Golden Gate Division
Officer Handbook 

2018-2019
Letter from Lieutenant Governor
Hey Golden Gate! My name is Alan Kwok and I am so thrilled to be serving as your Golden Gate Lieutenant Governor for the 2018-19 term! A little bit about me, I’m currently an incoming 4th year at UC Berkeley studying Psychology and Social Welfare. This will be my 7th year in the Kiwanis Family. The Kiwanis Family has a very big impact on shaping me to the person I am today, as I want to work in government in the future to serve the underserved. My first experiences with Circle K began as a Key Club member, where UC Berkeley Circle K members would visit my high school’s Key Club to provide mentorship, allow collaboration opportunities, and also share about their wonderful experiences with college and Circle K. Through these interactions and attending Circle K meetings, I was able to get a taste of this amazing organization and knew that I wanted to be part of this organization after high school. Being apart of this organization for the past three years has given me many opportunities to build meaningful friendships, create long-lasting memories, and learn many valuable skills and lessons. Congratulations on your elections/appointment into your respective positions. Although this handbook is geared more towards Presidents, I hope that all officers are able to utilize this handbook to guide themselves along this term and find valuable information and resources that make your experience as an officer more enjoyable. I’ve been in your shoes — excited, scared, and maybe even at times confused. These are perfectly justified feelings and I believe that being an officer is a learning experience. Nobody is truly prepared for a position, we learn along the way and let those experiences help us grow. I wish you the best of luck this term. There are so many resources available to you to guide you this term, ranging from club officers and members, Kiwanians, District Board officers, our Divisional Leadership Team, and of course, myself! Being a club officer is an an honor that shouldn’t be taken lightly. Don’t take a single moment in this term for granted — it will be over before you know it! I know that if you give your best effort, time, and work into serving your club, you will do an amazing job. I look forward to seeing your progress this term and experiencing this amazing journey together! Best,
Alan Kwok 2
Alan Kwok Circle K International | California-Nevada-Hawaii District Golden Gate Lieutenant Governor 2018-2019 E-mail: cki.alankwok@gmail.com | Phone: (510) 289-5585
Table of Contents 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 27 28 29 30
Cover Letter from Lieutenant Governor Table of Contents Circle K International International at a Glance CNH District Map California-Nevada-Hawaii District Golden Gate Division Map of Golden Gate Professionalism Duties of a President Duties of VPA & VPS Duties of the Secretary Term at a glance Week at a glance Membership recruitment Membership Retention How to’s cover page Membership dues Membership update center Monthly report form Planning & hosting first meeting or info session Sample info session agenda Sample powerpoint & graphics Communication: Meeting & Presentation
Saving Files Club updates & e-mailing Sample e-mail & mail chimp Using google functions Goal setting & Smart goals Establishing relationships Event planning Appointed board Delegating work to Board Creating timelines DFI’s Fundraising ideas Sample donation letter Sample budget & tips Planning service projects Continuous service District & Intl service Graphic standards Kiwanis family Time management Chartering a club Icebreakers Effective club meetings Successful clubs Final resources Closing thoughts
31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 49 50 51 52 53 54 55 56 57
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Circle K International
What is Circle K?
Circle K International (CKI) is the world’s largest student-led collegiate service organization. Our organization is sponsored by Kiwanis International. We are based off the three tenets of service, leadership, and fellowship. We have 13,000+ members worldwide in 500+ chapters around the world.
HISTORY
PLEDGE
In 1936, the “Circle K House” at Washington State College was established by the Kiwanis Club of Pullman, Washington. Originally organized as a fraternity, Kappa Iota Phi served men who needed financial assistance to attend college. Kiwanians also wanted to provide college students with leadership opportunities to prepare for future careers while offering service opportunities to better the community.
“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.”
in 1947, Circle K was changed from a fraternity to a service organization. The first Circle K club to be chartered is at Carthage College in Carthage, Illinois. In 1955, Circle K was endorsed by Kiwanis International. In 1957, Kiwanis International allowed the establishment of Circle K Districts. The first district to be recognized is Texas-Oklahoma, followed by Kentucky-Tennessee, Michigan, and many others. Today, we have over 13,000+ members in 500+ chapters in 17+ countries worldwide. Collectively, we serve over 1 million service hours every year as an organization. In addition, we support international charities such as: UNICEF, March of Dimes, Children’s Miracle Network, and much more.
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MOTTO “Live to Serve, Love to Serve”
HOW IT IS ORGANIZED Our organization is led by the International Board that is elected at our annual Circle K International Convention. The Board consists of the International President, the International Vice President, 1 Trustee-At-Large, and 7 Subregion Trustees. The Circle K International Convention is an annual event hosted for the International level for Circle K members from all over the world come together for service, election of the International Board, and fellowship amongst all Circle K members.
INTERNATIONAL AT A GLANCE
13, 000+ Members 18+ Countries 550+ Clubs More than 1 million service hours per year CKIx CKIx is the annual International Convention where Circle K members from all over the world come together to celebrate the end of a Circle K term. Activities ranging from elections, workshops, meetand-greets, Day of Service, performances, awards, and many other activities, this is the Circle K event to get the full International experience that is offered once annually. Check out Subregion B in the photo, which encompasses the California-Nevada-Hawaii, Rocky Mountain, and Southwest Districts! For more information about CKIx in the future, please check Circle K International website for more information.

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California-Nevada-Hawaii District Map Courtesy of Joshua Nepomuceno
California-Nevada-Hawaii District
The District Level The California-Nevada-Hawaii (CNH) District represents the Circle K clubs within the three states of California, Nevada, and Hawaii. We have over 70+ clubs and 3,000+ members, making us the biggest district of all of Circle K International! In one term, there are multiple opportunities for members from all across the district to participate in various District events, such as Fall Training Conference, District Convention, Crazy Competition for Infants, Spring Training Conference, and much more!
HOW WE ARE ORGANIZED Our great district consist of 9 amazing divisions that are all over the states of California, Nevada, and Hawaii. Each division is led by a Lieutenant Governor. On the District level, we have three district executives: District Governor, District Secretary, and the District Treasurer. There are also a couple appointed Chairs to help manage the district’s progress, such as: Communication & Marketing Chair, District Convention Chair, Fall Training Conference Chair, Kiwanis Family Chair, Member Recognition Chair, Membership Development & Education Chair, Service Chair, and two ad-hoc chairs: President’s Retreat and On-to-International-Convention Chair. Altogether, this is the District Board.
CNH CIRCLE K 2018-2019 DISTRICT BOARD 7
Golden Gate Division
Golden Gate The Golden Gate Division compromises of Circle K clubs within San Francisco, East Bay, and North Bay of the San Francisco Bay Area. We currently have 9 clubs within our division with over 230+ members! Our division composes of colleges and universities throughout the San Francisco Bay Area, such as: California State University, East Bay Chabot College Diablo Valley College Los Medanos College Napa Valley College San Francisco State University Sonoma State University University of California, Berkeley University of San Francisco
HOW IT IS ORGANIZED
Our division is led by a Lieutenant Governor that is elected at our annual District Convention. The Lieutenant Governor is in charge of overseeing all the clubs within the division and representing them on the District level. The Lieutenant Governor is allowed to appoint a Divisional Leadership Team (DLT) to assist them with assignments, hosting events, and all aspects of leading the division. Every month, the Lieutenant Governor and the DLT are in charge of hosting 1 Divisional Council Meeting (DCM) for the entire division in addition 1 Divisional Service Project (DSP). Additional events such as socials, work-days, retreats, professional development days, and other forms of festivities can be hosted by the division.
