leadership roles

Running for Higher Office
leadership

Structure of key club international

Key Club International (KCI) is comprised of 33 organized districts and includes clubs in countries that are not within specific districts. KCI is led by the International Board of Trustees which includes the International President, International Vice President, and 11 International Trustees. At the International Convention (ICON), three delegates are sent by each district to nominate the candidates for the International Board of Trustees. The nominated candidates are then presented to the House of Delegates which is comprised of International Board members, Governors, and Immediate-Past Governors. Once the International Board of Trustees has been elected, they are accompanied by the 33 District Governors to make up the International Council. 

Each District of Key Club International is led by a District Board which is comprised of elected and appointed students. District Boards are headed by the Executive Board members- this typically includes the Governor, Secretary, Treasurer, and Editor. Executive Board members are elected annually by their peers through delegation at District Conventions (DCONs). Following a District Convention, District Committee Chairs are appointed through an application by the Executive District Board to assist with their term. The District Board also includes Lieutenant Governors that act as a liaison between the district and divisions.

Lieutenant Governors (Lt.G or Lt. Gov.) oversee the activities of all clubs within their division. A division covers smaller areas of a district and may include 5-10 clubs. Lieutenant Governors must assist club officers with dues, projects, and management. All officers are elected by their home clubs. 

Mission

Why run for higher office?

 When deciding between a District and International position it is important to remember that the higher the position, the less direct communication with members. District officers are expected to communicate with club officers in addition to Lt. Governors, but Trustees are only required to communicate with their assigned Governors. Trustees may choose to communicate directly with Lt. Governors, or with the Lt. Governors through the Governor, but it can be difficult to communicate with club officers when there are so many other responsibilities. If you are passionate about getting directly involved with the members, you may lean more towards a District position.

 District and International positions may come with new responsibilities but they do not diminish preexisting responsibilities to home clubs and divisions. Key Clubbers who are elected to higher offices are expected to maintain their current level of involvement with their clubs and should serve as role models to other members.

 You have the opportunity to make a long-lasting change on the opportunities that future Key Clubbers will have in their home clubs, divisions, and district.

 District and International positions require a significant time commitment, and these officers must be skilled with time management. It is easy to become overwhelmed when serving at these levels of Key Club, but the work you are expected to do will not decrease. If you struggled with managing your time on the club or division level, you may need to reconsider running for higher office until you can guarantee that you are prepared to take on more responsibilities.

 Key Club offers many different leadership opportunities, and although the options may seem overwhelming at first, each position is unique in its responsibilities. Before deciding what position is right for you, you must know your strengths and what aspects of Key Club you enjoy most.

timelines

Preperation Timelines

September-December:

 Research the position you are thinking about running for.

 Talk to District Officers that have held or that are currently holding the position you want.

 Read the Official Elections Packet.

January:

 Send your Official Letter of Intent and signed Service Agreement (the necessary paperwork is included in this packet), by mail, to District Administrator John Goldstein at 590 Mullock Road, Port Jervis, NY, 12771 by February 1st .

 Begin to work on your campaign platform. Think about what you want to change and what you can change or improve in your position.

February:

 You will receive an email from the District about the online candidates meeting and Candidate Bio, Campaign Flyer, and Introduction Slide submission.

 Finalize your campaign platform.

 Begin writing your speeches.

 Work on your Biographical Form, Campaign Flyer, and Introduction Slide to be sent to Assistant District Administrator Michael Berthel by March 8th.

 Ask somebody to be your campaign manager. It may not be a current District Board member, International Board member, or a Lt. Governor-Elect.

March:

 Send your Biographical Form, Campaign Flyer, and Introduction Slide to Assistant District Administrator Michael Berthel by March 8th.

 Finalize your campaign speeches.

 PRACTICE your campaign speeches.

 Review all campaign rules prior to the conference.

 Attend the Leadership Training Conference, and have fun!

September-November: Begin talking to Key Clubbers who hold or have held the positions that you are interested in running for. Also talk to your District Administrator, District Governor, and even possibly Key Clubbers who have unsuccessfully run for the position in the past to gain different perspectives (all while being very careful that you are not sharing information with anyone who may utilize it in the wrong way or campaigning in any manner). Make sure that before you make any binding agreements, you discuss the entire process with your parents, and they understand all of the duties that will be associated with the position if you are elected.

December: Submit your letter of intent to the District Administrator and continue discussing any questions you may have about the position with current International officers. Remain in contact with your International counterpart, and other Key Clubbers who are helping you prepare for the election.

