THE OFFICIAL

EXECUTIVE BOARD

ELECTIONS PACKET

2013-2014

Essential information for Key Clubbers seeking to be elected to

District Executive Office

FOR MORE INFORMATION,

CONTACT:

Christina Xiao

Elections Chairperson

ltgchristina@gmail.com

(201) 673-0242

K E Y C L U B

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Official KCI Elections Procedure Pg. 3-4

What Should You Expect? Pg. 5-6

Elections Tips Pg. 7

Schedule for the 2012-2013 NJ District Board of Trustees Pg. 8

Expense Report for Executive Officer Candidates Pg. 9

Executive Office Service Agreements

Editor………………………………………………………… Pg. 10-11

Treasurer……………………….......................................... Pg. 12-13

Secretary………………………......................................... Pg. 14-15

Governor………………………......................................... Pg. 16-17

Checklist Pg. 18

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IV. Candidates for District or International Offices

4.1 Any member of a club in good standing who is an underclassman may become a candidate for district office, or endorsement for International Office. 4.2 No more than two candidates may be endorsed for the Office of International Trustee, one candidate may be endorsed for Vice-President or President, and he/she can only be endorsed through the House of Delegates of the New Jersey District.

4.3 Only Key Clubbers may participate in campaigning for candidates for International or District Office. There will be no divisional endorsements of any candidate. Members of the present New Jersey District Board of Trustees may not participate or assist any candidate with his/her campaign.

4.4 The rules for the New Jersey District Convention campaigning will be followed:

A. $100 USD is the maximum that a candidate is allowed to spend on his/her campaign. A detailed list of expenditures must be given to the Elections Committee at the mandatory candidates meeting on the first day of the convention, which must be attended by the candidates, their advisor, and their campaign managers. This list should include all proofs of campaign contributions, receipts, and bills.

B. A limit of four (4) posters (not including those used in the parade of candidates) will be placed in the designated area on hotel grounds by the Elections Committee. They cannot exceed the dimensions of 22 x 28 inches. Posters may not be hung on any wallpapered or painted surfaces, or covering any hotel signs or announcements. All posters must be approved by the Elections Committee at the mandatory meeting on Friday of District Convention.

C. No balloons, pins, or stickers will be allowed.

D. You may declare your candidacy to anyone you wish, but this does not give you the right to campaign until convention. Your candidacy may not be printed in any literature, except the special Elections issue of the Jersey Key published for District Convention and club publications, such as club newsletters. However, these

OFFICIAL KEY CLUB INTERNATIONAL ELECTIONS PROCEDURE

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publications should not be publicized outside the candidate’s home club, including websites, social networking sites, or outside printed publications. There is no campaigning during any general session, debate, forum, or meal at convention.

E. Candidates are responsible for the actions of those working on their campaigns.

F. Nominating speeches shall be held Friday evening during the general session and shall be a maximum of one minute in length. No present District Board member may nominate a candidate or make a nominating speech.

G. Every member of a candidate’s home club as well as five Key Clubbers from clubs outside of a candidate’s home club may assist in the candidate’s campaign preparations. They may help in writing speeches, making posters, etc., but they are not allowed to actively campaign until 5:00 PM on the Friday of convention. At that time, campaigning officially begins and the size limit on campaign committees is lifted. Help and support may then be solicited from any Key Clubber.

H. In the Meet the Candidates Session, all gubernatorial candidates must participate in the debate and all candidates for other offices must speak and answer a question.

1. At the House of Delegates, any candidate who is eliminated from a race for District Executive Office shall not be permitted to drop down and run for another Executive Office.

I. A limit of five people may march with a candidate during the candidates’ parade on Saturday night. Additional posters and other materials (i.e. matching hats) may be used, but this still must be included in the $100 limit.

J. Debates will be held at the discretion of the Elections Committee. There may be a debate for each position for which there are two or more candidates, which will replace the normal Elections Committee questions that will be asked during the Meet the Candidates session on Saturday.

K. The newly elected Governor must have a speech prepared to address the District.

L. In the case that there is only one candidate running for the position of Governor, the candidate will only be asked questions from the Elections Committee.

4.5 Executive and International Board candidates are strongly urged to attend an informational meeting before convention, as well as the Midwinter Training Conference.