FUN FACTS!
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• The Golden Gate mascot is the Guardian! • We have over 220+ members in our division! • Golden Gate does not just encompass the San Francisco Bay Area, but all the way up the Northern coast of Humboldt! • Sunset Division used to be part of Golden Gate as one division, before we split into two divisions in 2012!
Map of Golden Gate
humboldt state university
LEGEND santa rosa junior college
ACTIVE
napa valley college
north bay
INACTIVE
california state university maritime academy los medanos college
sonoma state university diablo valley college
saint mary’s college of california university of san francisco
university of california, berkeley
san francisco state university
sf pe n
in
su la
chabot college
east bay california state university, east bay
Active Clubs: California State University, East Bay • Chartered dec. 7, 2007
Inactive Clubs:
Chabot College • Chartered NOV. 14, 2016 Diablo Valley College
California State University, MARITIME ACADEMY
• Chartered NOV. 9, 2009 Los Medanos College • Chartered SEPT. 23, 2011 Napa Valley College • Chartered Feb. 17, 2015 San Francisco State University • Chartered jul. 26, 2000 Sonoma State University • Chartered APR. 23, 2018 University of California, Berkeley
• Vallejo, ca • LAST TIME ACTIVE: 2002-2003 SAINT MARY’s COLLEGE OF CALIFORNIA • moraga, ca • LAST TIME ACTIVE: 2006-2007 SANTA ROSA JUNIOR COLLEGE • santa rosa, ca • lAST TIME ACTIVE: 2007-2008 HUMBOLDT STATE UNIVERSITY • arcata, ca • lAST TIME ACTIVE: 2008-2009
• Chartered AUG. 16, 1994 University of San Francisco • Chartered mar 1. 2016
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Professionalism
Importance of Professionalism It is important to be professional to maintain a professional image as a club and to be taken seriously for all the things that our amazing organization do!
What does it mean to be professional? Public Conduct: As an officer, you are expected to conduct meetings and club events in a professional manner. The way you present the club sets the mood and environment of how members will see the club. No swearing, inappropriate conversations, singling people out, etc. In addition, how you present yourself and the way the club presents itself to new members are very crucial to how we are viewed. Even outside of club functions, the way you present yourself and on social media can reflect the organization since you are a representation of Circle K. Although you might not need to conduct yourself in professional manners all the time, it is good to upkeep appropriate behavior in Circle K. Facebook: It is important that you keep all Circle K related Facebook posts appropriate. Think of it this way: If your mom or other family member saw an inappropriate/mean post on your facebook, would they approve? Social Media: Social Media allows people to connect and to express themselves on a online platform. However, it can also be a harmful place. It is inappropriate to bash or gossip about members, club officer, administration, advisors, etc. on social media. Not only do these types of interactions make you seem unprofessional, but creates an unwelcoming environment if the words spread out or creates drama. E-mailing: E-mailing is the most professional form of communication that should be utilized while your time as a Circle K officer. Not only are you able to spread information to your peers, fellow officers, but also communicate with important people such as Kiwanians, Kiwanis/Faculty Advisors, etc. Make sure to continue a profession tone, maintain good spelling and grammar, and definitely check your emails before sending! Sending e-mails late at night might not professional in the eyes of adults nor would they want your e-mail notifications in the early morning, so please make sure to send your e-mail at an appropriate times: 8AM-10PM!
 Phone Calls: Phone calls area also another great way to professional communicate and is more personable as it includes verbal communication and tone! Likewise with appropriate times about e-mail, 8AM-10PM are the best times to contact people through phone, but best if scheduled in advance!
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Club President
Duties of the President: • Serve as the liaison or the “face” of the club to all levels of Circle K • Oversee the club’s membership and facilitate club’s board • Help ensure the club’s annual program is planned and executed throughout the year • Facilitate weekly board and club meetings • In charge of create agendas with assistance from board for the meetings • Help the club set annual goals and plans to reach these goals • Represent the club at Kiwanis Family events • Help resolve conflicts within the club if any • Delegate tasks and assignments to other officers • Help individual officer’s progress with their assignments and role • Address any concerns and questions that members might have to cater to their needs • Create a committee structure for the club to follow in oder to best achieve the club’s goals • Recognize members • Educate the members about the opportunities available to them through their involvement within the Kiwanis Family • Work with Kiwanis Advisor and Faculty Advisor to ensure the club is in good standing ranging from maintaining relations with your sponsoring Kiwanis and being recognized as a club on your school’s campus • Participate in club service projects, inter-clubs, and social activities • Provide guidance to assist officers and appointed boards in accomplishing their responsibilities. • Establish a climate of enthusiasm, openness, and concern within the club. • Recruit and Tain officers. • Ensure a smooth transition for incoming officers by keeping files and reports in order. • Reach out to inactive members. • Assist in training incoming officers.
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Vice Presidents of Administration & Service
Duties of the Vice-President of Administration: • Serve as the “middle-person” that oversees the Appointed Board • Updates the President on the appointed board member’s progress when the President is not able to check up on them • Serve as the right-hand man/woman to the President and will lead the club on the President’s behalf when unavailable to do so do. • Help with conducting assessments/progress reports/one-on-ones of appointed board officers in order to ensure progress on assignments and tasks • Assist Appointed Board officers with tasks when needed • Maintain files on club committees that include things such as work accomplished, members, projects, budgets and timelines • Help turn in registration forms & checks for District Events • Help create power-points for meetings • Help the club set annual goals and plans to reach these goals • Help resolve conflicts within the club if any • Assist the president in any way he/she sees fit or as requested by the president
Duties of the Vice-President of Service: • • • • • • • • • •
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Serve as the service coordinator for the club Support the club’s service chair(s) of the club Looks for service projects for the club Connecting with local non-profit organizations to create partnerships and continuous service projects Help educate club on service initiatives on the District and International levels Occasionally help organize rides for service projects Help analyze club’s service hours goals and assess what projects do members like to do Help analyze what service projects are meaningful and impact for the community Encourage members to do community service Helps the Presidents with tasks when asked
Secretaries & Treasurers
Duties of the Secretary: • Collect the CERF’s from every Circle K event • Fill out the monthly District MRF and International MRF’s • Help fill out the Master Record Sheet (unless there is a Member Recognition? Member Recognition Program Chair) • Take minutes at meetings and send them out to the club board and membership • Help assess club goals • Maintain record including club’s membership, dues payment, and committee activity • Submit club activities to district publications to showcase club events
Duties of the Treasurer:
• In charge of managing the club’s finances and budgeting • Collect and record membership dues • Prepare the annual club budget and ensure that club activities adhere to the budget • Help host/co-host/organize fundraisers for the club for District Fundraising Initiatives and for Administrative Funds • Work with club’s fundraising chair and support them as needed • Update membership on Membership Update Center (MUC) • Maintain accurate financial records • Help assess the club’s financial standings • Establish a book of accounts showing all financial transactions • Work with the school/Kiwanis Club to utilize payments and reimbursement for club purposes • Work with your sponsoring Kiwanis Club to get recognized as a non-profit
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Term at a Glance | 2018-2019
Spring Quarter (AprilJune) • • • • • • • • •
Transition period between old board and new board/Trial & Error Period Plan rest of Spring & beginning of Summer Set club goals with board Check in with officers about summer schedules and planning for fall opportunities Make sure to bond with board Check in with local Kiwanis Family Spring Training Conference North Attend club and divisional events! Close off the school-year!
