Page 1

LOUISIANA-MISSISSIPPI-WEST TENNESSEE DISTRICT OF CIRCLE K INTERNATIONAL

DISTRICT OFFICER CANDIDATE MANUAL

ELECTION FOR THE 2009-2010 ADMINISTRATIVE YEAR This manual is to be used by any person interested in running for a district officer position for the 2009-2010 term. All necessary forms are included. If you have any questions, please contact District Governor Gavin RobĂŠrt at 504-307-8081 or governor@lmtcirclek.org.


Contents of this Packet •

Application for District Officer Candidates

Officer Service Agreements Each service agreement gives an overview on the duties, responsibilities and expectations of a District Officer. Each candidate for District Office is required to complete and submit an officer service agreement. Each position has a defined service agreement.

Enrollment Verification Form

Policy Code regarding Duties and Election of District Officers This information is taken straight from the Louisiana-Mississippi-West Tennessee Circle K District Policy Code. Each candidate should not only be familiar with this particular policy, but each of the governing documents as well.

District Officer Candidate Information This provides valuable information for each candidate to know.

Assessing Your Candidacy This list of questions will help you evaluate your motives, objectives, skills, training needs, past performance, future aspirations, and time commitment. Determining if you have the time, energy and commitment to fulfill the position requirements is imperative to running a smooth campaign.

Financial Report Each candidate is required to report the amount of money spent on the campaign. Familiarize yourself with the spending limits as defined in the Policy Code.


Louisiana-Mississippi-West Tennessee District of Circle K International

APPLICATION FOR DISTRICT OFFICER CANDIDATES (Please submit a photograph of the candidate with this application) CANDIDATE FOR:

GOVERNOR

SECRETARY/TREASURER

LIEUTENANT GOVERNOR

BULLETIN EDITOR

NAME: ________________________________________________________________________________ CIRCLE K CLUB OF: ____________________________________________________________________ ADDRESS WHILE IN SCHOOL: ___________________________________________________________ CITY:

STATE:

ZIP:

_____ ___

TELEPHONE: (_____) _____-________ SUMMER ADDRESS: ____________________________________________________________________ CITY:

STATE:

ZIP:

TELEPHONE: (_____) _____-________ Past offices held in Circle K: ________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________

I certify that I am a member in good standing of the Circle K Club listed herein. Further, I certify that I will hold that status for the next school year. My club has full recognition by the school administration. Signed:

___________________, Candidate

We hereby approve the candidacy of the above Circle K member for District Office. We further agree to support this person with guidance and assistance when needed during the period of office. Signed:

_______, President, Circle K Club

Signed:

, President, Sponsoring Kiwanis Club

This form and the associated packet, including officer agreement and enrollment certification, must be submitted to the District Administrator and/or Governor at the Candidates meeting at District Convention. Louisiana-Mississippi-West Tennessee District of Circle K International


DISTRICT OFFICER CAMPAIGN FORM DISTRICT GOVERNOR’S SERVICE AGREEMENT I, ____________________, a candidate for the office of Louisiana-Mississippi-West Tennessee Circle K District Governor, of __________________________________ (Address), ____________________(City, State, Zip) agree to faithfully perform the following duties as District Governor, should I be elected: 1. To operate under the direction and leadership of the District Administrator. 2. To attend and preside at the following meetings of the District: a. District Board Training; b. All Circle K District Board Meetings; c. All Circle K District Conferences; d. Circle K District Convention. 3. To attend the following required meetings of Circle K International: a. the Official Governors and Administrators Training Conference at the International Headquarters in Indianapolis, IN; b. the Circle K International Convention, to preside at the District Caucuses and attend the International Council Meeting. 4. To attend the following meetings: a. all Divisional Rallies when held, and any other official or unofficial meetings when invited and schedule permits; b. the Kiwanis District Convention, the Key Club District Convention and the Kiwanis Mid-Winter Conference (appointing a representative when scheduling conflicts makes attendance at any of the above events an impossibility); To address any members of the Kiwanis Family when requested; To participate in any scheduled workshops and seminars pertaining to Circle K; c. Any other events as requested by the District Administrator, serving as a representative of the Louisiana-Mississippi-West Tennessee District. 5. In cooperation with the Circle K District Secretary/Treasurer, Kiwanis District Executive Director, and the District Administrator, prepare the Annual Budget, the District Convention Budget, and all other necessary budgets. 6. Visit as many of the clubs of the District as possible, making no less than one (1) visit to each Division. 7. Ensure that other District Officers are satisfactorily performing their assigned duties with special emphasis on reporting, record keeping and accounting for funds. 8. Ensure that plans for the District Convention are made and executed. 9. Work closely and communicate with the Circle K District Administrator, the Key Club District Governor, the Kiwanis District Governor, and his appointed representatives at all times. 10. List a tentative schedule for meetings of the District Board to be approved by the members of the Board. 11. Submit reports on a monthly basis to the counseling trustee and the Circle K International Office. 12. To establish a workable committee structure for the district; to appoint committee chairs from applications received at District Convention. 13. Working in cooperation with the District Board, to determine the District’s annual charity for the administrative year, and to promote support of the charity by all clubs. 14. To promote attendance at the Louisiana-Mississippi-West Tennessee District Convention and the Circle K International Convention. 15. To communicate regularly with all members of the District Board of Trustees and the assigned International Trustee, to encourage activity within each division, and activity on each appointed committee. 16. To prepare an official agenda for all District Board Meetings and the District Convention, in cooperation with the Circle K District Administrator, and to distribute the agenda to all District Board Members, the Kiwanis District Governor, Governor-Elect and Executive Director at least fourteen (14) days prior to the Board Meeting.


