DUTIES AND RESPONSIBILITIES
1. GOVERNOR
2. IMMEDIATE PAST GOVERNOR
3. GOVERNOR-ELECT
4. TREASURER
5. SECRETARY
6. LIEUTENANT GOVERNOR
7. LIEUTENANT GOVERNOR-ELECT
8. K-T NOTES EDITOR
9. DISTRICT CHAIR
10. ADDENDUM TO DISTRICT SECRETARY
QUALIFICATIONS:
The District Governor shall have served a full term as President of a Kiwanis Club in the K-T District, shall have served a full term as a Division Lt. Governor in the K-T District, is an active or senior member of a Kiwanis Club in the K-T District and normally, have served as Governor-Elect.
SELECTION AND AUTHORITY
The District Governor is elected by the delegates at the District Convention and is the Chief Executive Officer of the K-T District. The District Governor is under the direction and supervision of the Board of Trustees of Kiwanis International.
The Governor is responsible for supporting and furthering the programs and objectives of Kiwanis International. The Governor is also responsible for supporting and furthering the programs and the interests of the clubs within the District. The Governor is assisted in these responsibilities by the Lt. Governors and the District officers.
DUTIES AND RESPONSIBILITIES:
A. Presides at all meetings of the District Board of Trustees and delegate sessions at the District Convention
B. Member of the Political Action Committee, Finance Committee, an ex-officio member of all standing committees and special committees, and a member of the K-T Kiwanis District Foundation Board of Trustees
C. Present charters to all new Kiwanis, Circle K, Key Club, Builders Club, and K-Kids clubs organized during tenure in office.
D. Attend all Conventions, Conferences and Council meetings of Kiwanis International and of the Kentucky-Tennessee District.
E. Attend all Sponsored Youth District Conventions
F. Maintain close contact with Lt. Governors and K-T District Officers offering advice, counsel, and guidance
G. Directs planning for the District Convention and the District functions at the International Convention
H. Promotes the growth of clubs in all sections of the K-Family
I. Appoints District Chairs and the District Secretary -Treasurer, subject to the approval of the District Board of Trustees
J. Adopts goals for the District for his/her year as District Governor
K. Attends all Training Conferences conducted by Kiwanis International and the K-T District
L. Plans, in concert with the District Secretary-Treasurer and the District Office, the District Convention and Mid-Year Conference
M. Promotes, through the District Chairs, community service activity at all levels in the District
N. Ensures that all District reporting and financial obligations to Kiwanis International are met
O. Fulfils the responsibilities and duties of The District Governor as prescribed in the Bylaws and Constitution of Kiwanis International and the K-T District
EXPENSE REIMBURSEMENT:
The District provides expense reimbursement for Kiwanis functions and other expenses to the extent provided in the budget.
QUALIFICATIONS:
All candidates for the office of Governor-Elect must have served
as the President of a Kiwanis Club in the K-T District, as a Division
Lt. Governor and be a member of a
Club in Good Standing. Serving as Chair of a District Committee
is desirable.
SELECTION AND AUTHORITY:
The District Governor-Elect is elected by the delegates at
the District Convention and serves for one year. The candidate
should be in attendance at the District
Convention.
DUTIES AND RESPONSIBILITIES:
A. Attend the training conference for District Governors held by Kiwanis International
B. Be responsible for training Lt. Governors, Committee Chairs and other District Officers designate
C. Be responsible for training of club officers and members at the District Convention
D. Serve as the official District Host for the Kiwanis International Counselor attending the District Convention
E. Perform such other duties and responsibilities as
are currently or as may be amended in the future in the Constitution
and Bylaws of Kiwanis International and the
K-T District
F. Carry out such additional duties and responsibilities as are assigned by the District Governor
G. Be well prepared to serve as District Governor at the end of the term
SELECTION AND AUTHORITY:
The Immediate Past Governor of the K-T District ascends to
this position after serving a term as District Governor. The Immediate
Past Governor serves as a member of
the District Board of Trustees.
DUTIES AND RESPONSIBILITIES:
A. Member of Finance and Fund Raising Committee
B. Member of the District Foundation Board of Trustees
C. Assists in the developing of the District Budget
D. Attends all meetings of the District Board of Trustees, District Convention, Mid-Winter Conference, Training Conference and the International Convention
E. Performs whatever duties as may be assigned by the Governor or Board of Trustees
F. Serves as an advisor to the Governor
QUALIFICATIONS:
The Secretary of the Kentucky-Tennessee District of Kiwanis
International shall be a person with a deep sense of devotion
to duty and service and shall have the desire to
carry out the principles, goals, and plans of the Kentucky-Tennessee
District and Kiwanis International as directed by the District
Governor and District Board of
Trustees.