Summer + Early Fall Quarters (July-September) Plan the rest of summer • Work with board to plan for Fall • Create goals for club • Plan Fall festivities • Execute summer plans for the club • Board Retreat (if possible!) • Attend club and divisional events! • SPECIAL: President’s Retreat • • Plan fall recruitment tabling, strategies, and events for new members with board • Start Tabling/Recruitment if school starts in August Execute Fall plans for the club •
Fall Quarter (OctoberDecember) • • • • • • • • •
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Execute Fall plans for the club Info Sessions, Welcome Week, First General Meetings, Club Rush, New Member events Evaluate club goals and reassess how to reach them as a refresher Register club with school’s inter club council/administration system Collect membership dues Continuously host service projects, socials, and meetings for members Club & Divisional events New Member Installation Banquet Crazy Kompetition for Infants North
Winter (January-March) • • • • • • • • •
Start Winter/Spring Recruitment Re-evaluate club goals set at the beginning and reassess how to reach those goals if not reached already! Welcome Week, Info Sessions, First General Meeting, Club Rush, New Member Events, etc. District Large Scale Service Project Elections, Info Session for Interested Candidates for Club E-Board Train next year’s Board! Appointed Board Applications for next year’s board District Convention Repeat the cycle all over again!
Week at a Glance | 2018-2019 Below is a general outline of a Circle K officer Week! Although it is geared towards the President role, it can be adjusted to any position to serve as a to-do list on a weekly basis to make the position less daunting!
SUNDAY
Plan Agenda for Board Meeting (Friday) and General Meeting (Thursday)
Monday
Make powerpoint for General Meeting E-mail Board + Task Delegation Check-In with officers
Tuesday
Wednesday
Thursday
Plan an upcoming club event
Finalize powerpoint General Meeting Preparation Items
General Meeting Organize club files
Friday
Board Meeting Task Delegations + After Meeting Reminders
Saturday
Attend service projects Work with Secretary on MRF Plan Board Hangout
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Membership Recruitment Membership recruitment may be one of the most difficult things to do while managing a club, but hopefully these tips can be useful! • Recruiting members at Tabling • When talking to members about Circle K at tabling, make sure to develop an “elevator pitch”. • An elevator pitch is a 30-second or less spiel about what Circle K is. It’s supposed to be short in order to not take too much of the listener’s time, but long and informative enough to get your point across. • Sample Elevator Pitch: “Circle K is the world’s largest community service organization. We are based on the three tenets of service, leadership, and fellowship. We do impactful service projects that benefit the communities that we serve, help our members develop leadership and professional skills, and create meaningful friendships and memories within our organization.” • Make sure when approaching people, avoid close-ended attention grabbers like, “Would you like to join Circle K?”. Chances are people don’t know what Circle K is and won’t have a decision to your question. • Use attention grabbers such as: “Are you interested in community service?” or “Want to make make friends while making a difference in the community?” or “Want to find your home away from home?”. This will occasionally spark interest in people as you present a topic or an idea. If interested, people will walk over to learn more about what you have to say! • Make sure these conversations are also personal. Ask for their name, what major they are, what classes they’re taking, how they’re liking college/the year so far, etc. • Try to hear what they’re interested in and extend the conversation further based on the common interest. People are more likely to remember you/the organization based on this. • Chances are, if people look at your table more than twice while passing by, they are interested! Say Hello and try your elevator pitch and attention grabbers. • Make sure to not bombard them with too much information. Keep it short and to the point, if they are very interested, questions will be asked! • If they say no or reject your flyer, don’t get upset or become angry. This is natural and you can’t recruit everyone! Just say “have a great day” and move on!
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Membership Retention • Recognizing Members • Congratulate them for achieving a certain amount of hours • Incentives for reaching a certain amount of service hours/MRP status • Create social gatherings for members to familiarize themselves with other club members • Talking to members before and after meetings • Icebreakers and Get-to-know-you activities during meetings • Impromptu socials after meetings • Members Mixer • Ice Cream Social • New-members oriented events • Any type of bonding activity • Stay in contact with members • Reach out to dues-paid members that don’t show up to meetings or events • Reach out to people who were previously active & enjoyed the club but got busy recently! • Make sure all members are informed without having to be at meetings • Mailchimp/E-mailing List updates on events and information about club • Invite them to events on weekends personally! • Make sure that members are receiving opportunities to BECOME active • Club Events are where people get the bigger picture on what Circle K is about and what it has to offer! • Make sure to make members feel like they are more than just a number to your club! • Make sure you actually know their names and information beyond their names! • Make them feel like they’re appreciated, acknowledged, and welcomed within the club. • Make sure to reach out to those who feel like they don’t fit in within the club • Most importantly, tell them THANK YOU • E-mails • Handwritten letters • Word of Mouth Compliments and words of gratitude • Awards • Don’t forget to thank the officers too! • Have something new every month • Break away from traditions, especially if members don’t enjoy them. You don’t have to continue traditions just because “it’s been done before”. • Don’t be afraid of trying of trying new things • Your members might actually thank you for making changes to the club events as it can provide them a different experience from every term.
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HOW TO’S In this section, you will learn how to complete tasks revolving the following topics! Membership Dues Membership Update Center Monthly Report Form Hosting a First General Meeting/Info Session Communication: Meeting & Presentation Send Professional E-mails Saving Files Club E-mails & E-mailing Lists Mailchimp Using Google Functions Goal Setting & Smart Goals Establish Relationships Event Planning Appointed Board & Delegating Tasks Creating Timelines Fundraising Ideas Plan Service Projects Kiwanis Family Relations Time Management Charter a Club Make Meetings Engaging & Effective Build Successful Clubs
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Membership Dues
MEMBERSHIP DUES Membership dues should be collected immediately after Fall Recruitment in order to register the club’s membership with Circle K International. Ability to submit dues to the international organization begins starting October 1st and the cycle ends at September 30th the following year.
Sample Membership Form
 
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Membership Update Center (MUC) 1) Once you collect people’s dues and membership form, you have to register the information onto the Membership Update Center (MUC).
You can access the MUC using this link: https://members.portalbuzz.com/ Member/User/Login?skin=kiwanis Log in information for the MUC should be passed down to every board. Contact previous Treasurer and President if you do not have access to it already.
