Article V. Duties of the District Officers

Section 1 – Duties of All District Officers

• 1. Abide by, fulfill, and enforce all policies found in the CKI Bylaws and Policy Code, District Bylaws and Policy

  2. Code, and any Kiwanis District Procedures pertaining to the operation of the Circle K District.

  3. Be familiar with, abide by, and enforce the Texas-Oklahoma District Bylaws, Policy Code, and CKI Bylaws and Policy Code.

  4. Submit expense reimbursement requests to the Treasurer and appropriate Administrator within thirty days of incurring expense.

  5. Promote all international programs such as the Service Initiatives, Kiwanis One Day, and CKI Week.

  6. Complete all necessary district committee work in a timely and efficient manner.

  7. Submit a board report at all regular meetings of the District Board of Officers.

  8. Maintain files with proper documentation and submit them to the newly elected successor by the new board training conference.

Section 2 – Duties of the Governor

1. Perform all duties and responsibilities as specified in Article XIV, Section 5 of the Circle K International Bylaws and Policy Code, the current form of District Bylaws and Policy Code, and any Kiwanis District Procedures pertaining to the operation of the Circle K District.

2. Attend the District Convention, Fall Retreat, the Circle K International convention, the Kiwanis district convention, Key Club District Convention, and all duly called meetings of the District Board of Officers. The District Administrator must approve any absence.

3. Attend the International Governor and Administrator Training Conference.

4. Make one visit to each division.

5. Schedule and preside at all meetings of the District Board of Officers.

6. Produce and distribute a newsletter to all District Board members on a monthly basis.

7. He/she must send an article to all but one issue of the T-O Today.

8. Structure committees, assign committee chairs and supervise all district committee activities.

9. Complete and submit all reports required by the Circle K International Board including monthly Governor’s reports and Counselor Visit Assessment Reports.

10. Monitor progress of all District Board members, offer advice and counsel as appropriate.

11. Communicate with the District Board of Officers, the counseling International Representative, and the District Administrator, to keep them fully informed of district activities.

12. Work with the District Staff and the District Administrator in preparing the annual budget and any other necessary budgets of the district.

13. Send replies to questions/requests within seven days of their receipt.

14. Within the first month of office, correspond with Kiwanis Family counterparts.

15. Ensure the District Board of Officers is satisfactorily performing their assigned duties.

16. Attend the training conference for the newly elected board of officers.

17. Produce and distribute an update to all clubs of the District on a monthly basis.

Section 3 – Duties of the Secretary

• 1. Attend the District Convention, Fall Retreat and all duly called meetings of the District Board of Officers.

  2. Keep minutes of all District Board meetings.

  3. Compile and distribute a district directory, containing the names, addresses, telephone numbers and email addresses of all District Board of officers, club officers, District Administrators, and Kiwanis Family counterpart staff.

  4. Assist the staff and administrator in the preparation of the annual budget and any other necessary budgets of the district.

  5. Establish, distribute, and maintain a schedule of regular correspondence to the clubs within the district containing information on district operation, upcoming events, and other information critical to the operation of the clubs,

  6. Submit all names and address changes of District Board of officers to the International Office within ten days of receipt of this information.

  7. He or she must send an article to each issue of the T-O Today unless otherwise directed by the Editor.

  8. Maintain accurate records of all club monthly reports submitted.

  9. In the event that the Treasurer role remains vacant after both the election and appointment procedures have been followed, the Secretary shall assume all duties of the Treasurer and shall be known as the Secretary-Treasurer.

  10. Attend the training conference for the newly elected board of officers.

Section 4 – Duties of the Treasurer

• 1. Attend the District Convention, Fall Retreat, and all duly called meetings of the District Board of Officers.

  2. Issue a call for district dues, advising clubs where to send dues payments and the amount of dues.

  3. Maintain accurate records of all dues payments unless otherwise dictated by the Kiwanis District Board.

  4. Assist the staff and Administrator in the preparation of the annual budget and any other necessary budgets of the district.

  5. Maintain an accurate system of expense reimbursement, expense ledger entries and monitoring of budget amounts to insure all expenses are within budget, unless these duties are placed upon another individual by the Kiwanis District Board.

  6. Submit a written report of income and expense at each meeting of the District Board of Officers and at the district convention.

  7. Assist the District Administrator in compiling a fiscal year-end report as soon as possible after the close of the year unless otherwise dictated by the Kiwanis District Board.

  8. Report, by August 1, the amount of district dues to the International Office.

  9. Assist club Treasurers as needed.

  10. Maintain files with proper documentation and submit them to the newly elected Treasurer by the new board training conference.

