Issuu on Google+

New  York  district  of  circle  k  international  –  Vice  presidents  power  PaCK   1    

Vice President’s Manual Your right hand manual for all the know how’s of the life of a Vice Prez!

2013-2014 Service Year New York District  

NEW  YORK  DISTRICT  OF  CIRCLE  K  INTERNATIONAL  –  VICE  PRESIDENTS  POWER  PACK   1  


2

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

Hello Vice Presidents! My name is Katrina Smith and I have the pleasure of training you for your position as vice president this 2013-2014 service year! I am a senior at Elmira College, majoring in speech language disabilities with the plan of attending graduate school in the area of audiology next year. I joined the Kiwanis family my senior year of high school and have been in the K- family even since, serving as an officer at Elmira as well as a district committee chair this past service year. I am so excited that you were elected Vice president. I feel that being a leader is a great characteristic to have and this position will only help you to grow further as a leader. I hope that this packet will truly serve you as a wonderful resource to help you better serve your club. This packet began only a few years ago and has grown remarkably in the last few service years. The role of vice president varies from club to club therefore the purpose of this manual is not to tell you step by step how to do your job, rather it is to provide you with a foundation and outline for what your job generally entails. Josephine Lukito, our Immediate Past International President said, “Take advantage of everything it contains, from information about district projects and member recruitment ideas to all the little tidbits about discounts and international resources. Use it, abuse it, take photocopies, scribble note all over it, and make it your own! It contains a lot of information and I hope you use this manual to your advantage this year.” Please do not hesitate to contact me with any questions you may have. Throughout the service year I will be sending out monthly emails and I hope to come to your club and meet you as well. I leave you with this quote from Mahatma Gandhi, “The best way to find yourself is to lose yourself in the service of others.” Yours in Service, Leadership, and Fellowship, Katrina Smith 315.663.8883 Katrina.Smith@nycirclek.org District Executive Assistant ’13-14 New York District of Circle K International


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

Table of Contents Part One – You and Your Club 1 Cover 2 Welcome from your ’13-14 Executive Assistant 3 Table of Contents 4 Contact Information 5 Duties of a Club Vice President 6 Your Executive Board: Your Legendary Leadership Team 7 Club Goal Sheet 8 Club Contact Sheet Part Two – You and NYCKI 9 Working with other clubs 10 District Board Breakdown 11 District and Governor’s Project 12 International Preferred Charities 13 The Eliminate Project Part Three – Committee 14 Being an Ex Officio Member 15 Running an Effective Meeting 15 The K-Family Relations 16 The Kiwanis Family Committee 16 Fundraising Committee 17 Spirit/Social Committee 17 Service Committee 18 Other Suggested Committees Part Four – The Future 19 Concluding Remarks from the ’12-13 International President 20 Advice from Past Vice Presidents

 

3


4

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

Special Thanks: Much thanks to all the individuals who reviewed, critiqued, contributed, analyzed and helped finalize this year’s edition of the Vice President’s Manual! Your dedication and effort are greatly appreciated! The 2011-2012, 2012-2013, 2013-2014 New York District Board Volunteers listed in the 2013-2014 President’s Pack All those that provided advice to the 2013-2014 Club Vice Presidents J

Contact Information Don’t forget to write down the information of other Vice Presidents who may help you in your future endeavors as club secretary! Write down their information below: Name: ___________________________________

Club: ___________________________________

Email: ____________________________________ Name: ___________________________________

Club: ___________________________________

Email: ____________________________________ Name: ___________________________________

Club: ___________________________________

Email: ____________________________________ Name: ___________________________________

Club: ___________________________________

Email: ____________________________________ Name: ___________________________________ Email: ____________________________________

Club: ___________________________________


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

5

Duties of a Club Vice President Yearly Duties -

-

Weekly Duties

Obtain any material passed down to you by the previous Vice President Fulfill any duties delegated to you by the president Organize and manage the committee system o Organize Committee Chair Applications o Help appoint committee chairs Recruit new members Develop new leadership o Find a successor ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________

-

Monthly Duties -

 

Fulfill any duties delegated to you by the president Attend Leadership Team meetings! Find a way to hold your committee chairs accountable Attend Kiwanis Family events ____________________________ ____________________________ ____________________________ ____________________________ ____________________________

