fund, convention, fall training, etc.), for funding provided by your district foundation for the training of district officers and/or funding provided to support you and your committee. •• You may have to create and submit a proposed budget(s) for the second half of your administration and the first half of the next administration. •• You’ll need to be fiscally responsible and have appropriate controls in place to ensure the flow of funds is sufficient to meet the needs of the current and the future administration. •• At some point you may face an audit so it is important that the flow of money is clear. In some districts, annual audits/reviews are automatically conducted at the direction of the Kiwanis district secretary/treasurer. What next? •• Get a copy of the financial records from the person in your district who has been identified as the budget guru. Request a copy of the year-to-date district general fund budget, which will show what revenue has come in (income) and what has been have been spent (expenses). From that record, you will know how much money is left for the new administration to use. Also ask for the previous year records for an even better perspective. •• Review the records to determine what still has to be accomplished that requires funding. •• Analyze receipts of income. Have dues been collected from all clubs? •• Have all additional monies such as outreach or district foundation grants been received?
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 75 Advising the board
Income follow-up If district dues have not yet been received from all clubs, now is the time to contact them. The chance of collection decreases as time passes. Additionally, clubs not in good standing with the district cannot seat delegates and, in some districts, cannot attend district convention. Inactive clubs also are not covered under Kiwanis International’s liability insurance.
Find out from the previous administrator if a past-due notification has been sent to these clubs. If it has, how long ago was it sent? It might be appropriate to consider sending another (Circle K International does four suspended dues mailings each year). Ask your predecessor who in your district usually handles past-due mailings.
Does it appear you are going to have a shortfall or a surplus in the budget this fiscal year?
If a shortfall is predicted, consider how to tackle this challenge. Some districts have a reserve fund, and this money can be used to cover remaining expenses. If not, you have two options: reduce expenses or increase income. Another option, although not a great political move, can be to ask the Kiwanis district to subsidize the shortfall.
If a surplus is predicted, make certain it is not due to an unfinished task, such as a club mailing or an issue of the district publication. If this is the case, it might be more beneficial for clubs if the task was accomplished, instead of merely saving the money.
Surpluses can be saved for a rainy day. But how much is appropriate for a surplus account? Consider these criteria: 1. Is the district providing enough quality services to clubs to justify the amount charged for district dues? Remember, the purpose of collecting the money is to provide services and support back to the clubs. Are clubs getting their money’s worth? 2. Or is the district asking Kiwanis for more financial support than necessary? Is the Kiwanis district providing a subsidy that isn’t really needed for the district to operate? 3. What happens in an emergency? It is a good idea to keep some money in the bank for an unforeseen circumstance.
Although there are no official guidelines or procedures for district surplus accounts, we recommend the same rules that direct the surplus accounts of the Circle K International organization: •• No less than 25 percent of the annual operating budget (including convention) •• No more than 75 percent of annual operating budget (including convention)
76 CIRCLEK.ORG Advising the board
CONTROL PROCESSES REVIEW
Dispersal of district funds BOARD ADVISING THE
Who pays bills? Who approves bills to be paid and who signs checks? Kiwanis International Board of Trustees procedure requires that two individuals sign checks for Circle K districts: the administrator (or other individual assigned by the Kiwanis district board, i.e., a financial counselor) and the appropriate CKI district officer.
How are district board members and committee chairmen reimbursed for expenses? Find out if there is a standard report form in your district to be filed and if receipts are encouraged or required. And seek the answers to these questions: who approves the reimbursement request? Is there a time limit on how long after the expense has incurred that the reimbursement must be submitted? Is there a pre-approval procedure, i.e., must a district officer get permission to spend the money before it is spent? What happens when a district officer has reached the budget limits for expenses?
How timely is the district bill paying/reimbursement process? Make sure bills are being paid within the parameters set by the vendor. Is the district able to take advantage of any on-time payment discounts? Or is the district being charged late-payment penalties? Are students waiting too long to receive reimbursement for their expenses? Three weeks is a reasonable turn-around time because credit card bills are due shortly thereafter.
It is important that the district have a smooth financial process that is fair and timely and that all district officers are properly trained to use the process.
Establish one billing address to which all bills and reimbursement requests are sent. It is easier if this is the administrator’s address or that of the Kiwanis district office, because it tends to remain current from year to year.
Establish time limits for the various steps involved in financial processing. For example, require that bills are handled within seven days of receipt.
Determine the chain of financial events. Once the administrator and/or Kiwanis district officer has approved the bill, who is it sent to write the check? Streamline this process by making one of the approvers the person who is in possession of the checkbook and one of the officials who signs checks. For example, the administrator could approve for payment, write the check and forward to it to the Kiwanis district treasurer for the other signature.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 77 Advising the board
Financial reporting Who should receive regular financial reports for the district, prepared by the treasurer? •• District board at each regularly scheduled board meeting •• Kiwanis district board at each regularly scheduled board meeting •• Kiwanis district secretary/district office as determined by the Kiwanis district board •• Kiwanis district foundation (if it provides funding) The report should include: •• Current account balance •• District dues collection report •• YTD money spent in each budget category •• Budget amounts remaining in each category •• Any projected shortfalls or surpluses
Checks and balances A rule of thumb: one person should not do it all, i.e., keep the checkbook, write the checks, prepare the financial reports, etc. For everyone’s protection and the financial security of the district, there must be a clear separation of duties with at least two people or entities involved.
For example, the district treasurer might keep the check register. The administrator might balance the checkbook and prepare the financial reports. Or the administrator might keep and balance the checkbook and the Kiwanis district secretary might prepare the financial reports.
STEP 2: PROPOSING A NEW BUDGET
To determine what to include in your budget, begin with the previous year’s budget. Remember to involve students in this process. Your governor and treasurer should be the key players in preparing the proposed budget. Work closely with them, drawing upon any other resources (district office, Kiwanis district treasurer, etc.) if necessary.
78 CIRCLEK.ORG Advising the board
Prepare a cost of doing business budget
Using the previous year’s budget, adjust figures for inflation, change in district BOARD ADVISING THE membership, change in the number of clubs, expected postal rate increases, etc.
Balance this to determine your bottom line if you do only the things that were done the previous year.
Add in new items Add new items or events as approved by the district board, like new mailings, new award programs, district shirts, district pins, etc. Add other items required by new actions, such as re-creating divisions, amendments to district bylaws, etc.
Balance these to determine your bottom line. If your expenses are equal or less than your income, you’re in good shape. If not, you’ll need to re-evaluate.
Prioritize Rank all items, current and new, in order of importance. This will help as you begin making decisions on potential budget cuts. Knowing your priorities also helps you to know where to begin cutting back if income projections are not met.
When prioritizing, focus on service to clubs and members. Those items that provide the most effective support or service directly to clubs and members should have the highest priority.
Determine possible alternative sources of income. Besides member dues, there are other sources: Outreach, a Kiwanis district subsidy and Kiwanis district foundation grants.
Present proposed budget The district treasurer should present the proposed budget to the district board for approval.
Following approval, the budget needs to be presented to and approved by the Kiwanis district board. This approval should take place at the next Kiwanis district board meeting, ideally prior to the budget taking effect.
Make certain the budget contains enough detail that when it is referred to later, there are no questions about how the amounts were determined or for what the money is to be used. It is valuable to include the previous year’s end-of-year financial statement with actual amounts spent to help the Kiwanis district board review the district’s spending patterns.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 79 Advising the board
Convention budget reconciliation One of the first budget items for which you will probably have responsibility is reconciling the current convention budget. Once all of the bills have been paid and all of the registration fees have been collected, it is time to determine the bottom line.
To begin, confirm that all bills have been paid. You don’t want to close the books on the convention and receive a stray bill later. Check each budget category to make certain all items related to that category have been paid. Determine and collect any outstanding registration fees.
Balance the budget. Determine if there was a loss or a profit from the convention.
If there was a loss, determine how it will be covered. You could use money from the district’s surplus. You could take money from your operating budget and cut back on operating expenses. You could ask the Kiwanis district to cover the balance.
If there was a profit, it can be placed in the surplus account.
Prepare a report on the convention budget to be presented to the district board and the Kiwanis district board at the next meeting.
Convention budget preparation Like the operating budget, a convention budget must be prepared and approved by the CKI district board and the Kiwanis district board. The Kiwanis district board must approve it prior to the start of the convention, ideally at least 90 days prior to the event.
