CHESAPEAKE DISTRICT DISTRICT OFFICER ELECTION MANUAL

Transcription

1 JUNIOR CIVITAN INTERNATIONAL CHESAPEAKE DISTRICT DISTRICT OFFICER ELECTION MANUAL 2018 (Updated March 2018)

2 Table of Contents Instructions... 3 Rules- Campaigning and Election Process... 4 Elected and Appointed District Officer Positions... 5 District Officer Responsibilities... 6 Governor and Deputy Governor Requirements... 7 Governor and Deputy Governor Certification Form... 8 Governor Parental Permission Form... 9 Deputy Governor Parental Permission Form PRC (Public Relations Coordinator) Requirements PRC Certification Form PRC Parental Permission Form Secretary/Treasurer and Lieutenant Governor Requirements Secretary/Treasurer and Lieutenant Governor Certification Form Secretary/Treasurer and Lieutenant Governor Parental Permission Form Appointed Positions: Sergeant-at-Arms; Chaplain; Historian Requirements Sergeant-at-Arms; Chaplain; Historian Certification Form Sergeant-at-Arms; Chaplain; Historian Requirements Parental Permission Form Sergeant-at-Arms; Chaplain; Historian Requirements Bio Form

3 Intent to Run for District Office Instructions Review the entire Review and understand the District Officer Responsibilities Discuss your Intent to run for District Office with your parents Complete and the following forms (specific to the office you are running for) by the deadline to District Chair Gorby : ChesapeakeJrCivitan@gmail.com o Candidate Certification Form o Candidate Parental Permission Form ALL CANDIDATES MUST BE IN GOOD STANDING WITH THEIR CLUB, DISTRICT and INTERNATIONAL dues paid to club AND your club must have paid dues to District and International with your name on the membership roster. If you would like to be considered for an appointed district position: Review and understand the Appointed Officer Responsibilities Discuss your intent with your parents Complete and the following forms by the deadline to: Chair Gorby at ChesapeakeJrCivitan@gmail.com o Candidate Certification Form o Candidate Parental Permission Form Note, appointed positions may be appointed at the Annual Convention by the newly elected Governor for or at a later date. 3

4 Rules Campaigning and Election Process Campaigning: No campaigning is allowed before the opening of Convention. All nominations and introductions will be presented Saturday morning of the Convention. The following are excerpts from the Chesapeake District By Laws: Article IV Annual Convention: Section 4. Each member club of this District shall be entitled to attend the District Convention. Each member club shall be entitled to two (2) voting delegates. Clubs with at least thirty-six (36) individual members shall be entitled to one (1) additional delegate for a total of three (3) delegates. Clubs with at least forty-six (46) individual members shall be entitled to two (2) additional delegates for a total of four (4) delegates. No member club shall be entitled to more than a total of four (4) delegates. Section 5. Member clubs shall select the delegates and alternates which will be its representatives and cast its votes at the Annual Convention by majority vote at a regular club meeting or by such other means as the club s constitution and by-laws may stipulate for the selection of such delegates or similar club officers. Each club s delegates and alternates must be dues paying members of that club. The selection of a club s delegates and alternates and their membership in the club must be certified to the Credentials Committee by the Club s President, Secretary or Faculty Advisor. Section 6. Each registered delegate shall be entitled to one vote in each election or vote brought before the convention. There shall be no voting by proxy. Section 7. A quorum for the conduct of official business at the Annual Convention shall be a majority of the delegates registered and entitled to vote at the Convention. Article V Elections: Section 5. All candidates shall be presented to the Convention at the time of elections and may have a representative give a brief nominating speech. All candidates must address the Convention. Total time for the nominating speech and candidate speech may not exceed five minutes. Section 6. Voting for District Officers shall be by written ballot, except that voting may be by voice vote in cases where there is only a single nominee for an office. A majority of all votes cast shall be necessary for election of all officers. On each ballot, in the event no candidate receives a majority, the candidate with the lowest number of votes will be dropped from the ballot and another vote taken. This process shall be repeated until one candidate receives a majority. 4