Fulfill any duties delegated to you by the president Run meetings if your president is not available Attend all committee meetings Communicate with your committee chairs to make sure they are actively doing things in their committee Communicate with your e-board (socially and about CKI business) Help find service project, organize fundraiser and facilitate socials Promote CKI on campus by encouraging more members to join! Make sure that service projects are being organized every week ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________ ____________________________

Everyday Duties -

 

Remember that there is always something for you to do to not only assist your Club President; find new ways to assist your club and to serve as that leads your club to success


6

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

Your Executive Board

Your Legendary Leadership Team

The Executive Board: The Leadership Team President

The president is the “big cheese” or “face” of the club. Presidents oversee meetings (general and board meetings), represent the club on campus and throughout the New York District, and essentially run the club. It is the responsibility of the President to stay on top of all club activities, no matter how “large” or “small” each task may be.

Vice President (That’s you!)

The Vice President is the “right hand man” (or woman) of the club. Vice Presidents manage meetings when the President is absent or unavailable. Typically, some clubs require that the Vice President also acts as the head of the committee structure and serves as an ex officio member of every committee within the club. Some clubs also have 2 Vice Presidents, such as a Vice President of Service and a Vice President of Administration.

Secretary

The Secretary is the “recorder” of the club. Secretaries have two main responsibilities: taking minutes of general club meetings (and club board meetings) and filling out Monthly Progress Report Forms (that are sent to the District Secretary every month). These duties are necessary so that club members and district officers are aware of what the club is doing!

Treasurer The Treasurer is the “money manager” of the club. He or she often oversees the budget, cuts reimbursement checks and manages fundraiser. If it has to do with money, it typically has to do with the treasurer! One of the most important duties of the Treasurer is the collection of dues, which occurs in the beginning of every fall semester. If a club doesn’t pay its dues, the club risks losing their charter, so this is crucial!

Editor

The Editor is often the “publicist” of the club. They are typically responsible with the distribution of newsletters, creation of advertisements and photography during events. Some clubs choose to have a “Public Relations Chair” to help with different promotional ideas while other clubs assign these creative tasks to the editor. Sometimes, they write articles for various publications, other times these responsibilities are delegated to another officer or a committee.

Faculty & Kiwanis Advisor

The Faculty and Kiwanis advisors are the “guides” of the club. Unlike club officers, these two advisors stay the same year after year, so they come with a lot of knowledge about past club officers, events that worked (and didn’t work) and other important tidbits. They also understand the limitations of the campus. Utilize them as a resource for advise, tips and help throughout the CKI year, as they will be invaluable to your during your year as president.

Other Leaders

Committee Chairs Committee chairs are the “specialists” of the club, overseeing a variety of committees with different specializations, including (but not limited to) fellowship, service projects, specific events, publicity and Kiwanis-Family relations. Not all clubs have committee chairs, but those who do often use them as a way to increase leadership potential in the club.

Mentors Clubs that have a larger membership may choose to implement a mentor program, also known as a Big/Little system. Returning members become a Mentor/Big and they get assigned a Mentee/Little. This not only provides a leadership opportunity but it makes the Mentee/Little feel secure about joining the club and transitioning into campus life.

Webmaster

The Webmaster is the “tech master” of the club. He or she oversees a club website and the use of various social media, such as Twitter, Tumblr, Flickr and Facebook. These accounts should be updated consistently and maintained year to year. Be sure to save usernames and passwords in a secure location! Sometimes, these responsibilities are delegate to another officer or a committee.

Project Leaders

Project leaders are a great way to get members, especially new ones, involved. Instead of having officers decide on and run all the service projects, some clubs delegate the responsibility to members who are interested in leading an existing project or even implementing a new project. This encourages more members to get involved, and encourages more leadership potential.


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

Club Goal Sheet At the start of the 2013-2014 CKI Service Year, setting challenging yet realistic goals is a crucial step in planning how this year will turn out. Beyond the creation of our unified district goals, you should also make personal goals for the year that are related to your position and your success as a CKI leader. However, setting goals is not enough. One has to set, not just SMART goals, but SMARTER goals in order to have truly useful plans.

S

Specific: Is the goal easy to understand? Does the goal pertain to one aspect of CKI? A good example: Increasing my service hours this year from last year’s service hours. A bad example: Doing more for Circle K.

M

Measurable: Is the goal quantifiable? Is there a way to gauge how the goal can be met? A good example: Having 20% more club members than the previous year. A bad example: Increasing members in the club.

