Elections Manual

CAL-NEV-HA KIWIN' S 32 ND DISTRICT OF KEY CLUB INTERNATIONAL

THE

ELECTIONS M ANUAL EVERYTHING YOU NEED TO RUN FOR DISTRICT BOARD

FROM DISTRICT SECRETARY TIFFANY NGUYEN

TABLE OF CONTENTS INTRODUCTION . . . . . . . . . . . . 3 EXECUTIVE BOARD. . . . . . . . . .4 LIEUTENANT GOVERNORS. . . . 6 APPOINTED BOARD . . . . . . . . .7 STRUCTURE OF KIWIN' S. . . . . . 8 CANDIDATES' TRAINING . . . . . 9 CONCLAVE. . . . . . . . . . . . . . . 10 DCON ELECTIONS . . . . . . . . . 11 CANDIDATE LITERATURE. . . . 12 ELECTIONS CHECKLIST. . . . . .14

INTRODUCTION To CNH KIWIN' S, especially the candidates for District Board: Running for a position on District Board is already a huge accomplishment in itself. You are putting yourself in the eyes of the public, revealing your passions, dreams, and goals in front of an entire district. It is quite intimidating at first, but do not let yourself forget w hy you decided to do this in the first place.You w ere inspired by others to serve, and you w ill inspire others to continue to serve.

People think teenagers are silly to think they can change anything, and that w e are pow erless and reckless.

How ever, our entire organization proves them w rong.

Whether you are a general member, club board member, divisional board member, or District Board member, you are changing the w orld and leaving a legacy.

Regardless of the results, remember that you are important to this organization. Without you, CNH KIWIN' S w ould never grow - w e w ould cease to exist. Thank you for everything you do, and I w ish you the best of luck.

Yours in Service, Tiffany Nguyen 2015-2016 CNH KIWIN' S District Secretary

EXECUTIVE BOARD DISTRICT GOVERNOR The District Governor is in charge of the entire Cal-Nev-Ha KIWIN?S District. She/He w orks closely w ith all members of District Board, all Kiw anis advisors, and all committees to plan KIWIN?S events and to make sure that KIWIN?S remains organized and moving forw ard on its path tow ards success. The Governor also travels for each District Board M eeting, any meetings and conferences held by Key Club International, Fall Rally North and South, events held by Kiw anis International and the Cal-Nev-Ha Kiw anis District, and much, much more. This also means a hectic travel schedule. Each candidate for this position must be w illing to dedicate countless hours to the w ell-being of KIWIN?S.

JADE WONG CURRENT DISTRICT GOVERNOR

DISTRICT SECRETARY The District Secretary?s most important role is to ensure that all clubs are correctly filling out their M onthly Report Forms and to submit the Cal-Nev-Ha KIWIN?S M onthly Report Form to Key Club International each month. The District Secretary also keeps track of all records, takes minutes at each District Board M eeting, promotes communication w ithin the district as much as

TIFFANY NGUYEN CURRENT DISTRICT SECRETARY

possible, and mentors all club secretaries.

EXECUTIVE BOARD DISTRICT TREASURER

The District Treasurer keeps track of all funds going in and out of the Cal-Nev-Ha KIWIN?S District.

She/He promotes fundraising, mentors all club treasurers, and ensures that all clubs are correctly filling out their Treasurer?s Report Article and submitting them on time each month. The District Treasurer also fills out forms and is in charge of the dues collection process.

KATHY BUI CURRENT DISTRICT TREASURER

DISTRICT BULLETIN EDITOR

The District Bulletin Editor?s main responsibility is the Gems ? a District new sletter sent out every couple of months. The District Bulletin Editor also oversees all district publications and reads through Article Report Forms to be placed in the Gems.

This includes ensuring adherence to the Key Club graphic standards and enforcing deadlines for

ANDREA HU CURRENT DISTRICT BULLETIN EDITOR

articles. She/He mentors club historians and publicity chairs.

LT. GOVERNOR

SENA JI

ANTHONY OREJANA

DANILENE PRODON

CURRENT CRYSTAL LTG

CURRENT DIAM OND LTG

CURRENT EM ERALD LTG

SOPHIA UEM URA

NICOLETTE CRUZ

RICHIE CHU

CURRENT GOLDSTONE LTG

CURRENT JADE LTG

CURRENT JET LTG

GRISEL M EZA

REBA M ATHEW

ELISE UM ETSU

CURRENT RUBY LTG

CURRENT SAPPHIRE LTG

CURRENT TURQUOISE LTG

There is a Lieutenant Governor for each of the 9 active divisions of Cal-Nev-Ha KIWIN?S: Crystal, Diamond, Emerald, Goldstone, Jade, Jet, Ruby, Sapphire, and Turquoise. The Lt. Governor?s job is to act as the liaison betw een the school club boards and the District Board. They organize division-w ide fundraisers and service projects, keep their division informed on all Cal-Nev-Ha KIWIN?S happenings, and represent the needs and w ants of their division on the District Board. They also must attend all District Board M eetings, publish a monthly new sletter and hold monthly events. At their first DCON as LTG Elects, they must arrive a day early and help District Board throughout the w eekend.