2) Once you log in, click the Membership Update Center (MUC) in order to get to the site where you can input member information.
3) Click “Add New
Member” and input all relevant information that the member has provided on the membership form.
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Membership Update Center (MUC) 4) Submit the dues payment through check or by credit card!
Clubs are expected to submit dues throughout October 1st-November 30th in order to make sure club is in good standing. However, clubs are encouraged to submit dues throughout the rest of the term!
If submitting BY check, checks should be mailed to: Circle K International PO Box 6069 - Dept. 122 Indianapolis, IN 46206-6069 QUICK TIP: If paid by credit card, the dues payment would be processed pretty quickly, however, if you submit by check, it will take 2-3 weeks for the check to arrive, get processed, and updated according to the MUC.
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Monthly Report Form (MRF) The Monthly Report Form is an monthly report that is submitted from clubs to the District at 5th of every month by 11:59PM by each respective club secretary. If you are informed about every aspect of the MRF, this should be a breeze! The MRF records the club’s hours, meetings, contact information for officer, club goals, quarterly reflections, and much more! Here is a mini step-by-step guide on how to fill out MRF for beginners!
STEP 1 1)
For the first tab, the “Club Administration”, it covers basic information about the club’s meetings, club website, and e-mailing list if applicable. 2) At the beginning of term, the secretary should collect all the officers (Executive and Appointed Board’s) contact information and put it down onto the first tab. 3) If there are changes to officers, make sure to update it!
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Monthly Report Form (MRF)
STEP 2 1)
 
At the beginning of the term, input the members of your club currently. Once Fall recruitment hits, you can add more people and update the membership roster.
STEP 3
1) At some point in the beginning of the term, the officers should also have a meeting to brainstorm club goals! This is a really important part of the MRF because it sets a foundation about what officers want to improve within the club and to create statistical goals for the club to aim to reach! Make sure to just not randomly fill it out, but sit down with all the officers to talk about service hour goals, service hour total per member, and even fundraising totals! In addition, the club can talk about goals that are qualitative about how they can improve impactful service provided to the community, or how to provide more impactful leadership opportunities, or even create goals on how to change the club’s unity and cohesion through fellowship! Once the officers brainstorm concrete goals, input them onto the MRF and refer to it throughout the term!
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Monthly Report Form (MRF)
STEP 4 1)Showcased here is the monthly report that will remain the same every month, but you just fill it out according to your club’s information and what is done within the club. 2) If you make any changes after the 5th after submitting, make sure to mark that you made changes and provide the date! 3) Input current dues paid membership number and the number of new members recruited each month. 4) Brainstorm monthly club goals for the club to aim towards 5)Record any club meetings that your board hosted. Make sure to record how many members, guests and Kiwanians were present. In addition, record Faculty and Kiwanis Advisor’s attendance. The same should be done with board meetings.
STEP 5 1.
Next, make sure to give feedback to your respective Lieutenant Governor and District Board so they know where they can help you club! 2. For the club statistics part, it should be filled automatically once you finish the MRF, so leave it alone as it will add up itself!
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Monthly Report Form (MRF)
STEP 6 1. For the fundraising portion, if your club hosted any fundraisers for the District Fundraising Initiatives, make sure to record the information about! 2. Name for the event, when it was hosted, and how much money for each charity should be recorded. 3. You can also fundraise for independent charities based on your club’s interests, but it would be great to wrap these charities back to helping our International Service Focus of helping Children and their future! 4. If your club hosted any fundraisers for administrative funds (club use), record that on the MRF as well.
STEP 7 1. 2. 3. 4. 5.
For the event logs, this portion is supposed to record all the events that your club is involved with regarding the three tenets of Circle K To make the Secretary’s job easier or if the Secretary is not in attendance of an event, the chair of the event should fill out a Club Event Report Form (CERF). Record the event’s date, the name of the event, and how many members were in attendance. Input the total number of hours per tenet (all the hours from all the members). Then put an (x) to mark the tags to highlight what type of events this club is. Make sure to start early, especially if you come from a big club, so it wouldn’t be so daunting of a task to do all at once! Once you complete the event log for the month, the “Club Statistics” should total up itself to showcase your club’s total progress.
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Monthly Report Form (MRF)
STEP 8 1. 2. 3. 4.
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Every 3 months, the secretary has to do an additional tab called a “seasonal reflection” It serves as a reflection of your club’s progress thus far and how your club can work towards overcoming current challenges and struggles. It also help clubs realize its strengths so it can continue their good work. Make sure to refer to the Tags Guide in order to make sure to tag all your events correctly! Good luck! :-)
Planning & Hosting your First Meeting/Info Session TIPS ON Hosting Successful MeetingS: 1. Make sure to plan in advance and make sure it is detail oriented. 2. Have food, music, and even create a Facebook event page! 3. PLAN. PLAN. PLAN. Create a meeting agenda and powerpoint. 4. Make sure powerpoint & promotional graphics are appealing to the eye. 5. Delegate Work 6. Make the meetings purpose, educational, but also fun! 7. Have guest speakers! 8. Invite your advisors! 9. Make sure it’s not always the presidents talking, have all the officers talk! 10. Have members talk at meetings or give them opportunities to participate in discussions 11. Make sure to have fun yourself!
CLUB MEETINGS • Although it’s great to have informative meetings, having a good balance between interactive activities and information at meeting is healthy to develop a community within the club. • Although some meetings will be more information heavy than other meetings, make sure to allow a lot of opportunities for members to interact with each other! • Although educating and informing members about the club is important, there are many opportunities to do this. However, time is always ticking and physical appearance is limited, so make sure to allow opportunities for members to get to know each other through ice breakers and get to know you activities. • Good rule of thumb is that if a club meeting is 1 hour, 30 minutes spent on interactive activities and 30 minutes on the meeting itself would be a good balance to make sure information about the club is being spread while allowing time for the membership to get to know each other. • Make the meetings FUN! Make sure the people who speak at the meetings are actually excited, motivated, and sound like they truly care for the things that they’re promoting! • Smile! Don’t be afraid to be yourself and add some character when you speak at meetings! • Motivate the members through incentives (raffles, candy, food, etc.) • Make sure to have people greet potential members at the door and talk to them before the meeting starts! • Thank them for coming. Send follow-up messages and e-mail! • Make sure to have a sign-in sheet so you have their contact information to follow up with more Circle K information after the meeting.
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Sample Info Session Agenda
SAMPLE AGENDA FOR INFO SESSION
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Info Session |Graphics & Powerpoints
SAMPLE Cover photo
Sample Powerpoint
Sample Info Session Powerpoint:
CLICK HERE TO SEE THE WHOLE POWERPOINT!