It’s important that convention costs be entirely funded by the registration fees paid by attendees. Do not use operating funds, i.e., district dues, to fund convention. Those receiving the benefits from convention are the attendees, and it is not equitable to ask all members, even those not attending, to pay for something they are not receiving.
Follow the same steps as outlined for developing an operating budget. Use last year’s convention attendance and financial outcome as a basis for the development of the new budget. Be sure to consider the location of the event as you project attendance figures. Be somewhat conservative in your projection; the worse that could happen is you exceed your projection and the convention makes a profit.
When you have determined all of the expenses, divide by the number of anticipated attendees to determine the registration fee. If this fee seems too high and might be unattainable for members, begin cutting costs to make the registration fee more reasonable.
80 CIRCLEK.ORG Advising the board
Dealing with the Internal Revenue Service (U.S. clubs only)
Did you know? BOARD ADVISING THE Each U.S. club should apply for and receive a separate Employer Identification Number. This number associates the club with the international organization and provides exemption from federal income tax.
Each U.S. district should also have an Employer Identification Number, again to provide exemption from federal and state income taxes on money collected. The same procedure applies to districts as is outlined for clubs.
The document used to request this is Form SS-4, Application for Employer Identification Number. For more information about obtaining a form, see the list below for the contact information in your state.
Connecticut, Delaware, District of Columbia, Florida, Georgia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, South Carolina, Vermont, Virginia, West Virginia
ATTN: EIN Operations Holtsville, NY 00501 Tele-TIN: TOLL FREE (866) 816-2065 Fax-TIN: (631) 447-8960
Illinois, Indiana, Kentucky, Michigan
ATTN: EIN Operations Cincinnati, OH 45999 Tele-TIN: TOLL FREE (866) 816-2065 Fax-TIN: (859) 669-5760
Alabama, Alaska, Arizona, Arkansas, California, Colorado, Hawaii, Idaho, Iowa, Kansas, Louisiana, Minnesota, Mississippi, Missouri, Montana, Nebraska, Nevada, New Mexico, North Dakota, Oklahoma, Oregon, Puerto Rico, South Dakota, Tennessee, Texas, Utah, Washington, Wisconsin, Wyoming
ATTN: EIN Operations Philadelphia, PA 19255 Tele-TIN: TOLL FREE (866) 816-2065 Fax-TIN: (215) 516-3990
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 81 Advising the board
The number assigned to an individual club by the Internal Revenue Service is called several names. Among these are Employer Identification Number (E.I.N.), Federal Identification Number and Taxpayer Identification Number. These names all refer to the same nine-digit identification number. Here’s an example: 36-9876543.
Failure to apply for an identification number and file the proper forms with the Internal Revenue Service will jeopardize the tax-exempt status of a club. Loss of a club’s tax-exempt status means that federal and state income tax must be paid on all funds collected.
If your district (or any member club) receives an income tax return in the mail, it should be completed and returned. If receipts are less than US$25,000, filling it out is very simple.
If your district (or any member club) collects more than US$25,000 in one year, you must file an income tax return.
82 CIRCLEK.ORG Advising the board
NOTES
______ADVISING THE BOARD ADVISING THE ______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 83
DISTRICT EVENT MANAGEMENT 85 IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C
share ideas, projects and experiences among members. projects and experiences ideas, share recognize clubs and members for outstanding service outstanding clubs and members for during the year. recognize membership. and motivate build enthusiasm and members. officers returning and inspire educate new officers. educate elect new district and conduct officers the district. the business of • • • • • • The district board and the district administrator, often with the help of the Kiwanis district and the districtThe board administrator, nextThe every year. plan the district to together convention work district office, of planning a successful pages will outline some of the main components few district convention. • • • • • • The district convention, referred to as DCON (dee-con), usually as DCON to is an annual convention referred districtThe convention, an opportunity provide held in each district District or March. in February conventions their clubs and will help them improve that learn topics about various members to for should: District conventions their lives. District convention The district administrator, in conjunction with the district board, plans and executes the in conjunction plans and executes the district with board, districtThe administrator, district convention. see page 25 of this responsibilities, district management a detailed list of your event For guide. District management event
District event management
District conventions at-a-glance
SUGGESTED TIMELINE FOR DISTRICT CONVENTION PREPARATION Developed by the Circle K International Board
QUARTER 1: APRIL, MAY, JUNE
¨¨ Find a location for the following year ¨¨ Send out an evaluation survey of the immediate past district convention ¨¨ Appoint/select/recruit a convention chairman or chairwoman ¨¨ Establish a budget with the Kiwanis district secretary/Kiwanis district governor/CKI district secretary or the person in charge of distributing funds
QUARTER 2: JULY, AUGUST, SEPTEMBER
¨¨ Prepare promotional materials to distribute at fall conference/retreat ¨¨ Begin looking for speakers and entertainment possibilities ¨¨ Vote on or confirm budget ¨¨ Finalize and distribute promotional materials ¨¨ Discuss possible changes to policy codes, bylaws and amendments to be voted on at next district board meeting ¨¨ Call or meet with hotel (if close) to review the meeting rooms, space available and the surrounding area
QUARTER 3: OCTOBER, NOVEMBER, DECEMBER
¨¨ Finalize registration materials and award packets to be sent out during winter break ¨¨ In October, send out a request for candidate packets and literature for those interested in running for district office or to be endorsed to run for international office ¨¨ In December, send out letters of intent of prospective candidates ¨¨ Schedule a phone or in-person convention planning meeting to delegate tasks ¨¨ Find and confirm guest speaker and entertainment
86 CIRCLEK.ORG DISTRICT EVENT MANAGEMENT 87 District management event IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C ers to make sure they are completing convention tasks convention completing they are make sure ers to stem(s)/video equipment equipment stem(s)/video equently with the convention-planning team to monitor progress progress monitor to team with the convention-planning equently orations and banners orations ssemble goody bags onfirm everything one week before the event onfirm everything before week one repare delegate ribbons and certifications delegate repare rint out extra forms that need to be completed be completed need to that rint out extra forms end out reminders to clubs with items they need to bring or any relevant relevant bring or any they need to clubs with items to end out reminders et up registration table et up registration inalize T-shirts, other costs other costs T-shirts, inalize convention updates one week before the event before one week updates convention Check in fr C S Check in with offic F Check sound sy A P P A S Hang dec ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ preparations last-minute ifpossible)for early arrive (aday, to sk theboard ¨ ¨ DISTRICT CONVENTION DAY DAY DISTRICT CONVENTION QUARTER 4: JANUARY, FEBRUARY, MARCH MARCH FEBRUARY, JANUARY, 4: QUARTER ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨
District event management
District convention budget In the convention budget, the expenses and income have been outlined by the district board. During the evaluation, here are a few of the larger expenses to consider: •• Lodging •• Catering for meals •• Audio/video, lighting and stage •• Giveaways/souvenirs •• Name badges •• Signage •• Printing When evaluating income, consider: •• Possible grants from the Kiwanis district foundation •• Funding through the Kiwanis district •• Sponsorships •• In-kind donations •• Registration fees It’s important to determine a registration fee that is affordable for attendees—but one that will still cover expenses. Examine the district convention budget closely and identify as much alternative funding as possible.
Agenda The district administrator works with the district board to develop the convention agenda. Refer to the district bylaws to identify what is required.
88 CIRCLEK.ORG DISTRICT EVENT MANAGEMENT 89 District management event IRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE C For each workshop, a volunteer should be assigned to introduce the speaker, ensure ensure the speaker, introduce to should be assigned a volunteer each workshop, For and thank the speaker. collect evaluations everythingthat runs smoothly, each speaker. gift for thank-you a small Consider the end of each workshop. at participants an evaluation Have complete Make sure workshop rooms are marked so participants are rooms can easily find their workshop Make sure selected workshop. Internet screens, markers, easel pads, the supplies (e.g., with Set up each room presenter. each speaker or workshop by requested etc.) access, Survey members and advisors for topic ideas. Survey topic and advisors for members best workshops. Connect with other districts their five identify to ideas. get topic to program convention K International Circle the at Look present. suitable to a topic assign member to of each board the talents Identify Review what has been offered in the past and discuss what has served past and discuss what in the has been offered Review what best. attendees • • • • • • • • • • ENSURING A GOOD EXPERIENCE: GOOD A ENSURING SELECTING TOPICS AND SPEAKERS: AND TOPICS SELECTING Elections positions These elected during district are the district officers The board convention. and the bulletin (or the secretary-treasurer) treasurer secretary, include district governor, governors such as lieutenant other positions on the board, The applicable). (where editor the to Refer time. be elected or selected may a different at leaders, and committee rules. specific for district bylaws for the district to bylaws refer election positions filled by the district at convention, For policies. relevant • • • • • • • • • • Workshops and speakers and Workshops part and As include educational the agenda should the district of convention, through is usually achieved This members and advisors. sessions for motivational for district be responsible will The board session speakers. and general workshops begin. support. to with your is some advice Here program, the coordinating
District event management
NOTES
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
90 CIRCLEK.ORG Awards
Society of Distinguished Collegians
Since the first Circle K club was established in 1947, members of the organization have risen to the challenge of becoming involved in both their campuses and communities by serving others. In the process, members have experienced tremendous personal growth and satisfaction. The Society of Distinguished Collegians was established to recognize those Circle K International members who strive for excellence in academics, service to campus and community and commitment to the local club.