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BEFORE CONVENTION

Campaign Team I. You may not request entourage members until after Mid-Winter Training

Conference Weekend. II. You are permitted a maximum of five (5) Key Clubbers in your entourage.

Campaign Materials

I. Candidates will be permitted to hang up a maximum of four (4) posters that are maximum twenty-two (22) inches by twenty-eight (28) inches. Three posters will be placed by the Elections Committee and one poster will be placed at the candidates’ discretion. Posters that do not meet the size requirements will be cut to regulate size.

II. Your entourage may carry additional posters during caucusing if desired. III. All handouts must be approved by Kiwanis Committee/Elections and Credentials

Committee. IV. Any additional campaigning materials must be approved prior to District

Convention.

Candidates Flyer I. Your flyer must be e-mailed to Elections and Credentials Committee Chairperson,

Christina Xiao, at ltgchristina@gmail.com by Sunday, March 10, 2013. The flyer must be sent in both Word and PDF files in a portrait format (8.5 x 11 inch) with at least a 1 inch margin on all sides.

Expense Report I. This form must be turned in on the first day of District Convention. Each

candidate is allowed to spend $100.00 including donations and items not purchased specifically for the campaign.

WHAT SHOULD YOU EXPECT? – BEFORE CONVENTION

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AT CONVENTION

Candidates Meeting

I. On Friday night of DCON, you must attend a candidates meeting with your club advisor or chaperone. During this meeting, you will receive your divisional

caucusing schedule, and go over all elections procedures. All campaigning materials

will also be evaluated during this meeting.

Nominations for District and International Office I. Each candidate must be officially nominated for office. A nominator must come to

the microphone when the respective position is called, and recite a 1 minute nomination speech about you. Every nomination needs 1 simple second (Nominators cannot be current District Board Members).

Divisional Caucusing I. You will receive the official Caucusing schedules on the Friday night of District

Convention. II. Prepare for 2 minutes of speech, 4 minutes of questioning, and 1 minute of

additional speech or questioning for each divisional caucusing room. III. Keep in mind that you will only have a total of two minutes to move from one room

to another.

Meet the Candidates Session I. You will walk around the hall with your campaign team for the Parade of

Candidates. II. Prepare a 2 minute speech and answers to 2 questions from the Elections and

Credentials Committee. III. Questions will be in debate format for District Governor Candidates.

House of Delegates

I. Prepare a final 1 minute speech (no campaigning).

WHAT SHOULD YOU EXPECT? – AT CONVENTION

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CAMPAIGN TEAM

PICK. Choose members like you’re picking a sports team. Your teammates need to work cohesively and collaboratively to reach a common goal: your election into office!

PONDER. Remember what you believe in as a candidate, and how you want to represent that. Make sure your campaign expresses these ideals and overall vision to benefit the district.

PURSUE. Seek creative people who genuinely think you are a great candidate, that will definitely attend DCON and publicize your election.

CAMPAIGN MATERIALS

BONUSES add up. From flyers to handouts to goodies, these small tokens add up to show how you are represented. This is your chance to think creatively and make a huge impression.

BRAINSTORM with your campaign team about fun materials that are within your bet. Voice your ideas for the upcoming service year to catch New Jersey’s attention.

BUT BEAR IN MIND, all materials must be approved prior to elections. Seek approval early on so that you won’t waste time working on materials that can’t be used.

CANDIDATE’S FLYER

REPRESENTATION: Your flyer represents you as a candidate: your talents and ideas for the new service year! It’s published in a special issue of the Jersey Key and greatly informs your candidates.

RELATE: Add your own personal touch so that delegates can relate and understand you. Feel free to include information about yourself outside of Key Club; however, remember, this is a Key Club election for the next service year!

RECAP: List the Key Club events you have attended, leadership positions you have had before,

REALIZE: No flyer isn’t a dealbreaker, but it can greatly harm your chances. Not having a flyer does not impress candidates. Make a great first impression!

ELECTIONS TIPS

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Attendance at the following meetings is mandatory, unless otherwise noted.

* Executive Board Candidates must attend all RTCs. ** Optional, though highly recommended. This is a great leadership development weekend with a cost of only $115.00 to Key Clubbers. Exact dates determined by Kiwanis/ Key Leader. *** Optional, though highly recommended. The District pays airfare and you pay only the registration fee of about $195.00.

