Capital District Circle K International
SERVICE VICE
PRESIDENT
GUIDEBOOK
CREATED BY MONICA PRICE, 2004-2005 GOVERNOR
UPDATED BY HEATHER WAITE, 2007-2008 VALLEY DIVISION LIEUTENANT GOVERNOR-ELECT
The Service Vice President is
responsible for organizing
projects, giving information
to project chairs, and acting
as a liaison between
community organizations
and the club. The Service
Vice President keeps track of
all the members‟ service
hours.
Table of Contents
Duties and Responsibilities, Qualities of a Leader ...................................2
Service Hour ............................................................................................... 3
Service Project Ideas ...................................................................................4
How to Chair a Project ..............................................................................5
Keeping Projects on File, Vice-President Recognition .............................. 6
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Service Vice President Guidebook
Duties and Responsibilities, Qualities of
a Leader
3. Discussion about projects that might be struggling and
additional projects you plan to add to the agenda.
Duties and Responsibilities
Depending on each club‟s bylaws, the CKI club Service vicepresident may be responsible for the CKI club in the absence of
the club president and should assist the president and other
officers with their duties:
 Oversee all committee activities
 Preside at all meetings of the club and board of officers in the
absence of the president
 Serve as an ex-officio member of all committees
 Report on committee progress to board of officers
Weekly Duties
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Follow up with committee chairs to verify progress
Attend weekly club meetings
Make sure all service projects are maintained and service
hours recorded
Monthly Duties
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Attend all board of officers‟ meetings
Attend the monthly meetings of the committees as an exofficio 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
Annual Duties
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Become familiar with the responsibilities of all officer
positions
Obtain information from the immediate past Service vicepresident of the club
Conduct educational programs as assigned by president
Familiarize the incoming Service vice-president with the
position
Reporting to the Board
At each board meeting, the Service Vice-President should be
prepared to present an official report:
This report should include the following items:
1. Information about upcoming service projects and events.
2. Report of attendance of projects from your last board
meeting.
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Qualities of a Leader
As a leader of your club or anywhere in life there are certain
qualities that set you apart from the average member.
Lead by Example
As a leader, you need to lead by example. Don‟t ask someone to
do something that you wouldn‟t do yourself! People like leaders
who are willing to do what they ask of other people.
Goal Setting
Long range planning helps foster future success. It takes a true
visionary to build a strong club.
Be Energetic
People don‟t like being tired and depressed! Liven things up, have
a smile...BE HAPPY!
Be Definitive
Confidence is the sign of a true leader. You must be able to make
tough decisions. You can‟t be afraid to make mistakes. If you do
make a mistake, learn and move on.
Have Character
People only respect people who respect themselves and others.
They respect people who stand up for what they believe in.
Have A Heart
Sometimes you have to be understanding, open yourself up and
be compassionate.
Be Willing To Listen & Learn
Listening is the key to knowing.
Be Punctual
People get upset when they have to wait. As a leader, it is your
obligation to make sure that things go on time. It‟s your
obligation to make sure that everything is prepared and things
run smoothly.
Know Your Material
As a leader, people will ask you lots of questions. You need to
have some answers! Know some club, district and International
background information. Know the situation of your club and the
division.
Know Your Limits
The most common mistake of leaders is wearing themselves too thin from
overwork. Know your limits. Sometimes you just have to say no.
Be Prepared
Self-explanatory
Pay Attention to Details
Details are the difference between a successful event and an okay event.
Service Vice President Guidebook
Service Hour
What is a Service Hour?
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A service hour is 60 minutes of unpaid service enacted by one member of Circle K.
o Must be a voluntary act.
o This includes planning, travel time, and actual service at the event.
o This does not include board meetings, individual hours, or fundraising
events where the money doesn‟t all go to charity.
o Administrative hours are not considered service hours.
o As the Service Vice-President, it may be part of your official duties to
plan projects. The time that you spend planning projects is
considered service even though it may be part of your officer duties.
o Service projects not approved by the club board of officers and projects that
are not open up to the entire club membership do not count towards service hours.
o Service projects promoted by another part of the Kiwanis-Family, District, or International levels of CKI
are considered service.
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Travel time should be counted to and from an event if:
o The event was for the sole purpose of community service.
o The event is raising money for charity.
Don‟t count travel time if the event‟s main purpose is not service.
o For Example: DCON and ICON
No service hours should be counted for members performing service as part of another service organization or if it is a
requirement for a class.