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Communication: Meetings & Presentation A Couple Effective Communication Tips: Meetings 1. Shorten your meetings! As students, we’re constantly sitting in the classroom and hearing people talk for a long time can be draining and also easy to lose focus of what’s happening! Do more engaging activities that gets people on their feet and where they have to participate! 2. Every meeting should have a published agenda. Make sure you respect other people’s time by putting on a good show and shows that you value their presence. 3. Start and end on time. 4. Start your meetings with the most important items. 5. Set time limits on how long you will allow people to “sell” their points. A huge time waste is people who continue to fight losing battles. Set limits on the time allowed per item and move on. 6. At the end of the meeting, make sure to do important announcements/ reminders from the meeting before everyone leaves so people don’t forget your major topics!
Presentations 1. Be yourself. Your presentation is not about being perfect; it’s about connecting with others and delivering a sincere message. 2. Don’t cover too many topics, many people can just remember only three highlights or points. If you focus your energy and time on delivering three points, that is more worthwhile and effective to your delivery. 3. “Almost” memorize the beginning of your presentation. Nervousness is most intense at the beginning of a presentation. Attack your nerves by having your introduction totally under control. 4. Watch what you eat and drink. Stay away from too much coffee...it could make you look jittery to your audience. One of the best ways to keep your audience’s attention is to get them involved. The average adult has an attention span of five to seven minutes… or less 5. Silence is powerful. Pause periodically. This conveys relaxation and confidence. 6. Keep your slides simple. You may be tempted to use animation, fancy schemes, or wild graphics. Avoid that temptation. Your job is to get your message across, not sell presentation software. Each slide should contain no more than six lines of text, and each line should contain no more than 40 characters. 7. Keep getting better. Become dedicated to improving your communication skills. There is always something to tweak, some adjustment you can make, and some small thing you can improve.
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Sending Professional E-mails and File Saving SENDING PROFESSIONAL EMAILS: • Address adults by Mr. or Mrs. to show formality • Pretend like you’re writing an essay for a class, how would you word what you’re saying! • Remember to thank people when asking for a favor. • Don’t be too extensive, busy people don’t have time to read long e-mails. • Be polite, respectful, and professional. FILE SAVING: • Why is it important to save your files? • To be organized! • It will be handy when applying for awards or passing down files to your successor. • How to save files: Club Name_FileTopic_Subject • Keep certain topics in folders on your computer or file saving drives for easy find and access • Create a Circle K folder on your desktop/Google Drive Helpful Software and Add-Ons: Rightinbox: https://www.rightinbox.com/ For sending scheduled E-mails Boomerang (found in G-Mail app) For sending scheduled E-mails Slack An app for teamwork communication Cloud Storage: (Google Drive, Dropbox, iCloud, Microsoft SkyDrive) Back up your files so that you don’t run the risk of losing them! Dropbox: https://dropbox.com Google Drive: https://https://drive.google.com/drive/ Microsoft SkyDrive: http://windows.microsoft.com/en-us/skydrive/download f.lux: http://steropsis.com/flux/ f.lux adjusts your computer scene’s brightness based on the room you re in! Some nights you might need to stay up to do Circle K work. You will have late nights! Don’t hurt your eyes and damage your vision. PDF Split and Merge: http://www.pdfsam.org/download/ This software does exactly what it is titled: It can split and merge your PDF files. PDF are very central to your time as a club officer! This would be super useful during awards season! You can upload several PDF’s or documents and merge them together! It can also split pages of a PDF. It will be more self-explanatory when you try it yourself!
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Club Updates & E-mailing Remember to constantly update your board and members through club reflectors, e-mailing lists, e-mails, and Facebook, however make sure to keep them as short as possible and avoid spamming! • Be concise with updates • Organize your thoughts • Remember to double check your e-mails to avoid typos, missing important information, or forgetting to attach files STEPS to writing a successful e-mail: 1. Address who the e-mail is being sent to 2. Greet your recipient 3. Organize your e-mail by telling them what will be discussed 4. Use colors to separate topics 5. Use Hyperlinks for clarity, so the reader can simply “click here” 6. Add photos & graphics to make things fun if applicable! 7. Thank the reader 8. Sign the e-mail
SAMPLE Board E-mail
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Sample E-mails & Mailchimp
SAMPLE E-mail Update 

OUR
SAMPLE E-mailing list
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Using Google Functions Google Calendar
• Create two calendars: Officer Tasks and Club Events • Officer Tasks: use to remember things officers need to do and to effective delegate tasks • Remember to include details, location, time, and date!
Google Groups • Create reflectors for your members to get news about the club! • Can also consider Mailchimp! • Separate reflectors for officers to delegate tasks and give updates.
Google DRIVE Documents: Use Google Docs to brainstorm online, jot down notes, and easily share files. Remember to organize files by standard file saving & name, while creating folders to organize these documents Forms: Use google Forms for Officer Applications and easy Events sign up. Spreadsheet: Use spreadsheets to create timelines, goal setting, contact info sheet, numbers collection, budgeting, and many other usage!
Google hangouts Google Hangout is a great platform to have online meetings, one-on-ones, officer check-ins, and meeting people without the physical presence. Similar format of online meeting platforms would be Zoom or Blue Jeans! Although it is convenient, try to shy away from online meetings when possible, as it should be only utilized for last minute board meetings, having certain people join a physical meeting via Google Hangout due to not being able to attend the physical meeting, or when planning for the summer when school is not in session.
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Goal Setting & SMART Goals
Setting Goals for a Circle K Club: When working with your club and officers, make sure to set quantitative and qualitative goals that you want to accomplish by the end of the term. Quantitative Goals: • Quantitative Goals involves Numbers • Total Service Hours, Leadership Hours, Fellowship Hours • Membership Goal • Total Fundraising Goal for District Fundraising Initiative (DFI) or per DFI’s • Administrative Funds Goal to make sure next year’s board have enough money in their club account to spend for organizing service projects and for club administrative use. • Don’t be afraid of setting high and ambitious goals! It’s good to aim for higher quantitative goal than the previous year, it can lead to creating gradual increase of impact and growth as a club. Qualitative Goals: • Qualitative Goals involve Words • The board can brainstorm qualitative goals of how they want to positively impact the club as at the end of the term • Sample of Qualitative Goals:
• “We want to provide impactful and meaningful service projects where we get to socialize with the people we serve, see physical impacts from our service.” • “We want to make our meetings more engaging and interactive so that our meetings are not all about informing and educating our members.” • “We want to make sure that our members have fun at service projects or choose service topics that our members like to participate in.” • “We want to make sure that this club is a welcoming environment for all of our member where it is a safe space for everyone.”
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Establishing Relationships With your advisors On the club level, you will have two advisors, the faculty and Kiwanis advisors. The faculty advisor will support you in terms of your club and the school’s administration/student government. The Kiwanis advisor will support you by serving as a liaison between your club and the Kiwanis club, give moral support, and also tips and advice throughout your term! Make sure to constantly update your Kiwanis advisor, as they can report back to the Kiwanis club. Both advisors are here to help, so make sure to show gratitude and thanks when you can! Thank them for attending your meetings, write thank you letters, recognize them at banquet and during Kiwanis Family month, update them with what’s happening with them club, small gifts, and get to know them beyond their role!
