Mid Year Update 2016

 

MID YEAR UPDATE

DISTRICT EXECUTIVE TEAM 2016-2017 Christina Moica

District Governor

governor.eccirclek@gmail.com

Ivy Leung

District Secretary & Webmaster

secretary.eccirclek@gmail.com

Christine Leung

District Editor

editor.eccirclek@gmail.com

Jordan Dunlop

Immediate Past District Governor & District Treasurer

jordan.dunlop7@gmail.com

Lyndsay-Marie Talon

District Service Chair

service.eccirclek@gmail.com

Jennifer Dunlop

District Kiwanis Family Relations Chair

kfamily.eccirclek@gmail.com

Sareh Bagherichimeh

District Membership & Club Development Chair

memclubdev.eccirclek@gmail.com

Bradley Scoyne

District Administrator

brad.scoyne@gmail.com

Shelley Des Cotes

Assistant District Administrator

sdescotes@rogers.com

DISTRICT GOALS

AS OF NOVEMBER 15, 2016 10% Increase in Membership

CKIx 2016 18 Members in Attendance

Determined in the second half of the year

Charter/Reactivate

At least 2 Clubs DCON 2017

In progress

Service Hours

20 Members Min. 2 Delegates / Club

Determined in the second half of the year

2000 Hours District Service Project

1058 Hours

Interclub Events

Min. 1 / Club

Eastern Canada CKI Alumni Association

Kiwanis Family Relations

Min. 3 / Club

Eastern Canada Circle K Legacy Fund

Achieved by 3 Clubs

ACCOMPLISHMENTS

DISTRICT GOVERNOR

✓ Successfully organized the first-ever Fall Leadership Conference ✓ Created an online District Portal for Club Officers to access their Monthly Reporting Forms, as well as other important documents and updates ✓ Designed a Subregion F button for CKIx 2016 ✓ Reestablished the Council of Presidents (“Council of Club Officers”) ✓ Created a Master Calendar for the District Executive Team ✓ Contributed to increasing our social media presence through the creation of graphics and promotional material ✓ Introduced Monthly Officer Reports for the District Executive Team ✓ Improved the communication between the club and district levels through social media and monthly Executive updates during the first half of the year ✓ Created and distributed a resource to inform Kiwanis members and clubs of their roles in supporting the Service Leadership Programs

FUTURE GOALS ‣ Researching the creation of a potential Membership Recognition Program ‣ Establish the E-Circle K Club as an official alternative to a traditional Circle K club ‣ Work with the Eastern Canada District of Key Club International to develop a smoother transition between high school and attending post-secondary institutions – workshops, joint initiatives, mentorship opportunities, etc. ‣ Revise the application process and training for District Officers ‣ Continue positive relationships with the other Districts in Subregion F ‣ Organize more one-on-one meetings with each club’s executive officers ‣ Continue sending monthly Executive updates ‣ Assist in organizing at least one Interclub between nearby clubs

DISTRICT SECRETARY & WEBMASTER Took on the additional role of District Secretary after resignation from original Board Officer

ACCOMPLISHMENTS ✓ Created new content for the District Website and provided much-needed updates ✓ Collected images to better showcase the District’s involvement and activities ✓ Supported clubs through the transition to the District Portal

FUTURE GOALS ‣ Work alongside the District Editor to create more graphics for the District Website and finalize the layout of different sections ‣ Upload all issues of “The Current” and District Board Meeting Minutes of the 2016-2017 service year, so that the public can access the most relevant information regarding the Board’s progress ‣ Facilitating the utilization of the District Portal for Club Monthly Reporting Forms ‣ Provide “Reminders & Updates” to clubs at the end of each month – with an overview of their current progress, improvements, and support ‣ Continue providing updates on the 2016-2017 District Goals at every Board Meeting

ACCOMPLISHMENTS

DISTRICT EDITOR

✓ Explored new newsletter and distribution channels ✓ Created an efficient submission method for Clubs to share their stories and activities ✓ Maintained District’s Social Media outlets with relevant information and interesting content from Circle K International and the Kiwanis Family ✓ Successfully promoted and streamed CKIx 2017 as the Host District

FUTURE GOALS ‣ Create a year-end newsletter – including a 2017 calendar, events from the summerpresent, social media contest, increase awareness of our social media presence, introduce Clubs-In-Formation and Newly Chartered Clubs, enhance Kiwanis Family Relations, Holiday greeting from Clubs/District Board ‣ Raise viewership of District Facebook Page ‣ Encourage submission to “The Current” through Newsletter Google Drive Folder and promotion to Club Members ‣ Connect with other Circle K Districts and introduce membership initiatives

IMMEDIATE PAST DISTRICT GOVERNOR & TREASURER ACCOMPLISHMENTS ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓

Created Google Sheet for District financial tracking Distributed Statement on District Finances to clarify new policies and procedures Created and distributed revised reimbursement request form Assisted the District Governor with the District Officer Training Conference, providing advice and support to new Board Members Prepared amendments to District Policy Code for District Board approval Prepared Acting Treasurer’s Statement to increase financial transparency and accountability within the District Assisted in planning the Fall Leadership Conference Created new resource for Dues Payment and individually reached out to clubs to assist with the process

FUTURE GOALS Continue establishing the role of Immediate Past District Governor Finalize and approve Board revisions to the District Policy Code Prepare and present District Bylaw amendments at District Convention Assist with training of new District Administrator Work on planning and execution of District Convention, with particular focus on convention budgeting ‣ Assist the District Governor with succession planning ‣ ‣ ‣ ‣ ‣

ACCOMPLISHMENTS

DISTRICT SERVICE CHAIR

✓ Researched and compiled a detailed list of potential District Service Projects and future Partners ✓ Led the preliminary committee work for the District Service Directory, gathering insight from clubs and the District Board

FUTURE GOALS ‣ Publish District Service Directory, accessible by all clubs ‣ Introduce regular recognition and spotlight of events and projects by clubs and individual members ‣ Encourage achievement of Club and District Service Hour Goals ‣ Provide resources and direct dialogue with clubs in the District

DISTRICT KIWANIS FAMILY RELATIONS CHAIR ACCOMPLISHMENTS ✓ ✓ ✓ ✓

Researched and developed outline for the Eastern Canada Circle K Alumni Association Discussed strategies for improving and increasing Kiwanis Family Relations with clubs Created cover photos and related material for “Kiwanis Family Month” Assisted with the development of the online clubs for the Eastern Canada Circle K District and Eastern Canada & Caribbean Kiwanis District – E-Circle K Club and EKiwanis Club respectively

FUTURE GOALS ‣ ‣ ‣ ‣ ‣

Create general resources for the District Website about the Kiwanis Family Create resources for clubs on how to approach Kiwanis Clubs Continue to build the Eastern Canada Circle K Alumni Association Release activities and promote “Kiwanis Family Month” in November Create resources for Kiwanis Clubs on ways they can interact with Circle K

DISTRICT MEMBERSHIP & CLUB DEVELOPMENT CHAIR ACCOMPLISHMENTS ✓ Established a medium of communication with students interested in creating a Circle K Club at their post-secondary institution ✓ Fall Leadership Conference: students from McMaster University and Nipissing University in the process of developing their clubs were able to attend the training and gather advice from other active clubs

FUTURE GOALS ‣ To create a comprehensive description for the Membership & Club Development Committee and future variations – role of chair and committee members ‣ Create a foundation for future communication with and between clubs ‣ Continue encouraging communication and resource-sharing between clubs ‣ Create a consistent system of following-up with developing and satellite clubs through bi-monthly club update forms specific to different stages of development