Distinguished District Secretary-Treasurer

The R.P. “Reg” Merridew Distinguished Secretary-Treasurer Award was designed to recognize District Secretary-Treasurers who undertake the enormous responsibilities of both Secretary and Treasurer, assisting scores of club officers and analyzing trends in fundraising and service among other crucial tasks.

GENERAL GUIDELINES:

An evaluation will be made on the basis of the criteria set forth. This is not a contest between District Officers but rather a recognition of an individual’s performance.
Only persons elected or officially appointed to the position of District Secretary-Treasurer and who have served a minimum of six (6) months in office may submit applications for consideration.
In order to be eligible for this award, the nominee must have complied with all aspects of the Circle K International Bylaws, Policy Code, and respective District Bylaws, Policy Codes, and Operating Procedures.
Out of 100 possible points, the nominee must accumulate a total of at least 90 points (90%). Applicants can make up no more than 10 “extra credit” points from missed criteria from Sections 1-11 in the Above & Beyond Section.
Supplements submitted cannot exceed one hundred (100) pages in total.
Acceptable forms of communication include emails, instant messages (including Facebook, Slack, etc.), newsletters, phone conversations, or written correspondence.
If you would like special consideration for any of the criteria due to circumstances beyond your control, please include a letter of explanation in the appropriate response field in the Above & Beyond Section.
All applications must be submitted online by the established deadline. No late submissions will be considered.

Those who score 90 or more out of 100 possible points will be honored as a Distinguished District Secretary-Treasurer and receive a certificate to commemorate the award. Last year, the Circle K International Board introduced Distinguished with Honors status. The top 25% of applicants (rounding up to the nearest whole number) for Distinguished District Secretary-Treasurer with the highest scores with a maximum of 5, whichever is lower, will receive Distinguished District Secretary-Treasurer with Honors and receive a decorative award at International Convention.

Summary of Award

Section 1 – Eligibility

Section 2 – Club Communications (10 points)

Section 3 – District Board Communication (10 points)

Section 4 – Fees Collection and Notification (15 points)

Section 5 – Board Meeting Minutes (15 points)

Section 6 – Reporting (10 points)

Section 7 – Required Attendance (5 points)

Section 8 – Service (15 points)

Section 9 – Home Club Involvement (5 points)

Section 10 – Setting and Achieving Goals (5 points)

Section 11 – Letters of Recommendation (10 points)

Section 12 – Above & Beyond (10 points)

Qualifying Criteria

Secretary-Treasure's Name*

First Name

Last Name

Secretary-Treasure's Email Address*

Select Your District*

Circle K International Club Name*

Is the nominee a dues-paid member of Circle K International?*

Please provide verification that you qualify as a member in good standing of your home club.*

No File Chosen

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(Ex: Roster on MUC Screenshot, Signed Letter from Club President)

2023-24 District Governor's Name*

First Name

Last Name

2023-24 District Governor's Email Address*

2023-24 District Administrator's Name*

First Name

Last Name

2023-24 District Administrator's Email Address*

Permanent address that we can ship award to:

Address Line 1

Address Line 2

City

State/Province

ZIP / Postal

Country

Section 1 - Eligibility

1. Did you serve a minimum of six (6) months in office?*

Yes No

2. Did you pay District Dues by December 1st, 2023?*

Yes No

Section 3 – District Board Communications (10 Points)

1. List the total number of communications with District Board members during your term as District Secretary-Treasurer. Please see the Cover Page for acceptable forms of communication. (1 point per 6 communications, 2 points max)*

Communications are independent conversations, not individual messages.

2. Did you correspond with your District Board Members regarding Monthly Report Forms (MRFs)? (1 point if proper evidence is submitted)*

Yes No

2a. Please combine files and provide two (2) examples of District Board correspondence regarding Monthly Report Forms. Include a timestamp for each piece of evidence.

No File Chosen

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3. Did you correspond with your District Board regarding reporting Kiwanis Family Relations? (1 point if proper evidence is submitted)*

Yes No

3a. Please combine files and provide two (2) examples of District Board correspondence regarding reporting Kiwanis Family Relations. Include a timestamp for each piece of evidence.

No File Chosen

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4. Did you correspond with your District Board regarding Service Hour Reporting? (1 point if proper evidence is submitted)*

Yes No

4a. Please combine files and provide two (2) examples of District Board correspondence regarding service hour reporting. Include a timestamp for each piece of evidence.

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5. Did you correspond with your District Board regarding other responsibilities? (1 point if proper evidence is submitted)*

Yes No

5a. Please combine files and provide two (2) examples of District Board correspondence regarding other responsibilities. Include a timestamp for each piece of evidence.

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6. Did you correspond with your District Board regarding the Procedure for Vouchers/Expense Reports? (1 point if proper evidence is submitted)*

6a. Please combine files and provide two (2) examples of District Board correspondence regarding the procedure for vouchers/expense reports. Include a timestamp for each piece of evidence.

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7. Did you correspond with your District Board regarding Dues Collection Information and Process? (1 point if proper evidence is submitted)*

7a. Please combine files and provide two (2) examples of District Board correspondence regarding Dues Collection Information. Include a timestamp for each piece of evidence.