  11. In the event that the Secretary role remains vacant after both the election and appointment procedures have been followed, the Treasurer shall assume all duties of the Secretary and shall be known as the Secretary-Treasurer.

  12. Attend the training conference for the newly elected board of officers.

  13. Submit expense reimbursement requests to the appropriate Administrator within thirty days of incurring expense.

  14. Review and respond to all reimbursement requests within 7 days of their receipt.

  15. They must send an article to each issue of the T-O Today unless otherwise directed by the Editor.

  16. Assist the Governor with District functions as required and perform such other duties as may be authorized by the Governor or District Board of Officers.

Section 5 – Duties of the Editor

• 1. Serve as the Chair of the Public Relations and Marketing Committee.

  2. Work to strengthen the presence of Texas-Oklahoma CKI within all college and university campuses within the district and the K-Family.

  3. Oversee all Texas-Oklahoma District CKI publications, social media, websites, logos, trademarks, and associated marketing as outlined in the Texas-Oklahoma District Policy Code.

  4. Assist the District events Chair and Lt Governors in promoting and marketing all Texas-Oklahoma District events such as but not limited to District Convention, divisional rallies, and Fall Retreat, as well as International events such as ICON. 

  5. Assist in promoting and marketing club and divisional activities, events, and projects as requested. 

  6. Attend the District Convention, Fall Retreat and all duly called meetings of the District Board of Officers.

  7. Assist the staff and administrator in the preparation of the annual budget and any other necessary budgets of the district.

  8. Assist club editors when requested and keep them informed of all District and International functions.

  9. Establish communication with Kiwanis Family counterparts within the district.

  10. Assist the Governor with District functions as required and perform such other duties as may be authorized by the Governor or District Board of Officers.

  11. Attend the training conference for the newly elected board of officers.

Section 6 – Duties of the Lieutenant Governor

• 1. Communicate with the clubs of the division at least twice a month.

  2. Visit each club in the division at least once a semester during his/her term of office as an official representative of the Texas-Oklahoma District.

  3. Assist in the building of new CKI clubs.

  4. Attempt to reactivate any weak or inactive clubs in the division.

  5. Promote inter-club meetings within the division.

  6. Assist club presidents when requested and keep them informed of all District and International functions.

  7. Distribute a monthly divisional update to club presidents within the division, sponsoring Kiwanis clubs, Kiwanis family counterparts and any other as deemed appropriate.

  8. Hold at least two divisional meetings: A Fall Rally in the fall semester and Spring Rally for election of a new Lt. Governor in the spring semester prior to district convention.

  9. Attend the District Convention, Fall Retreat and all duly called meetings of the District Board of Officers.

  10. Submit expense reimbursement requests to the Treasurer within thirty days of incurring expense.

  11. Assist the Secretary in compiling and maintaining names, addresses and phone numbers of all club officers within the division.

  12. Assist the Treasurer in collection of district and international dues and the appropriate forms.

  13. Establish communication with Kiwanis Family counterparts within the division.

  14. Complete all tasks assigned by the Editor pertaining to district and divisional advertising and public relations.

  15. Assist the Governor with District functions as required and perform such other duties as may be authorized by the Governor or District Board of Officers.

  16. Attend the training conference for the newly elected board of officers.

Section 7 – Duties of the Immediate Past Governor

• 1. Facilitate the transition of files and necessary documentation from the previous administration to the District Governor.

  2. Serve as a non-voting ex-officio member of the District Board of Officers until September 30.

  3. Attend the Board Training and Summer Board meeting of the Board of Officers.

  4. Represent the district as a delegate-at-large at the annual Circle K International Convention.

  5. Automatically assume the position of Long Range Planning Chair. If the Immediate Past Governor is unable and/or unwilling to perform such duties, another board member shall be appointed by the District Board of Officers.

  6. Assembling training materials for and be present at the incoming board’s training.

  7. Offer advice and counsel as appropriate to the District Governor.

  8. Work with the District Staff and the District Administrator in preparing the annual budget and any other necessary budgets of the district.

  9. Send replies to questions/requests within seven days of their receipt.

  10. They shall in no way act in any manner that may overshadow the Governor or his/her leadership of the District during the administrative year for which the Governor has been elected to serve.

Section 8 – Duties of the Committee Chairs

• 1. Perform all duties and responsibilities as outlined in Article VI, Section A of the policy code.

  2. Attend the district convention, fall retreat and all duly called meetings of the District Board of Officers.

  3. Schedule and preside at all committee meetings.

  4. Assign committee tasks, supervise all committee activities, and assist in the completion of committee objectives.

  5. Attend the training conference for the newly appointed committee chairs.

  6. They must complete all tasks assigned by the Editor.