January: Begin preparing a platform that contains all of your main goals if you are elected to serve in the position. This platform is crucial because it will give you the opportunity to “test out” your ideas at LTC, where you can then see whether or not they will be successful at International Convention. Make sure that you are prepared to declare what position you are running for at the Mid-Winter Board Meeting in late January or early February. Remain in contact with your International counterpart, and other Key Clubbers who are helping you prepare for the election.

February: Ensure that all of your paperwork for District Convention is sent to the District Administrator by February 1st. Continue developing your platform and begin to write your speeches for LTC. The sooner you finish your speeches the better, because you’ll look and feel more prepared when it comes time for the actual convention. Also, begin practicing answering caucus or fishbowl questions with your campaign manager or friends. If you have not yet chosen a campaign manager to help you prepare, now is the time to do so. Remember, practicing these questions ahead of time will prepare you for some of the more popular questions that are asked throughout the caucus procedures. Remain in contact with your International counterpart, and other Key Clubbers who are helping you prepare for the position. You will receive an email from the District with information about the online Candidates Meeting and candidate bio, campaign flyer, and introduction slide submission.

 March: Make sure that your platform and speeches are completely developed, and your candidate bio and campaign flyer are sent in by March 8th. Continue practicing questions in your free time, making sure that the questions you are practicing directly relate to your experiences, your platform, and your speeches. Delegates will ask specific questions based on what you have presented to them, so make sure that you are prepared for that. At the time of the Leadership Training Conference, make sure that you are prepared with copies of your flyers to hang around the hotel, and bring masking tape to LTC. Make sure that you are constantly asking your International counterparts any questions that you may have about the elections process.

April: If you are endorsed at your District Convention, now is the time to evaluate how Key Clubbers at the convention responded to your platform and speeches. If there were parts of your speeches that Key Clubbers responded well to at District Convention, then elaborate on those. If you realize that there wasn’t a great reception to certain portions of your platform, try to eliminate those portions (or build upon them in a way that resolves the issues you ran into at District Convention). Your platform should be fully developed and updated by the end of the month. You should also be working on your flyer for the candidate’s booklet at International Convention. At the board meeting at the end of the month, begin work with the new District Board and Kiwanians preparing for the election. Try to work with Kiwanis Committee Representatives to develop speeches and prepare for questions.

May: Both your candidates’ bio and campaign flyer will be due to the International office by mid-May. It is imperative that you keep an eye out for the strict deadlines. Staff will enforce these deadlines, and you will be penalized if you do not follow them. Your speeches should be nearly finished by the end of the month, so that you don’t have to spend the month before International Convention writing speeches.

June: Spend your free time practicing speeches and questions over and over again in the same way that you did before District Convention, applying the questions directly to your speeches, flyer, and platform. Make sure that you have chosen a campaign manager who will support you throughout the process, and that you are completely prepared for the convention. Contact your International counterpart regularly to ensure that all of your pre-Convention questions are answered.

leadership

officer duties & responsibilities

District Governor Duties & Responsibilities

“The Governor shall be the executive officer of the district and shall preside at all conventions and at all meetings of the Board of Trustees. He shall be an ex-officio member of all standing and special committees. It shall be his duty to attend any convention of Key Club International.”

Responsibilities:

 Prepare and distribute communiqués to club presidents and the district board. Cover important topics in a timely manner.

 Prepare and distribute tentative dated agendas for each district board meeting.

 Develop materials and institute a training program for district officers.

 Provide written directives and assist district committees in their operation.

 Attend required meetings/events.

 Create Lieutenant Governor reporting expectations and evaluate board members’ performance.

 Promote Kiwanis family relations.

 Demonstrate a strong relationship with the board liaison.

 File all reports required by the Key Club International Office or Board within specified time limits.

 Contact the administrator prior to each board meeting to prepare the agenda and communicate the specified number of times per month with them.

 Perform at least 50 hours of service to your home, school, or community.

 Must have and maintain at least a “B” average.

 Must attend all District Board Meetings, Kiwanis DCON, Circle K DCON, Kiwanis Mid-Winter Conference, GATC, LeadCon, ICON, and LTC at the beginning and end of your term.

Time Commitment: 12 hours a week (minimum)
District Secretary Duties & Responsibilities

“The Secretary shall keep all records of the Leadership Training Conference and of the meetings of the Board of Trustees. He shall submit a report to the annual convention and at such other times as the Governor or the Board of Trustees may require. He shall submit to the proper officials and committees all communications received from Key Club International. He shall cooperate with the Governor in forwarding all official reports required by Key Club International. He shall perform such other duties as may be assigned to him by the Governor or the Board of Trustees.”

 

Responsibilities:

 Prepare and distribute communiqués to club secretaries and communiqués to the district board. Cover important topics in a timely manner.

 Develop materials for and conduct a club secretary’s workshop at the district convention at the end of his/her term of office.

