Lieutenant Governor

• • • • • • • • • • continuously improve theirmembers’ experience. specifically clubpresidents, to ensure andhave that theyfeel supported access to information to andinformation. education opportunities The lieutenant governor works closelywithclubleadership, organizationbetween theclubsandglobalKiwanis whenitcomes to communication, resources, clubs to strengthen withinthecommunities Kiwanis inthedivision. This positionistheconnection The lieutenant governor invests withexisting clubsandopeningnew inworking balanced efforts Just astheclubpresident istheleaderofclub, thelieutenant governor istheleaderofdivision. oftheclubsinyourhealth andvitality divisionand, by extension, Kiwanis. The energy that you give thispositionwillgoalongway toward maintaining the education, andincreasing clubmembers’ engagement andmorale. their membership, inclubleadership openingnew clubs, ensuringparticipation in your district. Your responsibilities includehelpingclubsmaintain orincrease Your fellow Kiwanians have you elected to oneofthekey leadershippositions LIEUTENANT GOVERNOR RESPONSIBILITIES DUTIES QUALIFICATIONS • • • • • • • • • • division, the district membershipteam International members andKiwanis division, thedistrict Coordinates assistance to clubcounselors clubsby inthe communicating withthecertified astheleaderfor thedivisionmembershipteam Serves • • of clubpresident education Works to coordinate instructor withthemaster orcertified aclassroom offering theclubsastheycreate and/orimplement support thestrategicDirectly plan Able to buildrelationships withclub leaderswithinthedivision Organized andableto managetimewell Aware tools ofKiwanis andresources Willing onlinereporting to anduseKiwanis learn cluboperations ofbasicKiwanis Knowledgeable Familiar withcommunities intheirdivision • • Develops a division action plan,which includesadivisionmembershipplan Develops adivisionaction Actively contributes strategic to thefulfillment ofthedistrict plan,asrequested KIWANIS INTERNATIONAL LEADERSHIP GUIDE

WWW.KIWANIS.ORG involvement board. withthe district system, regionalthe “trustee system orregional trustee system.” Contact your office district ifyou have your questionsabout notalllieutenant board governors oftrustees. onthedistrict; onthedistrict This serve *Depending iscommonly referred to as • • • • • • • • • • • • • • • • • Identifies communities locations aspotential new-club and memberengagement efforts Drives membership inthedivisionby assistingcurrent clubsintheirinvitation Serves on the district board oftrustees (ifapplicable)* onthedistrict Serves Helps identify thenewlieutenant governor-elect lieutenant governors Ensures aseamlesstransition amongpreceding, current andsucceeding Hosts thegovernor’s visit(ifapplicable) Facilitates divisioncouncil meetings Participates inlieutenant governor orientation • • • • • • • • • • • • • • • • • Leads the club-opening team inthedivision Leads theclub-opening Encourages participation inclubleadershipeducation opportunities Encourages participation Shares keymessageswithclubs Provides tools andresources to address areas ofopportunity in thedivision Evaluates, andprovides coaches, positive supports reinforcement toclubs Kiwanis Visits clubsinthedivision and financialviability Continually isaresource to clubsintheareas ofmembership, branding service, Mentors newclubs site clubwithanew-club asponsoring Connects +1-317-875-8755

Email address: Phone number: Address: Person accepting position: ______Personal neededto characteristics besuccessful: ______tasksandtarget datesPrimary for completion ofeach: ______Responsibility(ies): Position title: formatSample for appointment position Use thepositionappointment form to helpyou defineandbuildyour team. of your team. For andpersonallyaskthememberto beapart skills each position, definethetasks, identify thenecessary forprovide clubcommittees. support direct Possible divisionappointments includeacommittee for chairman thegovernor’s whocan visitandexperts current lieutenant governor, pastlieutenant governors andotherswhose advice you value. of your needsfor aproductive andsuccessful year. Discussexisting divisionleadershippositionswiththe willbebasedonyour analysis ordivisiontradition. Others members may policy besuggested by district To besuccessful asthedivision’s leader, you’ll needhelpfrom adivisionleadershipteam. keyteam Some Appointment ofdivision leadershipteam TASKS

______KIWANIS INTERNATIONAL LEADERSHIP GUIDE COMPLETION DATES

LIEUTENANT GOVERNOR Division action plan

Effective leaders have a clear understanding of the responsibilities and expectations of their office as it relates to Kiwanis International, the district and the clubs. The lieutenant governor establishes a clear vision for the year ahead through development of division goals. Choose division goals that are specific and attainable. Outline specific steps and a timeframe for completing each step. Define who is responsible for each step, and communicate steps and responsibilities to everyone who has a role in achieving each goal.