APPOINTED BOARD The Aw ards Chair is responsible for everything that involves the aw ards given out at District Convention as w ell as any aspect of District-w ide recognition. Responsibilities include developing aw ards applications, creating various literature involved in promoting and applying for aw ards, organizing aw ard judging, and most importantly, creating the Aw ards M anual that outlines everything relating to the District Aw ards.

* SUBJECT TO CHANGE EVERY YEAR, DEPENDS ON DISTRICT GOVERNOR

M ICHAEL TRAN CURRENT AWARDS CHAIR

CHARISSA NGUYEN

The Convention Chair is responsible for everything regarding the District Convention at the end of the year. This includes overseeing the DCON subcommittees, including the development of DCON literature, script, w orkshops, elections, Sergeant-at-Arms, and more. She/he also promotes International Convention w ithin the CNH KIWIN?S District. Planning and organization skills are a must!

CURRENT DCON CHAIR

The K-Family and Foundation Chair keeps CNH KIWIN' S updated on all information related to the Kiw anis Family and Foundations w hile facilitating relations. She/he creates literature such as manuals, videos and fliers w ith that information and is a resource for scholarships provided by the foundations, International Convention, Key Club International, chartering of other Kiw anis Family branches, and so on.

CAROLYN LE CURRENT K-FAM ILY CHAIR

M EGHAN HERNANDEZ

The M embership Development and Education Chair' s main role is to promote KIWIN?S, encourage new members to join, and educate members on everything going on w ithin the CNH KIWIN?S District and Key Club International through videos and various literature. She/he also serves as the Key Leader Ambassador, the liaison that relays material and information as w ell as scholarships for free attendance to a camp.

CURRENT M EM DEV CHAIR

The Technology Chair is in charge of the district w ebsite. She/He updates the old w ebsite, develops new pages and tabs, and uses the w ebsite to keep the district up to date w ith any new events or information. The Tech Chair also promotes KIWIN?S Key Club through methods of tech-savvy communication, like graphics, flyers, and videos. In addition, she/he manages the new Humans of KIWIN' S blog and its photographers.

KEVIN SON CURRENT TECH CHAIR

STRUCTURE OF KIWIN' S GENERAL M EM BERS CLUB BOARDS APPOINTED BOARD

APPLY AFTER DCON, SELECTED

BY DISTRICT GOVERNOR. (PG 9)

LIEUTENANT GOVERNORS

RUN BEFORE DCON, ELECTED BY RESPECTIVE DIVISIONS. (PG 8)

ICT TR DIS

EXECUTIVE BOARD

A BO

DISTRICT GOVERNOR

RUN DURING DCON, ELECTED BY DELEGATES FROM EACH CLUB. CONSISTS OF GOVERNOR, SECRETARY, TREASURER, AND BULLETIN EDITOR. (PG 6-7)

RD The Cal-Nev-Ha KIWIN?S District Board is responsible for the w ell-being of the KIWIN?S District of Key Club International. They w ork all year w ith general members, Kiw anis Advisors, committees, and each other to ensure the success of their district.

Each year, board members attend 3 Board M eetings: M ay Board, Summer Board, and Winter Board. At these conferences and for months in betw een, District Board organizes events such as service projects contributing to their M ajor Emphasis (Live2Learn) and M inor Emphasis (Pediatric Trauma Program), fundraisers contributing tow ards their M inor Emphasis and District Project (Project Eliminate for 2015-2016), Fall Rally South and North, Candidates?

Training, and District Convention.

In addition to the responsibilities of their positions, each District Board member is expected to serve on various committees. District Board members are to set an example to the general members as w ell; professionalism on any social netw ork and at service projects is to be displayed as district board is the highest position in the Cal-Nev-Ha KIWIN?S District.

CANDIDATES' TRAINING WHAT: Candidates' Training Conference is an annual event w here all members w ho are interested in running for District Board can attend w orkshops w ith in depth details about each position. There are also w orkshops on campaigning and the elections process, and it is a great w ay to meet the other candidates!

WHO: Any and all interested members, especially candidates!

WHERE: Dow ney High School WHEN: January 16 th , 2016 IF YOU M ISSED IT, have no fear! A folder of resources can be found at the Elections Resources Folder !

WORKSHOP

DESCRIPTION

WORKSHOP

DESCRIPTION

EXECUTIVE BOARD

Learn everything you need to know about the positions and processes for caucuses.

AWARDS & DCON

Walk through aw ards and convention w ith the chairs in charge.

LIEUTENANT GOVERNORS

Learn about how to run and how to handle the lieutenant governor position.

CAM PAIGN TIPS

Familiarize yourself w ith campaigning & processes before and after DCON.

APPOINTED BOARD

Learn more about the various appointed positions and the applications process.

PUBLIC SPEAKING

Get comfortable speaking in front of and w ith other people.

CLUB BOARD

Prepare for your ow n club elections of executive club boards.

LEADERSHIP

Be a leader and a companion as you learn about membership retention.