17. To publish (or submit articles to Inside the Circle the equivalent of) a newsletter for the benefit of the District Board, and Club Officers and Members. 18. To submit material for each edition of Inside the Circle, the District Bulletin. 19. Maintain a set of files that can be passed on to the next administration. 20. Brief your successor on the duties of his/her office. 21. To abide by the accepted rules of conduct at all Circle K Functions. The DISTRICT, in consideration of the GOVERNOR faithfully performing all of the above listed duties and responsibilities, agrees to the payment of the following GOVERNOR expenses (LIMITED to the amounts set in the APPROVED DISTRICT BUDGET during the GOVERNOR’S term of office): 1. For postage and office supplies as is needed to send newsletters, correspondence and district reports; 2. For long distance phone calls for purposes of Contact with the District Administrator, Kiwanis and Key Club Governors, District Board, committee work, etc.; 3. For the budgeted amount to attend Circle K International Convention; 4. For the cost of accommodations for each overnight District Board meeting, provided the GOVERNOR stays in the accommodations assigned him or her by the District Administrator; 5. For reasonable travel expenses for travel to and from visits and meetings of the District Board; 6. For the cost of registration and housing at the District Convention, provided the GOVERNOR stays in the accommodations assigned him or her by the District Administrator. I have read this service agreement, understand it, agree with it, and pledge to perform the duties of DISTRICT GOVERNOR to the best of my ability for the betterment of Circle K, should I be elected. CANDIDATE:

Date:

___

IN WITNESS WHEREOF, this contract and agreement has been signed by the candidate for DISTRICT GOVERNOR, appearing herein and represented by its duly authorized DISTRICT ADMINISTRATOR OF CIRCLE K. DISTRICT ADMINISTRATOR:

Date:

_________

IMPORTANT DATES FOR 2009-2010 DISTRICT GOVERNOR Each candidate should be aware of the following dates, knowing that his or her attendance at all Board Meetings is required (refer to Officer Service Agreement). The meetings scheduled to date are: April 2nd – 5th April 17th – 19th April May 8th – 9th May 15th – 20th June August 31st-2nd August 5th –9th October or November

2009 Governors/Administrators Training Key Club District Convention District Board Training Tri-K Summer Board Meeting Circle K International Leadership Academy Summer Rally Kiwanis District Convention Circle K International Convention T.I.O.G.A. Fall Training Conference

Indianapolis, IN Baton Rouge, LA TBD Baton Rouge, LA Martinsville, IN TBD New Orleans, LA Birmingham, AL TBD