Report service hours to the nearest ¼ hour (fifteen minutes).
Service hours reported by the club should only include hours for dues-paid members.
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Service Vice President Guidebook
Service Project Ideas
Service Project Ideas
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30 Hour Famine
Adopt-A-Highway
Adopt-A-Spot
Adult Home
Adult tutoring
Agency on Aging
A.I.D.S. Hospice
Amnesty International
Animal Shelter
Annual Arts Day
Apple Gleaning
Assisted living home
Backyard Bash
Bake sale
Beach cleanup
Big Brothers/Big Sisters
BINGO at a nursing home
Blood drive
Bone Marrow drive
Bone Marrow Walk
Bowl-A-Thon
Box-A-Thon
Boys & Girls Club
Bread For Life
Bright Stars
Campus Cleanup
Campus Elections
Campus Service Days
Candy Grams
Canned Food Drive
Caroling
Children with Cleft Pallet
Children‟s Miracle Network
Christmas in April
Christmas Party for Kids
Christmas Store
Church Programs
Clothing Drive
Club Fair
College Party for kids
Community Marketplace
Cystic Fibrosis Rock„n‟Bowl
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Daffodil Days
Dance decorations
Decorate a church
Department of Social
Services
Easter Egg Hunt
Elderly pets
Fall Festivals
Fall Yard cleanup
Fed Elderly
Feed the Need
Flower Sale
Food & Friends
Food Bank
Formal Dance
Freshman Move-in
Fundraising: 9/11
Foundation
Garden/Yard help
Ghost Walk
Gift Wrapping
Girl Scouts
Good Shepherd
Goodwill
Grant-A-Wish
Greenhouse cleanup
Habitat for Humanity
Halloween Party for kids
Haunted Forests
Haunted House
HeadStart
Help at child services
Help at hospitals
Help at museums
Help at school library
Help at state parks
Help build playground
Help mentally disabled
Help Student Government
Help veterans
Help with political
convention
Help with political polls
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Help disadvantaged children
Highway cleanup
Holiday Parades
Holiday Party
Homeless shelter
Homeless walk
Hope House
Humane Society
Hunger Week
Juvenile Diabetes Walk
K-Grams
Kids ministry
L.S.S.P.
Little League umpiring
Lollipop sale
Lunch buddy
Make A Difference Day
Make banners to support
college athletics
Make cards
Make holiday ornaments
Make holiday bags
Make books on tape
MallStock
Man a Helpline
March of Dimes
Maryland Day
Meals on Wheels
Medical Research
Mentoring
Mission Trip
MS Walk
Multicultural Fair
NYC Quilt
Our Daily Bread
Packages for the needy
Painting
Park cleanup
Parks & Recreation Dept.
Healthy living party
Pediatric Center
Pen drive
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Pen Pal
Pig farm
Plant trees
Potato drop
Preakness Walk
Preschool volunteering
Project Sunshine
Read Across America
Refugee Youth Project
Relay for Life
Ribbon-making
Ronald McDonald House
Salvation Army
Sandwich-making
Santa‟s Calling
Scavenger hunt
Scholastic Bowl
Service fair
Sexual Abuse Programs
Shrimp Fest
So Others Might Eat
Soup Kitchen
Special Olympics
Sponsor a family
Stream/River cleanup
Teach swim lessons
Teddy Bear Parade
Therapeutic Recreation
Center
Trick-or-Treating
Tutoring
United Way
Ushering
Wheel Square Chair
Dancing
Winter Fest
Women & Child Homeless
Shelter
Women‟s Center
YMCA/YWCA
Use this list to get ideas for your
club‟s service projects this year!
Service Vice President Guidebook
How to Chair a Project
How to Chair a Project
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Introduce yourself to your contacts and discuss project dates/times/specifics
Set up projects as far in advance as possible. (Check with the Service Vice-President to be sure that the dates work with
the club‟s schedule)
Bring sign-up sheets to the weekly meetings (be sure to include a “car” category if necessary)
Report to your category chair EACH FRIDAY on the status of your project – Even if you have nothing new to report,
simply summarize the current status, and say “no new information!”