If you are aware of a conflict with a date, talk to your LTG or District Administrator Hutchinson prior to your election. You must attend Mid-Winter Training Conferences, or you cannot run. The Executive Board will arrive the evening before most District Board Meetings for the Executive Board Meeting.

By signing, I, ___________________________, a member of the New Jersey District Board, understand that I must attend all required events during my term. I also know that absence from any one event may result in removal from office. With my signature, I confirm that this schedule is a part of the service agreement.

Signature of Board Member: ___________________________ Date: ___________ Signature of Parent/Guardian: __________________________ Date: ___________

March 1-3, 2013 Midwinter Training Conference Ocean Place, Long Branch April 5-7, 2013 68th Annual District Convention Ocean Place, Long Branch April 27-28, 2013 May Board Meeting TBA May 11, 2013 (South) Regional Training Conference (Spring) TBA May 12, 2013 (North) Regional Training Conference (Spring) TBA July 1-8, 2013 International Convention Washington, DC August 2, 2013 August Board Meeting Girl Scout Bldg., Toms River Sept 15, 2013 (South) Regional Training Conference (Fall) TBA Sept 21, 2013 (Central) Regional Training Conference (Fall) TBA Sept 22, 2013 (North) Regional Training Conference (Fall) TBA October 12, 2013 Fall Rally Unofficial Board Meeting TBA October 13, 2013 Fall Rally Great Adventure Jackson, NJ November 1-3, 2013 Kiwanis Family Conference Black Mountain, North Carolina November 16-17, 2013 November Board Meeting Ocean Place, Long Branch December 2013*** Key Leader Camp Lebanon, Lebanon, NJ January 11-12, 2014 January Board Meeting TBA Feb 28 – Mar 2, 2014 Midwinter Training Conference Ocean Place, Long Branch March 28-30, 2014 69th Annual District Convention Ocean Place, Long Branch

SCHEDULE FOR 2013-2014 NEW JERSEY DISTRICT BOARD OF TRUSTEES

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Name:____________________________ Division:_____ School:___________________________

Items Used for Campaign Quantity Donated/Purchased Cost

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Total Cost

Your spending cannot exceed $100.00. Please bring this form with you on the first day of District Convention. If you do not buy an item specifically for this election, but still use it, (for example: markers for a poster) you still must approximate the cost and include them in your expense report. Any donated materials must also be indicated along with the estimated cost. Please also be sure to include any receipts for materials purchased.

EXPENSE REPORT

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NEW JERSEY DISTRICT

KEY CLUB INTERNATIONAL

District Editor’s Service Agreement

The following is agreed upon by the Editor of the New Jersey District of Key Club International. It is understood that failure to meet any of the criteria of this agreement indicates that the Editor is failing to perform his/her duties and appropriate action to remove the Editor from office will be undertaken.

Mandatory Criteria:

As District Editor, you must:

1. Publish three issues of the Jersey Key, the official publication of the New Jersey District and effectively distribute them to all clubs, the District Board, and the Kiwanis Committee on Key Clubs.

2. Publish at least six issues of the District Editor’s newsletter, the official supplement to the Jersey Key. These must be sent to the District Board and the Kiwanis Committee on Key Clubs.

3. Attend the following:

a. District Convention at the beginning and end of your term. b. District Treasurer’s Forum at International Convention c. All District Board Meetings d. Kiwanis and Circle-K District Conventions during your term e. Fall Rally during your term f. Regional Training Conferences during your term

4. Distribute article logs to the District Board at least 2 weeks before deadlines.

5. Develop materials for and conduct a club editor’s workshop at the District Convention at the end of your term in office.

6. Present a written District Editor’s report at all official District Board Meetings.

7. Contact the District Governor and District Administrator at least twice a month.

8. The District Calendar. Absence at any of these mandatory events is a violation to the service agreement and punishable by removal. Removal from office shall be at the discretion of the District Administrator and District Governor, with District Board approval.

If the above criteria are met, the District Editor shall receive the following:

· First half subsidy to International Convention if the District Editor has by 6/1:

· Published one newsletter and a letter of introduction to the District Board and Kiwanis Committee on Key Clubs.