The Secretary shall be an active member of a Kiwanis Club in Good Standing in the K-T District.
The Secretary shall enjoy good health, be available on a part-time basis, have no conflicts of interest, be punctual, and have reliable work habits.
The Secretary must be skillful in relating to people in helpful, friendly, but non-political ways, including Kiwanians and spouses, students and the public.
The Secretary must have an ability to communicate in both oral and written form.
The Secretary should command respect for his/her intellectual gifts, creative thinking, and ability to seek solutions for problems.
The Secretary must be able to accept the will and direction
of the District Governor and District Board of Trustees, and follow
through on such items in a thorough,
gracious and timely manner.
The Secretary must have commitment and experience and demonstrated
competence in the specific areas of responsibility as outlined
in the Duties and Responsibilities
of this office. Specific abilities include: a basic understanding
of computer operation including word processing and spreadsheets,
and knowledge of other standard office
equipment.
SELECTION AND AUTHORITY:
The Secretary is appointed by the District Governor-Elect,
subject to District Board of Trustees approval. The Secretary
is a member of the District Board of Trustees,
District Political Action Committee, District Finance Committee,
and manager of the district office, conventions and meetings.
DUTIES AND RESPONSIBILITIES:
A. Perform the duties outlined in the District By-Laws,
District Policies and Procedures, and in the Kiwanis International
District Governor and District Secretary
Reference Guide
B. Serve as the executive in charge of the District Office, subject to the direction and control of the District Board of Trustees, and supervise the staff and employees
C. Cooperate with the District Governor in forwarding official reports required by Kiwanis International
D. Distribute to the proper officers, committees or persons all communications received from Kiwanis International
E. Responsible for planning and general management of official district functions
F. Consults with and assists the Governor and others on district meeting planning procedures, programs, finances, and other arrangements
G. Attend Kiwanis International Secretary Conferences,
District Board of Trustees meetings, Lt. Governor Training Conference,
Mid-Winter Conference, and other
Kiwanis functions when requested by the Governor
H. Attend Kiwanis International Convention and K-T District Convention as a Delegate-at-Large.
I. Supervise the Registration and Credential Committees at the District Convention and provide necessary materials and information
J. Work closely with District Convention Host Committee to assure a well planned convention with educational and effective convention
K. Attend and maintain minutes of all meetings of the Board of Trustees
L. Keep the financial accounts and records and be responsible
for proper internal control procedures, including the receipt,
deposit, and disbursement of district and
sponsored organization funds as directed by the Board of Trustees
M. Make sure all records of the district are available for inspection by the Governor, District Board of Trustees, auditors or other authorized persons
N. Make a report to the district at the District Convention and such other reports as may be requested by the Governor or District Board
O. Responsible for maintaining historical records of the District
P. Perform such other duties and responsibilities as usually pertain to the office or as may be directed by the Governor or Board of Trustees
Q. Give bond for the faithful discharge of the duties of such office, in such amount and with such sureties as are required by the Board of Trustees
R. Advise the District Governor on the status of the annual Administrative Services Agreement for the District Administrative Secretary.
S. Responsible for the administration of the DISTRICT
OFFICE. Duties performed by the District Office are an extension
of the District Secretary's duties and are
listed in the following Addendum to the District Secretary:
EXPENSE REIMBURSEMENT:
The District provides expense reimbursement for Kiwanis functions and other expenses to the extent provided in the budget.
QUALIFICATIONS:
The District Treasurer must have served a full term as a club
president, secretary, or treasurer, and be a member of a <?xml:namespace
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District Kiwanis Club in Good Standing. He/she must have the commitment,
experience, and
ability to demonstrate competence in specific areas of responsibility,
such as: an understanding of bookkeeping, financial management,
and basic understanding of
computer operations, including use of spread sheets and financial
packages.
SELECTION AND AUTHORITY:
The District Treasurer is appointed by the Governor-Elect,
subject to District Board of Trustees approval. The Treasurer
is under the direction of the Governor and the
Board of Trustees and is a member of the District Committee on
Finance and Fund Raising.
DUTIES AND RESPONSIBILITIES:
A. Keeps financial records that are, at all times, open to the inspection of the Governor, the Board of Trustees, and authorized auditor
B. Collects all funds due the District and deposit in the approved depository
C. Authorized as a single signature on checks issued
by the District. In absence of Treasurer, any two of the following
officers are authorized to sign checks: Governor,
Governor-Elect, Immediate Past Governor, or Secretary.