January March

2010 Pre-Convention Board Meeting District Convention

TBD TBD


Louisiana-Mississippi-West Tennessee District of Circle K International DISTRICT OFFICER CAMPAIGN FORM DISTRICT SECRETARY/TREASURER’S SERVICE AGREEMENT I, , a candidate for the office of Louisiana-Mississippi-West Tennessee Circle K District Secretary/Treasurer, of ___________ _____ _ (Address), ______ __ (City, State, Zip) agree to faithfully perform the following duties as District Secretary/Treasurer, should I be elected: 1. To operate under the direction and leadership of the District Administrator. 2. To attend the following required meetings: a. the District Board Training; b. all Circle K District Board Meetings; c. the Circle K International Convention; d. the Circle K District Convention. 3. To attend all possible Divisional Rallies when held, and any other official or unofficial meetings when invited and schedule permits; 4. To attend events as a representative of the Louisiana-Mississippi-West Tennessee District when requested by the Governor or District Administrator when the Governor is unable to attend; 5. To keep all records of the Louisiana-Mississippi-West Tennessee District of Circle K International pertaining to the District Convention, the District Board Meetings, and any other district meetings where records or minutes are necessary; to forward copies of District Board Meeting minutes to all Board Members, the District Administrator, the Kiwanis Governor, Governor-Elect, and Executive Director within thirty (30) days of the meeting; to publish abridged Board Meeting minutes on the District Webpage; 6. To have full charge of all District records, maintaining them in an orderly, up-to-date condition (these records shall be available for inspection by the Circle K and Kiwanis District Boards and the District Administrator); 7. To produce a District Summer Directory no later than June 10 th and a District Fall Directory to be handed out at the Fall Membership Conference, listing all clubs, their addresses and their officers as well as the addresses of the Assigned International Trustee, District Officers and Kiwanis District Governor, Executive Director and the District Administrator; 8. To receive monthly reports from all clubs, and to maintain statistics for reporting; 9. To submit a monthly report to the Governor, District Administrator, and Trustee, 10. To distribute to all clubs and officers, the necessary report forms when requested; 11. To issue a call for District and International Dues at least thirty (30) days before the due date, advising clubs of where to send dues; 12. To assist the Governor and District Administrator, if necessary, in preparing the Annual Budget, the Annual Convention Budget, and any other necessary budgets; 13. Receive expense vouchers from District Board Members and ensure that each expenditure is justified. Inform the board what portion of their budget remains; 14. Submit reports at least monthly of the current District membership statistics, including: Club membership, and percentage membership goal attained; 15. Oversee the activities of the District Committee system; 16. Submit material for each edition of Inside the Circle, the District Bulletin 17. Maintain a set of files that can be passed on to the next administration; 18. To abide by the accepted rules of conduct at all Circle K Functions.


The DISTRICT, in consideration of the SECRETARY/TREASURER faithfully performing all of the above listed duties and responsibilities, agrees to the payment of the following SECRETARY/TREASURER expenses (LIMITED to the amounts set in the APPROVED DISTRICT BUDGET during the SECRETARY/TREASURER’S term of office): 1. For postage and office supplies as is needed to send newsletters, correspondence and district reports; 2. For long distance phone calls for purposes of Contact with the District Administrator, District Board, Club Officers, etc.; 3. For the cost of materials used in the production of the District Directories; 4. For the budgeted amount to attend Circle K International Convention; 5. For the cost of accommodations for each overnight District Board meeting, provided the SECRETARY/TREASURER stays in the accommodations assigned him or her by the District Administrator; 6. For reasonable travel expenses for travel to and from meetings of the District Board; 7. For the cost of registration and housing at the District Convention, provided the SECRETARY/TREASURER stays in the accommodations assigned him or her by the District Administrator. I have read this service agreement, understand it, agree with it, and pledge to perform the duties of SECRETARY/TREASURER to the best of my ability for the betterment of Circle K, should I be elected. CANDIDATE:

Date:

___

IN WITNESS WHEREOF, this contract and agreement has been signed by the candidate for DISTRICT SECRETARY/TREASURER, appearing herein and represented by its duly authorized DISTRICT ADMINISTRATOR OF CIRCLE K. DISTRICT ADMINISTRATOR:

Date:

_____ ___

IMPORTANT DATES FOR 2009-2010 DISTRICT SECRETARY/TREASURER Each candidate should be aware of the following dates, knowing that his or her attendance at all Board Meetings is required (refer to Officer Service Agreement). The meetings scheduled to date are: April May 8th – 9th June August 5th –9th October or November

2009 District Board Training Tri-K Summer Board Meeting Summer Rally Circle K International Convention T.I.O.G.A. Fall Training Conference