Distribute a draft of a division action plan, including goals, steps and timeframes at the preliminary division council meeting. Following discussion, develop and distribute a final action plan to all club and division leaders. This can serve as the basis for the lieutenant governor’s regular progress checks with the people responsible.

Clubs are asked to identify their annual goals by October 1. This includes membership goals, committee goals and those specific to board activity. Request a copy of these goals from each club, and consider how they impact the collective division goals. Having these goals in hand will also give the lieutenant governor an immediate opportunity to discuss areas that are important to the club and to better identify what kind of support they may appreciate.

As part of the division action plan, include a division membership plan that specifically outlines the membership goals within each club as well as plans for club openings. See pages 81–82 to better understand the division membership plan.

Sample format for division action plan

Goal: (A specific statement of desired result and completion date).

ACTION STEPS PERSON RESPONSIBLE COMPLETION DATE PROGRESS DATES

______

80 WWW.KIWANIS.ORG +1-317-875-8755 8. 7. 6. 5. 4. 3. 2. 1. theadministrativeDuring year 4. 3. 2. 1. Before theyear begins Here’s how to create amembershipplan: monitors andencourages strengthening membershipinall existing clubsandtheopeningofnewclubs. counselors, whofocus onexisting clubs, andaclubopener. Specifically, thedivisionmembershipteam the year. isincollaborationThis effort club withyour divisionmembershipteam, whichincludes certified The lieutenant governor isresponsible for accomplishing themembershipgoalswithindivisionduring membershipplan Division Offer adviceOffer to your successor ondivisionmembershipfor administrative thenext year. Sponsor amemberinto your own intheyear. clubearly Recognize theclubsandindividualswhoachieve theirmembershipgoals. Continue to communicate thedivision’s andprogress. membership priorities Lead by example: Fulfill your commitments personallyinspecificmembershipactivities. to participate 12 months. andmentoring iscontinuingEnsure for that support clubsthat have beenorganized withinthepast Strengthen club. anexisting Kiwanis progressMake thefirsthalfofyear clubduring onopeninganewKiwanis (October–March). • • • year to clubleadersandmembers. useof: Make Consider how you’ll communicate thedivision’s andprogress membershippriorities throughout the Identify potential steps. sites for newclubsandinitiate theclub-opening Take specialnote ofclubsthat have beenrecently organized. incoming officers ofeachclub, for newclubswithinthedivision. discussmembershipgoalsandsupport membershipinformationGet from thecurrent lieutenant governor for eachclub. As you meetthe International at Attend lieutenant governor orientation andfamiliarize yourself with theresources provided by Kiwanis • • • Official cluband board visits Official Division newsletters Education sessions www.kiwanis.org/theformula . KIWANIS INTERNATIONAL LEADERSHIP GUIDE

LIEUTENANT GOVERNOR Potential areas of goal setting

•• Impact on the community •• Net membership for the division, ___ percent ( ___ members) •• Club opening and development •• Inclusion of Circle K International and Key Club International alumni and Service Leadership Program parents as prospective members •• Orientation of all new members •• Engagement of current members •• Regular recognition of members for achievements •• Membership sucess of Service Leadership Programs such as Kiwanis Kids, Builders Clubs, Key Clubs, CKI, Aktion Clubs and Key Leader (where applicable) •• Positive publicity in the community