· Attended the first District Board Meeting

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Second half subsidy to International Convention if the District Editor has by 2/1: · Published two issues of the Jersey Key sent to all club members, the District Board, and the Kiwanis Committee on Key

Clubs. · Attended all events required by the New Jersey District

· An expense account to cover the costs of travel, phone bills, postage, and materials (as reflected by the District Budget) · Full subsidy to Fall Rally · Full subsidy to District Convention while in office · Full subsidy to all overnight District Board Meetings · The amount of the subsidy is based on the annual budget and varies from year to year depending on the location of the event. Additional expenses may be necessary and are the responsibility of the District Editor. __________________________________________________ Name __________________________________________________ _____________________________________ Telephone __________________________________________________ ______________________________________ Address Email __________________________________________________ ______________________________________ District Editor’s Signature Date __________________________________________________ ______________________________________ District Editor’s Parent’s Signature Date __________________________________________________ ______________________________________ District Editor’s Principal’s Signature Date

Please return all pages with the appropriate signatures.

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NEW JERSEY DISTRICT

KEY CLUB INTERNATIONAL

District Treasurer’s Service Agreement

The following is agreed upon by the Treasurer of the New Jersey District of Key Club International. It is understood that failure to meet any of the criteria of this agreement indicates that the Treasurer is failing to perform his/her duties and appropriate action to remove the Treasurer from office will be undertaken.

Mandatory Criteria:

As District Treasurer, you must:

1. Do all that you possibly can to have 100% dues collection no later than December 1st

2. Prepare and distribute monthly financial reports to the District Board with copies going to the Kiwanis Committee on Key Clubs.

3. Prepare and distribute at least three newsletters to all club Treasurers. Copies of these must be sent to the District Board of Trustees and Kiwanis Committee on Key Clubs.

4. Produce and distribute at least ten newsletters to the District Board. Copies must be sent to the Kiwanis Committee on Key Clubs.

5. Develop materials for and conduct a club treasurer’s workshop at the District Convention at the end of your term in office.

6. Handle delinquent dues in the following manner:

a. Send notification of delinquent status to all Club Presidents and Advisors by 12/31

b. Send notification of delinquent status to school principal, president, and sponsoring Kiwanis Club by 1/31 and again prior to District Convention.

7. Attend the following:

a. District Convention at the beginning and end of your term. b. International Training Conference for Governors and Administrators c. District Treasurer’s Forum at International Convention d. All District Board Meetings e. Kiwanis and Circle-K District Conventions during your term f. Fall Rally during your term g. Regional Training Conferences during your term 8. Present a written District Treasurer’s report at all official District Board Meetings.

9. Consult the Financial Counselor prior to all Treasurer’s and financial reports.

10. Handle all invoices as they are received and forward to Administrator for approval.

11. Contact the District Governor, Administrator, and Financial Counselor at least twice a month.

If the above criteria are met, the District Treasurer shall receive the following:

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· First half subsidy to International Convention if the District Treasurer has by 6/1: · Published a newsletter, a financial report, and a letter of introduction to the District Board and Kiwanis Committee

on Key Clubs. · Worked with the Financial Counselor, District Administrator, and District Governor to develop a budget for the

administrative year · Attended the first District Board Meeting

· Second half subsidy to International Convention if the District Treasurer has by 2/1: · Sent out one letter to Presidents of all clubs which have not paid dues · Sent out two letters to the District Board and Kiwanis Committee on Key Clubs pertaining to delinquent dues · Published eight newsletters sent to the District Board and Kiwanis Committee on Key Clubs · Attended all events required by the New Jersey District

· An expense account to cover the costs of travel, phone bills, postage, and materials (as reflected by the District Budget) · Full subsidy to Fall Rally · Full subsidy to District Convention while in office · Full subsidy to all overnight District Board Meetings · The amount of the subsidy is based on the annual budget and varies from year to year depending on the location of the

event. Additional expenses may be necessary and are the responsibility of the District Treasurer. __________________________________________________ Name __________________________________________________ _____________________________________ Telephone __________________________________________________ ______________________________________ Address Email __________________________________________________ ______________________________________ District Treasurer’s Signature Date __________________________________________________ ______________________________________ District Treasurer’s Parent’s Signature Date __________________________________________________ ______________________________________ District Treasurer’s Principal’s Signature Date

Please return all pages with the appropriate signatures.