ELIGIBILITY
To qualify for consideration for induction into the Society of Distinguished Collegians, a member must meet or exceed the following criteria:
1. Individual must be a member in good standing, having paid international, district and club dues for at least one full academic year. 2. Individual must be a member of a club in good standing with Circle K International and the district. 3. Each year of membership, individual must have completed the minimum membership requirements established by the home club. 4. Individual must have attended at least 80% of home club meetings throughout his or her membership. (Note: Attendance at other Kiwanis-family meetings may be substituted for up to 20% of this requirement.) 5. Individual must have participated in at least 60% of home club service and fund-raising projects throughout his or her membership. (Note: Attendance at other Kiwanis-family service and fund-raising projects may be substituted for up to 20% of the requirement.) 6. Individual must have completed at least 250 hours of service* on behalf of the home club. A service hour is defined as 60 minutes of work performed by a member of a Circle
K International club on a service project approved by the club or club board of officers. AWARDS Preparation and travel time for service projects are counted as service hours. 7. Individual must have the equivalent of a grade point average of 3.0 on a 4.0 scale (“B,” or 80%).
*250 hours of service completed throughout the individual’s membership in CKI
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 91 Awards
SELECTION
Selection of membership in the Society of Distinguished Collegians is made by Circle K International members. Each district is responsible for establishing an impartial committee for the sole purpose of selecting members for induction into the society. A district is entitled to induct up to 2% of its total membership into the society on an annual basis. Induction into the society is permanent, and those not selected for membership may reapply.
RECOGNITION
Each inductee receives a special membership pin and certificate of recognition. New members are inducted and receive these awards at the annual district convention.
92 CIRCLEK.ORG Resources
Service Leadership Programs overview
Kiwanis International has been sponsoring youth programs since the first Circle K club RESOURCES was chartered in 1947. Since then, other programs have been added—including Aktion Club for adults with disabilities—and each has enjoyed continued membership success. Around the world, these Service Leadership Programs have become core projects of sponsoring Kiwanis clubs. Each program is either a service club or a program/initiative.
SERVICE CLUBS
K-KIDS
Established: 1990
Mission: K-Kids is an international student-led organization providing members with opportunities to perform service, build character and develop leadership.
Members: Elementary school students ages 6–12
Website: kkids.org
BUILDERS CLUB
Established: 1975
Mission: Builders Club is an international student-led organization providing members with opportunities to perform service, build character and develop leadership.
Members: Middle school students ages 11–14
Website: buildersclub.org
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 93 Resources
KEY CLUB
Established: 1925
Mission: Key Club is an international student-led organization providing its members with opportunities to perform service, build character and develop leadership.
Members: High school students ages 14–18
Website: keyclub.org
Notes: Key Club has seen a growth in membership for many years. Key Club is governed by a student board of current members.
CIRCLE K INTERNATIONAL (CKI)
Established: 1936
Mission: CKI is an international student-led organization seeking to develop college and university students into a global network of responsible citizens and leaders with a lifelong commitment to service.
Members: Students enrolled at an institution of higher education
Website: circlek.org
Note: CKI is governed by a student board of current members.
AKTION CLUB
Established: 1987
Mission: Aktion Club provides adults living with disabilities with an opportunity to develop initiative, to learn leadership skills and to serve their communities.
Members: Adults (18 and older) who have a disability
Website: aktionclub.org
Note: Aktion Club has seen membership success over the past 10 years.
94 CIRCLEK.ORG Resources
PROGRAMS/INITIATIVES
BRING UP GRADES RESOURCES
Bring Up Grades (or BUG) is designed to provide recognition to students who raise their grades into an acceptable range and then maintain or continue to raise them from one grading period to the next. Recognition includes placement on the school’s BUG Honor Roll; a pizza, ice cream or other food-themed party; and presentation of certificates and buttons. Kiwanis clubs provide financial sponsorship for the program and help to plan and develop the recognition ceremony. Website: bringupgrades.org
TERRIFIC KIDS
Terrific Kids is a student-recognition program that promotes character development, self-esteem and perseverance. “Terrific” is an acronym for Thoughtful, Enthusiastic, Respectful, Responsible, Inclusive, Friendly, Inquisitive and Capable. Students work with the classroom teacher to establish goals to improve behavior, peer relationships, attendance or school work. All students who achieve their goals after a specific time are recognized as Terrific Kids. Recognition includes receiving a pin as a Terrific Kid; a pizza, ice cream or other food-themed party; and presentation of certificates and other giveaways. Kiwanis clubs provide financial sponsorship for the program and help to plan and develop the recognition ceremony. Website: terrifickids.org
KEY LEADER
Key Leader is a weekend experiential leadership program for students ages 14–18. The curriculum focuses on “service leadership” and has modules on five major principles: integrity, personal growth, respect, community and pursuit of excellence. The weekend experience includes full group sessions led by a trained lead facilitator and small discussion groups called “neighborhoods.” A challenge course of team- building activities is also a featured component. Since 2005, there have been more than 22,600 graduates around the world. A team of Kiwanis volunteers from the district coordinates marketing and on-site logistics and generates financial support for students to attend. That team is led by a district chairman and site coordinator for each event appointed by the district governor. Website: key-leader.org
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 95 Resources
CIRCLE K INTERNATIONAL ALUMNI
As Key Club and Circle K International members graduate, Kiwanis has made it as simple as possible for these Kiwanis-family members to join your club. As alumni joining a Kiwanis club, they receive: •• A waiver of the Kiwanis International new member fee or charter member fee. •• A two-year waiver of Kiwanis International dues. (Ask district leaders whether your district offers any alumni dues waivers.) These waivers encourage alumni to stay involved with the organization they already know so well. They can be recent or well-seasoned alumni — there’s no age limit to benefit from the opportunity. It’s available only to new members.
96 CIRCLEK.ORG Resources
Team Agreement
To ensure a successful working relationship, each governor-administrator team should discuss and agree upon the reasonable performance expectations for the upcoming year. The governor and district administrator are equally responsible for upholding and
enforcing each point of the agreement, and should participate equally in creating the RESOURCES agreement. Once created, each person should keep a copy of the agreement to use as a reference throughout the year.
We will hold regular phone meetings as often as…
These meetings will take place at the following times on the following days:
If either of us is unable to make the phone meeting, we will give the other party notice at
least ______days and ______hours ahead of time.
For our phone meetings, ______will initiate each call.
At all other times, the maximum amount of time either of us should wait to have our call returned is…
The earliest I could be called in the morning is…
District administrator Governor
The latest I could be called at night is…
District administrator Governor
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 97 Resources
AGREEMENT CONTINUED
It is reasonable for the following types of correspondence to receive a response:
The following types of correspondence deserve a response within seven days:
It is necessary for additional communication about a monthly report when…
I will publish a newsletter this often (note intended dates):
District Administrator Governor
I will submit an article for the district bulletin this often (note intended dates):
District Administrator Governor
The following types of information are appropriate to be conveyed by email:
When communicating by email, we agree to abide by the following guidelines:
98 CIRCLEK.ORG Resources
AGREEMENT CONTINUED
I will communicate to the Kiwanis district board ______times annually to report the activities of district board as well as the CKI district: RESOURCES District Administrator Governor
When representing the CKI district, we agree to the following:
Other performance expectations on which my counterpart can depend are the following:
District Administrator Governor
Each of us would like to be held accountable in the following manner:
If I have a concern with an activity, the actions or the behavior of my counterpart, I will do the following to resolve the situation: (Be sure to provide specifics about how you will approach the situation, who you will involve, when you will attempt to resolve it and communication styles that will be used.)
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 99 Resources
AGREEMENT CONTINUED
Additional notes:
District:
Signed (Governor):
Signed (Administrator):
Each person should have an exact copy of the agreement to refer to throughout the year when needed.
