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Club Building Guide

A Basic Guide to Building a Circle K Club at Your University

What’s Inside: What is Circle K?..............................................................2 Club Building: An Overview ...........................................4 Kiwanis Sponsorship ........................................................6 College/University Recognition .....................................8 Organizing the Club......................................................10 Applying for Charter .....................................................14 Charter Night Ceremony .............................................15 Planning for Success .....................................................16

Photo Credit: Emma Fisk, USM Circle K

What is Circle K? CKI 101

What is Circle K? And How Do I Make One? Circle K International is the largest community service organization in the world, with over 12,600 members in 17 countries. While all of our clubs focus on serving our particular communities, we also work together to make an impact on global problems by working with our International Service Partners: UNICEF, March of Dimes, Better World Books, and STUFH. In New England, there are currently 13 clubs. We strive every day to improve our campuses and local communities, while also working together to support our three District Projects: Kiwanis Pediatric Trauma Institute, Camp Sunshine, and Children of Peace International. Overall, Circle K members do many hours of service for their communities and charities all over the world. Circle K is a great addition to any college campus, since it allows students to participate in a wide variety of service opportunities. Since you’re reading this guide, you’ve probably expressed some interest in starting a Circle K Club at your school. That is great! In the coming pages, we will walk you through every step of creating a Circle K Club, from finding members to filling out the paperwork to actually running a successful club. First, we will go over the basics of CKI. Afterwards, we will discuss securing a sponsoring Kiwanis club and support from your school. If you have not already, make sure to contact the District Governor and your Divisional Lieutenant Governor. Contact information for these people can be found on our District Website at These two people are your best resources for anything CKI-related. Do not hesitate to contact them if you ever have a question or need help with anything involved in creating a club!

Live to Serve, Love to Serve 2

CKI Vision To be the leading global community-service organization on college and university campuses that enriches the world one member, one child and one community at a time.

CKI Pledge I pledge to uphold the Objects of Circle K International, to foster compassion and goodwill toward others through service and leadership, to develop my abilities and the abilities of all people, and to dedicate myself to the realization of mankind’s potential.

The Three Tenets Service Service is the heart of CKI. Collectively, CKI members perform more than 1 million hours of service on their campuses and in their communities every year. Without service, CKI would be just another campus activity. Through service, college students are making the world a better place.

Leadership The potential of CKI lies in its ability to positively influence members of society who are facing ultimate personal decisions and those who will one day create the vision of mankind for generations to come. Leadership opportunities afford CKI members the resources and tools needed to become active citizens. Members can assume leadership responsibilities at all levels of the organization and through various experiential training conferences.

Fellowship CKI members experience fellowship and develop lifelong relationships with fellow collegians, advisors, Kiwanians, and citizens in their communities every single day. Whether a member is mentoring a child, networking with a businessman, or bowling with members, he or she is developing social skills, meeting new people, and strengthening relationships.

New England District Club Building Guide

What is Circle K? CKI 102

CKI Structure Circle K International spans 17 countries, mostly in North and South America. It is divided into districts, based on the geographic boundaries of Kiwanis districts. These districts are grouped into 7 Subregions, each of which has a Representative, who, with the International President and Vice President, make up the International Board.


The Kiwanis Family Circle K is the college-level branch of the Kiwanis Family. This family also includes K-Kids (elementary school), Builders Club (middle school), Key Club (high school), Aktion Club (adults with disabilities), and Kiwanis. Each Circle K club is sponsored by a Kiwanis club in the same or nearby community, which provides guidance and financial support to the Circle K club. Kiwanis clubs do the same for all other members of the Kiwanis Family. Circle K clubs may also co-sponsor K-Kids, Builders Clubs, and Aktion Clubs with Kiwanis clubs.

The New England District is headed by a Governor, SecretaryTreasurer, and Bulletin Editor. It is divided into 5 divisions, each of which has a Lieutenant Governor who represents the division’s clubs on the district board and works closely with those clubs. These three executive officials, five lieutenant governors, and an additional group of committee chairs comprise the district board. As your club is formed, it will be situated in a division, based on the location of your school. Your Lieutenant Governor will then work closely with you to help strengthen your club and represent your club’s interest on the District Board.

The Typical CKI Club While each club is different, they all have a similar structure. Clubs tend to meet weekly, or bi-weekly. Club officers and committees may then meet separately on a weekly, bi-weekly, or monthly basis. A club board consists of a President, one or more Vice Presidents, a Secretary, and a Treasurer. Other positions that clubs may have include Bulletin Editor, Webmaster, and committee chairs. Not all clubs have committees, but some find it useful to appoint committees for big projects (ex. Blood Drive Committee). Each club pays a $600 annual club fee to Circle K International. Each member then pays $6 dues to the New England District. Some clubs also add their own dues to pay for club administrative costs. In the charter-year of your club, however, the Charter Fee, typically paid by the sponsoring Kiwanis club, takes care of the club fee and district dues for all charter members. Clubs focus on doing meaningful service projects and quality fellowship events. Service projects can be anything from volunteering at a soup kitchen to making something to donate to fundraising for a cause. Fellowship events are fun and meant to help club members form lasting friendships. Together, these two categories of club activities create a meaningful and enjoyable membership experience.