A

Attainable: Is the goal within your capabilities this year? Do you feel that you can reach this goal? A good example: Organizing at least one service project per week. A bad example: Organizing eight service projects per week.

R

Relevant: Does the goal pertain to the organization? Does it make sense? A good example: Work with two other service organizations on campus in the Spring Semester. A bad example: Increase membership of two other service organizations on campus.

T

Truthful: Is this something you actually want to concentrate on? Do you, personally, want to fulfill this goal? A good example: Cutting back on caffeine intake to two cups of coffee a day. A bad example: Never drinking any coffee ever again (at least, I don’t think I can do this J)

E

Ethical: Does this fall within legal boundaries? A good example: Organizing three more fundraisers for club money A bad example: Making the finance records difficult to understand so that money can be taken out.

R

Reviewed: Review your goals often, so you know if you’re on track. A good example: Reporting to the club how close you are to your service hour goals once a month. A bad example: Reviewing your goals only at the end of each semester.

Club Goals 1) 2) 3) 4) 5)

 

7


8

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

        Communication is essential to a productive, energized and fantastic year. Keeping in touch with officers will allow   you to delegate the appropriate tasks, and communicating with members will make sure you have amazing   attendance at all of your events (after all, how are members supposed to know when there are service projects?).   Use this sheet to keep a record of all the relevant contact information. Fill it out (sorry I only have 6 slots!), keep it   save and check often when you need to email an officer or make a call to your Kiwanis club.   Club Website: _____________________________ Club Email: _____________________     Club Mailing List: ___________________________________________     Officers Information  

Club Contact Sheet

Position

Name

Phone Number

Kiwanis Advisor

Faculty Advisor        

Don’t forget your District Board Information! District Governor: Kelly Chan — kelly.chan@nycirclek.org District Secretary: Sharmila Samwaru — sharmila.samwaru@nycirclek.org District Treasurer: Kristina Cotroneo — Kristina.cotroneo@nycki.org District Editor: Christine Retta — Christine.retta@nycirclek.org

Email Address


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK                                

9

Working with Other Clubs Interclubbing is a crucial part of every club. With so many clubs throughout the District (and the world), we should take advantage of the fact that there are CKI clubs scattered throughout campuses, particularly within New York! Interclubbing is defined as an event in which two or more CKI clubs are present. To be considered an event in which there is interclubbing (an interclub event), there must be at least two (2) members present from each club. This does not include administrative events, such as divisional and district events (like conferences and conventions). Interclub Events are a great way to spread information and ideas between clubs. Even though clubs may share many similarities (since they are in similar geographic location), clubs differ greatly in structure, service projects and many other things. Therefore, interclub events are a great way for club members to get close with each other and to share practices that both clubs could benefit from. Plus, it’s always refreshing to meet new people from different schools (rather than seeing the same members time after time)! With interclub events, members from both clubs get to meet each other and experience CKI beyond their own club. This is a great way for members to bond as CKI members, rather than as members of their club (therefore, allowing them to understand that CKI is truly a global community… or at least a community outside of their club). Want ideas to make the very most of your CKI interclub events? Here are some tips and tricks to making the most of your interclub events: 1) Plan early. This is true for any event, but especially true for events in which you will invite other clubs. You want to make sure that other clubs have blocked off the weekend for that interclub event. 2) Incorporate the other club in planning the event. This may encourage their members to work more closely with you. Plus, if you plan the event together, the responsibility is split between the members and leaders of both clubs, thus fostering a good relationship between both members. 3) Choose project and events that encourage socializing. One of the best parts of meeting other members is getting to actually talk to them! Choose events in which members actively have to interact with each other (rather than splitting them up). Here are some suggested events: a. Fundraisers – Social fundraisers (such as tie-dye events or parties) can be a great way for members to meet each other in a casual setting. b. Walks – People are literally spending three hours walking from Point A to Point B. May as well encourage them to talk along the way. c. Cooking Projects – Food always brings people together, so making food together is an especially good way to get clubs closer. 4) Invite clubs often! Really, any event can be an interclub event, so long as clubs actively try to work with each other. J You guys are here to meet each other and bond as NYCKI members, right? May as well take this time to also schedule a few interclub events!