100 CIRCLEK.ORG Resources
Kiwanis International Board procedures
KIWANIS INTERNATIONAL PROCEDURES SECTION 500: CIRCLE K INTERNATIONAL
(This section revised per Kiwanis International Board action as of October 2013) RESOURCES
NOTE: These procedures have been adopted by the Kiwanis International Board for the governance of Circle K International. However, please be aware that Circle K International has adopted additional Policy Codes, under the approval of the Kiwanis International Board, which provide further governance of Circle K. These (as well as the Circle K International Bylaws) are available upon request from the Circle K International office.
CIRCLE K INTERNATIONAL
NOTE: Kiwanis International Board Policies generally covering Circle K can be found in Policy Section E.1 - Sponsored Organizations, Circle K. (5/93) 500 - Vacant 501 - RESPONSIBILITIES OF KIWANIS INTERNATIONAL The Kiwanis International Board is responsible for Circle K International and shall exercise final authority over all Circle K International, district and club activities. The Kiwanis International Executive Director has administrative and management responsibilities and accountability for Circle K, similar to the responsibilities and accountability for Kiwanis. (5/93) (1/13) 502 - CIRCLE K AND SPONSORED PROGRAMS DEPARTMENTS OF THE INTERNATIONAL OFFICE (1/13) The Circle K and Sponsored Organizations and Programs Departments of the Kiwanis International Office will be responsible to: (5/93) A. Promote and coordinate the activities of Circle K International in compliance with its Constitution and with the Bylaws, Policies and Procedures of Kiwanis International; (5/93) B. Produce educational materials on membership in and activities of Circle K for Kiwanians and Circle K members; (5/93) C. Distribute new club and other Circle K information to all interested Kiwanis and Circle K members; (5/93) D. Charter new Circle K clubs; (5/93) E. Collect and process international club fees and district dues from Circle K clubs for all members, other than honorary; (5/93) (1/13) F. Issue Circle K International membership cards to all members reported to the international office; (5/93)
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 101 Resources
G. Establish and maintain Circle K International records; (5/93) H. Produce, edit and publish the official magazine for Circle K members; (5/93) I. Prepare for and supervise the Circle K International Board meetings and training conferences; (5/93) J. Prepare and supervise the annual Circle K International Convention; (5/93) K. Train the Circle K International President, International Board members and district governors; (5/93) L. Develop increased cooperation among Kiwanis and the entire Kiwanis family concerning activities of mutual interest. (5/93) (1/13) 503 - KIWANIS INTERNATIONAL COUNSELOR TO CIRCLE K INTERNATIONAL BOARD See Procedure 105 - Counselors to the Key Club and Circle K International Boards for complete information regarding appointment, term and responsibilities. 504-505 - Vacant 506 - POLITICAL INFLUENCE BY NONMEMBERS OF CIRCLE K FORBIDDEN Any attempt to exercise political influence over the selection of officers of Circle K by nonmembers of Circle K International present at any election at any level is forbidden. (5/93) (1/13) 507 - CIRCLE K INTERNATIONAL BOARD OF TRUSTEES AND OFFICERS 507.1 - Responsibilities of Circle K International Officers Subject to control and regulation by the Kiwanis International Board, Circle K International officers have the duties and responsibilities as defined in the Circle K International Bylaws, including conducting the business of the organization; initiating, developing and coordinating programs for implementation at various levels of the organization; and suggesting methods and procedures for building and strengthening Circle K International, districts and clubs. (5/93) 507.2 - Meetings of Circle K International Board The Circle K International Board shall meet at least three times annually. With the approval of the Board and the Director of Circle K International, the Board shall hold one or two such meetings during the International Convention and/or the Board Training Conference. (5/93) 508-509 - Vacant
102 CIRCLEK.ORG Resources
510 - CODE OF CONDUCT AT CIRCLE K INTERNATIONAL ACTIVITIES 510.1 - Application of Code of Conduct The Circle K International Board shall adopt and enforce a Code of Conduct for all International conventions, conferences, meetings and other events, RESOURCES which shall be a part of the Circle K International Policy Code. (5/93) 510.2 - Persons Responsible A. International Conventions and Events: For Circle K International conventions and events, except the International Experiential Leadership Institute, the Circle K district administrators shall have authority over the persons in attendance from their respective district. In the event a club or district has been the source of Code of Conduct or other discipline violations at previous district or International conventions, the International Administrator may also require a minimum ratio of chaperones to accompany Circle K members in attendance from that club or district. A chaperone for Circle K shall be defined as a Kiwanis member or school faculty or staff member who has been approved by the overseeing college or university activities administrator and Kiwanis district governor to accompany members to the convention or event and ensure their compliance to the Code of Conduct and convention rules. (5/93) (9/99) B. Experiential Leadership Institute: For the Circle K International Experiential Leadership Institute, the Circle K International Director shall be responsible for the persons in attendance. (5/92) (10/96) C. International Board Meetings or Events: For Circle K International Board meetings or events, the Circle K International Director or designee shall be responsible for the conduct of all Board members. (5/93) 511 - CIRCLE K MEMBERSHIP RECORDS The Circle K Department shall cause to be maintained a database of member records to include name, address and other pertinent membership information. The list of members, in whole or in part, may not be released, transferred, sold, rented or otherwise distributed in any manner to any other party for any use other than the management of membership records for Kiwanis International or Circle K International, or the offering of member benefit programs under guidelines approved in advance by the Boards of Trustees of Kiwanis International and Circle K International. (4/99) 512 - KIWANIS FINANCE PROCEDURES APPLICABLE TO CIRCLE K See Procedures 770-779 for Kiwanis International Board Procedures on Finance that apply to Circle K. (5/93)
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 103 Resources
513 - ALTERNATE FUNDING (1/13) Circle K may, upon following the approved procedures, raise additional funds to be deposited with the Kiwanis Children’s Fund. All fund-raising efforts must comply with these procedures, and no member club, district or person may initiate an alternate fund-raising effort on behalf of Circle K International. The purpose of raising alternate funds for Circle K International is to raise monies for leadership development training and scholarships. These funds shall be considered designated funds for Circle K International grants from the Kiwanis Children’s Fund. (5/89) 513.1 - The Tomorrow Fund An account for designated funds for Circle K International may be created by the Kiwanis Children’s Fund for individual and/or corporate gifts. (5/89) 513.2 - Fund-Raising Guidelines The following guidelines shall be met in order to conduct alternate fund- raising efforts: A. Coordination: All fund-raising efforts will be coordinated by the Kiwanis International Executive Director, who may consult with the Executive Director of the Kiwanis Children’s Fund. (1980) B. Conformity: All fund-raising campaigns shall follow the Policies and Procedures of Kiwanis International, the Kiwanis Children’s Fund and Circle K International. (1980) C. Expenditures: Expenditures from this account will follow Kiwanis International Procedures on Finance. (5/93) D. Primary Support: Funds raised from corporations shall be in addition to funds received from the Kiwanis Children’s Fund and Kiwanis International. In all cases, Kiwanis International and the Kiwanis Children’s Fund shall be viewed as the primary support of Circle K International. No contribution from any corporation shall infringe upon the relationship between Circle K and Kiwanis International. (5/93) E. Good Name of Kiwanis: Funds shall not be sought from corporations or foundations whose products, services or activities may in any way cast a shadow of suspicion upon or impugn the good name of Kiwanis or Circle K. (5/93) F. Solicitation: Funds shall not be solicited or accepted from the alcohol or tobacco industries. (1980)
104 CIRCLEK.ORG Resources
G. Purpose: Funds sought must be for the development and implementation of scholarships or leadership development programs or projects and cannot be used for administrative purposes, including staff
personnel. (5/93) RESOURCES H. Alternate Fund-Raising: No member club, district or person may initiate an alternate fund-raising campaign on behalf of Circle K International. Contacts must be made by the staff of Kiwanis International and/or the Kiwanis Children’s Fund. (5/89) (5/93) I. Contracts: All contracts must be signed by the Kiwanis Executive Director or designee. (5/93) 514 - SOLICITATION OF FUNDS BY CIRCLE K INTERNATIONAL BOARD MEMBERS Members of the Circle K International Board shall not solicit funds from any Kiwanis/Circle K district or Kiwanis/Circle K club to assist in the execution of their duties. (5/93) (10/93) 515 - TRAVEL BY CIRCLE K INTERNATIONAL BOARD MEMBERS (1/13) 515.1 - Definition and Purpose of Travel Official travel by members of the Circle K International Board is defined as travel as part of conducting the business of Circle K International and/ or for the purpose of promoting the work and betterment of Circle K International. (4/03) All official travel by a member of the Circle K International Board to a destination outside the boundaries of his/her home district is directed by these policies. Travel should be planned in order to minimize the number of academic days missed due to travel. (4/03) 515.2 - Expenses Reimbursed Within the limits of the approved budget, Circle K International will pay the necessary travel expenses of members of the Circle K International Board at approved Board meetings and the Circle K International Convention and other authorized travel expenses. All travel expenses or requests for reimbursement must be approved by the Director of Circle K International. (5/84) (4/03) 515.3 - Rules for Travel In all cases, the Circle K International Board member shall abide by the Circle K International Code of Conduct. All travel must be approved in advance by the Director of Circle K International. (4/03)