5 Elected and Appointed District Officer Positions Elected Positions: Governor Deputy Governor PRC Public Relations Coordinator Secretary/Treasurer (can be split into two positions if there is enough interest) Lieutenant Governors Maryland, Virginia, Pennsylvania/West Virginia o o o Maryland oversees the following clubs: Bowie HS, Bowie, MD Churchill HS, Potomac, MD Hoover MS, Potomac, MD Richard Montgomery HS, Rockville, MD St. Mary s HS, Annapolis, MD any new clubs formed in these areas Virginia oversees the following clubs: C.D. Hylton HS, Woodbridge, VA Liberty HS, Bealton, VA Langley HS, McLean, VA James Madison HS, Vienna, VA any new clubs formed in these areas Pennsylvania/West Virginia oversees the following clubs: Waynesboro HS, Waynesboro, PA Applemen, Inwood, WV Spring Mills HS, Martinsburg, WV any new clubs formed in these areas Appointed Positions: Sergeant-At-Arms Chaplain (Inspiration Leader) Historian 5

6 Duties of DUTIES & RESPONSIBILITIES OF DISTRICT OFFICERS Elected and Appointed Please refer to the Junior Civitan website Governor: All Other Positions: 6

7 Requirements for Governor and Deputy Governor Candidates Governor Candidate shall satisfy the following requirements: 1. Candidate must be a past or current club officer. 2. Candidate must be a member of a chartered club in-good-standing for at least 1 year by the end of the current fiscal year. 3. Candidate must be a rising junior or senior 4. Candidate must be prepared to accomplish the required fundraising for and attend Sno Do tentatively scheduled in Barrie, Ontario, Canada, February (Currently a minimum fundraising goal of $1800, more is better.) 5. Candidate must have or obtain a valid passport for the trip to Canada for Sno Do 6. Candidate must be prepared to attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS. Costs of registration and transportation to/from will be paid for by the Chesapeake Junior Civitan District. 7. Candidate must attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meeting, district project and the district convention during the upcoming district year (July 1 to June 30) Locations are to be determined.* 8. Candidate is encouraged to attend Dance A Thon, tentatively scheduled for March 2019 in Myrtle Beach, SC by raising the minimum required donations for weekend participants plus the cost of transportation to/from. 9. Candidate must fulfill the responsibilities of his/her office to the best of his/her ability. 10. Candidate understands absence from two district meetings, board meetings and/or projects could result in removal from office. Deputy Governor Candidate shall satisfy the following requirements: 1. Candidate must be a past or current club officer. 2. Candidate must be a member of a chartered club in-good-standing for at least 1 year by the end of the current fiscal year. 3. Must be a rising sophomore or junior 4. Candidate must attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meeting, district project and the district convention during the upcoming district year (July 1 to June 30) Locations are to be determined.* 5. Candidate must fulfill the responsibilities of his/her office to the best of his/her ability. 6. Candidate is encouraged to attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS and Dance A Thon tentatively scheduled in Myrtle Beach, SC, March Candidate is responsible for raising minimum required donations to attend as well as funds for transportation to/from. 7. Candidate must be prepared to fulfill the job of District Governor (including requirements 1-7 above) in the event the District Governor cannot fulfill the duties of that position. 8. Candidate understands absence from two district meetings, board meetings and/or projects could result in removal from office. * There will be no costs to participate in the district meetings and projects. However, it will be the responsibility of the candidate(s) for transportation to/from the events. 7

8 Candidate Certification Form District Governor or District Deputy Governor First Name: Last Name: Grade ascending to: Club: Year Joined: District Office you are seeking: Past District Offices held and date: Club Office held this year: Club Office held in the past: I hereby certify that I meet and understand all the requirements of the office for which I am running. I further certify that I will comply with the guidelines and policies as set forth in the Junior Civitan International Policies Manual and the District and International Bylaws. Candidate Signature: Date: I hereby certify the above candidate s information is correct, and our club is in good standing. Signature of Club President, Secretary or Advisor Title Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

