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The Next Step On Your Kin Journey

Prepared and Presented by Cheryl DeBeer FLC 2017 Deputy Governors, covering various roles and responsibilities in Kin Canada organization.

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The Next Step On Your Kin Journey

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  1. The Next StepOn Your Kin Journey District 2 Executive PositionsPrepared and Presented byCheryl DeBeerFLC 2017

  2. Deputy Governors • Preside at all Zone Meetings and coordinate Zone events  • Record and keep Zone records and rules and pass these on intact to the successors  • Forward copies of all Zone Meeting minutes to the District Executive Committee within thirty (30) days of the meeting • Appoint Zone Secretary to keep the minutes of all Zone Meetings

  3. Deputy Governors • Hold a Club Officers’/Executive Seminar (CLS) following the District Pre-Term and prior to Sept 15 • Arrange installation of Club Officers in the Zone and officially visit each club in the Zone at least one other time in addition to a club installation  • Send out at least five newsletters to communicate National and District directives and programs in the Zone and educate members of Kin history and purpose  • Encourage submissions to Zone, District and National publications 

  4. Deputy Governors • Encourage proper function of the clubs in the Zone  • Assist in the collection of outstanding District and National dues  • Encourage nominations for the offices of Vice-Governor and Deputy Governor in the Zone  • Be prepared to represent Kin Canada at the Zone and Club level 

  5. Deputy Governors • Attend and prepare written Zone reports for all District Meetings  • Prepare a final year-end Zone Assessment Report to include Club Status Reports for the Governor, Vice Governor, and incoming Zone Deputy Governor  • Send and collect the standard Club Presidents’ Assessment Letter which evaluates the Deputy Governor, which are then sent to the Governor  • Perform other such duties as may be requested by the District Governor

  6. District Social Media Director • Act as webmaster and keep our District Website continually up to date, including: • District newsletters are posted immediately following release  • Information regarding Convention and FLC are updated  • Service updates are added by working with Service Director regularly  • Events Calendar is regularly updated as clubs provide information  • Ensure resources page has relevant information as directed by District Executive 

  7. District Social Media Director • Act as moderator of District Facebook Group and/or Page  • Be available to member clubs to help set up and address the club’s social media and press releases  • Maintain an up to date media list for press releasing all major events to all media in the District (Convention, FLC, National awards) • Work with the Host Club or host site to ensure that necessary equipment and technology is available for all District meetings and events.

  8. District Membership Director • Is a 2 year term  • Is elected during the business portion of District Convention and is a member of the District Executive  • Act as a resource, educator, and liaison for Club Membership Directors  • Ensure that club status report forms are completed by the Club Membership Director  • Foster membership growth within the District 

  9. District Membership Director • Identify struggling clubs, initiate support, and work with these clubs to form membership growth plans  • Encourage, support, assist and keep track of potential charters  • Be the direct liaison with the National Membership Committee and participate in training programs  • Make membership presentations at all District meetings  • Perform other such duties as may be requested by the District Governors and the National Membership Committee

  10. District Service Director • Promote District and National Projects to Clubs by providing and distributing information on District Two projects:  • Canadian Blood Services  • Organ Donation Awareness Program (ODAC)  • and our National project, Cystic Fibrosis (CF)  • Attend a training session for Kin Service Directors in their vice year, and attend the Canadian Cystic Fibrosis Foundation’s Annual General Meeting in the spring of their year in office  • Be the Kin liaison with regards to the Cystic Fibrosis activities of District 2  • Set the District CF contribution goal for the District 

  11. District Service Director • Encourage CF awareness and fundraising in the District by contact with Deputy Governor(s) and Club Presidents  • Coordinate a District Two Service Project, as determined in consultation with the District Governor(s)  • Keep accurate records by club of all monies collected  • Coordinate a service luncheon/dinner at District Convention including arranging guest speaker(s), the printing and distribution of programs, decorations of the hall, and presentation of District Service Awards.  • Other duties as may be requested by the District Governor(s) or the National CF Representative