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 105 Resources
515.4 - Travel by Circle K International President A. Customary Travel: Customary travel by the Circle K International President includes: (5/92) (4/03) 1. Regularly prescribed meetings of the Circle K International Board and Board Training Conference; (5/93) (10/93) 2. Circle K International Convention; (5/93) 3. Key Club International Convention; (5/84) (5/93) 4. Kiwanis International Convention and International Council (if any); (5/93) 5. Selected Circle K district functions. (4/03) B. Other Travel: To avoid excessive Presidential travel, except for customary travel per Procedure 515.5.A, advance approval is required from the Director of Circle K International. The request for approval shall detail the need, purpose and financial arrangements for the travel. (5/92) (4/03) C. Submission and Approval of Travel Expenses: Approved travel by the President shall be paid by Circle K International, with the exception that travel listed in Procedure 515.5.A.4, above, shall be paid by Kiwanis International. Appropriate expense reports shall be submitted to the Director of Circle K International for approval. (5/92) (4/03) D. Suspension of Travel Privileges: Failure by the Circle K International President to perform the duties of office as outlined in the Circle K International Officer Service Agreement, to adhere to travel procedures or to meet proper academic standards, at the discretion of the Director of Circle K International, may result in the suspension of travel privileges. (5/92) (4/03) 515.5 - Travel by Circle K International Vice-President and Trustees A. Customary Travel: Customary travel by the Circle K International Vice-President and Trustees includes: (4/03) 1. Regularly prescribed meetings of the Circle K International Board and Board Training Conference; (5/93) (10/93) 2. Circle K International Convention; and (5/93) 3. Visits to each of the districts counseled by that International Board member. (5/92) (4/03)
106 CIRCLEK.ORG Resources
B. Other Travel: To avoid excessive International Board member travel, except for customary travel per Procedure 515.5.A, advance approval is required from the Director of Circle K International. The request for approval
shall detail the need, purpose and financial arrangements for the travel. RESOURCES (5/92) (4/03) C. Submission and Approval of Travel Expenses: Approved travel by the Vice-President and Trustees shall be paid by Circle K International. Appropriate expense reports shall be submitted to the Director of Circle K International for approval. (5/92) (4/03) D. Suspension of Travel Privileges: Failure by Circle K International Board members to perform the duties of office, as outlined in the Circle K International Officer Service Agreement, to adhere to travel procedures or to meet proper academic standards, at the discretion of the Director of Circle K International, may result in the suspension of travel privileges. (5/92) (4/03) 516-526 - Vacant 527 - ATTENDANCE OF KIWANIS INTERNATIONAL OFFICERS AT THE CIRCLE K INTERNATIONAL CONVENTION 527.1 - Kiwanis International President-designate The Kiwanis International President-elect or President-designate shall attend the annual convention of Circle K International at the expense of Kiwanis International. (5/93) (1/13) 527.2 - Kiwanis International Board Counselor The member of the Kiwanis International Board appointed by the International President, at the expense of Kiwanis International, shall be the official Kiwanis International Board representative at the annual convention of Circle K International. (5/93) 528-529 - Vacant
CIRCLE K DISTRICTS
530 - DISTRICT ADMINISTRATION 530.1 - Operations Operations for Circle K activities on the district level shall be governed by the Kiwanis district board of trustees, the Bylaws of Circle K International, and the Circle K district bylaws. The maintenance of all Circle K district records and finances shall be under the supervision of the Kiwanis district board of trustees. (5/93) (10/93)
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 107 Resources
530.2 - District Administrator The Circle K district administrator, appointed by the governor-elect (subject to approval by the Kiwanis district board of trustees), shall be directly responsible to the Kiwanis district board for the proper conduct and direction of administrative functioning within the Circle K district, and the coordination of Circle K clubs with sponsoring Kiwanis clubs. The district administrator or an approved representative of the Kiwanis district board shall give guidance to all meetings of the Circle K district board of officers, the annual Circle K district convention and all other authorized district functions. (5/93) (10/93) 530.3 - Obligations to Circle K International The Circle K district’s obligations to Circle K International shall be the responsibility of the Circle K district board and a concern of its sponsoring Kiwanis district board of trustees and the district Circle K administrator. (5/93) 530.4 - Circle K Division The Circle K division is an administrative unit of the Circle K district. Each division shall be administered by a Circle K lieutenant governor who, by virtue of such office, shall be a Circle K district officer. Districts not using divisions as administrative units may employ a council of presidents. (5/93) (1/13) 530.5 - Minimum Standards for District Financial Operations (1/13) A. Financial Counselor: The Kiwanis district board of trustees shall appoint a Kiwanian to serve as the financial counselor to the Circle K district. The financial counselor shall be an official representative of, and shall be responsible to, the Kiwanis district board. The Circle K district administrator may also serve as financial counselor. (5/93) B. Budget: Each Circle K district shall work within an established budget of revenues and expenses for operations, conventions and conferences, which must be approved by the Circle K and Kiwanis district boards. Such budgets shall be prepared with the guidance of the Circle K district administrator and/or financial counselor. Approval by the district boards shall be prior to the administrative year for operations and not less than ninety (90) days prior to the date of any conference or convention. (5/93) C. Collections and Disbursements: Kiwanis International shall collect district dues and distribute them to the district. The disbursement of district funds shall be the responsibility of the Circle K district board and shall be supervised by the Kiwanis district board of trustees through the
108 CIRCLEK.ORG Resources
Circle K district administrator and/or financial counselor. Two signatures —an approved Circle K district officer and the district administrator or financial counselor—shall be required for Circle K disbursements. (5/93)
(1/13) RESOURCES D. Accounting: On a continuing basis, a complete and standardized system of financial and accounting records shall be maintained for the Circle K district by the Kiwanis district board of trustees. The financial counselor and/or Circle K district administrator shall submit periodic financial reports of the Circle K district to the Kiwanis district board. (5/93) E. District Convention: In order to assist the Circle K district administrator and/or financial counselor, the Kiwanis district board may appoint a Kiwanian in the host city of the Circle K district convention to act as a financial counselor to the Circle K district convention. Such financial counselor shall be responsible to: (5/93) 1. Supervise the deposit, disbursement and recording of convention receipts and expenses; (5/93) (10/93) 2. Supervise the preparation of timely financial reports and submit them to the Kiwanis district board of trustees within sixty (60) days after the close of said convention; and (5/93) 3. Report immediately to the Kiwanis district board of trustees and the Circle K district administrator the knowledge or belief that expenditures will exceed or receipts will be less than the amounts budgeted. (5/93) G. Annual Review: A minimum of an annual financial review of the books of accounts of the Circle K district shall be made by an independent accountant selected by the Kiwanis district board of trustees. (5/93) (10/96) 531 - Vacant 532 - CIRCLE K DISTRICT BOARD OF TRUSTEES 532.1 - Responsibilities Under the supervision of the Kiwanis district board of trustees, the Circle K district board shall be responsible for the administration of the Circle K district. The board also shall study and suggest methods to build and strengthen the district administration and its Circle K clubs and to secure active participation in sponsorship by Kiwanis clubs and members. Worthwhile local Circle K club activity and administrative suggestions should be disseminated in written form to all Circle K clubs and sponsoring Kiwanis clubs in the district. The development, distribution and control of a Circle K district directory, if one is produced, shall be the responsibility of the Circle K district board, and should be economically produced. (5/93)
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 109 Resources
532.2 - Meetings The Circle K district board shall hold no more than three (3) meetings annually (excluding meetings held in conjunction with the district convention). Such meetings shall be approved by the district administrator. Any additional meetings must be approved by the district administrator and Kiwanis district board of trustees. (5/93) (4/03) 532.3 - Travel and Other Expenses A. Definition and Purpose of Travel: Official travel by Circle K district officers is defined as travel as part of conducting the business of the Circle K district and/or for the purpose of promoting the work and betterment of Circle K International. (4/03) All official travel by a member of the Circle K district officers to a destination outside the boundaries of his/her home division is directed by these policies. Travel should be planned in order to minimize the number of academic days missed due to travel. (4/03) B. Budgeted Expenses: Within the limits of the approved Circle K district budget, travel and other expenses may be paid to district officers to carry out their office responsibilities; to attend district board meetings, conventions and training conferences; and to visit counseled clubs. All requests for the payment of travel and other expenses shall be approved by the Circle K district administrator. (5/93) C. Customary Travel for District Governor: Within the limits of the approved district budget, and upon approval of the district administrator, customary travel for the district governor should be limited to and not exceed: (4/03) 1. Circle K district board meetings and training conferences; (5/93) 2. Circle K district convention; (5/93) 3. Circle K International Convention; (5/93) 4. If invited: •• Clubs within the governor’s district; (5/93) •• Kiwanis district convention; (5/93) •• Key Club district convention (5/93)