82 WWW.KIWANIS.ORG +1-317-875-8755 3. 2. 1. Steps helpful relationship withtheincoming clubpresidents andmaintain thisrelationship throughout theyear. withgainingathorough ofeachclub’s knowledge starts strengths andweaknesses. Establishapositive, to helpclubsgrow,ability provide to andmeetthe needsoftheirmembers thecommunity better service theadministrative during year. ofmembershipandservice strengthening andquality thequantity Your Your success aslieutenant governor ultimately dependsonthesuccess eachclubinthedivisionhas (To completed be inJuneforeachclubthedivision.) Lieutenant governor’s evaluation preliminary of clubs they may face theirterm. during these comments. Discusstheirclubs’ goalsandhow thosegoalswill address thepotential challenges of current clubstatus includingclubstrengths andpotential challengesfor theupcoming year. Record and emailaddress. Encourage themto you contact whenever you canhelp. Ask for theirimpressions Contact theincoming club. clubpresidents inevery Give them your mailingaddress, phonenumber(s) term hasofficiallybegun. positive andnegative trends ofeachclub. willbeavailableThese to reports you once electronically your Obtain copies ofeachclub’s (October–April) from monthly reports thelieutenant governor. Note impression ofnoteworthy strengths andpossibleimprovements. withthecurrentMeet lieutenant governor anddiscusseachclub. Note thelieutenant governor’s KIWANIS INTERNATIONAL LEADERSHIP GUIDE

LIEUTENANT GOVERNOR Evaluation of clubs and boards

The lieutenant governor may be asked by the district to complete an evaluation. These are not required by Kiwanis International but may be a great reference throughout the year as you track conversations and visits.

Resources that may be helpful to you in your evaluation include the sample club meeting agenda on page 55 and the sample board meeting agendas on pages 51–52. Remember that each club may have its own unique format.

These are some of the primary areas to note: •• Club meeting – Meeting place – Welcome activities – Conduct of meeting – Fellowship – Program planning •• Board meeting – Attendance – Budget and bylaws adherence – Committee activities – Record keeping – Timeliness of reports and payments •• Special areas – Service Leadership Programs participation – Young Children: Priority One – District and Kiwanis International convention representation – Revision of club bylaws – Club incorporation – Charitable foundation •• Club’s request for materials •• Additional information of special value to governor, district secretary and district committees

84 WWW.KIWANIS.ORG +1-317-875-8755 ______clubpresidentIncoming comments abouttheclub: ______engagement, meetingattendance, meetingprograms, fundraising efforts.) opportunities, service (Note significant ofmonthlyReview reports: trends inareas suchasnew members, membership ______Comments aboutclub strengths/concerns: clubpresidentIncoming email: clubpresidentIncoming telephone number: clubpresident:Incoming Clubof Club name:Kiwanis board meetingevaluationSample ______KIWANIS INTERNATIONAL LEADERSHIP GUIDE

LIEUTENANT GOVERNOR Sample club meeting evaluation

CLUB MEETING DATE: ______/______/______

Excellent Good Fair Poor Ideas for improvement Opening ceremonies Recognition of guests Committee action Reports (Make them concise, indicate progress.) Service to community Program Advance arrangements Introduction Speaker Thank-you Membership Involvement Fellowship Invitation Retention Service Leadership Programs Inter-clubbing Budget Publicity Promotion of Kiwanis Objects Participation in division, district and Kiwanis International activities

*Note: For suggestions on improving weak areas of the club, refer to www.kiwanis.org/theformula.

86 WWW.KIWANIS.ORG +1-317-875-8755 2. 1. toexpected attend: clubpresidentsAt withotheractivities leasttwo are council inconjunction meetings canbeconducted meeting perquarter. Periodic communications electronic are encouraged. Ideally acouncil would meetmonthly. monthly meetingsare If notfeasible, planat leastonecouncil governors orrepresentatives ofCKIandKeyClub. councils alsoincludeclubsecretaries, thelieutenant divisionappointees, governor-elect, andthelieutenant divisions, mostKiwanis councilIn membershipincludesthelieutenant governor andclubpresidents. Many the agenda. must beelected. Consult bylaws your district for theproper procedure andallow timefor that process on Also, at adivisioncouncil meetingheld before 15,anewlieutenant April governor andhisorhersuccessor • • • • • • • leaders to: scheduled council meetings, to work thelieutenant withclubanddivision governor hasanopportunity lieutenant International encouragesKiwanis governor every to organize adivisioncouncil. Through regularly councilDivision PURPOSE MEETINGS SIZE AND MAKEUP • • • • • • • usually preside theconference. during definition ofaquorumandthe deadlinefor completion. The immediate pastlieutenant governor will elections. Division process. club-opening seek inputonlocation(s) for anewclubinthe division. in the willbeimportant Their support presidents. Take advantage ofthistimeto discussthedetailsofclub, goalsand divisionanddistrict Club president education (May/June). club the openingofanewKiwanis Coordinate implementation governor’s ofdivision-wide andevents projects suchasthedistrict visitand Promote International programs andKiwanis division,district Track filings report Resolve minor clubproblems before theybecome serious Evaluate progress inachievingclub, goals divisionanddistrict Share ideasandsuccesses Address common clubconcerns Carefully bylaws review district for requirements suchas written notification, the This is your first opportunity to meetwiththeincoming club This isyour firstopportunity KIWANIS INTERNATIONAL LEADERSHIP GUIDE