TBD Baton Rouge, LA TBD Birmingham, AL TBD

January March

2010 Pre-Convention Board Meeting District Convention

TBD TBD


Louisiana-Mississippi-West Tennessee District of Circle K International DISTRICT OFFICER CAMPAIGN FORM DISTRICT BULLETIN EDITOR’S SERVICE AGREEMENT I, ____________________, a candidate for the office of Louisiana-Mississippi-West Tennessee Circle K District Bulletin Editor, of __________________________________ (Address), ____________________(City, State, Zip) agree to faithfully perform the following duties as District Bulletin Editor, should I be elected: 1. To operate under the direction and leadership of the District Administrator. 2. To attend the following required meetings: a. the District Board Training; b. all Circle K District Board Meetings; c. the Circle K International Convention; d. the Circle K District Convention. 3. To fulfill all duties outlined in the District Bylaws with special emphasis on promoting the interests of Circle K clubs within the District, working closely with the District Board and Program Directors, furthering the aims of increased recognition and cooperation within the Kiwanis Family. 4. Publish as least five (5) issues of the District Bulletin, Inside the Circle. 5. Notify the Board of Officers, all Circle K Club Presidents, and all appropriate Kiwanians and Key Clubbers of the deadline for submission of articles for the next issue of the District publication at least three (3) weeks prior to that date, and shall publish the deadlines for the remainder of the administrative year no later than June 1. Any changes in this schedule must be announced at least twenty-one (21) days prior to the original or new deadline, whichever is earlier. 6. Work with the District Board of Officers in producing periodical publications for their respective positions. 7. Maintain the district’s presence on the World Wide Web, unless another qualified individual is appointed for this duty. The Editor or appointed Webmaster shall counsel all club webmasters within the district. 8. Submit articles to each issue of the Kiwanis District Bulletin, as well as publish the annual District Directory and District Convention Program, in coordination with the District Secretary/Treasurer, District Governor, and Conventions Program Director. 9. Report to the District Board any District Board or cabinet member who is not submitting articles for the District Bulletin. 10. Perform other such duties as may be assigned by the Governor or District Board of Officers. The DISTRICT, in consideration of the BULLETIN EDITOR faithfully performing all of the above listed duties and responsibilities, agrees to the payment of the following BULLETIN EDITOR expenses (LIMITED to the amounts set in the APPROVED DISTRICT BUDGET during the BULLETIN EDITOR’S term of office): 1. 2. 3. 4. 5. 6. 7.

For postage and office supplies as is needed to send newsletters, correspondence and district reports; For long distance phone calls for purposes of Contact with the District Administrator, District Board, Club Officers, etc.; For the cost of materials used in the production of the District Directories; For the budgeted amount to attend Circle K International Convention; For the cost of accommodations for each overnight District Board meeting, provided the BULLETIN EDITOR stays in the accommodations assigned him or her by the District Administrator; For reasonable travel expenses for travel to and from meetings of the District Board; For the cost of registration and housing at the District Convention, provided the BULLETIN EDITOR stays in the accommodations assigned him or her by the District Administrator.


I have read this service agreement, understand it, agree with it, and pledge to perform the duties of BULLETIN EDITOR to the best of my ability for the betterment of Circle K, should I be elected. CANDIDATE:

Date:

___

IN WITNESS WHEREOF, this contract and agreement has been signed by the candidate for DISTRICT BULLETIN EDITOR, appearing herein and represented by its duly authorized DISTRICT ADMINISTRATOR OF CIRCLE K. DISTRICT ADMINISTRATOR:

Date:

_____ ___

IMPORTANT DATES FOR 2009-2010 DISTRICT BULLETIN EDITOR Each candidate should be aware of the following dates, knowing that his or her attendance at all Board Meetings is required (refer to Officer Service Agreement). The meetings scheduled to date are: April May 8th – 9th June August 5th –9th October or November

2009 District Board Training Tri-K Summer Board Meeting Summer Rally Circle K International Convention T.I.O.G.A. Fall Training Conference

TBD Baton Rouge, LA TBD Birmingham, AL TBD

January March

2010 Pre-Convention Board Meeting District Convention

TBD TBD


Louisiana-Mississippi-West Tennessee District of Circle K International DISTRICT OFFICER CAMPAIGN FORM DISTRICT LIEUTENANT GOVERNOR’S SERVICE AGREEMENT I, _____, a candidate for the office of Louisiana-Mississippi-West Tennessee Circle K Lieutenant Governor of division, of (Address); (City, State, Zip) agree to faithfully perform the following duties as Lieutenant Governor, should I be elected: 1. To operate under the direction and leadership of the District Administrator. 2. To attend the following required meetings: a. the District Board Training; b. all Circle K District Board Meetings; c. the Circle K International Convention; d. the Circle K District Convention. 3. To attend events as a representative of the LaMissTenn District when requested by the Governor or District Administrator when the Governor is unable to attend. 4. To make at least two (2) visits to each club within the Division. 5. To hold at least one (1) Divisional Rally during the term of office. 6. To be in contact with the officers of the constituent clubs of the Division, to compile a list of club officers’ names, addresses and phone numbers and submit them to the Governor, District Administrator, Secretary/Treasurer and the International Office. 7. To submit a monthly divisional report to the Governor, District Administrator, and Secretary/Treasurer outlining events, happenings, service performed, and problems within the Division. 8. Assist in collection of District and International dues and monthly reports from clubs which are past due. 9. Establish communications and foster relations with Kiwanians and Key Clubbers within the Division. 10. Assist Kiwanis in building or reactivating Circle K Clubs within the Division. 11. Assist Circle K Club Presidents when requested and keep them informed of all District and International Functions. Speak about Circle K at Club, Divisional, and District meetings when requested. 12. Promote interclub meetings within the Division. 13. Encourage clubs to submit material for Inside the Circle. 14. Submit material for each edition of Inside the Circle, the District Bulletin. 15. Maintain a set of files that can be passed on to the next administration. 16. To abide by the accepted rules of conduct at all Circle K Functions. The DISTRICT, in consideration of the LIEUTENANT GOVERNOR faithfully performing all of the above listed duties and responsibilities, agrees to the payment of the following LIEUTENANT GOVERNOR expenses (LIMITED to the amounts set in the APPROVED DISTRICT BUDGET during the LIEUTENANT GOVERNOR’S term of office): 1. For postage and office supplies as is needed to send newsletters, correspondence and Divisional reports. 2. For long distance phone calls for purposes of Contact with the District Administrator, District Board, Club Officers, etc. 3. For the budgeted amount to attend Circle K International Convention. 4. For the cost of accommodations for each overnight District Board meeting, provided the LIEUTENANT GOVERNOR stays in the accommodations assigned him or her by the District Administrator. 5. For reasonable travel expenses for travel to and from Club events within the Division. 6. For the cost of registration and housing at the District Convention, provided the LIEUTENANT GOVERNOR stays in the accommodations assigned him or her by the District Administrator.