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8. Did you correspond with your District Board regarding membership reports? (1 point if proper evidence is submitted)*

8a. Please combine files and provide two (2) examples of District Board correspondence regarding membership reports. Include a timestamp for each piece of evidence.

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9. List the number of District Statistics correspondence with District Board members. (This can include MRF submission charts, club service hour totals, interclub totals, Kiwanis Family relation totals, and other totals of items that will help in reaching District Goals) (1 point if proper evidence is submitted)*

9a. Please combine files and provide two (2) examples of District Statistics correspondence with the District Board.

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Section 4 - Fees Collection and Notifications (15 Points)

1. Did you issue a call for International and District Per-Member Dues Fees prior to November 1st, 2023? (5 points)*

Yes No

NOTE: A “call for fees” should include information sent to every club in the district about the fee amounts, fee deadlines, benefits of submitting fees, and consequences of not submitting fees.

1a. Please upload proof of the call for dues and fees. Include a timestamp.

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2. How many active clubs in your District paid dues by December 1st, 2023? (50-74% - 1 point, 75-99% - 3 points, 100% - 5 points)*

3. Did you notify club presidents, treasurers, and respective advisors (if applicable) by December 1st, 2023 regarding their club’s status? (3 points)*

3a. Please upload proof of notification of club status. Include timestamp.

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4. Did you notify club presidents, treasurers, and respective advisors (if applicable by January 1st, 2023 regarding their club's status? (2 points)*

Yes No

Other:

4a. Please upload proof of notification. Include timestamp.

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Section 5 - Board Meeting Minutes (15 Points)

1. How many official board meetings were held? *

2. Please provide the total number of meeting minutes provided to the District Board within each of the following timeframes:

1-15 days (15 points)

16-30 days (10 points)

31-45 days (5 points)

46-60 days (1 point)

61 days or above (0 points)

2a. Please compile and provide examples of District Board meeting minutes as proof. For each example, mark it as “Board Meeting Minutes.” Include dates and timestamps.

No File Chosen

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Section 6 - Reporting (10 Points)

1. Please enter the appropriate values in the table below to calculate the percentage of reports filed while in office. (5 points max as a percentage of reports given)

1a. Number of District Secretary-Treasurer reports presented at all official District Board meetings while in office: x*

1b. Number of official District Board meetings while in office: y*

x/y * 5 = point value

2. Please enter the appropriate values in the table below to calculate the percentage of Club Monthly Report Forms received while in office. (5 points max as a percentage of reports given)

1. Number of clubs in your district: x*

2. Number of months in which you asked for reports (Either 12 or number of months held in office): y *

3. Total number of MRFs you received from all clubs: z*

z/(x*y) * 5 points

Section 7 - Required Attendance (5 Points)

1. Indicate your attendance at the following events during your term. Select all that apply. *

Your district’s 2023 District Convention? (1 point) Your district’s 2024 District Convention? (1 point) Your district’s 2023 Fall Conference? (If your district did not hold a fall conference, note this in the exemption section at the end of the application) (0.5 points) 2023 Circle K International Convention in Minneapolis, Minnesota? (1 point) 100% of your District Board meetings? (1 point) District Board Training Conference? (If your district did not hold a District Board Training Conference, note this in the exemption section at the end of the application) (0.5 points)

Select all that apply.

2. If you were unable to attend and explain how you overcame setbacks from not attending these events. *

Missed points can be earned back if judges deem responses provide sufficient reasoning.

Section 8 - Service (15 Points)

1. How many hours of community service did you perform during your term as District Secretary-Treasurer through Circle K activities between April 1, 2023 and March 31, 2024? (0.25 pts per hour; 15 points max)*

To earn full points, you must have completed sixty (60) or more service hours in the given service year.

Section 9 - Home Club Involvement (5 Points)

1. Number of total home club meetings hosted by your home club.*

2. Number of home club meetings attended, adding all meetings missed due to class, exams, work, sickness, District Board meetings, or other club visitations to the meeting attended total. (Points awarded as a percentage of total meetings attended. Ex: 50% of meetings attended results is 2.5 points)*

Section 11 - Letters of Recommendation (10 Points)

You must also include two (2) letters of recommendation from your District Board of Officers. Your District Governor/Kiwanis Committee Member may write one of the two letters, but at least one letter has to be from a CKI member. These letters should be no more than 750 words each and highlight personal and professional reasons as to why you deserve to be recognized as a Distinguished Secretary-Treasurer. (5 points each)

1. Letter of Recommendation *

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2. Letter of Recommendation*

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Section 12 - Above and Beyond (10 points)

To receive bonus points, you may submit up to five (5) pieces of evidence of performance above and beyond the call of duty, including recommendations and documentation of achievements not covered in Sections 1-11 of this application. (Up to 2 points per evidence, max of 10 points)

Please combine files and provide additional evidence if needed.

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1. For each piece of evidence, please write no more than 100 words about as to why you have included it in “Above and Beyond” and what significance it adds to your application.

2. If you did not meet any of the criteria covered in Sections 1-11 of this application and have valid reasons why you feel you should be exempt, please explain why in 100 words or less per criteria missed.