9 Candidate Parental Permission District Governor Candidate Must be completed by Candidate's parent or guardian, and submitted with the Candidate Certification Form Candidate Name Parent / Guardian Name: Contact Phone Number: address: I understand that my son/daughter is a candidate for District Governor for Chesapeake District Junior Civitan. I understand that if elected to the position of District Governor, he/she is expected to: attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS. The Chesapeake District of Junior Civitan will pay for Governor s registration and transportation to/from Convention. fundraise a minimum of $1800 before December 20, 2018 and attend the Junior Civitan International Sno Do to be held tentatively in January/February 2019 in Barrie, Ontario, Canada. Transportation to/from and registration will be paid by Junior Civitan International as long as the minimum fundraising amount is achieved. obtain a valid passport to attend Sno Do attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meetings, district projects and the district convention during the upcoming fiscal year (July 1 to June 30) Locations are to be determined. fulfill the responsibilities of his/her office to the best of his/her ability. candidate is encouraged to attend Dance A Thon, tentatively scheduled for March 2019 in Myrtle Beach, SC, by raising the minimum required donations for weekend participants plus the cost of transportation to/from. Note: There is no cost for the Governor to attend district meetings, district projects, and board meetings. They are, however, responsible for their own transportation to and from meetings and projects. Also, the District Governor is responsible for setting and reaching a personal fundraising goal for Sno Do. The current minimum is $ I fully support my son / daughter in his / her candidacy, and if elected I will support him / her in fulfilling the obligations of the office. (Parent/ Guardian Signature) (date) Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

10 Candidate Parental Permission District Deputy Governor Candidate Must be completed by Candidate's parent or guardian, and submitted with the Candidate Certification Form *Candidate Name *Parent / Guardian Name: *Contact Phone Number: address: I understand that my son/daughter is a candidate for District Deputy Governor for Chesapeake District Junior Civitan. I understand that if elected to the position of District Deputy Governor, he/she is expected to: attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meetings, district projects and the district convention during the upcoming fiscal year (July 1 to June 30) Locations are to be determined. fulfill the responsibilities of his/her office to the best of his/her ability. Candidate is encouraged to attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS and Dance A Thon tentatively scheduled in Myrtle Beach, SC, March Candidate is responsible for raising funds for candidate to attend as well as funds for transportation to/from. Fulfill the responsibilities of the District Governor should they not be able to fulfill their position. Note: There is no cost for the Deputy Governor to attend district meetings, projects, and board meetings. They are, however, responsible for their own transportation to and from the meetings and projects. I fully support my son / daughter in his / her candidacy, and if elected I will support him / her in fulfilling the obligations of the office. (Parent/ Guardian Signature) (date) Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

11 Requirements for PRC (Public Relations Coordinator) Candidates PRC (Public Relations Coordinator) shall satisfy the following requirements: 1. Must be a past, current or newly elected club officer. 2. Must be a member of a chartered club in-good-standing for at least 6 months by the end of the current fiscal year. 3. Candidate must be prepared to accomplish the required fundraising for and attend Dance-A- Thon, tentatively scheduled in Myrtle Beach, SC, March (Currently a minimum fundraising goal of $1500, more is better.) 4. Candidate must be able to attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS. The registration cost to attend will be paid for by Chesapeake District Junior Civitan. If funds are available, transportation to/from will also be paid by the District. If funds are not available, candidate must fundraise personally and/or through their club to pay for transportation costs. District will notify candidate no later than April 30, 2018, if funds for transportation costs are available or not. 5. Candidate must attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meetings, district projects and the district convention during the upcoming district year (July 1 to June 30) Locations are to be determined. When district funds allow, registration costs to district meetings and convention will be waived; however, it is the responsibility of the candidate for transportation to/from the events. 6. Candidate must fulfill the responsibilities of his/her office to the best of his/her ability. 7. Candidate understands absence from two district meetings, board meetings and/or projects could result in removal from office. 11