  12. District Communications Director • Record the minutes at all District meetings  • Record and maintain accurate minutes of the Fall Leadership Conference and annual District Convention and distribute to all Club Presidents and District Board of Directors members no later than thirty (30) days after each meeting  • Responsible for all correspondence under the direction of the District Governor(s)  • Make the secretarial records open to inspection by the District Board of Directors and the members of the Executives of District Two clubs 

  13. District Communications Director • Maintain up-to-date lists of addresses of the Presidents and Clubs of the District  • Be responsible for the publication and distribution of three (3) District Newsletters throughout the Kin Year  • Coordinate the marking of the Club Bulletins, for the Junior and Senior competitions at the District Convention  • Be conversant with all activities in the District  • Coordinate the activities of all District meetings 

  14. District Communications Director • Organize travel, accommodations, meals, and registration for District Board members at all District meetings  • Promote all policies and programs as adopted by the Board of Directors  • Oversee the maintenance and distribution of all District Awards and Trophies. – Awards Coordinator  • Coordinate the Annual Governors Ball at District Convention. The Coordinator will prepare and print a program for the evening, arrange the seating of the head table and special guests, and act as Master of Ceremonies for the evening.

  15. District Treasurer • Collect all monies payable to the District and shall disburse the same as ordered by the District Executive. All disbursements shall be made solely by cheque.  • Notify all Clubs in arrears in respect of dues and financial reporting. The Club will be declared not in good standing when said dues and financial reports are in arrears thirty (30) days or more.  • Maintain the financial books of the District, showing therein an up-to-date accounting of receipts and disbursements 

  16. District Treasurer • Ensure the availability on request of the treasurer’s records and books of account to any member of the District Board of Directors and to members of the Executives of District Two Clubs  • Present to each District Board Meeting, Fall Leadership Conference and the Annual District Convention an interim financial statement showing the status of the District Executive accounts  • Reimburse by cheque, upon submission of supporting receipts to the District Treasurer, all authorized duly related expenses incurred by the District Board of Directors. Signing authority for the District Executive accounts will be comprised of the District Treasurer and either of the two District Governors.

  17. District Vice Governors • Form a Vice Governors’ Committee  • Thoroughly familiarize themselves with the operation of the District, along with their committee  • Act as a liaison officer between such Committee and the District Executive  • Attend the District Leadership Seminar, Pre-Term Meeting, District Executive meetings, Fall Leadership Conference, Mid-Term Meeting, and District Convention

  18. District Vice Governors • Present a budget to the current District Council at Mid-Term Meeting  • Be responsible for the credentials desk and any elections at District Meetings, as well as coordinating and hosting the annual Speakers Competition at District Convention, if designated  • Establish a bank account at the beginning of their term  • Be conversant in all areas of risk management including insurance and incorporation 

  19. District Vice Governors • Act as a liaison between the District Executive and National Risk Management Committee  • Monitor Club compliance on submission of insurance documents and annual corporate filings  • Give presentations at District Meetings as instructed by the National Risk Management Committee

  20. District Governors • Preside at the Annual District Convention, Fall Leadership Conference, and at all meetings of the District Board of Directors  • Be Chief Executive Officers, exercising general supervision over the work and activities of the District  • Make a report of the activities of the District at the Annual District Convention  • Be ex-officio members of any special committees that may be appointed 

  21. District Governors • Attend Spring Zone meetings of all Zones in the District, or ensure the attendance of an alternate District Officer, to update the members in attendance of relevant news and information from the District and National levels  • Be responsible for the arrangement of the Annual District Convention and a meeting of the members attending the Fall Leadership Conference in conjunction with the respective Host Committees  • Act as a source of information to all Club Presidents and shall keep an up to date file of ideas or procedures, programs, money making projects, and service undertakings, with the cooperation of the designate Deputy Governors 

  22. District Governors • Call and chair District Executive teleconferences as necessary. The Governor(s) will chair Council business meetings prior to FLC and District Convention. The Governor(s) will arrange a Mid-Term meeting of District Council in cooperation with the District Coordinator/Communications Director • Be signing officers along with the Treasurer for the District bank account  • Shall assume any additional tasks as set out by the National President or the National Executive Director.

  23. WHAT’S YOUR NEXT STEP?

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