With your club Your club consists of your members and officers. Without the members, you wouldn’t be able to carry out your club events or complete all the service hours that your club does. Make sure to recognize the members for their efforts and all that they do. Make sure to be appreciative of your officers for the behind-the-scenes work that they do to make your club possible. Don’t only connect with your club on a professional level, be there fo them when they need a friend.
With your Family For some of us, parents and family members are aware that we’re pursuing leadership positions and other extracurriculars beyond being students. Sometimes they might not want us to pursue these things because they might see them as “distractions” from school . Make sure to educate and explain what you’re doing and why is Circle K important to you, because once they begin to understand, they can even understand you more as a person. Make sure to thank your family members for supporting you, for caring about your future, and make sure to call them once in a while! :-)
With other organizations Connecting with other organizations can be a great thing to implement within your club. Establish good relationship with various organization by setting up collaborations for events! Make sure to uphold a good relationship by responding in a timely manner and contacting them regularly! Who knows, some people in those orgs might even join Circle K!
With your school Your college/university can provide you with an abundance of resources. From printing, funding, meeting rooms, there are so many things that we take for granted when thinking about what the school provides to student orgs like Circle K! Make sure to establish good relationship with the school and student government. Volunteer for them, adhere to their rules and deadlines, and make sure that your club is in good standing to avoid problems!
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Event Planning
Here are the 6 KEY POINTS to planning an event:
1. WHO •
WHO WILL YOU BE INVITING? WILL KIWANIANS OR ANY SPECIAL GUESTS BE PRESENT?
2. WHAT •
WHAT IS THE PURPOSE OF THE EVENT? WHAT WILL BE HAPPENING AT THIS EVENT?
3. WHEN •
When is the event? When is a convenient time for members to attend? Does it conflict with other club events?
4. WHERE •
Where is the event? It is near members or public Transportation? How will people get there?
5. WHY •
Why should members attend the event? How will you make it enjoyable for them?
6. HOW • • •
How will you get the proper funding for this event? How will you secure the location? How will you delegate work? How will you ensure that things will get done in a timely matter instead of last minute?
Quick tips: Early planning = Effective planning Delegate tasks Don’t overbuy too much food when feeding a big crowd
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Appointed Board
Applications
Sample application
Create an application catered to what you’re looking for in an officer. For Appointed positions, you can create the application using a word file or through Google Forms! Make sure to have your Executive Board review the application before releasing it. In addition, make sure to have officers sign service agreements to make sure that they will commit to their positions.
Interview Make sure that you’re taking this process seriously! Try to be unbiased, but don’t be mean or scary! Remember it’s okay to smile too! Make sure to ask questions catered to the position’s focus while asking what this position can contribute as a general board member. Make sure to ask the same questions for people applying for the same positions. Have people sign up for interview slots.
Review Remain unbiased when reviewing applications, but if there is a characteristic or factors about the applicant that you know of, which is relevant to their ability to fulfill the position, (for example: if they are in a lot of clubs but don’t have times to complete tasks) do take these situations into consideration. Don’t make a rush decisions and make sure to consult with your Executive Board completely before voting! Remember that each applicant spent a good effort of time and effort on their application and they should be given a fair chance of consideration. Pay special attention to really dedicated members and underclassmen, they are the future of the club! When announcing results, especially at a meeting, make sure to notify appointees beforehand so they will be present while the announce is made. In addition, if someone is not appointed, make sure to be respectful and send them a really nice message to thank them for applying, encouraging them to pursue other components of the club, and to affirm that they still have a lot to contribute to the club even without the position.
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Appointed Board & Delegating Tasks In Circle K there are a couple really popular Appointed Board positions that clubs like to bring back every year: Fundraising Chair: In charge of creating fundraisers for the club & help organize fundraisers for club’s District Fundraising Initiatives and administrative funds. Kiwanis Family Chair: In charge of contact local Kiwanis branches to build connections and relations with them. Membership Development & Education Chair: In charge of membership recruitment and retention. Also in charge of educating members and new members events such as Member Installation Banquets, Members Mixers, Welcome Week, Family System, Big & Little System, etc. Service Chair: In charge of finding service projects with the Service Vice President and find local nonprofits where the club can do continuous services with. Spirit & Social Chair: In charge of teaching and creating cheers for the club. Also in charge of organizing socials for the club. Public Relations Chair: In charge of external image of the club to organizations on campus, the school, and getting Circle K known to the communities around you. Technology Chair: In charge of creating and managing a website and occasionally social media presence. Although these are great positions, the Executive Board can create other Chair positions based on the club’s needs and interests, such as event-planning fundraisers or fellowships that need extensive planning. You don’t need to follow all the positions listed here just because they are traditional.
Delegating Tasks to other Officers: Delegating Tasks can be one of the hardest skills to learn, especially if you like things done a certain way. However, remember that we are here to build character and leaders. The only way others can grow as leaders is if you give them the opportunity to do so. Remember: It should never be one person doing ALL the work! • Presidents: Plan Meeting, Delegate tasks, Review MRF with Secretary, Keep Track of Executive Board, Oversee Club & the Membership • Vice Presidents of Administration: Make powerpoints, Create sign-up sheets, Help plan meetings, Oversee Appointed Board, Report back to the President • Vice Presidents of Service & Service Chairs: Find service projects, evaluate service hour goals, find local non-profit organizations form, create single-service projects, and educate members about service initiatives • Secretary: Take minutes, complete MRF, collect CERF’s, report hours to members when asked, help organize club files • Treasurer: Help assess club finances, complete reimbursements, create budgets, work with school & Kiwanis to get access to club account, help fundraise for administrative funds, send donations • Fundraising Chair: Help create fundraisers on a monthly or quarter basis, work with Treasurer • Kiwanis Family Chair: Connect with local Kiwanis branches, attend meeting, update Kiwanians, reach out to Key Clubbers for Key to College, or other Kiwanis Family events • Membership Development & Education Chair: Help plan membership recruitment events, educate and get new members involved, deal with membership retention, and programs such as Family system & Big/ Little System. • Spirit & Social Chair: Help create and teach club cheers, order club t-shirts, and organize socials. • Public Relations Chair: Help reach out to community through promotion & press release, creating collaborations with other clubs on campus. • Technology: Create and manage the club website. Manage social media sites if asked.
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Creating Timelines for Officer Positions To make task delegating easier for Presidents and Vice Presidents of Administration, they should have Appointed Board members create timelines (based on quarterly seasons or by months) so they know what to do on a weekly/quarter basis, while accomplishing goals that they set for themselves for each month. See below for a sample timeline for LTG! A timeline can be created for any position, so just adjust it accordingly! Some positions are very behind the scenes such as secretary, while some are very event-planning heavy such as Fundraising Chair! Every position differs, so creating a timeline would give a better idea to officers themselves about that they should be doing!
