President

As your club’s chief executive officer, the president is responsible for overall club management. The president does not actually complete the monthly reports, process the dues, or organize the projects. However, it is under the president’s leadership that others are enabled to do the tasks assigned. Ultimately, the president is responsible for all of the activity of the club.

WEEKLY DUTIES

• Create an agenda for each club meeting.
• Conduct club meeting.
• Follow-up with officers to verify progress.
• Communicate club activities to officers and club members.
• Personally contact delinquent members. While e-mail is great for quick communication, a phone call or personal letter can make a much greater impact on a member.
• Consult with the faculty advisor and Kiwanis advisor to discuss club activities.
• Attend Kiwanis club meeting.

• Create agendas for two board meetings.
• Conduct board meetings.
• Distribute information, such as magazines and newsletters, received from the International Office and district officers.
• Ensure that all monthly reports are submitted accurately and on time.
• Follow up with treasurer to ensure that new member dues have been submitted.

• Pursue a net increase in membership.
• Obtain information and assistance from immediate past president, faculty advisor, and Kiwanis advisor.
• Review all literature and resources available from the district and Circle K International.
• Establish active Circle K/Kiwanis relations.
• Appoint committee chairs and special positions.
• Conduct officer elections.
• Report club activities to Circle K magazine.
• Submit award forms for district and International contests.
• Ensure that delegates attend district and International conventions.

Vice President

The Circle K club vice-president is responsible for the Circle K club in the absence of the club president and should assist the president and other officers with their duties. In order to be able to step in for the president, the vice-president must be current on everything that is occurring in the club as well as the duties of the president.

WEEKLY DUTIES

• Follow up with committee chairs to verify progress.
• Attend weekly club meeting.

• Attend two board of officers meetings.
• Attend the monthly meetings of the committees as an ex-officio member and advisor.
• Collect all monthly reports of the committees and submit them to the secretary.
• Present a report on committee progress during board of officers meetings.

• Become familiar with the responsibilities of all officer positions.
• Maintain files on club committees that include things such as work accomplished, members, projects, budgets, and timelines.
• Obtain information from the immediate past vice-president of the club.
• Recruit and retain members.
• Conduct educational programs as assigned by president.
• Familiarize incoming vice-president with the position.
• Assist the president in any way he/she sees fit.

Secretary

The secretary is responsible for the management of all club records. The secretary must be ready to document the details important to smooth club operation. Included in the managing of club records is keeping minutes and attendance at all club and board meetings.

WEEKLY DUTIES

• Attend all meetings and compose the official minutes.
• Respond to all correspondence within seven days and inform officers and advisors of the communication.

• Recommend to president agenda items for the board of officer meetings.
• Attend board of officer meetings.
• Collect the monthly committee reports.
• Write and submit monthly report to the district.
• Forward newsworthy information to the district publication and Circle K magazine.
• Publish a club bulletin (if club bulletin editor position does not exist).

• Obtain all files and information from immediate past secretary.
• Inventory all Circle K club property.
• Create a filing system for Circle K club reports, bulletins, and literature.
• Produce a club membership directory.
• Complete award forms for district and International contests.
• Complete all delegate registration forms for district and International conventions.
• Assist incoming secretary in becoming acquainted with the position.

Treasurer

The treasurer should work closely with the club secretary to coordinate the collection and disbursement of money. Accurate record keeping is imperative to this position. In many cases, the college or university will require the club to process all transactions through the college or university business office. The treasurer will need to learn about the college or university’s procedure for the collection and disbursement of club monies.

WEEKLY DUTIES

• Pay all bills as approved by the board of officers.
• Record all expenditures and income for the week.
• Secure advice from faculty advisor and Kiwanis advisor on all financial matters.

• Collect all money for club projects.
• Present finance report at board meetings.
• Collect dues from new members and forward them to the International Office.

• Obtain all financial records, receipts, and files from immediate past treasurer.
• Prepare a budget for the year following your term.
• Organize all financial records to give to treasurer-elect.

Bulletin Editor

The Bulletin Editor’s responsibility is to develop a monthly bulletin or newsletter to inform your club members of club activities, deadlines, important dates, and board action. A good newsletter will motivate members who have not been attending club meetings to participate in club projects.

The following topics should always be addressed in the club bulletin:

• Programs to be presented during meetings for upcoming month.
• Service projects, social activities, and Kiwanis-family activities for upcoming month.
• Deadlines for the submission of Committee Progress Report Forms.
• Deadlines for project sign-ups.
• Important dates (Circle K club, college or university, and sponsoring Kiwanis club).
• District, division, and International events.
• Accomplishments of the club and members in the past month.
• Actions taken by board.
• Names of new members.