Leaders

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The King's Daughters are wonderful leaders.  There are many ways for individuals to step up and take a leadership role.  There are positions in Circles (see below), Major Projects, and on the Board of Directors.

The following are recommended responsibilities for Circle leadership. Each Circle chooses its own structure and leadership positions. It is always prudent to establish written job descriptions for each position in the Circle. Job descriptions help clarify areas of responsibility and can be revisited whenever members want to change jobs, have difficulty fulfilling jobs or when the needs of a Circle change.  (All this information is in the Circle Leader's Manual.)

Circles

• Leader
• Vice/Co Leader
• Secretary
• Treasurer
• Volunteer Chair
• Project Chair
• Gifts Chair
• Linens Chair
• Canister Chair
• KD Connect Representative
• Legislative Liaison

CIRCLE LEADER RESPONSIBILITIES

·        2007-2008 Leader Timeline

·        Schedule, coordinate and preside at all Circle meetings

·        Serve as primary point of contact between the Circle and the KD Board of Directors and the office; oversee timely submission of all required reports and forms to the KD office.

·         Represent or appoint designee to represent Circle for KD Connect, the KD Nominations Committee as assigned, and other committees as requested.

·         Oversee Circle fundraising projects and encourage Circle member participation in KD Projects. Notify Circle members of failure to fulfill volunteer service, linens and gifts or other requirements set forth in individual Circle By-laws.

·         Inform Circle of all information provided regarding KD/CHKD

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VICE/CO- LEADER/ASSISTANT LEADER RESPONSIBILITIES

·         Preside at Circle meetings in absence of the Circle Leader

·         Represent Circle at Circle Board and other meetings in the absence of the Circle Leader, or serve as the Circle Leader’s designee

·         Encourage Circle member participation in Circle Projects.

SECRETARY RESPONSIBILITIES (RECORDING AND/OR CORRESPONDING)

·         Notify members of meetings and record attendance and minutes of Circle meetings

·         Under the guidance of the Circle Leader, maintain accurate Membership Roster. Assist the Circle Leader in submitting Roster and Membership Changes Form to the NCUKD office in a timely manner. Submit list of new leaders to the NCUKD office following Circle elections.

·         May assist with nominations process of Circle.

TREASURER RESPONSIBILITIES

·         Collect Circle member dues and submit dues payment to NCUKD by June 15.

·         Oversee all financial transactions for the Circle (including writing checks), provide an Annual Finance Report to the Circle and ensure completion of annual audit of Circle Checking Account.  A Circle Budget is also strongly suggested.

·         Turn in project checks along with appropriate forms with all donations.

·         Send only one type of donation on each check

CIRCLE VOLUNTEER CHAIRMAN RESPONSIBILITIES

·         Maintain a working relationship with the NCUKD Vice President of Circles and the NCUKD Board chair for Major Projects regarding current activities of NCUKD that need volunteer support.

·         Present current volunteer opportunities to Circle members and encourage members to take an active part in the hospital and home volunteer needs.

·         Coordinate the Circle's responsibilities for any NCUKD project in which the Circle participates.

·         Keep a current list of Circle projects completed by individuals and maintain monthly records of volunteer hours. Provide volunteer hours information for the Home Volunteer Hours Monthly Report Form and submit the form to the NCUKD office each month.

·         Make Circle Leader aware of any Circle members who do not fulfill requirements set forth in individual Circle By-laws.

·         Review the preliminary Annual Volunteer Hours Report compiled each May by the NCUKD office. Circles are responsible for ensuring that information is correct before inclusion in the NCUKD Annual Report.

CIRCLE GIFTS CHAIRMAN RESPONSIBILITIES

·         Maintain contact with the Director of NCUKD regarding current needs of the hospital and keep Circle members informed of current hospital needs. The Director serves as the Liaison between NCUKD and the CHKD Office of Community Relations, Marketing and Development.

·         Collect items from the Circle members and deliver them to Circle Board meetings, the CHKD Volunteer office or the NCUKD office.

·         Provide a monthly record of all gifts to the hospital to Circle Leader for monthly report.

·         Notify Circle Leader of any members who do not fulfill requirements set forth in individual Circle By-laws.

·         Maintain contact with the NCUKD office regarding current hospital needs and encourage Circle members to fulfill those needs by having instructions and materials readily available at monthly meetings.

·         Be familiar with all linen samples and instructions.

·         Collect all finished items from Circle members and deliver to the Circle Board meetings or the NCUKD office.  Keep monthly record of all items completed by the Circle for inclusion in monthly report.  Submit Linens & Gifts Report to NCUKD office monthly.

CIRCLE PROJECT CHAIRMAN RESPONSIBILITIES

·         Provide suggestions for fund-raising ideas and look for unique projects for her Circle.

·         Be familiar with the "Project Approval Process".  Contact the Vice President of Circles or Assistant Director of NCUKD if there are any questions.

·         Submit the Project I Form, any vendor agreement or contract, sponsor form and Project II Form, along with the proceeds to the NCUKD office for each project.

CIRCLE CANISTER CHAIRMAN RESPONSIBILITIES

·         Maintain contact with the Treasurer of NCUKD.

·         Keep an accurate record of canisters placed by Circle members by submitting Canister Placement Forms to the NCUKD office regularly.

·         Keep all canisters in good condition.  If they need to be replaced, contact the NCUKD office.

·         Keep an accurate record of monies collected.  Give all monies to Circle Treasurer and request Treasurer to deposit in Circle checking account and write a check for canister funds, made payable to The Norfolk City Union of The King's Daughters, Inc. (NCUKD). Give the check to the Circle leader to attach to the Canister Report Form and mail form and check to NCUKD office.

·         Review the Canister Placement Report compiled each year by the NCUKD office. Circles are responsible for ensuring that placement information is updated each year.

·         Mini Canister money must be kept separate from Large Canister money.  It should also be reported separately on the Mini Canister Report Form accompanied by a separate check to be turned in to NCUKD office for the money collected from mini canisters.

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