Sample Timeline (Position: Lieutenant Governor) ▪
▪
▪
▪
▪
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Weekly & Monthly Basis: ▪ Host 1 DSP and 1 DCM ▪ Host 1 President's Council Meeting ▪ Bi-Weekly Mailchimp E-mails to the Division ▪ 2-3 Emails to Presidents & Officers every month ▪ One-on-Ones ▪ Club Visitations Spring ▪ Wrap up the semester/quarter ▪ Beginning to plan summer ▪ Start Planning April & May events while waiting for DLT appointments ▪ Appoint DLT ▪ Creating divisional goals, helping club create goals ▪ Contacting Presidents & other club officers Summer ▪ Execute Summer Plans (June, July, August) ▪ Plan Fall with the rest of DLT ▪ Get club officers trained & ready for Fall ▪ Create online powerpoint-presentations, manuals, pamphlets, flyers, for clubs! Fall ▪ Host Membership Recruitment events w/ DLT ▪ A Divisional Weekend full of events (Welcome Day) ▪ Execute Fall Plans (September, October, November, December) ▪ Check-in with officers to assess each club's progress and troubleshoot problem areas ▪ Get clubs through the busy fall schedule (CKI North, FTC, etc.) ▪ Divisional Spirit Packs & Cheers Early-Spring ▪ Host an Candidate Training Conference for members interested in club officer positions ▪ Help clubs plan election processes ▪ Encourage clubs to do membership recruitment for Spring semester/ Winter Quarter ▪ Member's Retreat (late-January, February) ▪ Divisional Service Marathon ▪ Execute Spring Events (January, February, March) ▪ Plan Spring Banquet ▪ Training LTG-Elect & Transition Period
2018-2019 | District Fundraising Initiatives Pediatric Trauma Program  
The Pediatric Trauma Program aims to develop local projects which will reduce the number of children who are killed or injured by trauma. These projects include promoting community outreach, providing education materials, and assisting partner hospitals. The funds raised will go towards the end goal of preventing unintentional injury and death as well as providing safety items for children.
Kiwanis Family House The Kiwanis Family House strives to provide housing and support to families of seriously ill or injured children and adults being treated at the UC Davis Medical Center in Sacramento, CA. The funds raised will go towards providing additional resources and improve the stay for these families so that they can be there to support.
Feeding America Feeding America is the nation’s largest domestic hunger-relief organization dedicated to feeding millions through food pantries and shelters in addition to supporting programs that educate the public about the issue of hunger and improve food security. The funds raised will go towards supporting these programs and its national network of food banks.
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Fundraising Ideas
Why do we fundraise money for charity?
We do a great deal of amazing service projects where we are physically present and actively participating in the act of volunteerism and serving others directly within our local communities. However, we also believe that we can also help communities become served through raising funds to support charities, so charities can do projects and initiatives to served the underserved.
On-Campus Fundraisers: • • • • • • • •
Food Sales Baked Goods Jamba Juice gift cards Concession stands Hot chocolate sale Movie Night Host a School Dance Holiday Grams (Christmas, Valentine’s Day)
TIP: If you’re hosting an event that involves fundraising for charity, you might be able to get donations from big companies and corporations such as Safeway, Costco, or even Michale’s! Send a donation letter to see if they’re able to donate food, art supplies, or anything that you need for the event instead of spending club funds!
OFF-CAMPUS Fundraisers: • • • • • • • • • • • • • • • •
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Car Washes Dog Cafe Restaurant Fundraisers/Crab Feeds Double Dare Week/Board Dares Pie a board member Fundraiser socials (movie night, bowling, laser tag) Games/Sport Tournaments School Concession Stands for Athletic Games Kiwanis Takeover Bake Sales Gift Wrapping at Barnes & Nobles Auctions Talent Act Garage Sale 5K/Marathon for Charity Graduation Photoshoots
Sample Donations Letter
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Sample Budget & Budgeting Tips
Sample Budget: • Creating a budget will allow you to approximate as accurate as possible how much money you’ll be spending in order to execute a term or an event that you’ll be hosting. • Don’t forget to be strict on keep up with following the budget so people don’t overspend!
Tips: • Have people RSVP so you won’t overbuy food or supplies! • Ask if people have certain supplies before going out to buy stuff that people already probably have! • Create a budget to help you predict how much you’ll spend and how much you’ll profit. • Determine whether over-buying or under-buying will be more profitable for the event. • Ask for discounts when ordering in bulk! • For administrative funds, make sure to fundraise so you pass some starting money to your successors. • Make sure to record the money through Google spreadsheet when money is being deposited or withdrawn. • Make sure to assess your club’s funds on a quarterly basis to make sure club is in good financial standing
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How to Plan Service Projects Steps on finding service projects: 1. Search online! 1. Fill the search bar like, “city___volunteers needed _____date____” 2. i.e. “Oakland service project august 25th volunteering” 2. Contact organization 3. Ask what the volunteers from the club will be doing 4. Be in contact with the volunteer coordinator in the meantime 5. Promote to the club through meetings & online 6. Get sign-ups 7. Confirm with service coordinator on details 8. Contact the people who signed-up and relay them important information 9. Attend service project
STEP 1
STEP 2
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How to Plan Service Projects 

STEP 3
STEP 5
STEP 7
STEP 8
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Continuous Service Project Ideas + Tips
Continuous Service Projects Continuous service projects are reoccurring service events that you have on a regular basis, or whenever you can’t find service events for a particular weekend. It would be great if the organizations or projects that you work with are in high demand in volunteers always or is something that be coordinated amongst the clubs without needing help from another organization.
List of reoccurring service ideas Library Books Drive/Donations Tutoring Kids at school Helping out at Elementary School Garden Art Centers Park Clean Up Lake Clean Up Park and Recreation Facilities Food Bank Homeless Shelters Soup Kitchens Bake Sale Fundraisers
Art Center for Children in Oakland
Organization that help renovate homes
Museum of children’s art in Oakland
Soup kitchen in San Francisco
Don’t forget to ask local kiwanians for service opportunities
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District & International Service Initiatives/International Service Partners
District service initiative CNH Circle K’s District Service Initiative for the 2018-2019 term is Helping Those With Disabilities. Disabilities come in all forms. Some may be obvious, some may not. However, all disabilities impair a person’s life activities to various degrees and can make certain tasks difficult to accomplish or partake in. Despite their disabilities, hundred of millions of people throughout the world move forward and live their lives to the fullest. This year’s District Service Initiative aims to provide the resources to the disabled community in order to help them reach their personal goals and give them the opportunities that they deserve to be a part of their community.
International service initiative
“Focusing on the Future: Children” preferred charities
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Service partners
Graphic Standards
 
Graphic Standards are a set of guidelines for Circle K members to follow in order to unify our marketing and for people to recognize Circle K promotional material and our aesthetic as an organization. From using our logos, certain colors, masthead, and fonts, it makes sure that outsiders can recognize circle k when making promotional materials. Check CNH Circle K for the Style Guide for information about the rules and guidelines on graphic standards.
logos:
District emblem:
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Kiwanis Family
Steps of reaching out to local Kiwanis family 1.Contact Kiwanis advisor about Kiwanis family SLP’s within your local kiwanis family 2. Visit local K-Fam meetings & talk about Circle K 3. Set up programs: Key to College event for key clubbers, Mentorship Program with Kiwanians, Key to Life event for Circle K, etc. 4. Create collaborations such as inter-club service projects, picnic days, potlucks, etc. 5. Send updates about what Circle K is up to while continue collaboration opportunities.