I have read this service agreement, understand it, agree with it, and pledge to perform the duties of LIEUTENANT GOVERNOR to the best of my ability for the betterment of Circle K, should I be elected. CANDIDATE:

Date:

_____ ___

IN WITNESS WHEREOF, this contract and agreement has been signed by the candidate for LIEUTENANT GOVERNOR, appearing herein and represented by its duly authorized DISTRICT ADMINISTRATOR OF CIRCLE K. DISTRICT ADMINISTRATOR:

Date:

___

IMPORTANT DATES FOR 2009-2010 DISTRICT LIEUTENANT GOVERNORS Each candidate should be aware of the following dates, knowing that his or her attendance at all Board Meetings is required (refer to Officer Service Agreement). The meetings scheduled to date are: April May 8th – 9th June August 5th –9th October or November

2009 District Board Training Tri-K Summer Board Meeting Summer Rally Circle K International Convention T.I.O.G.A. Fall Training Conference

TBD Baton Rouge, LA TBD Birmingham, AL TBD

January March

2010 Pre-Convention Board Meeting District Convention

TBD TBD


Louisiana-Mississippi-West Tennessee District of Circle K International ENROLLMENT VERIFICATION FORM NAME: ____________________________________________________________________ CIRCLE K CLUB OF: ________________________________________________________

THE FOLLOWING IS TO BE FILLED OUT BY AN APPROPRIATE PARTY AT THE ABOVE LISTED UNIVERSITY AND AFFIXED WITH THE RAISED SEAL OF THE UNIVERSITY: The following attests that this individual is enrolled for at least part-time status at the college or university named above for the 2009-2010 academic year fall term and has met all academic requirements of this college or university to be a member of a college or university organization. NAME OF SCHOOL OFFICIAL: _______________________________________________ TITLE: SIGNATURE

DATE


TAKEN FROM THE: OFFICIAL POLICY CODE of the LOUISIANA-MISSISSIPPI-WEST TENNESSEE DISTRICT of CIRCLE K INTERNATIONAL Section X: Procedure for Campaigning for District Office 1. A candidate for District Office cannot announce his/her candidacy nor campaign for said office until sixty (60) days prior to the District Convention. 2. No candidate for District Office shall spend more than a total of $150 on his/her entire campaign. This includes any donations valued at market value when the donation was received. Candidates must submit financial reports when they arrive at Convention outlining their expenditures and donations. 3. Candidates must abide by all rules of the Convention Hotel regarding the posting of any campaign materials during their campaigns. 4. Any candidate for District Office may not travel outside their home club for the purpose of campaigning until sixty (60) days before Convention. Prior to the campaigning period, if any candidate travels to a meeting or event of another club, he/she may not be formally introduced, whether by others or by him/herself as a candidate for District Office. 5. A candidate may be officially endorsed by his/her Home Club. Multiple endorsements for all District Offices are allowed. Clubs may only endorse candidates from their home club. An official endorsement by a club is an acknowledgement by the club that they believe the candidate is qualified to hold the position that he/she is seeking and that they wish him/her the best of luck. An endorsement does not in any way bind the delegates of the club that endorses the candidate to vote for that candidate. 6. During pre-convention campaigning, a candidate shall be allowed one mailing to each of the Club Presidents in his/her division (if campaigning for the office of Lieutenant Governor) or each of the Club Presidents in the District (if campaigning for the office of Bulletin Editor, Secretary/Treasurer, or Governor) for the sole purpose of making a simple announcement of candidacy and presenting a platform. Other than this contact, the candidate shall not initiate any contact, whether by mail, Email or phone unless said contact is requested. This letter shall be no longer than two (2) pages of 8.5� x 11� paper. The candidate shall also be allowed to contact current District Board Members for the purpose of gathering information. 7. At District Convention, no campaign materials or literature of any kind are to be passed out or displayed before the conclusion of the District Convention Opening Session. 8. In order to actively campaign for any District Office, a candidate must complete the proper forms, agreement, and enrollment verification by the candidates meeting following opening session. The candidate must submit enrollment verification for the spring term and agree to submit in the fall, enrollment verification for the fall term. If a candidate decides to run for office following the candidates meeting, he/she must not campaign until all forms are submitted. In the case that a candidate is unable to submit enrollment verification by convention, the candidate, if elected, will have thirty (30) days to submit enrollment verification. 9. Only current Circle K members may campaign for any candidate. No past or current Circle K Board member may endorse or actively campaign for a candidate.