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Club Building: An Overview Checklist

The Basic Steps Checklist  Contact the New England District Governor and the Lieutenant Governor for your division  Contact local Kiwanis clubs and find one that is willing to sponsor a Circle K club  Order the New Club Building Kit: Step One from CKI  Contact your Student Activities Office and learn how to form a new student group on campus  Get approval from the college/university to form a Circle K club  Order the New Club Building Kit: Step Two from CKI  Have your sponsoring Kiwanis club appoint a Kiwanis Advisor  Find a Faculty Advisor  Recruit a core group of 5-10 active members  Elect club officers  Plan organizational meetings and at least one service project for potential members  Recruit at least 25 members  Get recognized as a student group on campus  Submit the Petition to Charter to Circle K International  Begin having regular meetings, service projects, and fellowship events  Plan a charter banquet For a more detailed list, see the Checklist section of each page


New England District Club Building Guide

Club Building: An Overview Online Resources

Circle K International Website:

New England District Website:

CKI Chartering Checklist:

CKI Club Building Manual:

Order Form for the Club Building Kit: Step One:

Circle K In Your Community Booklet:

Club Events Manual: Recruitment events, Officer induction ceremonies, and Charter Banquets:

CKI Sponsorship Toolkit:

Petition to Charter:

New England District Club Building Guide


Kiwanis Sponsorship


Approaching a Kiwanis Club Make sure to use your

Lieutenant Governor! He/she should already have relationships with local Kiwanians and can help you find a sponsor. Photo Credit: Claudia Bowles, West Hartford Kiwanis

Locating a Kiwanis Club

Securing Sponsorship

There are several ways to find a good sponsoring Kiwanis club. If the city that your university is in has a strong Kiwanis club, they would make the best candidate. If not, you can contact your Lieutenant Governor and the local Kiwanis Lieutenant Governor. These two will already have relationships with Kiwanis clubs in your area and can make suggestions for who will be a good sponsor. Unless you already have a personal relationship with a local Kiwanis club, it is good to find a couple candidates. Not all Kiwanis clubs can, or will, sponsor a Circle K club.

A lot of Kiwanis Clubs will be interested in taking on a Circle K club. It is a great opportunity for them, especially if they’re not chartering a Circle K or Key Club yet. Once a club votes and decides that they’d like to sponsor your club, it is time for them to order a Club Building Kit from Circle K International, appoint a Kiwanis Advisor, form a committee, and allot $600 to pay for your club to be formed.

Making First Contact

If one Kiwanis Club is not able to take on all of the responsibilities of sponsoring a Circle K Club, but would still like to help, they have the option of co-sponsoring. Two Kiwanis clubs can cosponsor a single Circle K club, each appointing a Kiwanis sponsor and sharing the financial responsibilities. This gives both clubs the chance to work with your club closely and gives your club more opportunities and resources through Kiwanis!

This is where your Lieutenant Governors are handy. They can provide you with a name, phone number, and e-mail address for the Kiwanis Club Presidents that you are planning to contact. When you contact them, make sure to introduce yourself, tell them that you are interested in starting a Circle K club at your school, and ask if they would be interested in sponsoring. Don’t ask them for an immediate response! Offer to visit their club and make a presentation about CKI so that they can get a feel for it. Chartering is a long-term investment for a Kiwanis club. They need to make sure they’re able to take it on.

Making a Presentation If a Kiwanis President wants to hear more, offer to visit their club and make a presentation. Try to coordinate this with your Lieutenant Governor so that he/she can come and talk about his/her experience in Circle K and tell the club more about what Circle K is and what the responsibilities of chartering are. There are plenty of resources online to help you with this! Good topics to cover are:  What is CKI?  Why do you want to build a CKI club?  What have you accomplished so far?  What kind of activities does a CKI club do?  What are the responsibilities of sponsoring a club?  Address any concerns that club members may have Make sure to take time for questions!


The Option of Co-Sponsorship

Checklist  Make short list of potential Kiwanis sponsors  Contact local Kiwanis Club Presidents  Meet with any Kiwanis Clubs that are interested in chartering  Secure the support of a Kiwanis sponsor or two co-sponsors

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Kiwanis Sponsorship Building a Relationship

The Ideal CKI-Kiwanis Relationship

The Responsibilities of a Sponsoring Kiwanis 1. Appoint a Kiwanis Advisor to the CKI club and, if suitable, a Committee on CKI. 2. Regularly attend meetings and service projects of the CKI club, and have CKI members attend Kiwanis meetings and events. 3. Maintain a CKI Line Item in the Kiwanis Club’s Budget. Expenses include the $600 Chartering Fee, $600 Annual International Club Fee (after the first year), and helping CKI members attend District and International Conventions. 4. Ensure that CKI club stays at charter strength, with at least 20 members, and pays all dues and fees. 5. Encourage CKI members to attend district and international conventions.

The Responsibilities of a Kiwanis Advisor 1. Work closely with students to successfully charter the club and get it going 2. Attend Circle K Club Meetings and Board Meetings 3. Participate in Circle K Club Programs when possible 4. Work with Circle K Lieutenant Governor to ensure that all club officers receive proper training 5. Educate CKI members on Kiwanis and invite them to Kiwanis meetings, events, and projects. 6. Provide guidance and advice to club officers.