 Distribute copies of all district board minutes to district board officers and the Kiwanis International Office.

 Attend required meetings and events.

 Present a secretary’s report at all official board meetings.

 Compile the final reports of all the committees of the district board at the end of his/her term of office.

 Produce and distribute a club officer directory to clubs and district officers within specified time limits, and produce addendums to the club officer directory as needed.

 Demonstrate a strong relationship with the board liaison by sending all copies of the district secretary’s board newsletter to the liaison and communicating at least once per month with him/her.

 Strive to make all communications timely, well written, free of mistakes and follow the Key Club graphics standards.

 Perform at least 50 hours of service to your home, school, or community.

 Must have and maintain at least a “B” average

 

Time Commitment: 8 hours a week (minimum) District Secretary 
District Treasurer Duties & Responsibilities

“The office of district treasurer is responsible for monitoring district finances, creating and filing all appropriate reports and coordinating dues collection. He or she also contributes to the district newsletter and supports club treasurers. He or she also monitors the payment of membership dues and communicates sufficiently to remind club members to submit them on time. The officer is elected at the district convention.”

 

Responsibilities:

 Prepare and distribute most recent monthly financial reports and dues reports to the district board.

 Prepare and distribute communiqués to club treasurers and communiqués to the district board. Cover important topics in a timely manner.

 Send notification of delinquent dues status to Key Club presidents, school principals, and presidents of sponsoring Kiwanis clubs and faculty advisors at appropriate times.

 Attend required meetings and events.

 Present a treasurer’s report at all official board meetings.

 Demonstrate a strong relationship with the board liaison by sending all copies of the district treasurer’s board newsletter to the liaison and communicating with him/her.

 Strive to make all communications timely, well written, free of mistakes, and follow the Key Club graphics standards.

 Perform at least 50 hours of service to your home, school, or community.

 Must have and maintain at least a “B” average

Time Commitment: 6 hours a week (minimum)
District Executive Assistant Duties & Responsibilities

A district executive assistant is the key communications and public relations person between the executive board and district board members. These people are charged with supporting and providing help to the members of the executive board. This role is a good fit for a person who enjoys regular communication with fellow board members, has good management skills and is willing to do whatever it takes to serve his / her board. Executive Assistants also often have major roles in planning events. When applying for this position,
please keep in mind that it is not easy serving as a district executive assistant.
The executive assistant will receive and monitor the updates provided by the Lt.
Governors of the district and should have some familiarity with the district and
international bylaws of Key Club.

District Bulletin Editor Duties & Responsibilities

As described by Key Club International, “A district bulletin editor is the key communications and public relations person for the district. This person is
charged with sharing news, correspondence, and promotions from the district board to the clubs in your district and with promoting district events in your
community. This role is a good fit for a person who enjoys regularcommunication with fellow board members and club representatives, has excellent writing skills, and is willing to learn and follow Key Club graphic standards.” The District Bulletin Editor will be responsible for creating four district wide newsletters during the year.please keep in mind that it is not easy serving as a district executive assistant. The executive assistant will receive and monitor the updates provided by the Lt. Governors of the district and should have some familiarity with the district and
international bylaws of Key Club.

District Webmaster Duties & Responsibilities

The district webmaster is the key communications and public relations person for the district in all technology related aspects. This person is charged with sharing news, correspondence, and promotions from the district board to the clubs in your district and with promoting district events in your community. This role is a good fit for a person who enjoys regular communication with fellow board members and club representatives, has excellent technology and designing skills, and is willing to learn and follow Key Club graphic standards. The district webmaster also has to have experience with website management. 

International President/Vice President Duties & Responsibilities

“As chief executive, the president exercises general supervision over the work and activities of Key Club International. He or she presides over the international convention and all meetings of the Board of Trustees and the International Council. The president is the official representative of Key Club International with Kiwanis-family leadership and external agencies.”

“The vice president is prepared to perform the duties of the president in the event the president is unable to do so. He or she chairs at least one international committee, supports all other committee chairmen and performs duties and attends events as deemed necessary by the international president and/or board of trustees.”

Time Commitment: 14 hours a week (minimum)
International Trustee Duties & Responsibilities

“A trustee works with the rest of the Key Club International Board to define the administrative policies of Key Club International. He or she interprets the scope and meaning of the bylaws, carries out committee directives and maintains consistent communication with the leadership of the districts to which he or she is assigned.”

Time Commitment: 12 hours a week (minimum)

For more Information, refer to this packet:

Members

Divisions

Schools

Years Established

Get In Touch

Phone: (607) 972-7291

Email: governor@nydkc.org

Hours Available: M-F: 8am – 7pm