 


10

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

District Board Breakdown Executive Board Your District Executive Board serves as the “leaders” and core servants of the District, doing all they can to make this year the very best it can be for the New York District. Each of them specializes in various aspects of the District, but all of them are here to serve each and every leader, potential leader, member and future member of the New York District of Circle K International. District Governor: Kelly Chan Email: kelly.chan@nycirclek.org

Phone: 718-757-5687

District Secretary: Sharmila Samwaru

Phone: 718-962-5497

Email: sharmila.samwaru@nycirclek.org District Treasurer: Kristina Cotroneo

Phone: 516-761-0412

Email: Kristina.cotroneo@nycki.org District Editor: Christine Retta

Phone: 516-974-2844

Email: Christine.retta@nycirclek.org Executive Assistant: Katrina Smith

Phone: 315-663-8883

Email: Katrina.smith@nycirclek.org

Lieutenant Governors Your Lieutenant Governors are like your “regional” specialists. They are all leaders from various locations throughout the district. Each club is part of a division, or a group of clubs that are joined by areal proximity (close by each other). Lieutenant Governors oversee these divisions and help make sure that each club gets the unique and special attention each one deserves. Capital Division: Shane Stuart Empire Division: Luis Tenorio

Email: shane.stuart@nycirclek.org _

Email: luis.tenorio@nycki.org

Iroquois Division: Kasey Mizener

Email: kasey.mizener@nycki.org

Liberty Division: Kristal Gonzalez

Email: Kristal.gonzalez@nycki.org

Long Island Division: Victoria Toal Northern Division: Hans Butler Southern Tier: Renee Girard Seneca Division: Nicole Simons Western Division: Missy Keem

Email: Vicky.toal@nycki.org Email: hans.butler@nycirclek.org Email: renee.girard@nycirclek.org Email: Nicole.simons@nycki.org Email: missy.keem@nycki.org


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

11

District Project:

NYCKI Health Initiatives: Get Happy, Get Healthy The District Project is an organization or cause that the District Board has decided is important enough to focus on. It serves as one of the main focuses of the district (with regards to service) and is a great idea if you need service project ideas. Below is some space for you to write notes about the 2013-2014 District Project. District Projects are typically determined shortly after the start of the service year in late April. This year, the 2013-2014 ‘Sleepy Board’, voted upon NYCKI Health Initiatives: Get Happy, Get Healthy in order to complete service and fundraising dedicated to promote emotional, environmental, mental and physical health. You can begin by adopting a personal healthy lifestyle by exercising and eating a proper diet. Here are some ways that you and your club can get involved: - Fundraise for, volunteer in and/or walk in charity walks/runs - Educate others about the issues with fresh water and malnourishment worldwide - Hold a mind boosting program such as Operation Beautiful - Run a food drive for a local food pantry/bank - Volunteer at a food pantry or soup kitchen - Hold a sporting fundraiser for an organization such as the American Cancer Society - Go for a hike, swim, bike ride or walk as a club social to promote personal healthy lifestyles

Governor’s Project: Care to Be Aware

The Governor’s Project is an organization or cause, close to the Governor heart that he/she decides to focus on. It serves as one of the main focuses of the district (with regards to service) and is a great idea if you need service project ideas. This project is typically released at the start of the service year. The 2013-2014 District Governor, Kelly Chan, has chosen Care to Be Aware to promote the members of New York to be aware of the needs of their local communities and environment and to care to act upon those needs. She is encouraging each member to transform into an everyday hero by keeping a log of “random acts of kindness” and is encouraging at least 52 logged events for the service year (1 per week). She is also working directly with each club in order for each club to find and address the specific need in the club’s respective campus and community.

Here are just some focuses that club’s have chosen: • •

 

• •

Beautification and preservation of an abandoned piece of land on campus – Niagara University Go Green Initiatives: anything to support the environment, educating children on this topic and building a campus vegetable garden with the childhood center on campus – Queens College Hope 7 Tutoring – tutoring and mentoring children who need extra help – Rensselaer Polytechnic Institute Healthy Kids – taking part in activities promoting emotional, mental and physical health of kids – New Paltz


12

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

International Preferred Charities CKI clubs are able to participate in a variety of projects and events that are offered through Preferred Charities and Service Partners. These programs allow us to unite under a common goal: making the world, our world, a better place.