More on Financial Responsibilities Mandatory: As of the 2010-2011 fiscal year, there are 3 different options for the Charter Fee: 1. $600 – Gong and gavel; banner; membership cards, certificates, and pins; and club resources. 2. $500 – Gong and gavel OR banner; membership cards, certificates, and pins; and club resources. 3. $400 - Membership cards, certificates, and pins and club resources. Recommended:  $600 Annual Club Fee, after the first year.  One-third of the cost to send delegates from the club to District and International Convention (varies by year)

More on Non-Financial Responsibilities If the relationship between a Circle K Club and its Kiwanis Sponsor just consists of writing checks, there is something wrong. The whole point of chartering a CKI club is for the Kiwanis club to help further its purpose—to improve the world one child and one community and a time—through the work of college students. CKI and Kiwanis are partners in service and, in that light, should work together. Kiwanians should support CKI service projects. Similarly, CKI members should assist Kiwanians in their service ventures. It is also recommended that the clubs host projects together so that Kiwanians and CKI’ers can serve together and build a partnership.

New England District Club Building Guide

Kiwanis members attend weekly CKI club

meetings and 2 CKI members attend weekly Kiwanis meetings

Kiwanis club pays $600 Annual Club Fee

and budgets additional funds to help the CKI club attend District and International Convention

CKI Club members participate in Kiwanis

service projects and fundraisers

 

Clubs host 1 or 2 joint events per year Kiwanis advisor attends CKI District

Conventions and ensures proper training for club officers

Dividing the Duties: Co-Sponsorship

In the case of co-sponsorship, both Kiwanis clubs should work CKI members interact with appoint other aSLP together to support the CKI club. Both should Kiwanis clubs sponsored by the Kiwanis clubmeetings. advisor to work with the club and both should attend CKI members should assist both Kiwanis clubs in their projects and attend meetings of both clubs. Financially, the two clubs should split their responsibilities in a way that works for both of them. In some cases, co-sponsorship is used when a local Kiwanis club does not have the financial resources to support a CKI club, in which case a club with more money provides financial support and the more local club is able to do more joint projects with CKI members. This has been done in the past with clubs in Boston.

Checklist  Have you Kiwanis sponsor appoint a Kiwanis Advisor to your club  Work with the Kiwanis Sponsor to form a relationship between your clubs  Maintain regular contact with your sponsoring Kiwanis Advisor and develop a working relationship with him/her


College/University Recognition Getting Recognized

Contact Student Activities The requirements to get recognized as a student group vary campus to campus. Many schools, however, work in a similar fashion. The first thing you should do when starting a Circle K Club, after contacting the District Governor and/or your Lieutenant Governor, is figure out how to make a new student organization at your college or university. Some schools are relatively lax. As long as you have a certain number of members and a constitution, they’ll let you form an organization. Others have more strict requirements. Your campus should have a Student Activities Office, or something of that variety, where you can find more information. You should check out their website and/or meet with them to learn what’s required.

Distinguishing CKI from Other Clubs Schools that have stricter requirements on student organizations may require you to explain the club and why your campus would benefit from it. Some schools in the past have even refused to allow a Circle K because they believed that there were already enough community service organizations. This is why it is important to distinguish CKI from other clubs. Here’re some points to mention: • Circle K is the largest and oldest service club for college/university students. • Circle K is a student-led club sponsored by a Kiwanis club consisting of leading business and professional people in the community. • Circle K draws its members from the student body and welcomes any student who is interested in service. • The sponsoring Kiwanis club is expected to attend the club meetings and provide financial and advisory support for the Circle K. • If the school already has one or more service clubs, most schools still have service needs that aren’t met. Circle K is encouraged to work with other school clubs and organizations to provide enhanced service to the school and community. • Circle K is not as specifically oriented as clubs like Colleges Against Cancer or Habitat for Humanity, which allows for members to participate in community service for all sorts of causes and charities.

Some Common Requirements for Recognition

most will require a Constitution or Bylaws. Third, most will require you to have a faculty advisor. All three of these are also requirements of Circle K International. We have some tools that can help you achieve them. Pages 10-11 of this guide will be dedicated to membership recruitment and retention. CKI requires you to have a minimum of 15 members (10 if you are at a two-year institution or a school with fewer than 1000 members). Your school probably has a similar requirement. To make it easier, the charter fee (discussed in the Third Issue) will cover district dues for charter members. CKI provides a Standard Form for Club Bylaws in which you can fill in a few blanks and have a Constitution/Bylaws. There are a few choices you have to make: whether to have more than one Vice President, whether to have a Secretary and a Treasurer or a Secretary-Treasurer, and such. Your school may have certain requirements for your constitution. You can incorporate these into the Standard Form. Finally, you will need to find a faculty advisor. CKI and most institutions require this. See the next page for more information on how to find one. Your school may have additional requirements. If you need any help to meet these requirements, do not hesitate to contact your Lieutenant Governor or District Governor!

Checklist  Learn what’s required to form a new student group on campus  Meet with your Student Activities Office to discuss how to make a Circle K on campus  Form a plan to meet your school’s requirements to create a student group  Begin recruiting members!