LIEUTENANT GOVERNOR SUGGESTED AGENDA ITEMS FOR DIVISION COUNCILS CONDUCTED THROUGHOUT THE YEAR •• Progress report on club, division and district goals •• Reports by each club on major accomplishments, upcoming events and current concerns •• Promotion of upcoming division, district and Kiwanis International events and projects •• Discussion of membership efforts: Have each club report progress in their invitation and retention of members. Connect clubs needing assistance with stronger clubs in the division and devote a segment of the meeting to sharing ideas and strategies to enhance the quality of the club experience. •• Promotion of upcoming Kiwanis Kids, Builders Club, Key Club, CKI, Aktion Club and Key Leader events and projects •• Brief reports by division appointees (when appropriate) •• Update of division calendar

88 WWW.KIWANIS.ORG +1-317-875-8755 • • • • • • The event committee will: alldeadlinesareregularly met. to makecertain all arrangements. withthiscommittee Meet to determine specificobligations andtimeframes. Follow up While you are lieutenant governor-designate, out establishaspecialdivisioncommittee to planandcarry efforts, fundraising, create So impact. andcommunity anevent that bestaccommodates thepurpose. clubs inyour divisionandcelebrate accomplishments inkeyareas suchasmembershipandclub-opening Ask thegovernor ifhe/shehasapreference. Remember, for withthe themto connect thisisanopportunity Governor’s officialvisits are varied. are Some dinnerevents withaformal program; projects. someare service • • • • • • Governor’s official visit ATTENDANCE PURPOSE PLANNING • • • • • • • • • • • • Program clubs. Prepare anddistribute invitations/registration forms Leadership to clubs, specialguestsandService Confirm speakers, presenters, etc. entertainment, the scheduleinadvance to thegovernor for review. governor, division council obligations, meeting, for andspecialactivities thegovernor. speaking Send Organize atentative schedule for theday, includingthelieutenant governor’s private meetingwiththe for theevent andthat room isavailable for adivisioncouncil meetingbefore theevent. thespecific site,Determine space scheduleandmenu, issufficient andsign certain thecontract. Make arrangements? divisionfinancial obligations. Clarify want to scheduletimefor aprivate meetingwiththelieutenant governor? Are there special needsor guests accompanying thegovernor? Will thegovernor bestaying overnight? thegovernor Does Establish date withgovernor. Will thegovernor’s attend? leadersorspecial Are district spouse/partner allexpenses willbecovered.cost. certain Make Plan thebudget. allexpenses, Determine includingguests’ orper-person meals, andestablishper-club Invite localmedia asguestsofthedivision. Clubs, CKIandAktion Clubs). Leadership ProgramsLeadership Service ofKiwanis isalsoinvited Kids, BuildersClubs, (Kiwanis Key Club anddivisionleaderstraditionally attend adivisioncouncil meetingbefore theevent. inter-club. encourage clubsto register. It’s common for aclubto have enoughmembersattending to qualifyasan inthedivisionareAll Kiwanians invited to attend. When thescheduleandevent detailsare final, division for thegovernor to clubmembersandleadersinthe andprovide toAn connect opportunity support division A division-wide celebration withthegovernor, hosted by thelieutenant governor andclubsinthe KIWANIS INTERNATIONAL LEADERSHIP GUIDE

LIEUTENANT GOVERNOR Depending on the formality of the event, the committee may also: •• Determine a specific program agenda for the dinner, including introductions, speakers, governor’s address, entertainment, special recognitions and presentations. The agenda should be timed. Involve other members of the Kiwanis family in the program/event as appropriate. •• See that all introductions, recognitions and presentations are prepared. Organize the head table and all needed materials and equipment (place cards, centerpieces, lectern, gong, gavel, banners, flags, signs, name tags, sound system, etc.). •• Develop and produce printed programs (if applicable).