Section XI: Campaign Violations 1. Pre-Convention Violations: Notification of a possible violation must be in the form of a signed letter no later than one week following the alleged incident, to be sent to the District Governor or the District Administrator, whose responsibility it will be to notify the other. Materials that support the belief that the alleged infraction occurred must be included with the aforementioned letter (i.e. witness names and signatures, letters, phone transcripts, etc.). The candidate shall be sent a copy of this letter (with all the pertinent names withheld) and its supporting documents, by the Governor, in conjunction with the Administrator. The candidate shall reply to the charges within ten (10) days of receiving the letter, with a letter explaining or refuting his/her actions. If the candidate does not respond, the District Board will proceed with the enforcement procedure as outlined in this policy. 2. Convention Violations: Notification of a possible violation must be made in writing and signed by a witness within six (6) hours of the alleged violation. The notification will be given to the District Governor or the District Administrator, whose responsibility it will be to notify the other. Once this notification has been received, the Governor and/or Administrator shall inform the candidate and the candidate will be given time to explain or refute the alleged violation. 3. Enforcement: A. Any entity found in violation of this policy may be subject to loss of delegate voting rights in the elections for District Board, upon recommendation of the District Board. B. Any candidate found in violation of this policy may be disqualified from running for a District Office, upon recommendation of the District Board. Section XII: Procedure for nomination and election of District Officers 1. Divisional Caucuses will be held during the District Convention at which time announced candidates may be introduced, present their platforms, and answer questions. The rules of procedure are to be decided by the Caucus. 2. The House of Delegates will convene during the District Convention: A. To consider Resolutions, Amendments to the District Bylaws, the nomination and election of the District Governor, Secretary/Treasurer, Bulletin Editor, Lieutenant Governor(s), and such other business as may properly come before the House. B. Voting delegates and delegates-at-large will be seated in a restricted section. All others present will be accommodated in a designated gallery section and may not participate in the Delegate Session without recognition of the Chair. 3. The Committee on Elections shall have general charge of the election, including admission to the voting delegate section, and distribution, collection, and counting of the ballots. 4. Voting shall be by written ballot. No person shall be permitted to vote whose name does not appear on the list of voting delegates and delegates-at-large. Cumulative voting and voting by proxy will not be allowed. No ballot shall be counted whereon it appears that the delegate has voted for a greater or lesser number of nominees for said office than there are vacancies to be filled. 5. The Committee on Elections shall report promptly to the Governor the results of each balloting. The reports shall be signed by the Chairperson of the committee and the Circle K District Administrator. After the Committee has reported, the Chairperson shall deliver a copy of each report and all ballots to the Circle K Administrator to be retained by him for a period of ninety (90) days following the close of Convention. 6. The Committee on Credentials, prior to the Delegate Session, shall provide the Committee on Elections with a list of voting delegates and delegates-at-large registered and present at the convention. Also the Chairman of the Credentials Committee shall report to the House of Delegates the following information as often as necessary: A. Number of Delegates Present B. Number of Clubs present (must be 1/2 of the total number of clubs in good standing) C. Number of Delegates-at-Large present