Most colleges and universities will require the same basic things from student groups in order to gain recognition. First, nearly all schools have a minimum number of members required. Second,


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College/University Recognition Finding a Faculty Advisor

The Role of a Faculty Advisor Faculty advisors play an important role for CKI Clubs. On the most basic level, they are someone who makes sure that your club is on the right track and signs papers for them. Many faculty advisors meet with club officers regularly to discuss what the club is going and make suggestions for projects that the club could take on. Some faculty advisors choose to be more involved in the everyday happenings of the club, actually attending meetings and events. How involved a faculty advisor is depends greatly on what that person’s schedule looks like. Here is a list of some duties that Faculty Advisors are recommended to take on: • Provide assistance in obtaining a regular meeting room and needed meeting room equipment. • Explain the school’s policy on providing financial assistance to campus organizations and help the club obtain any needed funds. • Understand and explain campus policies regarding organizing campus-wide events, posting signs, and other advertising on campus. • Provide a contact for the club with the school newspaper and other media services. • Help the club obtain information from the registrar’s office on incoming students for the club to use in membershiprecruitment activities. • Advise the club of any actions or planned events that conflict with campus policies and should be discontinued. • Monitor the grade point averages of club members and officers to ensure all members maintain the minimum requirement for graduation, and advise and counsel members who are in academic difficulty.

Finding a Faculty Advisor Any faculty or staff member at your college/university can serve as your faculty advisor. Many clubs have a staff member from their school’s Center for Community Service, Office of Community Engagement, Student Leadership Office, or a similar office. Most schools will have an office like this that works with student groups. If your faculty advisor works in a Community Service Office, he/she will have the added bonus of being able to partner your club with local charities, community centers, and service projects. He/she will be able to provide your club with a constant stream of service project ideas, potential members, and resources to help your club succeed.

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Advisor (noun): one who provides counsel, makes recommendations regarding a decision or course of conduct, provides information or notice, and cautions the advisees to give careful consideration and deliberation to issues at hand If this is unsuccessful, there are many other possible faculty advisors. First, you will want to see if any Kiwanians work at your school. They would be prime candidates, since they already know about CKI and will also be able to help you with your sponsoring Kiwanis club.

Using Your Campus Resources A good faculty advisor makes for a good connection to the rest of the university. You may want to consider finding somebody from the Center for Community Service, or a similar department at your school, because that person will be able to connect you with service opportunities in the area and with students who are interested in service. Furthermore, if you have an advisor who also works with other service organizations on campus, he/she will be able to facilitate events that are co-sponsored by Circle K and other student groups.

Checklist  Meet with staff members involved in Community Service to see if anybody is interested in being advisor  If that doesn’t work, ask your Student Activities Coordinator for suggestions  After securing a faculty advisor, begin working with them to organize the club  Begin planning future projects with your faculty advisor


Organizing the Club Recruiting Members

Assess Where You Stand So now you have a Kiwanis sponsor, a Kiwanis advisor, school support, and a faculty advisor (or are at least on the road to obtaining those). This is a great start, but now the hard part begins: forming the club. A successful club needs members, productive meetings, meaningful service projects, and fun fellowship activities. Getting members in your club is a twofold process: first you have to get them in the door (recruitment) and then you have to make them want to stay (retention) by providing an enjoyable membership experience. Both of these are ongoing processes that will continue long after your club is chartered. “Charter strength” is considered to be 15 members for four-year institutions with over 1000 students (10 for smaller four-year institutions and all two-year institutions). This is the goal, though you may certainly exceed it. Keep in mind the Charter Fee covers District Dues for all charter members for the first year. As long as someone signs the Petition to Charter and includes their contact information, they are considered a Charter Member. Therefore, your goal does not have to be finding members who will pay dues. Rather, your goal is to find members who will contribute to the club and make it stronger, either by taking on a leadership role or simply by being active members.

Start with People You Know If you are a student starting a Circle K club, the best way to build a solid base to your club is to recruit people who you know would be interested in Circle K and would be active members of the club. This kind of targeted recruitment generally has a much higher success rate than more blanket approaches, such as fliers, chalking, and tabling. When you recruit people who you know are interested in being in the club, you create a good foundation. These members can then go recruit their friends. When you are using a targeted recruitment method, you need to know what you’re looking for in a member. People’s interests, motivation level, and reasons for joining vary, and for nearly all, Circle K will just be one of the many clubs they join and not a very high priority. When you consider potential members, look for people who are interested in community service, but beyond that, people who are active on campus and who have something to contribute to the club. The goal of targeted recruitment isn’t to fill out your club roster. Rather, it is to build a base.

Special Cases: Finding that First Member

starting a club and will go on to be that club’s president. However, this is not always the case. If you are a faculty or staff member or a Kiwanian trying to start a Circle K Club, you need to find members who will be interested in taking on a leadership role in the club. This often involves a bit of targeted recruitment, especially if you are working with your school’s Center of Community Service and know students that would be interested in leading a community service club. If this doesn’t work, you can either use blanket approaches hoping to find a student who wants to take charge or you can specifically target former Key Clubbers, since they are already familiar with the general organization.

Recruiting Key Clubbers If your Admissions Department will provide you with a list of students who indicated on their applications that they were in Key Club (or Interact or Leo Club) or indicated that they are interested in community service, you can use these students as a starting point for advertising Circle K, since they are more prone to join. Another option is to host a Key Club Alumni event on campus and either use it to advertise Circle K or to create a list of former Key Clubbers to target for joining Circle K. Key Clubbers are a good starting point for a club-in-formation, since they are already familiar with the Kiwanis Family and community service. They will be more prone to take on leadership roles, especially if they did so in Key Club, and attend district events.