12 Candidate Information Form First Name: Last Name: Grade ascending to: Club: Year Joined: District Office you are seeking: Past District Offices held and date: Club Office held this year: Club Office newly elected to: I hereby certify that I meet and understand all the requirements of the office for which I am running. I further certify that I will comply with the guidelines and policies as set forth in the Junior Civitan International Policies Manual and the District and International Bylaws. Candidate Signature: Date: I hereby certify the above candidate s information is correct, and our club is in good standing. Signature of Club President, Secretary or Advisor Title Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

13 Candidate Parental Permission PRC Candidate Must be completed by Candidate's parent or guardian, and submitted with the Candidate Certification Form *Candidate Name *Parent / Guardian Name: *Contact Phone Number: address: I understand that my son/daughter is a candidate for PRC - Public Relations Coordinator for Chesapeake District Junior Civitan. I understand that if elected to the position of PRC, he/she is expected to: attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS. The registration cost to attend will be paid for by Chesapeake District Junior Civitan. If funds are available, transportation to/from will also be paid by the District. If funds are not available, candidate must fundraise personally and/or through their club to pay for transportation costs. District will notify candidate no later than April 30, 2018, if funds for transportation costs are available or not. fundraise a minimum of $1500 and attend the Junior Civitan International Dance A Thon to be held tentatively in Myrtle Beach, SC, March, Transportation to/from and registration will be paid by Junior Civitan International as long as the minimum fundraising amount is achieved. attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meetings, district projects and the district convention during the upcoming fiscal year (July 1 to June 30) Locations are to be determined. fulfill the responsibilities of his/her office to the best of his/her ability. Note: When district funds allow, registration costs to district meetings and convention will be waived; however, it is the responsibility of the candidate for transportation to/from the events. Also, the District Public Relations Coordinator is responsible for setting and reaching a personal fund raising goal. The current minimum is $ I fully support my son / daughter in his / her candidacy, and if elected I will support him / her in fulfilling the obligations of the office. (Parent/ Guardian Signature) (date) Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

14 Requirements for Secretary/Treasurer or Lieutenant Governor Candidates Candidates for the positions of Secretary/Treasurer or Lieutenant Governor shall satisfy the following requirements: 1. Candidate must be a past, current or newly elected club officer. 2. Candidate must be a member of a chartered club in-good-standing for at least 6 months by the end of the current fiscal year. 3. Candidate must attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meeting, district project and the district convention during the upcoming district year (July 1 to June 30) Locations are to be determined. There will be no costs to participate in the meetings and projects. However, it will be the responsibility of the candidate for transportation to/from the events. 4. Candidate must fulfill the responsibilities of his/her office to the best of his/her ability. 5. Candidate is encouraged to attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS and Dance A Thon tentatively in Myrtle Beach, SC, March Candidate is responsible for raising funds to attend as well as funds for transportation to/from. 6. Candidate understands absence from two district meetings, board meetings and/or projects could result in removal from office. 14

15 Candidate Certification Form Secretary/Treasurer or Lieutenant Governor First Name: Last Name: Grade ascending to: Club: Year Joined: District Office you are seeking: Past District Offices held and date: Club Office held this year: Club Office newly elected to: I hereby certify that I meet and understand all the requirements of the office for which I am running. I further certify that I will comply with the guidelines and policies as set forth in the Junior Civitan International Policies Manual and the District and International Bylaws. Candidate Signature: Date: I hereby certify the above candidate s information is correct, and our club is in good standing. Signature of Club President, Secretary or Advisor Title Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