110 CIRCLEK.ORG Resources
D. Customary Travel for the District Secretary, Treasurer and Lieutenant Governors: Within the limits of the approved district budget, and upon approval of the district administrator, customary travel for the district
secretary, treasurer and lieutenant governors should be limited to and not RESOURCES exceed: (4/03) 1. Circle K district board meetings and training conferences; (5/93) 2. Circle K district convention; (5/93) 3. Circle K International Convention; and (5/93) 4. Visits to regular meetings and to board of directors meetings of clubs in their Circle K division (lieutenant governors only). (5/93) (10/93) E. Additional Travel: Excessive travel by district officers must be limited. Except for customary travel authorized by this Procedure, additional travel by district officers requires advance approval by the district administrator. (5/93) (4/03) F. Suspension of Travel Privileges: Failure by Circle K district board members to adhere to travel procedures or to meet proper academic standards, at the discretion of the district Circle K administrator, may result in the suspension of travel privileges. (5/93) 533-534 - Vacant 535 - CIRCLE K DISTRICT ACTIVITIES 535.1 - Code of Conduct at Circle K District Activities Each Circle K district shall adopt a code of conduct for their conventions and events consistent with the Circle K International Code of Conduct. Districts without a code of conduct shall be bound by the Circle K International Code of Conduct. Additionally, each Circle K district shall be bound by the Circle K International Alcohol Policy for their conventions and events. (5/92) (5/93) 535.2 - Circle K Club Officers Training Conference A Circle K club officers training conference may be scheduled on a weekend or during a vacation period. Prior approval of the Kiwanis district board or the Circle K district administrator shall be obtained before scheduling such conference. (5/93)
536-539 - Vacant
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 111 Resources
CIRCLE K CLUBS
540 - ORGANIZATION OF CIRCLE K CLUBS 540.1 - Limited to Collegiate Educational Institutions Circle K clubs shall be organized only at standard degree-granting colleges, universities and junior colleges, and vocational technical schools that have been certified by the appropriate national, state or provincial board of education. A Circle K club may be established and maintained in such school, provided a Kiwanis club agrees to sponsor the club and it has the support of the school administration. (5/93) 540.2 - Petition for Charter A petition for charter shall be made on a standard form provided by the Director of Circle K International. Upon acceptance of a Petition for Charter and charter fee, the Circle K club shall receive the charter certificate, a sponsoring insignia and club membership materials for the number of members listed on the Petition for Charter. The charter fee shall be set annually according to Region by the Kiwanis International Board. No membership fees, Circle K International fees or dues or district dues shall be required of members for the administrative year in which the club is chartered. (5/93) (1/13) 540.3 - Date of Charter In order for a new Circle K club to be considered chartered during a specific Kiwanis administrative year, the charter application, dues and sponsorship fee payment must be mailed to the International Office, postmarked no later than midnight, September 30, of that year. (5/91) (5/93) 540.4 - Number of Sponsoring Clubs A Circle K club may be officially sponsored by no more than two (2) Kiwanis clubs. Note: The Kiwanis International Board further resolved, effective October 1, 1994, that this procedure be waived for existing Circle K clubs that currently have more than two (2) sponsors, according to the International Office records, until such time as natural attrition or change in sponsorship brings them into compliance with this procedure. (10/94)
112 CIRCLEK.ORG Resources
541 - RESPONSIBILITIES OF CIRCLE K CLUB AND SPONSORING KIWANIS CLUB 541.1 - Primary Responsibilities of a Circle K Club A. Club Obligations: The Circle K club’s obligations to its district and International organization shall be as outlined in the Circle K International RESOURCES Bylaws and shall be the responsibility of the Circle K club officers and a concern of its sponsoring Kiwanis club. (10/93) B. Club Operations: The administration, club program, and activities of the Circle K club are the responsibility of the Circle K club officers, functioning under the regulations and policies the school has established for student organizations, and under the counsel of the sponsoring Kiwanis club. (5/93) C. List of Circle K Club Members: A complete list of Circle K club members, including name, address, and other pertinent membership information, shall accompany the payment of the Circle K International club fee and district dues. (5/93) (1/13) 541.2 - Primary Responsibilities of a Sponsoring Kiwanis Club A. Requirements of Sponsorship: The Kiwanis club must comply with the following “Requirements of Sponsorship” and a statement providing evidence of such should be approved by the Kiwanis club’s board of directors and signed by the Kiwanis club president at the time of petitioning for charter or at any time when a Kiwanis club assumes partial or full sponsorship of a Circle K club: (1/00) 1. Appoint a Kiwanis Advisor to the Circle K club and ensure he/she receives adequate orientation/training. The Advisor(s) must have a clear criminal history background check; (1/00) (10/13) 2. Ensure Kiwanis members attend every meeting; (1/00) 3. Maintain an expense line item in the Kiwanis club’s service account to support the activities of the Circle K club; (1/00) 4. Work with the college/university administration to secure a faculty advisor for the club; (1/00) 5. Ensure that all Circle K members pay annual dues, and that an active membership of at least 20 members is maintained; (1/00) 6. Ensure that Circle K club officers receive proper training following election; (1/00) 7. Hold a planning session involving the leadership of both clubs; (1/00) 8. Host or participate in two joint activities (one service project and one social activity) involving the membership of both clubs; (4/02)
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 113 Resources
9. Invite Circle K members to attend every regular Kiwanis meeting; and (1/00) 10. Ensure that Circle K members attend conventions and conferences. (1/00) B. Club Counseling: A member of the sponsoring Kiwanis club should be present at every Circle K club and board meeting. Within school administration-approved policies, the counseling of each Circle K club shall be the responsibility of the sponsoring Kiwanis club’s board of directors, usually directed through the Kiwanis club’s committee on Circle K. (5/93) C. Advisor: A member of the school’s faculty or administration should be appointed by the administration of the school to work as the advisor to the Circle K club and to act as the school’s official representative with both the Circle K club and its sponsoring Kiwanis club. (5/93) D. Discontinued Sponsorship: A Kiwanis club must communicate with the Circle K International Department and the district governor when it plans to discontinue or has discontinued sponsorship of a Circle K club. (5/93) (4/97) 542 - Vacant 543 - CODE OF CONDUCT AT CIRCLE K CLUB ACTIVITIES The Code of Conduct for attendees at Circle K club meetings and events shall be as set forth in Procedure 510 - Conduct of Attendees at Circle K International Activities, or as adopted by the district under Procedure 535.1 - Code of Conduct. Written notice shall be given to school authorities, the Kiwanis district governor, district Circle K administrator and the sponsoring Kiwanis club president for any violations of the Code of Conduct and the action(s) taken. (5/93) 544 - TRAVEL OF CIRCLE K CLUB MEMBERS 544.1 - Permitted Travel The travel of Circle K club members to district and International meetings shall be limited to those approved by the faculty advisor and the chairman of the committee on Circle K clubs of the sponsoring Kiwanis club. Only one club officer training conference or workshop, one district convention and one International Convention are recommended annually for club members. (1980) 544.2 - Sponsoring Club’s Assistance in Travel Costs Costs for a Circle K member to attend training conferences, workshops and conventions may be shared by the Circle K member, Circle K club and the sponsoring Kiwanis club. (5/93) 545 - Vacant
114 CIRCLEK.ORG Resources
546 - CLUB ADMINISTRATIVE EXPENSES Costs of Circle K club administrative expenses shall be paid only from club membership dues collected from members, specific administrative fund-
raising activities and support from the sponsoring Kiwanis club. Funds raised RESOURCES for community service projects shall not be used to pay for club administrative expenses. (5/93) 547 – Vacant (1/13) 548 - CLUB FUND-RAISING ACTIVITIES 548.1 - Circle K Club Responsibilities Although a Circle K club often receives financial support from its sponsoring Kiwanis club, the Circle K club has the responsibility to raise the funds necessary to implement its service activities. The following guidelines apply to fund-raising activities: (5/93) A. Value: Circle K clubs may not solicit financial assistance from individuals, businesses or organizations by the sale of products, goods or services without giving something of real economic value in return. (5/93) (1/99) B. Involvement: The activity should normally involve personal Circle K club member participation. (5/93) C. Practices: Fund-raising practices require a public announcement of the purpose of the fund-raising activity to enhance support and assure good public relations. (5/93) D. Cooperation: Normal cooperative Kiwanis sponsorship relationships should be maintained, avoiding any possible indication which might be construed as Kiwanians contributing under undue pressure. (5/93) 548.2 - Lotteries, Raffles, Drawings or Other Games of Chance Where legally permitted and when approved by the Kiwanis and Circle K district boards, funds may be raised by a Circle K club by a lottery, raffle, drawing or other games of chance. Approval by the Kiwanis district board and Circle K district board of such games of chance does not constitute official endorsement of such activity by Kiwanis International and/or Circle K International. (5/93) 549-599 – Vacant
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 115 Resources
Definitions
Ad-hoc committees Appointed by the Circle K International president, with the advice and consent of the board of trustees and the director. The committees consist of at least three members. The committee term expires at the discretion of the president, with the advice and consent of the board of trustees and the director.