Checklist  Form a list of students who you believe would be interested in Circle K and personally invite them to join the club  Invite your friends to join the club  Approach students from your Potential Member List and tell them about Circle K  Form a plan to recruit past Key Clubbers on campus

If you are a staff or faculty member starting a Circle K club, recruitment poses a bit of a challenge. In most of the literature on club building, it is assumed that the reader is a student who is


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Organizing the Club Marketing Circle K

Selling Circle K

Holding a Recruitment Event

When you are trying to recruit members to your club, what you’re really doing is selling them a product: the membership experience. For just a small annual fee and a couple hours a week, they can have all of the fun of being in CKI. What this means, of course, is that Circle K needs to be a club that they would want to join. This is an ongoing effort, probably the most important for a club’s President, and it is important to start off on a good foot. The next two pages talk about electing officers, running meetings, and planning service projects and fellowship events. Make sure to consider all of these things before you start advertising Circle K to the whole school. When people join, it is important that they have a reason to do so.

It is generally more effective to have special recruitment meetings, rather than just inviting potential members to a normal meeting, especially at the start of the semester. At a general meeting, potential members will often feel awkward and out of place. This is why it’s better to have a meeting that focuses on them, rather than just having a meeting where they sit in the back. A recruitment event should showcase Circle K in the best way possible. When you have this meeting, have some service projects already planned and create sign-up lists for them. Have your small group of current members ready to be friendly. The meeting should take on a social format, rather than a lecture-style meeting. Make sure to collect a name and e-mail from everybody who attends so you can follow up with them and send them club updates.

Why do people join Circle K? Why are you starting one? Brainstorm a list, and use these reasons when talking about CKI. Here are some examples:  To get more involved on campus  To help the community  To make new friends  To have fun Remember, if somebody just wanted to volunteer, they could do that on their own. The rest of the Circle K membership experience—making friends and leadership experience—are what make joining Circle K worthwhile.

Fliers, Sidewalk Chalk, Tables, Oh My! Clubs on college campuses generally all use the same group of tactics when it comes to recruiting. You’re probably already familiar with them: fliers, posters, sidewalk chalk, tables in the Student Center or at Activities Fairs, etc. These are generally fairly effective at the start of the semester when it comes to filling out your membership rosters. If you school is having an Activities Fair, get in there. Often time, people who are interested in joining Circle K won’t go far out of their way to find it. If you and your small group of members can distribute fliers, hang posters, chalk up sidewalks, and advertise at Activities Fairs, you will start getting your club’s name out on campus. When you advertise your club, there are two methods you can take: either advertise that you’re starting a club and tell people to contact you if they’re interested, or advertise the date, time, and location of an organizational meeting or recruitment event. That’s up to you. When just starting off, if you don’t have very much interest from speaking with people one-on-one, the first method may be advantageous. Once you have a core group, you may find holding organization meetings and informational/recruitment meetings to be more beneficial. If you’re looking for templates for fliers, brochures, or posters, contact your Lieutenant Governor or Governor. They should be able to help you out. You can also order some free brochures and posters from the Circle K Store.

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The purpose of this event is to paint your club in a good light so that people will want to join. You should consider doing a service project that involves working in small groups, that way people get to know each other. Have current members spread out and work with potential members. Remember, friendships are the glue that holds your club together. You should also consider putting together a small packet of information about Circle K for potential members, including a calendar with your meetings and some event times, the basics about the club, and contact information for the club officers. Publicizing is key to a recruitment event. Without anyone to recruit, it’s a waste of time. If it’s the start of the semester, you may want to hold the recruitment event shortly after a Student Activities Fair, or otherwise table in your student center for a few days to tell people about the event. Fliers and posters are a must. You should also consider using Facebook to invite all of your friends at school to the event and have them invite their friends. Social media and word of mouth are often the most powerful marketing tools.

Checklist  Create a strategy to market your club  Plan an informational meeting/recruitment event  Start using fliers, sidewalk chalk, tables, and other marketing tactics to advertise your informational meeting  Get a group of 15-20 dedicated charter members


Organizing the Club

Electing Officers & Running Meetings

Organizational Meetings When forming a club, it is important to have periodic organizational meetings to invite prospective members, cultivate interest in the club and its leadership roles, and begin planning some activities. The purpose of these meetings is to plan. When you advertise the club prior to electing a board of officers and beginning weekly meetings, this is what you will be advertising. Essentially, the meeting has two purposes: to inform people about Circle K and get them interested and to make plans for organizing the club. It is a good time to start planning some service projects and to have members sign up. The only difference between an organizational meeting and a normal meeting is that it is not a regular occurrence and it is geared more towards prospective members.

Electing a Board of Officers Once you have a good group of about 10 regular members, it is a good idea to hold club elections. You can decide, when drafting your club bylaws, what you want your E-Board to look like. Some schools mandate that all clubs have certain types of officers. Generally, this will include a President, Vice President, Secretary, and Treasurer. It is a good idea to elect officers earlier, rather than later, so that you have a group of people to plan meeting, recruitment efforts, and service/fellowship events.

Election Procedures There are a few rules that govern club elections in CKI. First of all, candidates should be nominated at least a week before the elections are held. When elections are actually held, paper balloting should be used, and voters should have the choice between the candidates and “No Confidence.” If in the first round of balloting, one candidate wins a majority, they win. If not, one candidate gets eliminated and a second round is held. This continues until a single candidate gets a majority. If “No Confidence” wins, then the newly elected board will appoint someone to fill the position. In the event of a tie, each candidate shall speak again and hold another vote. If there is still a tie, the Club President should cast the deciding vote. You can see the Standard Form of Club Bylaws for specific rules on elections.