16 Candidate Parental Permission Secretary/Treasurer or Lieutenant Governor Must be completed by Candidate's parent or guardian, and submitted with the Candidate Certification Form *Candidate Name *Parent / Guardian Name: *Contact Phone Number: address: I understand that my son/daughter is a candidate for Chesapeake District Junior Civitan. (office that candidate is running for) for I understand that if elected to the position, he/she is expected to: attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meetings, district projecst and the district convention during the upcoming fiscal year (July 1 to June 30) Locations are to be determined. fulfill the responsibilities of his/her office to the best of his/her ability. Candidate is encouraged to attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS and Dance A Thon tentatively scheduled in Myrtle Beach, SC, March Candidate is responsible for raising funds to attend as well as funds for transportation to/from. Note: When district funds allow, registration costs to district meetings and convention will be waived; however, it is the responsibility of the candidate for transportation to/from the events. I fully support my son/daughter in his/her candidacy, and if elected I will support him/her in fulfilling the obligations of the office. (Parent/ Guardian Signature) (date) Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

17 Requirements for Appointed District Positions Sergeant-At-Arms, Inspiration Leader or Historian Candidates Candidates for the appointed positions of Sergeant-At-Arms, Inspiration Leader or Historian shall satisfy the following requirements: 1. Candidate must be a member of a chartered club in-good-standing for at least 6 months by the end of the current fiscal year. 2. Candidate must attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meetings, district projects and the district convention during the upcoming fiscal year (July 1 to June 30) Locations are to be determined. When district funds allow, there will be no costs to participate in the meetings and projects. However, it will be the responsibility of the candidate for transportation to/from the events. 3. Candidate must fulfill the responsibilities of his/her office to the best of his/her ability. 4 Candidate is encouraged to attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS and Dance A Thon tentatively in Myrtle Beach, SC, March Candidate is responsible for raising funds to attend as well as funds for transportation to/from. 5. Candidate understands absence from two district meetings, board meetings and/or projects could result in removal from office. 6. Candidate understands this is an appointed position by the District Governor. Appointments may be made at the Annual Convention or at a later date, no later than May 1st. 17

18 Candidate Interest Form Sergeant-At-Arms, Inspiration Leader or Historian First Name: Last Name: Grade ascending to: Club: Year Joined: District Office you are seeking: Past District Offices held and date: Club Office held this year: Club Office newly elected to: I hereby certify that I meet and understand all the requirements of the office for which I wish to be considered a candidate. I further certify that I will comply with the guidelines and policies as set forth in the Junior Civitan International Policies Manual and the District and International Bylaws. Candidate Signature: Date: I hereby certify the above candidate s information is correct, and our club is in good standing. Signature of Club President, Secretary or Advisor Title Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

19 Candidate Parental Permission District Sergeant-At-Arms, Inspiration Leader or Historian Must be completed by Candidate's parent or guardian, and submitted with the Candidate Certification Form Candidate Name Parent / Guardian Name: Contact Phone Number: address: I understand that my son/daughter is a candidate for Chesapeake District Junior Civitan. (office that candidate is running for) for I understand that if elected to the position, he/she is expected to: attend monthly virtual Board meetings, up to two in-person Board meetings, COAST Training, district meetings, district projects and the district convention during the upcoming fiscal year (July 1 to June 30) Locations are to be determined. fulfill the responsibilities of his/her office to the best of his/her ability. Candidate is encouraged to attend the Junior Civitan International Convention June 21-23, 2018 in Tupelo, MS and Dance A Thon tentatively scheduled in Myrtle Beach, SC, March Candidate is responsible for raising funds for candidate to attend as well as funds for transportation to/from. Note: When district funds allow, registration costs to district meetings and convention will be waived; however, it is the responsibility of the candidate for transportation to/from the events. I fully support my son/daughter in his/her candidacy, and if appointed I will support him/her in fulfilling the obligations of the office. (Parent/ Guardian Signature) (date) Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,

20 Appointed District Positions (Sergeant-At-Arms, Chaplain, or Historian) Candidate s Campaign Bio Form for Governor s Consideration Candidate s Name: District Office Seeking: Name of your Club: How long have you been a member: Offices held: Briefly explain why you are running for a District position. (feel free to include, but not limited to the following: your goals for the district, your experience, favorite projects, fundraising, what would make you the ideal candidate, etc.) Return form to District Chair Gorby at ChesapeakeJrCivitan@gmail.com before April 6,