Administrative year The CKI year runs from April 1 through March 31.
Campaign funding Any funds, materials, gifts, etc., given to a candidate or spent by a candidate for the purpose of promoting him/herself for an international office. CKI has a zero-dollar campaign policy. Instead, a booklet consisting of the candidates’ campaign literature shall be produced for delegates at the CKI convention. Candidates are only allowed to submit campaign materials to the Circle K International office for distribution. All completed biographical forms and campaign literature must be received by the deadline provided in the candidate’s packet.
Candidate’s packet Developed and made available from the CKI office. The packet includes a description of and service agreement for each office and any other materials deemed necessary by the staff or the CKI board of trustees.
Carthage Pullman Society Made up of individuals or groups that have made a donation of US$250 to the Circle K International Tomorrow Fund. Carthage Pullman Society members receive a medallion bearing the logo of the society.
Caucus A procedure involving members delivering speeches and answering questions in order to be elected to the position they seek in CKI. This procedure can be done at the club, division, district and international levels.
Charter A document from CKI that certifies the creation of a new club. To receive a charter, clubs must complete a petition for charter and meet the minimum requirements for membership.
Charter strength 10 or 15 dues-paid members, depending on school enrollment.
116 CIRCLEK.ORG Resources
Circle K International board policies The board policies are the governing documents of Circle K International. In order to amend the policies, the majority of the international board must vote to do so. RESOURCES CKIx An event held each summer, CKI members from around the world gather to learn, share ideas, elect new officers and make decisions at the international level. Each club is encouraged to send at least two members to this event.
Club A club can be at any educational institution, which is an institution of higher learning—vocational, technical or scholarly. In order to be in good standing, the club needs to meet minimum membership requirements.
Club status Each of the following club status categories shall be further defined as follows: Active indicates a club has submitted club fees and district dues for at least the minimum number of members as defined by the Circle K International Policy Code. These clubs are in good standing and should be listed as active charters in the official records of the organization. Suspended indicates a club has not submitted the club fee, district dues and proper membership information for the current fiscal year. Clubs wishing to gain active status must remit the club fee and district dues for the current year. Inactive indicates a club has not submitted club fees, district dues and proper membership information for current and previous fiscal years. Clubs wishing to gain active status must reactivate by remitting the club fee and district dues plus a US$100 reinstatement fee. Charter revoked indicates a club has not submitted club fees, district dues and proper membership information for two or more fiscal years. Any club on inactive status one year or more from the date of becoming inactive is automatically charter revoked. Clubs wishing to gain active status must charter again and pay the standard club chartering fee.
Conduct unbecoming a member Behavior that is incompatible with the best interests of the public or of members of the Kiwanis family or tends or threatens to harm the standing or reputation of the Kiwanis family in the local or global community.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 117 Resources
Convention campaigning Any promotion of a member at international convention for the purpose of being elected to an international office.
Day of Service A part of CKIx during which members give back to the host city of the convention through a day of community service opportunities.
Delegate-at-large A delegate that does not represent a chartered club. In a district House of Delegates, the governor and other elected district officers serve as delegates-at-large. In the International House of Delegates, the international board, the governors and active immediate past international officers serve as delegates-at-large.
Director The executive in charge of Circle K International under the supervision of the executive director of Kiwanis International. He or she is responsible for the selection and supervision of the office personnel of Circle K International, subject to direction and control by the executive director and board of trustees of Kiwanis International. The director signs all documents issued by Circle K International and is responsible for the training of the Circle K International President, vice president and the board of trustees (as may be appropriate). The director oversees the planning and execution of the agenda of the annual convention of Circle K International. This person ensures the development of publications and programs for the organization and is responsible for such other administrative duties as may be assigned by the executive director of Kiwanis International. The director keeps all accounts and receives all monies paid to Circle K International.
118 CIRCLEK.ORG Resources
District A CKI administrative region that is coextensive with one of the districts of Kiwanis International and is divided into divisions as approved by the sponsoring Kiwanis district.
Here are the responsibilities of a district: RESOURCES •• Promote the Objects of CKI •• Coordinate the projects of CKI clubs •• Strengthen and extend CKI in the district •• Increase membership and cooperative efforts of the clubs in the district •• Provide necessary goods and services to the clubs •• Promote greater awareness of CKI among the district’s Kiwanis-family counterparts •• Promote the participation of clubs within the general objectives, programs and policies of the district and of Circle K International •• Accept and promote the constitutional objectives of CKI District administrator The person appointed by the Kiwanis district responsible for carrying out the administrative functions of the district, planning the logistics of the district convention and training conferences and advising the district board and committees. This person also assists clubs and advisors when necessary.
District convention A two- or three-day event held each spring where executive officers are elected, club officers are trained, members are educated and ideas are shared among clubs. Visit your district’s Web page for more information on when and where your district convention will take place.
District governor Chief executive officer of the district. This person works closely with other international and district officers to strengthen and expand Circle K International. The district governor appoints all standing and temporary district committees and presides at the annual district convention and other district meetings.
Division Smaller administrative regions within districts. District lieutenant governors may oversee divisions.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 119 Resources
Division council meeting An informative meeting led by the lieutenant governor that provides updates on division and district happenings and offers an opportunity for one-on-one assistance to clubs. Officers and members from each club are highly encouraged to attend. Advisors are welcome. Often service projects and social events are carried out in conjunction with these meetings (also referred to as the president’s council meeting in some districts).
Enactment Any decision by the international board concerning the implementation of a policy.
Executive committee A group consisting of at least two international trustees. The Circle K International president, with the advice and consent of the board of trustees, appoints and presides over this committee.
Good standing Any Circle K club that submits dues for the minimum number of members and reports its annual membership shall be considered in good standing and listed as an active charter in the official records of the organization.
Governors and Administrators Training Conference A training conference for district administrators and newly elected governors that generally takes place in April in Indianapolis.
Hazing Any action or situation created, whether intentional or unintentional, that produces physical or mental discomfort, embarrassment, harassment or ridicule.
Honorary member Any person not otherwise eligible for active membership who has made a significant contribution to a club, campus or community may be elected an honorary member of a club for a period of one year. Honorary members pay no dues and are entitled to all privileges of membership in the club with the exception of voting and holding office.
House of Delegates Occurs annually at the international convention. The house is comprised of the international board, class of governors and two delegates from each Circle K club in good standing in attendance. The house has the authority to make changes to the Circle K International Bylaws. Please refer to the Circle K International Bylaws, Article IX, for more information.
120 CIRCLEK.ORG Resources
Installation The act of appointing someone to a particular position or of formally inducting someone into office. RESOURCES Interclubs A social gathering of at least two Circle K or Kiwanis-family clubs. Gatherings include service projects, fundraisers, meetings and any other form of a gathering involving at least four members from each club.