D. Provide a monthly transaction report, balance sheet, and monthly financial report to the District Executive Committee
E. Provide a financial report at the Board of Trustees meetings and at the District Convention business session
F. Review all bills and vouchers submitted for payment
G. Oversees the budget and reports any unusual conditions to the Governor and Board of Trustees
H. Recommend a firm to conduct an annual audit of the previous year's operation
I. Provide a bond in an amount deemed sufficient by the District Board of Trustees
EXPENSE REIMBURSEMENT:
The District provides expense reimbursement for Kiwanis functions and other expenses to the extent provided in the budget.
QUALIFICATIONS:
Candidates for Lt. Governor shall have served a full term as President of a Kiwanis Club in the Division and be a member of a Club in Good Standing in the Division.
SELECTION AND AUTHORITY:
The Lt. Governor is elected by the clubs at the Division Conference.
The Lt. Governor is the chief executive officer of the Division
and under the direction and
supervision of the District Governor. The Lt. Governor is a member
of the District Board of Trustees and shares responsibility in
District administration. The Lt.
Governor represents the Governor in the Division and assists the
Governor in the work of the District.
DUTIES AND RESPONSIBILITIES:
A. Assists the governor in the work of the district
B. Represents the Governor in the Division and assists the Governor in promoting the goals, objectives, and programs of Kiwanis International
C. Promotes Kiwanis International by seeking to identify sites for new Kiwanis Clubs in the Division and by assisting in the development of new clubs
D. Assists Club Presidents in the Division to the end of having healthier and larger clubs
E. Attends Lt. Governor Training provided by the District
F. Attends all meetings of the K-T District Board of Trustees
G. Attends the District Convention, International Convention and Mid-Winter Conference
H. Forms a Division Council of club presidents and secretaries and schedules regular meetings in which issues common to the clubs can be discussed
I. Encourages clubs to follow the Bylaws of Kiwanis International and the K-T District
J. Visits each club a minimum of three times: Contact visit to get acquainted, official visit to provide the program, and a visit to the club's Board of Directors
K. Make appointments within the division as required by the District Governor
L. Installs club officers and inducts new members when invited.
M. Promotes attendance within the division for the International and District Conventions
N. Promotes good relationships between clubs and between clubs and the K-T District
O. Provides training for club officers in the division.
P. Invites the Lt Governor-Elect to participate in activities as a way of providing experience and training
R. Communicates with division clubs through the use of a newsletter
S. Encourages clubs to participate in District activities and attend District and International Conventions
T. Plans and makes the arrangements for the Governor's visit to the division
U. Presides at charter meetings and presents the charter to new clubs.
V. Attends special occasion meetings, such as anniversaries, of clubs in the division
W. Schedules a Division Conference to elect the Lt. Governor and Lt Governor-Elect for the following year
X. Collects the required information and those elected and certifies the election results to the District Office.
Y. Perform all duties assigned by the Governor or Board of Trustees
EXPENSE REIMBURSEMENT:
The District provides expense reimbursement for Kiwanis functions and other expenses to the extent provided in the budget.
QUALIFICATIONS:
Candidates for Lt. Governor-Elect shall have served as President of a Kiwanis Club in the Division and be a member of a Club in Good Standing in the Division.
SELECTION AND AUTHORITY:
The Lt.-Governor is elected by the clubs at the Division Conference.
The Lt. Governor-Elect shall serve as an understudy for the Lt.
Governor and will be involved in
many aspects of the Division's activities, but with little authority
until elected Lt. Governor.
DUTIES AND RESPONSIBILITIES:
A. Attend the Training Conference for Lt. Governors, the District Convention, Mid-Winter Conference, and at least one meeting of the District Board of Trustees
B. Encouraged to attend the International Convention
C. Work closely with and observe the Lt. Governor during the year in preparation for the following year
D. Participate in club officer training
E. Assist, where possible and at the request of the Lt. Governor, in the activities of clubs in the Division
F. Attend all Division Council meetings
G. Increase knowledge of the division, the district and Kiwanis International in preparation for serving as Lt. Governor
EXPENSE REIMBURSEMENT:
The District provides expense reimbursement for Kiwanis functions and other expenses to the extent provided in the budget.