Suggested agenda

An official visit to a division provides a governor with an outstanding opportunity to work directly with club leaders, to provide information, motivate and gain feedback.

For those events that have a formal program, here is a suggested agenda:

1. Call to order by lieutenant governor

2. Invocation (optional)

3. Introduction of district officers and district chairmen present

4. Roll call of clubs

5. Introduction of governor (who presides from this point on)

6. Relation of the division to district goals a. Service b. Membership c. Club opening d. Aktion Club , CKI, Key Club, Builders Club and Kiwanis Kids club opening e. Attendance at Kiwanis International convention f. Attendance at district convention and events

7. Review of the status of clubs in the division a. Membership strengthening and club opening b. Activities completed or in progress c. Discussion of plans for coming months

8. Status of CKI, Key Club, Builders Club, Kiwanis Kids and Aktion Club a. Cooperative effort and supervision by sponsoring clubs b. Assistance needed by clubs (Service Leadership Programs)

90 WWW.KIWANIS.ORG +1-317-875-8755 13. 12. 11. 10. 9. Adjournment bylaws district for See governor-elect. proper process. relevant,If allow timeontheagendafor ofanewlieutenant governor theelection andlieutenant b. a. looksto thedaysThe district ahead c. b. a. Upcoming events h. g. f. e. d. c. b. a. Assistance neededby clubs

Young Children: One Priority Fundraising Administration concerns Discussion onhow theclubsanddivisionleadershipcanhelp Comments by thegovernor onstrengths andopportunities District Division Club education Kiwanis Club meetingprograms (program sharing) Public relations areas values) andyouth humanandspiritual (community services, service Other CKI, KeyClub, BuildersClub, andAktion Club Kids Kiwanis KIWANIS INTERNATIONAL LEADERSHIP GUIDE

LIEUTENANT GOVERNOR Club president education

PURPOSE To prepare the incoming club presidents to successfully carry out their responsibilities

PEOPLE RESPONSIBLE A certified instructor has been selected by your district and educated by Kiwanis International to facilitate this education program in each division. The incoming lieutenant governor coordinates date, location, invitations and other logistics.

WHO ATTENDS Incoming club presidents and the incoming lieutenant governor. Those who are absent from the education session are encouraged to complete the requirement through the online education course at www.KiwanisOne.org/cle. If possible, the incoming leader may also attend a makeup session with the certified instructor or at the district convention if it is offered at that event.

TIMEFRAME The classroom session should be conducted in April, May or June. Any makeup sessions or online course completions should be completed before October 1.

RESOURCE MATERIALS •• Club president education instructor guide •• Club president education participant workbook •• Other information and materials from your district

EQUIPMENT NEEDED The instructor may need an easel pad and markers, an LCD projector and a screen.

SETUP The ideal setup for maximum participation is an arrangement of tables so participants face each other, encouraging interaction.

PLANNING •• Determine date, time and location with your Kiwanis certified instructor. •• Arrange a planning meeting with the certified instructor at least three to four weeks before the session to discuss the topics to be covered and the role of the lieutenant governor in the agenda. The certified instructor will take the lead, however there may be opportunities for you to be involved. •• Send invitations to the incoming club presidents and request an RSVP at least one month before the education session. •• Make follow-up telephone calls to the invited attendees one week before the education session.