Kiwanis family event opportunities 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Key to College Key to Life Professional Development Panel for Circle k Kiwanis Takeover Kiwanis One Day Holiday Party Kiwanis Special Games Kiwanis Mid-Year North/South Divisional Council Meetings Inter-club Service Projects
And many more!
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Time Management
Golden Rule To be early is to be on time, to be on time is to be late, and to be late is simply unacceptable!
Time management is a essential factor during your term! Make sure to start things early, plan in advance, and set timely deadlines! Avoid doing things last minute.
TIPS! • If you are planning an event, plan it way ahead and make gradual progress! • Set aside a little bit of time everyday to do Circle K tasks, so work doesn’t pile up! Make a checklist! • Buy physical planners and calendars! • Google Drive & all its programs! • Set Goals • Don’t forget to set a little “me time” • Ask help when you need it • • Take a step back when you need it and delegate tasks! Use your resources! • • If working on a big project, make sure to break down the work and have progress checkpoints!
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Chartering a Club
Steps to Charter a Club 1.Reach out to local lieutenant governor, circle k division, and find a sponsoring kiwanis club 2. Contact school’s student government or interclub council on the procedure how to start a club on campus 3. Table and pass out flyers on campus to build membership 4. Find members that are interested in joining the board and willing to help with chartering efforts 5. Find a faculty member on campus willing to be the club advisor 6. submit the paperwork to be recognized as a club on campus 7. Start having general meetings, continue to table on campus, and build membership 8. Fundraise for dues, chartering fees ($600 for regular universities, $300 for community colleges), and club items if needed 9. Fill out paperwork to charter as a club with circle k & Kiwanis international 10. Wait to hear back from kiwanis & Circle k international on status
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Icebreakers
Why should I incorporate icebreakers into my meetings? Ice breakers and get-to-know you activities are great to incorporate into your meetings to make them more interactive and fun! The average person has an attention span of 5-7 minutes, and that’s not guaranteed when it’s at a meeting and someone is speaking! Try to make meetings meaningful by incorporating more activities that allow members to interact such as table top services, icebreakers, and get-to-know you activities!
Icebreakers ideas • • • • • • • • • • •
• • •
Speed Friend-shipping/Speed Meeting All Hands on Deck Lazer Eye Human knot 2 truths, 1lie Pterodactyl Telephone Honey, will you smile for me? I love my neighbor Song Battle Yarn & Question Activity Have a big ball of yarn • Ask a question (get-to-know-you) and have the people wrap • the yarn around a finger before throwing the ball of yarn around to form a spider web Continue on with the same question until every gets a chance • After a couple heart-warming and wholesome questions, ask a • more personal question (but make sure it’s not too emotional)! The idea of this to teach people to open up and to see this • club as more of a safe space. Toothpick & Marshmallow tower contest Kahoot! Quiz & Opportunity Drawings Table top services: cutting tennis balls for ends of wobbly chairs, t-shirt dog toys, holiday cards for children, etc.
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Effective Club Meetings
Tips on Leading Meetings! Pep talk: Club meetings are not always easy to run. Not everything works the first time. It’s all about trial and error. One challenge will be making sure everyone is having a good time and are engaged. It will take some practice and it’s good to look and observe around the room. Test different methods of how meetings should be ran in order to see what works best! After every meeting, it allows room for improvement. Don’t settle for average!
S “ hoot for the moon. Even if you miss ,you'll land among the stars.”
Tips
• • • • • • • • • • • • •
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Make sure to greet people at the door and have officers and veteran members talk to the new members! Thank them for coming afterwards! Make sure to get to know them beyond the intent of recruiting them to your club. Prepare with your club officers in advance. Make sure everyone knows the plan and what they’re talking about. Nobody wants to listen to someone who doesn’t know their stuff. Don’t use acronyms. Some people won’t understand them just yet! Be inclusive. Don’t just have one person talk during the entire meeting, delegate speaking roles. Keep handouts simple, the less words the better. The longer they are, the less likely people will read them. College students love free things and food. Pizza, cookies, snacks, raffles, gift cards, boba drinks, etc. You name it, they probably would want it! Know the names of the no names. Don’t only talk to your friends. Go out and get to know everyone else. A smile goes a long way. Nobody wants to listening to or talk to a grumpy pants! Do the unexpected. Try something new! Don’t always do the same thing at every meeting. Recognize officers and members at meeting! Unsure about a meeting activity? Try it out! You never know what can happen!
Building a Successful Club
10 Major Components to be a Successful Club 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Communication Education & involvement Kiwanis family Goal setting Organization Membership recruitment, Retention, and recognition Service Officer duties Fundraising Club unity & Spirit
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Final Resources
Resources District website: cnhcirclek.org • Contact Info, CERF’s, MRF, Manuals, Graphic Standards, Graphics, Resources
Google • You can google anything and possibly find information about further resources
Google Group Reflectors!
• President/VPA/VPS - Manuel Santiago • Secretary - Wayne Cheng • Treasurer - Shaira Ramirez Santos Contact respective people to get added onto the reflectors if you have not been included already!
International website: circek.org Volunteer match: volunteermatch.org/ Hands on bay area: www.handsonbayarea.org/ Lieutenant Governor: • Alan Kwok • cki.alankwok@gmail.com | (510) 289-5585
Divisional Leadership Team • • • • • • •
Annie Chen - secretary Ellen chang - media & communication chair Cameron yuki- members’ retreat chair Amber ly- membership development & education chair Thanh thanh thai - newsletter & Graphics Chair Austin lim - Service chair Randall belyea - Spirit & Social Chair
THIS HANDBOOK! :-) 56
Closing Thoughts Although Circle K can be super rewarding, remember to make time to do the things you enjoy! Don’t let Circle K completely take over your life that you forgot what you once loved to do on your free time! One of the most rewarding things of being an officer is to give your best effort forward and to take what you’ve learn and apply it to the real world. The personal growth that you take away from being an officer and the memories that you make from your time in Circle K will be truly remarkable. When get stressed, take a break! When feeling unmotivated, jot down your thoughts and reflect on why you love this organization so much and what keeps you going. Along the way, you’ll make a bunch of mistakes. Adults and other leaders will out the mistakes you make; but don’t be offended. Rather take them as learning experience to help you grow as a person and as a leader. After all, that’s all they are trying to help you do: grow as a leader. Mistakes are okay because it’s a part of a learning process. Work hard and it will all pay off in the end! Cherish every moment, because time flies by. And most importantly, take a step back and don’t forget to have fun. “The only real mistake is the one from which we learn nothing.” - Henry ford Love,
Special Thanks:
Diablo Valley College Circle K Shaira Ramirez-Santos Mattin Delavar Joshua Nepomuceno Finance & Fundraising Committee 17-18 Jennifer Sandoval
Alan Kwok Alan Kwok Circle K international | CNH District Golden Gate Lieutenant Governor ’18-‘19 Diablo valley College president ’16-’17 cki.alankwok@gmail.com. | (510) 289-5585
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Good luck and thank you for reading!