QUALIFICATIONS:
The District Committee Chair must be a member of a Kiwanis
Club in good Standing in the K-T District. The Chair must have
an interest in and have some expertise
in the specific area of responsibility of the Committee. Having
served as a Kiwanis Club President, Division Lt. Governor or District
Committee Member is desirable.
SELECTION AND AUTHORITY:
A District Committee Chair is appointed by the Governor-Elect
to serve during the administrative year in which the Governor-Elect
will serve as District Governor. All
committee chairs and members serve at the pleasure of the Governor.
DUTIES AND RESPONSIBILITIES:
A. The District Committee Chair shall be responsible
for promoting the programs of Kiwanis International and the K-T
District in the specific area of responsibility
covered by the Committee.
B. The District Committee Chair shall work under the direct supervision of the District Governor and shall work closely with the Governor.
C. The District Committee Chair should work closely
with local Kiwanis Club Chairs to the end that all Kiwanis Clubs
will achieve the maximum positive in their
local communities in the area of responsibilities.
D. The Chair should consider and report to the Governor ideas and suggestions for improving the effectiveness of Kiwanis in local communities and in the district.
E. Work with the Governor to develop goals for the Committee and report these goals to the District Board of Trustees.
F. The Chair should attend the District Training Conference, District Convention and Mid-Winter Conference.
G. Attending the International Convention preceding
the beginning of the administrative year of service will provide
excellent opportunities for learning about the
specific area of responsibility and is highly recommended.
H. Make reports to the District Board of Trustees as requested by the District Governor.
EXPENSE REIMBURSEMENT:
Reimbursement of expense shall be determined by the District Board of Trustees.
DISTRICT OFFICE
The Kentucky-Tennessee District of Kiwanis International deems
it necessary to establish a DISTRICT OFFICE and staff it with
a paid Independent Contractor called
"Administrative Secretary." The selection of the Administrative
Secretary shall be by a committee appointed by the District Governor.
The Objectives of the DISTRICT OFFICE are to:
1. Provide a centralized point for reports and record retention.
2. Relieve District officers of clerical duties but not of executive responsibility.
3. Maximize efficiency of the District through administrative and technology management.
4. Centralize responsibilities for the organization of conventions, conferences, training sessions, Board of Trustees meetings, and other District and International events.
5. Provide administrative service support to the District Secretary.
The District Office, as an extension of the District Secretary, shall:
1. Develop, update, and utilize daily, monthly, quarterly, annual, and event administrative checklists.
2. Prepare, distribute, receive, and process registration forms and fees for District events, and provide event bills and invoices to the District Treasurer for payment. District events include District Convention and conferences, Board of Trustee meetings, training classes, other authorized District meetings, and activities relating to the Kiwanis International Convention.
3. Prepare computer printouts of registrations and periodically distribute to District Officers.
4. Make arrangements for event facilities and report the arrangements to the District Officers.
5. Negotiate the housing and meal requirements and costs for District meetings and conventions and provide this information to the District Secretary.
6. Supervise the preparation and printing of the convention programs and provide copies to the District Officers and others on the program.
7. Prepare and assure the availability at District events the necessary equipment, supplies, registration packets and other materials.
8. Oversee the District events registration desk, prepare and distribute registration packets, receive fees from walk-in registrants, issue credentials as required, and other assigned duties for the specific event.
9. Prepare vendor contracts for District officer signature.
10. Review event billings for accuracy and forward to the District Treasurer for payment.
11. Prepare, maintain, and distribute a database of Kiwanis Club officers, committee chairpersons, and past district officers.
12. Prepare an annual District Directory and Contest Rules for distribution.
13. Provide clerical assistance to District Committees when approved by the District Secretary.
14. Send meeting agendas, minutes, budgets, and financial statements to the Board of Trustees and Past Governors.
15. Prepare and submit District communications, including status of club dues payment, late Official Monthly Reports, registrations for training classes, training class forms and other notices to the Board of Trustees.
16. Receive, process, and file Official Monthly Reports, Lt. Governor' reports, Delegate Certification Reports, and other required reports.
17. Follow up on late club reports and report results.
18. Receive semi-annual dues, verify for accuracy, notify clubs of errors, follow up as necessary, deposit the money in the designated bank account, and provide account report to the District Treasurer.
19. Order and maintain an inventory of ribbons for convention badges, lapel pins for the various positions, certificates, certificates of appreciation, and other materials.
20. Maintain the archive files of the District.
21. Be receptive and flexible in handling changing requirements, such as new methods or services that will save time and/or money for district members, sale of merchandise, and similar activities.
22. Perform other duties which may be assigned.