(any updates, the dates that you have set up for the project, if you
need help, volunteers, supplies, new (co) chair, anything that
requires attention)
E-mail your volunteers a few days before the project to remind them
when and where they need to be, and who‟s driving (include
directions)
Send hours directly to the Service Vice-President immediately after
the project is completed (Please submit names in alphabetical order
with the hours earned beside each name to the Service VicePresident or Secretary)
Submit hours for every 15 min on the hour (:15 = .25hrs
:30 = .5hrs :45 = .75hrs)
Be sure to include your own planning time as service
Try to take at least 5 pictures of your project for the scrapbook
Category Chairs
A great way to keep your projects in order is to create categories for them. These categories can range from anything and
everything your club does in terms of service. For example: Campus, Youth, Elderly, Community, Animals, World Issues
etc. If you choose to set up a system with projects in categories it might also be helpful to appoint Category Chairs for each
category. Below are some responsibilities of a Category Chair:
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Send out an e-mail to all of the project chairs in your category and introduce yourself as the person they need to update
each week
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Set up a regular system where each project chair in your category sends you an update whether or not there is a change
(a simple “no update” will do). Set a deadline for the project chairs to report back to you so that you have enough time
to report back to the Board of Officers.
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After each project has taken place, within a week, remind your project chairs to send their hours to the Service Vice
President or Secretary (depending on your club).
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Please plan ahead and bring up projects that would normally be taking place within the next few weeks if you notice
they are missing. This will help reintroduce big projects, generate new ideas, and maintain variety.
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If any problems arise, new projects need to be addressed, or project chairs are in need of volunteers/drivers, etc, please
note these issues in the weekly update.
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Report all of your categories projects to the Board of Officers before their Board Meeting.
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Service Vice President Guidebook
Keeping Projects on File, Vice-President
Recognition
Projects on File – Example
It‟s a great idea to keep all projects that your club does
on file. This can be especially useful when project chairs
change from semester to semester because you are able to
pass on the necessary information about the project. Below
is an example of a project on file from Virginia Tech:
are enough drivers. If not, send an email to the listserve.
The day of HH Bingo, you may need to set up the rec room
(the bingo chips, cards, etc. are in a cabinet), most often this
is done for you by the activities director. You may make or
buy prizes to bring if you wish, but there are usually some
nice ones there to use (be sure to check on this availability
with Debbie Jensen before). Once there, it might be
necessary to round up residents to come play. As you get
more accustomed, you will find that there are regulars who
always seem to play. Afterwards, offer to help the residents
get back to their rooms if necessary and leave any extra fruit
in the rec room.
After the event, be sure to let the Projects VP know
how it went and report the hours by the 28th of the month.
You also want to keep in regular contact with Debbie to see
if they need any other help with other events and let the
Projects VP know about these.
Heritage Hall BINGO
What does Circle K do for HH Bingo?
Heritage Hall Bingo is a project that involves playing
Bingo with the Heritage Hall nursing home residents on
two Saturday afternoons per month usually at 2:00p.m.
These include the first and third weekends of each month.
In regard to football games, the meeting place and time can
usually be rescheduled to ensure volunteers.
What do I need to do as the Chairperson?
First, you need to call Debbie Jensen to set up times
each month to play bingo. They have a busy schedule there,
so you probably want to call a month or two in advance.
Tell the Projects VP the times and dates so they can be put
on the agenda. Then make a signup sheet and bring to the
meeting at least two weeks in advance. If you won‟t be at
the meeting, please let the Projects VP know so she can
make a sign-up sheet. It is your responsibility to make sure
that the club knows about Heritage Hall Bingo.
The day before HH Bingo, call Debbie Jensen to
confirm and also email everyone signed up. Make sure there
Other information:
Previous Chairs for Circle K:
Anne Yussuf - [email protected]
2000 – Cheryl Szeles – [email protected]
2001-2002 - Shannon Lawson - [email protected]
2003-2004 – Chris Franz – [email protected]
Contact Persons:
Heritage Hall – Debbie Jensen – 951-7000
Project Budget: $0 (unless prizes are required)
Recording Hours
Use the sample spreadsheet provided by the District for a sample of how you can record the service hours of your fellow
Circle K‟ers. Or you can make your own spreadsheet in excel. While you are imputing hours for your club be careful that
you are entering the hours correctly so that they end up being recorded correctly on the club Monthly Report Form. Also, be
mindful that your cells in excel are totaling the hours at the end.
Distinguished Vice-President Award
THE LINDLEY H. “DIG” DEGARMO DISTINGUISHED VICE-PRESIDENT AWARD is designed to recognize Vice
Presidents who have excelled in their CKI endeavors and service to their club. Apply at the end of your term and be
recognized for all of your hard work!
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