Keeping Meetings Interesting Meetings are meetings, and there’s not much that you can do about it. They’re not going to be amazingly exciting. Your goal should be to make them short and fun. If meetings drag on and people don’t enjoy attending them, they won’t. It is a good idea to vary the meeting programs every week in order to keep things relatively exciting. It’s as simple as that.


Here are some ideas to make club meetings more enjoyable:  Stick to the agenda  Split the speaking up among all the officers. This makes it less monotonous if there is a lot on the agenda.  Have sign-up sheets for upcoming events for people to sign up at the end of the meeting  Do a service project!  Make sure to introduce yourself to new members  Have some kind of snack  Make sure officers arrive early to greet people and stay late to chat after the meeting A meeting is a great chance to get to know your club members. Be friendly and welcoming!

E-Board and Committee Meetings Clubs will often hold weekly Executive Board meetings where the officers will meet in order to plan upcoming events and prepare for upcoming meetings. Many clubs have e-board meetings immediately prior to their general club meetings, or on another day in the week. It is a good chance for the club officers to prepare meeting agendas, work on recruitment plans, and plan service projects and fellowship events. If your club chooses to appoint committees to tackle certain problems, they should also meet on a regular basis (either weekly, every other week, or monthly). The club officers should attend as exofficio members. This is a good time to discuss ideas and plan events or projects.

Checklist  Hold organizational meetings  Once you have a solid group of members, elect officers  Plan weekly general and e-board meetings  If you choose to have committees, appoint members to committees and plan regular meetings for them

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Organizing the Club Planning Events

Publicizing Your Event Examples of Circle K Clubs’ Events

 Blood Drives  Holiday Party, with the admission fee of a canned good or winter item  New Member Induction Ceremony  Recruitment Events at the Start of the Semester  PB&J-making event to make sandwiches for a local homeless shelter  End-of-Semester Potluck

When and Where Deciding when and where to have an event depends greatly on the nature of the event. When you’re planning an event that requires you to book a room on campus, you often times may not have too much freedom to choose a time, depending on how busy your Student Center is. It is important when planning an event to make sure that it doesn’t interfere with any other major events. This may seem obvious, but always check the school calendar to make sure that it doesn’t interfere with any long weekends, holidays, sporting events, or events put on by other clubs that your members may be part of. Many people will also be hesitant to attend an event around the end of the semester, when they are studying for finals. Make sure to plan an event far enough in advance where you can book a location before everything fills up, whether this is a room in your student center or a backroom at a local restaurant.

Planning an Agenda and Budget Time and Money are two issues that many CKI Clubs have to deal with when planning events. If you are planning a formal event, or recruitment event with lots of speaking, it is a good idea to go in with an agenda. If it is a more casual service project or fellowship event, this may not be necessary. However, both kinds of events may require some kind of budget. If you are getting school funds to fund a service project or club event, make sure to budget carefully. If you’re using member dues in your club funds to pay for supplies for the project, you should also make sure to budget carefully. The last thing you want to do is spend all of your club funds halfway through the year. Careful planning is always a good thing, as is planning ahead of time.

New England District Club Building Guide

Publicity is key to any event. For club-only events, such as induction banquets and officer inductions, getting as many members there is imperative to the event’s success. On the other hand, for recruitment events and service events, it is important to publicize the event to your whole campus. Publicizing these two types of events is the best way to publicize the club as a whole and recruit new members. Here’s some ways to publicize events:  Word of Mouth  Send out Mass e-mails  Pass out fliers and/or hang up posters  Chalk the sidewalks in high-traffic areas  At the start of the semester, get fliers inserted into Freshman Orientation packets, or set up tables in Freshmen dorms

Service vs. Fellowship Service and Fellowship are both essential to a Circle K Club. You should plan both types of events regularly. Service is the core of our organization, but fellowship is essential for keeping people involved. Having pizza parties, ice cream socials, and club outings are fun ways for the club to bond, even though they do not necessarily provide any service function. Different clubs have different amounts of fellowship events. Some do a weekly event, others do monthly, others don’t really have that many structured events, but use service events and meetings as chances to get to know members. Similarly, clubs do service projects at different rates. Some do a project in every meeting, in addition to events outside of the meetings. Others have weekly events with local charities or community groups. Others simply do things as they come up. It is up to you how you want to schedule things.

Checklist  Brainstorm a list of service and fellowship events for the club to hold in the future  Begin planning some projects to do during meetings to help potential members get a feel for service  Contact local community organizations to find volunteer opportunities for the club  Plan a fun fellowship event!


Applying for Charter Filling Out the Paperwork

Basic Information Sheet The Petition to Charter is an 8-page form that you have to fill out and send in to Circle K International to get chartered. With it, you must send the charter fee (typically $600) and your Club Bylaws (see below). Once the CKI Office in Indianapolis processes your paperwork, your club will be chartered! The first page of the Petition is a basic information sheet. Essentially, all you have to do is write in the name of your school, as well as your District (New England) and your division (either Atlantic, Greater Boston, Mystic, Sunrise, or Western). The only other thing you have to do on this page is check of Tier A, since you are in the United States.