International board of trustees Group made up of the president, vice president, eight trustees, a Kiwanis board counselor and the Circle K International director. All members are elected at the annual CKIx event with the exception of the Kiwanis board counselor and the director, who is an employee of Kiwanis International.
International club fee and district dues Payable October 1. A club’s status is active when a club pays dues for the minimum membership based on school enrollment (15 members for four-year institutions with 5,000+ enrollment, 10 members for two-year institutions or four-year schools with fewer than 5,000 students) by November 30.
International council Consists of the international officers of Circle K International and meets a minimum of once a year. During the council, the officers address the current issues of CKI, obtaining feedback and providing action recommendations. In a year in which there is no international convention held, the international council has the right to enact and amend the bylaws and is responsible for electing the president, vice president and seven sub-regional trustees for the coming administrative year.
International expansion A set guideline to expand CKI into other regions of the world.
International operational plan and budget Created by the Kiwanis International staff, the plan and budget allocates time and money for the operation of CKI.
International staff Full- and part-time paid employees of Kiwanis International who work at the international office in Indianapolis. They work with and develop the resources and materials requested by the Kiwanis, Key Club International and Circle K International boards.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 121 Resources
K-Kids An organization of the Kiwanis family for students in elementary school.
Key Club An organization of the Kiwanis family for students in high school.
Kiwanis International The parent organization of the Kiwanis family, with clubs for those 18 and older.
Kiwanis advisor Appointed by the sponsoring Kiwanis club for a Circle K club. Responsibilities include linking the Circle K club to Kiwanis, attending as many Circle K meetings and projects as possible and serving as an adult counselor to the club.
Kiwanis counselor to Circle K International The Kiwanis counselor to Circle K International is the official representative of Kiwanis International at all meetings of the board of trustees of Circle K International, at all meetings of the Circle K International council and at the Circle K International convention. The counselor is a member of the Kiwanis International Board, appointed to serve by the Kiwanis International president. The counselor serves as advisor to the CKI board of trustees and as a liaison between the board of officers and the Kiwanis International Board. The counselor also performs such other duties as may be assigned by the Kiwanis International president or board.
Kiwanis-sponsored function Any event that is hosted or financially supported by a member club of the Kiwanis family.
Lieutenant governor The chief administrative officer within the division. This person serves on the district board and communicates important information between the district and clubs. The lieutenant governor coordinates and leads division council meetings and division rallies and provides training and support to club presidents.
Membership Update Center Database used by all clubs to update membership status. The faculty and Kiwanis advisors and the club secretary and treasurer have access to this database through Kiwanis International. For a tutorial, visit the online resource available on page 126.
122 CIRCLEK.ORG Resources
Monthly Report Form (MRF) Document that summarizes the service and operations of CKI districts and clubs, filed every month. The governor from each district is in charge of collecting and reporting the
information. These forms, due by the 15th of each month, are used by the international RESOURCES board to provide assistance.
Minimum membership requirements A club is 15 members, unless the school’s total enrollment is below 5,000 students or it is a two-year institution, in which case 10 members are the minimum required.
Non-districted clubs A Kiwanis club outside Circle K International districts can establish an active Circle K club. Such club will be the sole responsibility of the sponsoring Kiwanis club and the Circle K International office and will be recognized and chartered by Circle K International as an active status non-districted club.
Officers of Circle K International The president, vice president, eight trustees, the district governors and the Circle K International director.
Past due (suspended) Status for clubs that have neglected to submit dues payment for at least 10 or 15 members by November 30.
Pre-convention campaigning Considered activity by a candidate, or on behalf of a candidate, to promote him/herself for election to an international office before the start of international convention. Prohibited by the Circle K International Policy Code.
Policy Any established procedure of the CKI board of trustees.
Reactivated When a club with inactive status moves back to active status with a payment of dues for at least the minimum required membership and submission of the US$100 reactivation fee.
Regions Geographic associations of the member nations of Circle K International, which can be created by the board of trustees to promote the best interests of CKI.
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 123 Resources
Revoked Status of a club that is no longer recognized as a member of Circle K International and is removed from the membership rosters.
Sapphire Circle Honorary Award through which individuals, clubs, divisions and districts (and other groups or organizations) can permanently honor or memorialize members, families or others of importance to Circle K International. An individual may not purchase Sapphire Circle recognition for him/herself. A US$1,000 contribution to the Tomorrow Fund endowment of the Kiwanis Children’s Fund is required.
Sergeant-at-arms An officer whose duty includes maintaining order and security.
Suspended Status of a club that does not pay any dues by November 30.
Tomorrow Fund An endowed fund for Circle K International held within theKiwanis Children’s Fund. This fund, through the interest earned, helps CKI clubs and districts serve the world through grants for service opportunities. The fund is established through a portion of CKI member dues, direct donations, donations of Carthage-Pullman Society members and donations of Sapphire Circle honoraries. The application deadline to receive a grant is December 1.
124 CIRCLEK.ORG Resources
Acronyms
CKI Circle K International
CKIx Circle K International convention
DCM Division council meeting RESOURCES
DCON District convention
DLSSP District Large Scale Service Project
GATC Governors and Administrators Training Conference
KI Kiwanis International
LTG Lieutenant governor
MRF Monthly report form
MUC Membership Update Center
OTIC On To International Convention chairman
RA Regional advisor
RTC Regional training conference
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 125 Resources
Website resources*
CKI advisor guide kiwanis.org/charter
CKI Brand Guide circlek.org/brandguide
CKI Online Club Officer Training circlek.org/resources/onlinetraining
CKI service week circlek.org/serviceweek
CKI Store circlek.org/store
District dues chart circlek.org/join/membership/districtdues
Kiwanis club locator kiwanis.org/findaclub
Kiwanis One Day kiwanis.org/oneday
Kiwanis partners kiwanis.org/partners
Kiwanis Store kiwanis.org/store
Kiwanis Youth Protection Guidelines kiwanis.org/youthprotection
Membership Update Center circlek.org/muc
Membership Update Center tutorial kiwanis.org/mucvideo
Photo release kiwanis.org/photorelease
Prentice Products prenticeproducts.com/kiwanis (Third party vendor for pop-up banners)
Roberts Rules of Order robertsrules.com
SLP club chartering information kiwanis.org/charter (including advisor guide)
SLP Reports kiwanis.org/slpreports
Tomorrow Fund circlek.org/tomorrowfund
Youth Protection Guidelines kiwanis.org/CLE (online education)
*Web resources are subject to change
126 CIRCLEK.ORG Resources
Index
Accessing membership and district data, 57–62 Governors and Administrators Training Conference, 73 Acronyms, 125 How Circle K International supports
Advising the board, 69–73 RESOURCES advisors, 49 Ambassadorship, 27–33 How you support advisors, 45-48 Annual planning and goal setting, 52–55 Kiwanis Children’s Fund, 65 Appointed board positions, 71 Kiwanis International Board Board meetings, 72 procedures, 101–115 Board responsibilities, 71 Liaison to Kiwanis International, 57–67 Board training, 71 Newly appointed district administrators, 5 Club status, 41–42 Opening new clubs, 35–43 Club support, 45–49 Our partners, 63 Clubs without a Kiwanis sponsor, 48 Preparing for your new district administrator position, 8-9 Committee leadership, 51–55 Position description, 20–25 Definitions, 116–124 Reports, 16–19 District administrator’s timeline, 6–7 Resources, 93–127 District board, 69–70 Resources from Kiwanis International, 43 District committee, 51–52 Service Leadership Programs District convention, 85–89 overview, 93–96 District convention budget, 88 Starting a new Circle K International District convention preparation timeline, 86–87 Club, 38–42 District event management, 85–89 Team agreement, 97–100 District finances, 74–82 Ten steps to sponsorship, 36 Dues and club status, 40-42 Youth Protection Guidelines, 30–33 Dues-paying process, 40 Working with the new district governor, 72–73 Elections, 89 Workshops and speakers, 89 Employer Identification Number (EIN), 81–82 Website resources, 126 First 100 Days, 10–17
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 127 Resources
NOTES
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
128 CIRCLEK.ORG Resources
NOTES
______
______RESOURCES ______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
CIRCLE K INTERNATIONAL DISTRICT ADMINISTRATOR GUIDE 129 Resources
NOTES
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
______
130 CIRCLEK.ORG
3636 Woodview Trace, Indianapolis, IN 46268 USA U.S. & Canada: 1-800-KIWANIS, ext. 411 Worldwide: +1-317-875-8755 kiwanis.org APRIL 2019 GICK-419-162