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NEW JERSEY DISTRICT

KEY CLUB INTERNATIONAL

District Secretary’s Service Agreement

The following is agreed upon by the Secretary of the New Jersey District of Key Club International. It is understood that failure to meet any of the criteria of this agreement indicates that the Secretary is failing to perform his/her duties and appropriate action to remove the Secretary from office will be undertaken.

Mandatory Criteria:

As District Secretary, you must:

1. Produce and distribute at least three newsletters to all club Secretaries. Copies of these must be sent to the District Board of Trustees and Kiwanis Committee on Key Clubs.

2. Produce and distribute at least ten newsletters to the District Board. Copies must be sent to the Kiwanis Committee on Key Clubs.

3. Develop materials for and conduct a club secretary’s workshop at the District Convention at the end of your term in office.

4. Distribute copies of all District Board minutes to the District Board and the International Office within 15 days of the District Board Meeting.

5. Attend the following:

a. District Convention at the beginning and end of your term. b. International Training Conference for Governors and Administrators c. District Secretary’s Forum at International Convention d. All District Board Meetings e. Kiwanis and Circle-K District Conventions during your term f. Fall Rally during your term g. Regional Training Conferences during your term

6. Present a written District Secretary’s report at all official District Board Meetings.

7. Submit a District Convention Report including contest winners, election results, and a report to the International Office after the completion of your term within thirty days of the District Convention.

8. Produce and distribute a Club Officer Directory to all clubs and district officers by 9/1.

9. Publish a Club Officer Directory Addendum by December 1.

10. Contact the District Governor and District Administrator at least twice a month.

If the above criteria are met, the District Secretary shall receive the following:

· First half subsidy to International Convention if the District Secretary has by 6/1:

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· Published one newsletter and sent a letter of introduction to the District Board and Kiwanis Committee on Key Clubs. · Developed a plan for the District Directory · Attended the first District Board Meeting

· Second half subsidy to International Convention if the District Secretary has by 2/1: · Published a District Directory and Addendum sent to all clubs, the District Board, and the Kiwanis Committee on Key

Clubs · Published two District Mailings sent to all clubs, the District Board, and the Kiwanis Committee on Key Clubs. · Published eight newsletters sent to the District Board and Kiwanis Committee on Key Clubs · Attended all events required by the New Jersey District

· An expense account to cover the costs of travel, phone bills, postage, and materials (as reflected by the District Budget) · Full subsidy to Fall Rally · Full subsidy to District Convention while in office · Full subsidy to all overnight District Board Meetings · The amount of the subsidy is based on the annual budget and varies from year to year depending on the location of the event.

Additional expenses may be necessary and are the responsibility of the District Secretary. __________________________________________________ Name __________________________________________________ _____________________________________ Telephone __________________________________________________ ______________________________________ Address Email __________________________________________________ ______________________________________ District Secretary’s Signature Date __________________________________________________ ______________________________________ District Secretary’s Parent’s Signature Date __________________________________________________ ______________________________________ District Secretary’s Principal’s Signature Date

Please return all pages with the appropriate signatures.

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District Governor’s Service Agreement

The following is agreed upon by the Governor of the New Jersey District of Key Club International. It is understood that failure to meet any of the criteria of this agreement indicates that the Governor is failing to perform his/her duties and appropriate action to remove the Governor from office will be undertaken.

Mandatory Criteria:

As District Governor, you must:

1. Produce and distribute at least four newsletters to all club Presidents. Copies of these must be sent to the District Board of Trustees and Kiwanis Committee on Key Clubs.

2. Produce and distribute ten newsletters to the District Board. Copies must be sent to the Kiwanis Committee on Key Clubs.

3. Prepare and distribute an agenda for each District Board Meeting at least 21 days in advance. It should be sent to the District Board, Kiwanis Committee on Key Clubs, and the Kiwanis and Circle K Governors.

4. Develop officer training materials and institute a training program for the newly elected Lieutenant Governors and prospective candidates for District and International Office at the Mid-Winter Board Meeting. The prescribed training should at a minimum include the following:

a. suggested calendar b. position responsibilities c. emphasis on reactivation and new club building d. guidelines for divisional meetings

5. Appoint members of the District Board to District Standing Committees at the first District Board Meeting. Chairmen must be provided with committee directives to assist them in their operations, which must include a thorough explanation of committee responsibilities. The Governor must also schedule committees into the Board Meetings and institute a report form to be completed by the chairmen to report on the committee’s progress.