Preferred Charity – a partnering organization that commits to provide various in-promotion and access benefits. In exchange, organizations are recognized as Kiwanis International Preferred Charities, and Kiwanis will encourage local club support via fundraising and service projects. • March of Dimes – www.marchofdimes.com March of Dimes is a non-profit organization that works to improve the medical support and health of babies throughout the United States. Its main focus is on premature babies, who are often born with medical issues because of their early birth. One such example that MoD often donates their resources to is NICUs (Neonatal Intensive Care Units) which treat newborn babies suffering from a disease. Contact your March of Dimes chapter for support, resources and contact information. To find your local chapter, visit marchofdimes.com/youth and enter your zip code in the box at the top of the page. • UNICEF– www.unicef.org Over the past years, CKI (and the Kiwanis Family) has partnered up with UNICEF to bring many programs, including the IDD Deficiency project, several AIDS awareness/education projects, the Six Cents Initiative and our new Eliminate Project. These programs are representative of all the support that UNICEF (United Nations Children’s Fund) has given CKI and the Kiwanis Family in the past. As an international service partner, UNICEF has worked with us to develop programs that are geared towards college students.

Service Partner – organizations supported by CKI board of trustees as organizations that provide meaningful service or philanthropy opportunities for the colligate market. These organizations receive no marketing benefit or programming support from Kiwanis International. The work of these organizations relies on the CKI Service Committee/Service Ambassadors to communicate messaging to the general membership. • Better World Books – www.betterworldbooks.com Better World Books, BWB, is an international organization, which focuses on literacy in third world countries by encouraging students to donate their used and old textbooks to countries in need. It is a for-profit organization that buys and sells used books (at a cheap price) to raise money for literacy initiatives, while still encouraging students to donate books that would be otherwise useless. Money that is raised is then donated to one of their five major nonprofit literacy partners. BWB also helps clubs and schools with large book drives. If a club is interested in organizing a book drives, all they need to do is email campus@betterworldbooks.com to reach their school account representative, which can help provide them with free shipping labels, posters and big boxes to drop off books! Students Team Up To Fight Hunger – www.stufh.org From the STUFH Website The purpose of STUFH is to put food in the mouths of those who need it most. But the benefits of STUFH are shared by many others. By asking students to work together, STUFH helps build a sense of comradery within the college. By providing students with an up-close example of those less fortunate within their community, they better understand the need for help. And by linking students to their local food banks, it gives those students a sense of community that might otherwise be overlooked during their four years at school. These benefits are also felt by the community at large. Members of the community get to know the college students in their town, and they can help address a pervasive problem that faces each and every community. STUFH is a win-win program for everyone involved.


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK        

13

The EliMiNaTe Project Our Kiwanis Worldwide Service Initiative

With The Eliminate Project, Kiwanis International and UNICEF have joined forces to eliminate maternal and neonatal tetanus. This deadly disease steals the lives of nearly 60,000 innocent babies and a significant number of women each year. The effects of the disease are excruciating — tiny newborns suffer repeated, painful convulsions and extreme sensitivity to light and touch.

In 30 countries around the world (as of 4/13, 39 countries have eliminated MNT), maternal and neonatal tetanus (MNT) can quickly turn the joy of childbirth into tragedy. MNT kills one baby every nine minutes. The disease strikes the poorest of the poor, the geographically hard to reach and those without health care. There is little hope of survival. It is unacceptable that innocent newborns and their mothers suffer and die from MNT when it can be prevented so easily. This is also an amazing opportunity to reach the poorest, most neglected mothers and babies with lifesaving health care. Developing delivery systems for MNT vaccines will blaze a trail to provide additional desperately needed services to these marginalized families. To eliminate MNT from the Earth by 2015, 129 million mothers and their future babies must be immunized. This requires vaccines, syringes, safe storage, transportation, thousands of skilled staff and more. It will take US$110 million — and the dedicated work of UNICEF and every member of the Kiwanis family. Kiwanis and UNICEF joined forces to tackle iodine disorders, achieving one of the most significant successes of the 20th century. Now, they are MNT from the face of the Earth. And in doing so, reach the poorest, most neglected mothers and additional lifesaving health care. The end of this means the beginning of better health for so

deficiency public health eliminating the project will babies with one disease many families.

Already, the New York District of Circle K International has taken steps to promoting this Worldwide Service Initiative. In the 2010-2011, 2011-2012 and 20122013 CKI Service Years, Past Governors Rickie Santer, Josephine Lukito and Corey Oses pushed NYCKI to raise over $31,000 dollars (calculating to $14 per member). This year, the International Initiative Committee has been organized to help continue this strong support for this amazing cause. To learn more about the Eliminate Project and to get more information about different ways to support this project, please visit their site at: http://sites.kiwanis.org/Kiwanis/en/theELIMINATEproject/home.aspx (it provides information about Kiwanis International’s goals, what MNT is and how we can donate money).  