D. Total number of Delegates and Delegates-at-Large present at Convention A. Total number of Clubs represented at Convention 7. If a candidate for District Governor is unsuccessful in the Governor election, a the candidate may drop down to run for the office of Secretary/Treasurer, Bulletin Editor, and/or Lieutenant Governor, if so qualified. If a candidate is unsuccessful in the Secretary/Treasurer election, the candidate may drop down to run for the office of Bulletin Editor and/or Lieutenant Governor, if so qualified. If a candidate is unsuccessful in the Bulletin Editor election, the candidate may drop down to run for the office of Lieutenant Governor, if so qualified. 8. Nominees for District Governor, Secretary/Treasurer, Bulletin Editor, and Lieutenant Governors of the divisions, must be active members in a Club of good standing in the District. Nominees for the offices of Lieutenant Governor must be active members of a Club in good standing in the Division from which they are nominated. Candidates prior to the election must read, understand, and sign the Officer Service Agreement that corresponds to the office they are seeking. 9. Candidates nominated in the House of Delegates, but not appearing before the Divisional Caucuses shall, at the time of nomination, be given caucus time equal to that given those candidates appearing before Divisional Caucuses. 10. All nominees for Governor, Secretary/Treasurer, Bulletin Editor, and Lieutenant Governor must be present at the House of Delegates Session when nominated and must adhere to the following time limits: A. For Governor: one (1) nomination speech of two (2) minutes and one (1) seconding speech of one (1) minute plus three (3) minutes for the nominee’s presentation of platform. B. For Secretary/Treasurer: one (1) nomination speech of one (1) minute and one (1) seconding speech of one (1) minute plus two (2) minutes for the nominee’s presentation of platform. C. Bulletin Editor: one (1) nomination speech of one (1) minute and one (1) seconding speech of one (1) minute plus two (2) minutes for the nominee’s presentation of platform. D. For Lieutenant Governor: one (1) nomination speech of one (1) minute and one (1) seconding speech of one (1) minute plus two (2) minutes for the nominee’s presentation of platform. 11. When the agenda for the House of Delegates calls for the nomination and election of the officers, the District Governor (or the presiding officer at the time) shall receive nominations for the office of District Governor. Nominees who appear before caucuses will be accepted first, in alphabetical order; then, any further nominations from the floor will be received. When the nominations for District Governor have been closed and the definitive results of the election announced by the chairperson of the Elections Committee, the governor (or presiding officer at the time) shall proceed in a similar manner with the nominations and election of a the District Secretary/Treasurer. When the nominations for District Secretary/Treasurer have been closed and the definitive results of the election announced by the chairperson of the Elections Committee, the governor (or presiding officer at the time) shall proceed in a similar manner with the nominations and election of the District Bulletin Editor. When the nominations for District Bulletin Editor have been closed and the definitive results of the election announced by the chairperson of the Elections Committee, the governor (or presiding officer at the time) shall proceed in a similar manner with the nominations and election of Lieutenant Governors, in alphabetical order by division. The balloting for Lieutenant Governor shall be conducted simultaneously and the results of the election shall be announced by the chairperson of the Elections Committee at such time as the District Officers are to be inducted or as directed by the Governor. 12. In the event of a tie for the office of Lieutenant Governor, the current Lieutenant Governor of the division effected shall cast the tie-breaking vote. If the Lieutenant Governor is not present or the office is vacant, the presiding officer of the House of Delegates shall decide the tie and report his/her decision to the chairperson of the Elections Committee.


Louisiana-Mississippi-West Tennessee District Officer Candidate Information TIME REQUIRED TO FULFILL A DISTRICT OFFICER POSITION District officers must be willing to commit 5 to 10 hours per week on average to their Circle K responsibilities. Certainly the time spent on Circle K work will vary from week to week depending on travel, special events, and other personal and academic obligations; however, 5 to 10 hours per week is the average time spent on Circle K work. KNOWLEDGE OF THE ORGANIZATION As a District officer, you will be expected to understand all facets of Circle K International, especially our district. You should be familiar with the various levels of our organization, and how they interact. As a District officer, you will make decisions that benefit the entire district, as well as the clubs you may be directly working with. RESOURCES NEEDED TO FULFILL DISTRICT OFFICER RESPONSIBILITIES o o o