CONCLAVE

FOR EXECUTIVE BOARD AND LTG CANDIDATES

CONCLAVE: one for each division; w here the next Lieutenant Governor is elected and executive board candidates may be endorsed by delegates; must have a quorum of clubs (half + 1, for example 9 clubs/2 + 1 = 5 must be present in order to hold conclave), tw o delegates per club

BEFORE THE DAY OF CONCLAVE: -

-

Submit the Agreement to Serve form to the CNH District Office at least one w eek before conclave. Since it is by mail, send it early. The address w ill be on the form. Find it and the rest of the paperw ork in the Elections Resources Folder!

Find a campaign manager. For tips on w hat to look for, check out the Campaign M anual!

Prepare your 3-5 minute speech. M ore information and tips on speeches can also be found in the Campaign M anual!

CONCLAVE RULES AND STRUCTURE: -

-

-

The conclave w ill take place in one room w hile all campaign managers and candidates are in another room. During all speeches and voting, campaign managers and candidates may NOT be in the room unless they are speaking.

Both campaign managers and candidates must follow the knocking procedure, w hich is explained in the Campaign M anual.

For each candidate, there w ill be the campaign manager' s speech (1 minute), the candidate' s speech (3-5 minutes), then questioning (up to 4 minutes). A candidate w ill not be allow ed to speak w ithout a campaign manager.

A moderator w ill be there to call on members to ask appropriate questions. A list of Caucus Questions w ill be provided (available for candidates to view beforehand in Elections Resources Folder ).

DCON ELECTIONS

ONLY EXECUTIVE BOARD CANDIDATES

STEP-BY-STEP WALKTHROUGH Friday, April 15 th , Day 1 of District Convention - 5:00 PM - Candidates' M eeting, mandatory attendance but exceptions for uncontrollable circumstances e.g. bus problems) - 6:00 PM - Opening Session, suggested to bring clothes and leave around 8:20-25 to change into business casual attire - 8:45 PM - Caucus, candidates w ill be giving speeches to 4 different rooms; follow same knocking procedure and structure as conclave (Campaign M anager, Candidate, Questioning) - 11:00 PM - Nominating Conference, only if there are more than tw o candidates for one position; no speeches w ill be given but there w ill be an additional questioning period for each candidate; tw o delegates from each club vote for tw o candidates that w ill be allow ed to continue their campaign

Saturday, April 16 th , Day 2 of District Convention - 8:30 AM - M eet and Greet, stand in front of Campaign Posters and personally interact w ith general members - 11:15 AM - Second General Session / Lunch, 0.5-1 minute speech given in front of all DCON attendees at once - 1:30 PM - House of Delegates, candidates give final speeches and answ er questions from the current District Executive Board; vote takes place immediately after each position' s candidates

Sunday, April 17th, Day 3 of District Convention - 9:30 AM - Farew ell Session / Breakfast, new District Executive Board announced and old District Executive Board retired :( - 12:00 PM - First District Board M eeting

CANDIDATE LITERATURE CANDIDATE' S POSTER POSTER: used during M eet and Greet on Saturday morning - be sure to include your name, grade, home school and division, endorsement, and position you' re running for - basically brief recap of w hat you covered in speech - be aw are of Key Club International Graphics Standards - 20 x 30 inches (similar sized accepted) - DUE ON FRIDAY OF DCON AT CANDIDATE' S M EETING

EXAM PLES FROM 2015-2016

CANDIDATE LITERATURE CANDIDATE' S PROFILE PROFILE: used in House of Delegates on Saturday afternoon - must state name, division, position you' re running for - included in booklet that w ill be distributed to delegates - be aw are of Key Club International Graphics Standards - 8.5 x 11 inches, most likely printed black and w hite - DUE ON DATE ON FORM IN PDF FORM AT EM AILED TO M R. HENNINGS AT bruce@cnhkiw anis.org -

include name, grade, position you are running for, home school, and division in email

EXAM PLES FROM 2015-2016

ELECTIONS CHECKLIST FOR EXECUTIVE BOARD AND LTG CANDIDATES:

- Fill out the Google form to let District Board know that you are running.

- Turn in the paperw ork to the District Office.

- Agreement to Serve - Declaration of Candidacy - Board Code of Conduct - Board M edical Form - Kiw anis Release Form - Find a campaign manager and be prepared for your speeches and questioning.

ELECTIONS CHECKLIST FOR EXECUTIVE BOARD ONLY: - Prepare the proper DCON attire and be ready for your speeches. (Campaign attire details can be found in the Campaign M anual.

A more complete packing list for general DCON attire may be found in the DCON M anual! )

- Business Casual for Friday Night - Business Formal for Saturday M orning - Business Formal for Sunday M orning - Prepare your Candidate' s Poster (20 x 30 in) for the M eet and Greet.

- Prepare your Candidate' s Profile (8.5 x 11 in) for the House of Delegates.

CONTACT THE 2015-2016 DISTRICT BOARD IF YOU HAVE ANY QUESTIONS! TIFFANY NGUYEN KIWINS.DSEC@GM AIL.COM (714) 340-6036 DISTRICT SECRETARY AND ELECTIONS COM M ITTEE HEAD