             


14    

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

Being an Ex-Officio Member Being an ex-officio member of a committee means that, as Vice President, you are technically an assumed member of every committee within your club. This is a major responsibility of the Vice President as the VP is also the executive officer who is responsible for all the committees (making sure they are doing their work). This means communicating closely with your committee chairs, receiving evaluations, and gaining a better understanding of the committee system within your club. However it is not your responsibility to “run” the committee. Here are some tips and tricks with working with the committee system as an ex-officio member! 1) Hold meetings with your committee chairs once a month. 2) Attend as many committee meetings as you can! This is really important since the best way to understand how committees work is by attending their meetings and participating. 3) Set Goals and Directives early in the year. a. Goals: What you want to achieve by the end of the year. b. Directives: What expectations you have of the committee. These are not things to achieve, but ways to facilitate goals during your year. c. Examples: i. Goal: Fundraise 1,000 dollars for the Eliminate Project ii. Directive: Organize at least 3 fundraisers this year. 4) Communicate with your president closely to see what goals he or she may have for the committee this year. 5) Encourage your committees to seek members. a. Not all committees will require members. Some committees would work better with just a chair. However, other committees, such as a service committee or a fundraising committee, could use a whole team of individuals, as opposed to just one or two participants. 6) Incorporate as many members into your committee system. This will facilitate leadership! a. Encourage your members to also attend executive board meetings! 7) Give your committees full reign. This means allowing committee chairs to make their own goals and directives, under your supervision. This is a very good way for members to take charge in their own committees and in the club as a whole. Ensure that they feel like the committee, assignment and project it theirs. 8) Encourage your club chairs and club members to run up in the future. Many clubs often have a system in which committee chairs serve on the leadership team in the following year. a. This system is particularly effective when committee chairs are “younger” officer (Freshman, Sophomores) who have experience on the club board but can grow other leadership team positions. Serving as a committee chair gives a good glimpse of what serving on a leadership team means. You can also encourage them to apply for district committee positions or even international committee positions!  


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

15

Running an Effective Meeting No meeting should be a useless or wasted meeting. After all, people (including yourself) are setting time aside because they feel something in the meeting should be important, so it is crucial that you make total use of your time during a meeting, whether it is to review past events, provide information on new events, or create team/club bonding activities that help grow your club together. Effective Agendas

What members want from your meetings:

Introduction, Pledge, Ice Breaker Starts the meeting Introduce any guests that are present Old News Go over past events and fundraisers New News Go over upcoming events, including new district and division events. Leadership Opportunities List out any leadership opportunities available, including committee meetings, project leaders, or volunteer opportunities for events. Misc. Include any presentations or speeches by guests Q&A Adjournment

-

-

-

Information about service projects and events o What, When, Where, Why! o Make it easier on them by writing it out on a board (or PowerPoint) or distributing a list of events. Opportunities to grow as a leader in the club o What does the position entail? Fun. o Food (is always a fantastic incentive for people to attend meetings and talk to each other). o Ice breakers or ways to let loose! o A short, yet meaningful in-house project! Being included as a part of the CKI family o Meeting new people (ex: guest speakers) o Ice breakers and post-meeting socials to meet new people

K-Family Relations Do you know your Kiwanis Family branches? Kiwanis International – Our parent organization, dedicated to serving the children of the world. Most Circle K clubs have a Kiwanis Club sponsor who helps them and keeps the Circle K club connected with the neighborhood. Kiwanis International has several unique clubs that are geared towards a specific audience. For example, Golden K clubs focus on elderly and retired individuals, while Young Professionals are specifically for a young adult audience. Circle K International – Us! We’re the largest collegiate community service organization in the world, with thousands of students across the globe dedicating themselves to the CKI tenants of Service, Leadership and Fellowship. Key Club International – Kiwanis International’s Service Leadership Program for high school students. It is the largest and oldest high school service organization in the world. Many of them go on to become Circle K members. Builder’s Club – Kiwanis International’s Service Leadership Program for middle school (or junior high school) students. In total, there are more than 40,000 members worldwide, making it the largest service organization for students of that age. K-Kids – Kiwanis International’s Service Leadership Program for elementary school students. KKids include many program that promote leadership potential and encourages students to do well in school.