Kiwanis Part The second page of the form is for your Sponsoring Kiwanis Club to fill out. They need to fill out their club’s information, contact information for your appointed Kiwanis Advisor, and then signatures from the Club President and Secretary. Note: if you have co-sponsors, give them both a copy of this form.

College/University Part The third page of the form is for you and your Faculty Advisor to fill out. The first part is just basic information about your school. The second part will require that you get a permanent mailing address for your club. Most schools have mailboxes in their student centers for various student groups. If you haven’t already, you should arrange with your Faculty Advisor and/or Student Activities Office to get a mailbox and permanent mailing address on campus. This is required for the chartering process, so that CKI and the District can mail important documents to your club. Finally, at the bottom, this form needs to be signed by your Faculty Advisor and an “Authorized Academic Institution Official.” This person is generally the Director of Student Activities, or similar.

Members Part The final four pages on the Petition are for members to fill out. Prior to filling out this form, your club should have elected officers. They will have to sign the fourth page, accepting the duties of office. On the fifth page, all of the club’s charter members need to sign, signifying that they accept the club’s leadership. Finally, on 6th, 7th, and 8th pages, each charter member must fill out their contact information. The 6th page starts with club officers, and then continues on the 7th and 8th pages with general members. If you have more members than you do lines on Page 5 or boxes on pages 7-8, feel free to make more copies on those forms!


Club Bylaws With your Petition, you need to send the Charter Fee and your Club Bylaws. All clubs adopt the Standard Form of Bylaws, to which they make mild changes to suit their club. You can ask your Lieutenant Governor or Governor for a copy of the Standard Form. Essentially, you fill in the blanks with the name of your School and the name of your Sponsoring Kiwanis Club. However, there are a couple places where you make decisions about your club’s structure. Article 6: Most clubs have the standard President, Vice President, Secretary, Treasurer line-up for their executive board. However, you may decide that your club would be better off with a different lineup of elected officers. Some clubs have multiple Vice Presidents with specific duties, some have two secretaries—Corresponding and Recording—and some have a Secretary-Treasurer instead of two positions. You can make these decisions in your bylaws. Article 10: Some clubs have standing committees, which they establish in the Bylaws and maintain year after year. More often, however, clubs will not specify specific committees in their bylaws, but rather have ad-hoc committees that the Club President establishes each year. Common committees include Membership Development, Kiwanis Family Relations, Service, Social, Public Relations, etc. If you decide to just have ad-hoc committees, you can omit Article 10 from your club’s bylaws. If you have any questions about any of the paperwork, ask your Lieutenant Governor or District Governor. They will be able to help you.

Checklist  Give your Kiwanis Sponsor Page 2  Fill out Page 3 with your Faculty Advisor  Have elected officers fill out Pages 4 & 6  Have Charter Members fill our Pages 5 and 7/8  Tweak the Standard Form of Club Bylaws  Mail everything to CKI!

New England District Club Building Guide

Charter Night Ceremony

Celebrating Your Accomplishment Planning the Event A Charter Night is the night on which your Sponsoring Kiwanis Club formally presents your club with its charter from CKI. Circle K and Kiwanis have a series of traditional formal events: this is one. With your Sponsoring Kiwanis Club, you should plan a formal event to celebrate the chartering of your new club. Many clubs host some kind of banquet with speakers and a charter presentation. You should schedule the event to be about 6 weeks after you mail in the Petition to Charter. When CKI sends your Sponsoring Kiwanis Club the Charter, it will also (depending on which Charter Fee they paid, see page 7) send them the gong and gavel, banner, membership certificates for charter members, and membership pins. Your Sponsoring Kiwanis Club will present these to your club during the ceremony. When you send your Petition to Charter in, CKI recommends that you should plan your to hold your Charter Night about 6 weeks later. In the meantime, you should continue to meet as a club. You may want to form a committee to plan the event, since there is a certain amount of planning involved. As soon as possible, you should schedule a date, time, and location for the event. About 3 weeks to a month before the event, you should send out invitations to all of your guests (see next section), invite a keynote speaker, and arrange for catering, if you decide to have a banquet. After that, you should begin planning decorations and all of the details. It is important to involve your Kiwanis Advisor and Kiwanis President in the planning of this event. As many Kiwanians as possible should be encouraged to attend the event, and both the Advisor and President should speak during the event (see Example Program).

Who to Invite Everyone! Just kidding. Here’re some suggestions:  Club members  Family of club members  Sponsoring Kiwanis Club members  Kiwanis Lieutenant Governor and Governor  Circle K Lieutenant Governor  Circle K Governor  Other Circle K District Board members  Other local Circle K Clubs  Faculty Advisor  University President and administrators who work with Student Organizations  Student Government officers  Local Key Club officers  Local Government and community figures (mayor, Rotary Club President, etc.)

New England District Club Building Guide

Example of Charter Night Program        

Call to Order Pledge of Allegiance Introduction of Guests (Circle K Club President) Opening Remarks (Kiwanis Club President or Advisor) Keynote Speaker Statement of Support (Kiwanis Club President) Presentation of Charter (Kiwanis Club President) Induction of Members (Lieutenant Governor or Kiwanis Club President) Circle K Pledge Installation of Officers (Kiwanis Club President) Closing Remarks (Circle K Club President) Adjournment

   

Alternative Charter Night Ideas  

Hold a Day of Service with club members that will engage the whole campus community. Have it end with the Charter Ceremony. Have a foodless banquet and donate money that would have been spent on food to a local food bank. You may choose to serve soup or rice in place of a more traditional menu. Hold a traditional event, either as a banquet or not, depending on funds available.