92 WWW.KIWANIS.ORG +1-317-875-8755 F July F F F F F F June F F F F F F F March–May Lieutenant governor’s monthly checklist Resources F F F F F F F F F F F F F F dinner to you getto know andeachother. to eachincoming getto clubpresident aneffort know Make inthedivision.Perhaps invite them to a Plan your divisioncouncil meetings, monthly orat leastoneperquarter. secretaries anddivisionleadershipteam. Attend International convention. theKiwanis Encourage attendance from incoming clubpresidents, site andkeydatesIdentify anew-club for inviting newmembers. clubcounselors. clubopenerandthecertified the certified withyourMeet divisionmembershipteam to discussplansfor thecoming year. This team includes page83for(See more details.) Join thecurrent lieutenant governor asheorshevisitsclubsto begin evaluation. your preliminary other leaders. club secretaries butcourses are also offered for board members, committee andmany chairmen a classroom 1. oronlinecourse to prior October forThis clubpresidents isespeciallyimportant and of theirclubleadershipteams—to attend theeducation available for theirpositioneitherthrough Contact eachincoming clubpresident inthedivision.Encourage them—aswell asothermembers conventions. planstoMake attend Internationalanddistrict Kiwanis February, March orApril. Introduce yourself to your Circle whowere KInternational andKeyClubcounterparts in elected education. Classroom education sessionsare encouraged inApril, May orJune. inyour instructor divisionto coordinateContact thecertified thesite, date(s) andtimefor club president the roster office andeachteam to member. thedistrict president andsecretary, appointments, your predecessor andsuccessor Forward (ifknown). acopy of Appoint membersofthedivisionleadershipteam andcreate ateam roster. eachincoming club Include information namesandcontact Request ofincoming clubpresidents andsecretaries inthedivision. dates, timesandlocations ofsignificant events andfinalize plansto attend. website.Become familiarwithyour district Look for policiesandbylaws. themostcurrent district Verify Plan to attend thelieutenant governor education conference. (before your term ofoffice) (before your term ofoffice) (before your term ofoffice) KIWANIS INTERNATIONAL LEADERSHIP GUIDE

LIEUTENANT GOVERNOR August (before your term of office)

FF Ask each president-designate to make a commitment to sponsor a new member during the month of October. FF Complete your site survey for a new club and submit the case for a new club to the governor at your district convention.

September (before your term of office)

FF Invite and sponsor a new member for induction into your club. Schedule an induction ceremony in October to demonstrate your emphasis on membership. FF Review your notes from district convention and devise an implementation plan for programs that will benefit your clubs. FF Start working on your division action plan, including the division membership plan. FF Request details about installation events from clubs in your area and consider attending.

October–September

For every month: •• Review each club’s monthly report and look for opportunities to celebrate accomplishments and offer support. •• Communicate with each club president. •• Compare available information to the division action plan to ensure goals are on track. •• Review the progress of the club-opening team. •• Review the progress of club counselors appointed to struggling clubs.

For every quarter: •• Conduct a division council meeting. Refer to pages 87–88 to help you create an agenda that accomplishes your purpose. •• Visit clubs in your division.

October

FF Review the annual goals for each club. Based on these goals, complete your division action plan, including the division membership plan, and submit it to the governor.

94 WWW.KIWANIS.ORG +1-317-875-8755 F May F F April F March F February F January F November F F F F F F F at thelieutenant governor education conference. Arrange atimeto meetwiththelieutenant governor-designate inJune, following hisorherattendance Encourage membersto attend convention. andsenddelegates to thedistrict inMay.Plan to convention. attend start theupcoming district districts Some notification, thedefinitionofaquorumanddeadlinefor completion. bylaws ofthemeeting.encouraged district Review for to chairthisportion requirements suchaswritten divisioncouncil at meeting. thenext thedivisionelections Schedule The pastlieutenant governor is this position. Invite allpotential candidates for to lieutenant discussresponsibilities governor-elect anddutiesof do thesame. Check planstoMake attend International convention. theKiwanis Encourage clubmembersinyour divisionto and KeyLeader weekends. Promote Family Kiwanis International Foundation Kiwanis Month, Week, KeyClubInternational Week www.kiwanis.org/convention to ensure you register whentherates are best. KIWANIS INTERNATIONAL LEADERSHIP GUIDE

LIEUTENANT GOVERNOR June

FF Encourage clubs to attend and send delegates to the district convention. FF Meet with the lieutenant governor-designate and offer support. FF Attend the Kiwanis International convention.

July

FF Plan to attend the upcoming district convention. FF Review the progress of the club-opening team, if a club is not yet completed. FF Review the progress of club counselors appointed to struggling clubs.

August

FF Attend your district convention. FF Follow up with clubs to ensure a strong finish to the end of the Kiwanis year.

September

FF Meet with your successor to ensure a smooth transition from one lieutenant governor to the next.

October (following your term of office)

FF As immediate past lieutenant governor, serve as chairman of the division elections. Review district bylaws for requirements such as written notification, the definition of a quorum and the deadline for completion.

Congratulations on your year of success!

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