 

Aktion Club – Kiwanis International Family branch for adults with disabilities, the only service organization of its kind. Aktion Club is the fastest growing branch in the Kiwanis Family.


16

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

The Kiwanis Family Committee Keeping it in the family! The Kiwanis Family Committee is often responsible for working with other Kiwanis Family clubs in the area. This means communicating with your sponsoring Kiwanis club and facilitating meetings with other branches (Key Clubs, Aktion Clubs, etc). This is a great committee for clubs that want to expand outside of their campus and want to have a stronger relationship with nearby KFamily Clubs. Typically, K-Fam Committee can be broken down like this: Chair – Responsible for facilitating the K-Fam Committee Coordinators – Some clubs have a coordinator for each branch of the Kiwanis family. For example, there will be a Key Club Coordinator and a Kiwanis Coordinator. They report back to the chair. Ex-Officio – That’s you! Interclubbing Coordinator – These are individuals who work with other CKI clubs (as opposed to other branches in the Kiwanis family) The goals of the Kiwanis Family Committee often include finding projects that all branches of the Kiwanis family can do together. This also includes finding CKI members who are willing to attend meetings of other Kiwanis Family branches (particularly your Sponsoring Kiwanis Club).

The Fundraising Committee Bringing in big bucks for your club! The Fundraising Committee is responsible for all the fundraising in your club. This is often a large responsibility because the fundraising committee handles both internal fundraising (fundraising for club projects, district events and such) and external fundraising (fundraising for outside organizations like our international service partners). Often times, the goals of a fundraising committee revolve around having a certain amount of fundraisers or fundraising a specific amount for a service project. This can include both internal and external fundraising goals. The Fundraising Committee does not only work closely with the Vice President. Typically, the Club Treasurer will also work closely with the Fundraising Committee to plan fundraisers for the 20132014 years. Fundraising committees should meet more often when they are organizing a large fundraiser or when there are multiple fundraisers going on at the same time. Members should not only learn money management skills, but should also learn about event planning and organizing. Don’t forget! The more members feel invested into a service project or fundraiser, the more skills they are learning and the more invested they will be into the organization.


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK                                                            

17

The Spirit Committee! The Spirit or social committee is responsible for the tenant of fellowship. They can encompass multiple names, including spirit, social, sunshine, megaphone and fellowship committees. There are several responsibilities (hence why the position may be split): Socials – A social committee will be responsible for organizing socials, such as ice cream socials, dances and bowl-a-thons, in order to facilitate fellowship. This is another situation where members can get involved in the event planning process of a club. Spirit – A spirit committee would also handle “spirit,” including club t-shirts (or other club swag), club cheers and anything that is meant to invigorate members of a club. This can also include ice breakers at the beginning of each meeting or Historian/ Photographer – A historian or photographer would be responsible for taking pictures at various events. Members who are historians or photographers should be very active, as they will have to take pictures at most events (particularly the larger ones). These pictures can be later utilized for scrapbooks or promotional material for CKI. Really, the spirit/social committee is responsible for anything that regards bringing your club together as a family. This is a LARGE responsibility, and so you may want to consider splitting it into various committees or positions. Goals for this committee should include having a percentage of a club participating in a fellowship activity. Directives should include having a number of fellowship activities, or socials, over the courage of a semester or a quarter.

Service Committee The service committee, as its name suggests, is responsible for helping find service projects for the club. This does not mean that the president and other officers are off the hook… every member should be helping find new and exciting service projects. However, the service committee is often   tasked with managing large service projects or service projects that are continual. For example, if your club wants to tutor kids in a weekly afterschool program, your service committee should be going out and working to find a place to volunteer. Furthermore, the service committee is also responsible for handling transportation to and from events. Service committees are also responsible for incorporating the district and international projects into their service projects. Currently, the New York District typically has 2 projects (a Gov Project and a District Project), and Circle K International has 3 projects (UNICEF, STUFH, and March of Dimes). These projects should be focuses for your service committee to find service projects to do. Typically, service committees should be made up of active CKI members who want to take the next leadership step in finding service projects to do around campus and around the community. They often have to work closely with the fundraising committee and the executive board to find projects and make sure that the CKI calendar is not getting too filled up within your club. Membership should learn how to lead and organize events, thereby helping them in the future if they will to run for executive club office. If your service committee runs out of service projects to do, there are many suggestions for volunteer projects that can be found online.