6. Attend the following: a. District Convention at the beginning and end of your term. b. International Training Conference for Governors and Administrators c. International Convention during your term d. District Governor’s Forum at International Convention e. All District Board Meetings f. Kiwanis and Circle-K District Conventions during your term g. Fall Rally during your term h. Regional Training Conferences during your term

7. Maintain K-Family relations by: a. Holding at least one meeting with the Kiwanis District Governor as well as one with the Circle K District Governor

NEW JERSEY DISTRICT

KEY CLUB INTERNATIONAL

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b. Attending at least one Kiwanis and one Circle K District Board Meeting

8. File all reports required by the International Board and office within the specific time limits.

9. Maintain International Trustee relations by: a. Providing written directives for the International Trustee outlining how he/she can assist the district b. Providing time at Board Meetings for Board Representative’s reports c. Providing time at District Convention for the International Trustee to address the entire convention d. Communicating with him/her at least twice a month

10. Maintain District Administrator relations by: a. contacting the Administrator prior to each Board Meeting to prepare the agenda. b. Communication with him/her at least three times per month

11. Preside over all Executive and District Board Meetings. 12. The District Calendar. Absence at any of these mandatory events is a violation to the service agreement and punishable by removal. Removal from office shall be at the discretion of the District Administrator, with District Board approval. If the above criteria are met, the District Governor shall receive the following: · First half subsidy to International Convention if the District Governor has by 6/1:

· Published one newsletter and sent a letter of introduction to the District Board and Kiwanis Committee on Key Clubs. · Second half subsidy to International Convention if the District Governor has by 2/1:

· Published eight newsletters sent to the District Board and Kiwanis Committee on Key Clubs · Attended all events required by the New Jersey District

· An expense account to cover the costs of travel, phone bills, postage, and materials (as reflected by the District Budget) · Full subsidy to Fall Rally, District Convention while in office, and Governor’s Training Conference · Full subsidy for parents to attend the District Convention while their son/daughter is in office · Subsidy to International Convention immediately following their term in office provided that he/she has been nominated for

Distinguished Governor and/or has been asked by the International Office to run a forum or chair a committee. · The amount of the subsidy is based on the annual budget and varies from year to year depending on the location of the event.

Additional expenses may be necessary and are the responsibility of the District Governor. __________________________________________________ Name __________________________________________________ _____________________________________ Telephone __________________________________________________ ______________________________________ Address Email __________________________________________________ ______________________________________ District Governor’s Signature Date __________________________________________________ ______________________________________ District Governor’s Parent’s Signature Date __________________________________________________ ______________________________________ District Governor’s Principal’s Signature Date

Please return all pages with the appropriate signatures.

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It’s less than one month to District Convention! You’re probably really nervous, but if you

follow these guidelines, you’ll be prepared for an exciting election campaign!

Submit your Candidate Flyer to Elections Chairperson Christina Xiao by March 10th. It should be a portrait-format (8.5 x 11 inch) Word and PDF files with at least 1 inch margin on all sides.

Bring up to four (4) 22 x 28 inch (or smaller) campaign posters to be posted on the walls at District Convention.

You may make additional posters for the Parade of Candidates.

Bring any permissible materials for use during your campaign. There are restrictions on items that can be given out or used in your campaign, so please ask if you have questions.

Complete an Expense Form and include receipts for all items purchased. Prepare three speeches as follows:

o A 2-minute speech for Caucuses o A 2-minute speech for the Meet the Candidates Session o A 1-minute speech for the House of Delegates

Be prepared to answer questions from Key Club members during caucuses and Elections Committee questions during the Meet the Candidates Session. If the position you are running for has more than one candidate, your Elections Committee questions might be in debate format.

Bring a signed Service Agreement for your position, your Expense Form, your signed District Board Calendar, and your campaign posters to the Elections Meeting.

Attend the Elections Meeting on Friday, April 5th, at District Convention with a club advisor.

You must be nominated at the Friday Night or Saturday Morning sessions with a second.

Attend the Caucuses, the Meet the Candidates Session, and the House of Delegates.

CAMPAIGN CHECKLIST