Keynote Speaker Ideas    

College/University President Motivational Speaker Professional from a community organization or community leader, on the topic of voluntarism College/university alumnus speaking on how community involvement will impact students’ future

Checklist  Set a date, time, and location for banquet  3-4 weeks before the event, invite a speaker for the event and invite guests  If there will be food, arrange the catering at least 3 weeks in advance  Hold a wonderful Charter Night!


Planning for Success

Long-Term Goals and Planning

S.M.A.R.T. Goals

How Committees Fit In

The first thing that a newly elected Board of Officers should do is to set goals for their year in office. It is very important to have a plan and goals for the year, so that you can effectively lead the club. When you form goals, they should be SMART, or:  Specific  Measurable  Attainable  Realistic  Timely A goal such as “increase membership” isn’t as effective as “Increase the number of dues paid members this year by 20% over last year.” This goal is very specific, you can measure your progress, it is most likely attainable and realistic, and it is timely.

When you’re planning in advance, you don’t want to necessarily plan all of the details of every project and event. Instead, a great way to take care of this is to appoint a committee for the event. The committee can just be a handful of members that are interested in the event. A club e-board will generally appoint someone to chair that committee, and then have members sign up to serve on it. Generally a club officer, often the Vice President, will serve as an exofficio member of all club committees, and as a liaison between committees and the e-board.

S.M.A.R.T.E.R. Goals Making goals, however, is not enough in itself. You have to actually strive to achieve the goals. As you work to achieve a goal, you may realize that the goal is no longer achievable, or too easy. This is where SMARTER goals come in. The E and R stand for evaluating and revising. Periodically, it is good to look over your goals and evaluate both how far you’ve come towards achieving them and also whether or not the goals need to be changed. For example, let’s say that you made the previous goal of increasing your membership by 20%, but by mid-October, you’ve found that you have twice as many people attending meetings as you did the previous year. You may want to consider increasing your goal, since your club could easily achieve the challenge. This, of course, works in both directions.

Many clubs will have broad committees such as “Service,” “Fellowship,” or “Recruitment.” These are generally a good idea to get more members involved in club leadership. You can then assign the committee to work on specific tasks in those areas. These are generally standing committees, outlined in the club bylaws, which exist every year. Even if the e-board just appoints a committee chair, without the rest of the committee, having someone to work on a specific focus will help strengthen the club’s leadership. Another option is for a club e-board to appoint an ad-hoc committee to deal with a specific task. For example, a club may create an ad-hoc committee to plan a large event coming up, or to plan a social event. These committees are generally not as formal. They are created to complete a specific task and, once that task is complete, are done. Many clubs create committees for all of their major projects in order to take care of all of the planning issues. This is a great way to both lessen the load on the executive board and provide leadership opportunities to more general members and get them more active within your club!

Sample Goals for an Administrative Year    

Have 25 dues-paid members Hold at least 3 events per month Hold at least 2 fellowship events per month Double attendance at InterNECK and DCON

Planning Ahead Making goals is great and all, but if an e-board spends the entire year making goals, they will never be achieved. When first starting your club, before you get chartered, you should begin planning events and service projects that you can do a month or two in advance. Some clubs even find it beneficial to plan the entire fall semester over the summer, allowing them to focus on executing their plans once the semester begins. Even if you just plan a general outline of when you will hold different types of service projects and socials, it will make your semester flow much smoother.


Checklist  Create goals for your club for the year  Regularly review goals and check your progress  Appoint committees to deal with specific issues facing your club,  Have a successful year!

New England District Club Building Guide

Planning for Success

Traits of a Successful Club Here are some standards that CKI recommends for clubs to try to achieve. Consider these when planning goals for your club.

General:  Has a full board of officers  Meets on weekly or biweekly basis  Sets general goals for club performance at the beginning of each administrative year  Pay International Club Fee and District Dues by December 1st Service:  Has a variety of service projects each month (4 per month is recommended) Socials:  Holds one pre-planned social per month, with spontaneous ones happening after service projects for membership interaction Members:  At least 15-20 dues paid members, with 10-15 active and attending meetings Leadership Training:  One Lieutenant Governor visit per semester  One Governor visit of official contact per year  Regular communications from club officers to members  Regular executive-board meetings  Club officers in attendance at annual Divisional Trainer held by Lieutenant Governor  Regular CKI Education programs planned for general club members Interclubs:  One interclub per month in the form of a project or event  Regular attendance at other clubs’ meetings  Host one interclub per semester District and International Events:  30% attendance at District Convention, including 2 voting delegates  10% attendance at International Convention, including 2 voting delegates  Clubs educated on CKI Service Partners Kiwanis Family:  At least one member attending a Sponsoring Kiwanis Club meeting per month  At least one member attending a local Key Club meeting once a month  Invite Kiwanis Family members to Circle K events and meetings  Hold an annual Tri-K Event with local Kiwanis and Key Clubs

New England District Club Building Guide


This guide was made by Will Bradford for the New England District of Circle K International. Last Updated: March 28, 2011

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Club Building Guide  

Helpful hints on how to charter a CKI club!