Telephone Computer Answering Machine

o o o

Files Internet access Reliable Transportation

o o

Consistent e-mail Access to Instant Messaging is helpful

Each District officer must have unlimited access to a telephone. Access to an answering machine would be helpful, though it is not required. Access to a computer will enable the District officer to document records and correspond efficiently with the clubs of the district. A majority of correspondence is through the Internet; therefore, it is essential that candidates have reliable access. Each District officer will receive files from his/her predecessor. In these files will be past monthly reports from clubs, contact information, and any other pertinent paperwork. It is the responsibility of the outgoing and incoming officer to get together in order to exchange files and any other information. Each officer must maintain files during the current year to be passed on to your successor. CAMPAIGNING FOR DISTRICT OFFICE To truly be effective in your campaign, you must do research to determine the needs of the clubs in our district and then use that information to develop your platform. You will need to rally your greatest supporters to be a part of your campaign team and design a strategy to make Circle K members aware of your qualifications and platform. You must be prepared to share information about yourself: your past experiences, skills, qualifications, and motivation for pursuing a District Officer position. (Utilize the Assessing Your Candidacy Form in this packet.) Most candidates prepare campaign literature, such as a one-page brochure, to distribute during caucuses. Your campaign experience at convention will be very intense and will require some stamina and perseverance. Be sure to review the Circle K District Election Policy enclosed in this packet. Governor, Secretary/Treasurer, and Lieutenant Governor candidates will be elected in the House of Delegates. An unsuccessful candidate for Governor may run for Secretary/Treasurer. Drop downs to Lieutenant Governor are now allowed. The following are the campaign-related events at District Convention: • District Officer Candidates Meeting (Friday following Opening Session) o During this meeting, you will turn in any paperwork, go over procedures for caucusing, and receive your caucus schedule. • Caucuses (Friday after Candidates Meeting, Saturday after Breakout Sessions.) o Candidates for District office may participate in the first and second rounds of caucuses provided they have submitted the District Officer Service Agreement and Financial Report by the posted times.


• •

o In order to participate in the Friday Caucus, you must submit the required forms by the beginning of the Candidates Meeting. In order to participate in the Saturday Caucus, you must submit the required forms to the District Administrator or District Governor by 12:00 PM or no later than 30 minutes prior to the beginning of caucus, whichever is the latter. House of Delegates (Saturday Evening) o Nomination and Election for District Governor will be held. A candidate must receive a majority of ballots cast to be elected. If no candidate receives a majority, a run-off will be held. o Nomination and Election for District Secretary/Treasurer will be held. The same procedure for electing the District Governor will be held. o Nomination and Election for District Lieutenant Governor will be held. The same procedure for electing the District Governor will be held- although members from each Division are only allowed to vote for the LTG race for their own Division. Joint Board Meeting (Sunday Morning) o A joint board meeting of the 2008-2009 and 2009-2010 District Boards will be held. All 2008-09 and 2009-10 Club Presidents are also invited and encouraged to attend. New District Board Meeting (Sunday following Governor's Farewell Brunch) o A brief board meeting will be held for the new District Board.

Assessing Your Candidacy for District Office As you consider pursuing a position on the Louisiana-Mississippi-West Tennessee Circle K District Board, you should spend time evaluating your motives, objectives, skills, training needs, past performance, future aspirations, time you can commit, and level of moral support from your club, sponsoring Kiwanis club, and district. Consider the following questions to help you decide whether you have the time, energy, and commitment to fulfill the position requirements of an District officer and to prepare yourself for your campaign, should you decide to run for District office: 1. What time constraints will you have during the 2009-10 academic year (other co-curricular activities, course load, job, personal and family obligations)? 2. How many hours will you be able to devote to Circle K District work on a weekly basis? __________________ hours/week. How will you utilize this time? 3. Why are you interested in pursuing a District officer position? 4. Review the position requirements for District Officers and identify the skills and personality characteristics necessary to be an effective District officer: 5. Which of the skills and personality characteristics in question #4 do you possess? Describe situations or tasks in which you have demonstrated these skills and the outcome of that experience. 6. Which of the skills and personality characteristics in question #4 do you not possess? How would you compensate for the lack of these skills? 7. What have you gained personally and professionally through your involvement in Circle K International? 8. What past experiences qualify you for a District Officer position? 9. What do you hope to learn and gain through the experience of being a District officer? 10. Toward what issues, programs, and needs do you believe our district needs to direct some attention?


11. In what areas of organizational operation do you need further training?


LOUISIANA-MISSISSIPPI-WEST TENNESSEE CIRCLE K CANDIDATE FINANCIAL REPORT Candidate’s Name: ________________________________________________________________________ Address: _______________________________________________________________________________ (Street) (City)(State)(ZIP/Postal) Please describe each campaign item produced and all associated costs, such as typesetting, printing, and shipping. A receipt must be attached for every cost associated with each item. If services or materials were donated, such as printing, a statement from the individual or group making the donation should be attached stating the fair market value of the donation. Item Description

Quantity Produced Total Items Production Cost

Total Cost Please itemize all sources of funds used for pre-convention and convention campaigning and attach receipts from the individuals/groups donating. Type of Donation Value of Donation Who Donated? Donation Used For?

Total Donations I hereby certify that my campaign donations and expenditures comply with the Louisiana-Mississippi-West Tennessee Circle K District Policy Code, Section X. Signature: _____________________________________________________ Date: ___________________ A sample of all items must accompany this form or be turned in during the Candidates Meeting at the District Convention.

LAMISSTENN DISTRICT OF CIRCLE K INTERNATIONAL  

This information is taken straight from the Louisiana­Mississippi­West Tennessee Circle K District Policy Code. Each candidate should not on...

Advertisement