 


18

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

          Need more ideas for great committees you can implement into your club? Here are some   suggestions to get your thinking juices going!     Service Committee     Social Committee Spirit Committee Historian / Photographer Kiwanis Family Committee Fundraising Committee International External

Other Committees

Membership Development – Membership Development is the term for facilitating leadership within a club. This can include things such as a big/little program, club training (and workshops) or event things as simple as “membership of the month” events. This is an especially useful committee if your club is large or wants to encourage membership development. Some clubs use different systems to make sure that older members are communicating with younger members. This includes a membership orientation program (MOP), a big/little system or even a Greek-style family system! Campus Relations – This committee would facilitate events that occurred between different organizations within a campus or would deal with anything involving your student association or organization. Publicity – This is typically a responsibility of the editor, but publicity and public relations can be delegated to a committee who is responsible for promoting CKI (and your club) throughout the year. This would involve making videos, putting up poster and finding ways to promote CKI. Technology – Most clubs will have a webmaster that organizes the club website, the club Facebook account, and anything else that is related to social media networks. The tech chair is often responsible for managing the members of the Facebook group and making sure that publications such as newsletters are put on the club website. Scrapbook – The scrapbook committee is responsible for putting together a scrapbook for the district convention content or the international convention contest. scrapbooks are also very useful for promoting clubs at club fairs and events. PLUS, they’re just nice to look at when your year is over. Onto District Events – This could be a committee that is responsible for facilitating rides and organizing rooming and registration for district events or events outside of your division. This can be a big responsibility, as there are three district events annually, with a varying attendance in each amount. They can work with nearby clubs to coordinate transportation and rooming arrangements.


NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

19

Concluding Remarks from the ’12-13 International President As club Vice Presidents, you are now responsible the second in command for your club and to your members. Not only are you responsible for helping the president and other members of the executive board, but you should be prepared to step up in case you are ever needed. These responsibilities are essential to the development of your club and to the development of you as a leader. This is not a responsibility you should take lightly. But you are not alone. As club Vice President, you are part of a team of leaders, within your club and within the New York District. Not only are you an executive officer of your club board, but you are amongst friends, a community of other Vice Presidents who are here to help your year. Congratulations on your election! Don’t forget that while you are a club officer, you are a servant leader to your members, and a role model to those who will be entering Circle K! Lead with your head high because you are a leader in the New York District! I wish you the very best in your year as Club Vice President. The New York District of Circle K International is absolutely lucky to have you on our team!

Yours in Service, Leadership & Fellowship,

Josephine Lukito <3 Josephine Lukito lukito.cki@gmail.com (646) 467.2114

I, __________________ of the __________________ CKI club, am prepared to fulfill all the duties set forth for me as CLUB VICE PRESIDENT in the 2013-2014 term.  


20        

NEW YORK DISTRICT OF CIRCLE K INTERNATIONAL – VICE PRESIDENTS POWER PACK

Advice from Past Vice Presidents “Always remember you are more than just a fill in for the president. Be creative with your position and own it. “ – Victoria Toal, Adelphi University, 2012-2013 “Create committees. No matter how big or small your club is committees will create many leadership opportunities for members. This will allow members to have an input on what happens with their club. Happy members = successful club!” – Victoria Toal, Adelphi University, 2012-2013 “Continuously keep up-to-date with all aspects of your respective club's activity. Although you run things from behind the scenes, you are essentially one of the most important assets to your E-board's team. Good and bad things may happen throughout the year, however it's important to keep a positive attitude and perspective for your general members to look up to. You are the main support system for your Club President and with that given it's always a great idea to be ready to step up to take responsibility or delegate when needed.” – Annabelle Fallarme – Richard Stockton, 2010-2011

“Don't let your position go to waste. Being VP can be either amazing or extremely useless, depending on what YOU decide you're going to do with it. Don't be afraid to specialize in something (like setting up service projects, for example) or dive into the awesomeness that committees can be. Your position is what you make of it; don't waste the opportunity to make it great.” – Lena Scheibengraber, Alverno College, 2010-2011 "Being Vice President is the most fun you'll have: You not only choose the direction the club goes in, but you provide the members with the resources they need. Take advantage of every moment and don't forget to cherish the opportunity to make a difference." – Christine Retta, New Paltz, 2010-2011


New York District of Circle K International | Katrina Smith | 315.663.8883 | Katrina.smith@nycirclek.org


Vice Presidents Packet