Roles and Responsibilities District Director Roles and Responsibilities District Director – very important role! The link between the club and the district. Keeps the club engaged in the district.  

Critical Link District directors are critical links in the chain of communication from clubs to districts, and also districts to National Headquarters. Key member of your district board. Keeps board updated on clubs in crisis, strong clubs, anything new. Resource for clubs and liaison between clubs, the district board and the national leadership team through recording and reporting.  

The Role of District The District responsibility is provided according to Article 1 of the district bylaws: Build local Exchange Clubs Strengthen established clubs. Increase fellowship between clubs. Promote the Programs of Service

District Director Roles and Responsibilities Primary Responsibilities: 1 – Represent district in guiding, training, and providing services to Exchange Clubs within a division. 2 – Develop strong, supportive relationship with these clubs. 3 – Train club officers and directors. 4 – Work with district to establish membership growth plan. 5 – Visit regularly. 6 – Other duties as necessary and as directed by the district board. Now let’s take a closer look at each one of these areas.

Hold division meetings Visit the clubs Be a coach Survey resources Install officers Hold division meetings Personal contact is the most effective way to fulfill your role as a District Director. How often? Visit each club in your division at least once a quarter. (Dress the part and always call the President of the club ahead of time. Ask how much time you have if you are speaking. Do not go over the time given). Customize your talk based on what the club needs. Monthly phone calls are recommended. Keep in touch via E-mail, Face Book and Twitter. Attend fundraisers and special programs, either as a supporting guest, or offer to help.

Training! Exchange University (online) Division meetings Educational conferences/ conventions Club meetings Individual meetings Webinars Train all officers, directors and committee chairpersons before June 30th. How? District, National, Regional Conferences, Conventions, Club events and On-line. (Exchange University emails are sent to all new officers in the database in July every year. This is offered to new District Directors, Club Presidents, Treasurers & Secretaries.) Who? You can call on your VFR’s, other District Directors, National Staff and other experienced leaders. It is important that every club and district officer and director be trained in order for them to be successful in their roles as Exchange leaders. Most of the time the District Director schedules both Division and Club Training. It is ultimately your responsibility as district director to ensure that every club officer and director within your division has received appropriate education about their role and responsibility.

The Balanced Approach to Growth Retention – assist clubs in keeping the members they have Recruiting – assist clubs with growth Club Building – help Exchange to keep growing The Balanced Approach to Growth Growth is a continuous challenge facing all membership organizations, including Exchange Clubs. Districts must pursue an aggressive program of quality membership building. There are three parts to this program: retention, recruiting and club building. What is the Balanced Approach to Growth? Retention – retain existing members, via engagement, involvement, a balance of projects, programs and training Recruiting – establish a culture of growth in every club, rather than just a once a year recruiting event Club Building – since the first club, all others have been built by another club!

Be familiar with club, district, and National bylaws Understand district and National awards programs Always, uphold the National, District, and Club Bylaws. These are a few more things you need to be very familiar with to be more effective as a District Director. In Addition to the District and Club Planners you should acquaint yourself with: [1] District and Club Monthly Planners [2] District and National Awards programs [3] NEC Policy Manual [4] Roberts Rules of Order [5] Program of Service Guides [6] History of Exchange [7] History of your Division and the District [8] District boundaries [7]Website and member resources area

YOU are an important part of the team! District president and board or directors VFRs & national officers Past district officers National Headquarters staff Exchange’s Members Resources page There is a wide variety of resources to call on for help: National headquarters The District President and District Board Volunteer Field Representative Past District officers and other experienced members YOU are an important part of the team!

Take the online course! You will receive an email to setup a login account shortly after taking office. This is based on the email address and officer information that entered in the database for the upcoming year.

Get a Copy of … “Leading a Successful Club” “Leading a Successful District” Guide & Club Bylaws Available 24/7 on Exchange’s website via your computer, smartphone, and Tablet.

Leading a Successful Club & Leading a Successful District Roles and responsibilities of each club officer Useful forms and online tools Explanation of committees and board of directors It is vitally important that all club officers review the Club Leader Guide. It is always available online. Be sure that all clubs have entered officer information by April 30th, in order to receive hard copies. Copies may be viewed, downloaded and printed from the Member Resources page of Exchange’s website!

Be a recorder, a reporter and most importantly be a liaison for your clubs. As the communication link, you are the one most directly responsible for ensuring that information flows between the district and the club. Occasionally you may need to remind individual clubs of their fiscal responsibilities with regard to paying their bills/dues etc. A good district director visits or communicates with the clubs so frequently that he or she is a welcome visitor. Ultimately you want to be warmly greeted and felt that your presence is always welcome.

Use Club Information Check out Club info on the website. Check out roster, officers, Programs of Service, meeting location and more! Great information to familiarize yourself prior to club visits.

Reporting visits to the board Report A – function properly? Report B – keep members interested Your first visit should come in July or August to get an accurate assessment of the club’s direction for the year and an opportunity to observe and objectively evaluate the club ( no later then August 15th). In advance of the regular meeting time, the district director should meet with club officers, board members and committee leaders to discuss the club’s goals and plans for the year. Attending their program development meeting would be an excellent opportunity. Please fill out one form for each club in your division. Copy by August 15 — District President and National Headquarters. This form is available on Exchange’s website after signing in to the member database. * Please fill out one form for each club in your division. Copy by October 31 to District President. This form is available on Exchange’s website after signing in to the member database.

Reporting visits to the board Report C – follow a plan, participate on district, National level Report D – train incoming officers Note: at the bottom of each report who it should be distributed to. Please fill out one form for each club in your division. Copy by January 31 to District President. This form is available on Exchange’s website after signing in to the member database. * Please fill out one form for each club in your division. Copy by May 15 to District President. This form is available on Exchange’s website after signing in to the member database.

Communicate… Personal visits Webinars Phone Conference calls Emails Personal notes Meetings Reports Bulletins Social media COMMUNICATE, COMMUNICATE, COMMUNICATE Communication will inspire, motivate, and will be essential in strengthening and growing each club.

Tips Utilize resources with quick response Be updated on programs and projects Support clubs Encourage prompt, accurate reporting to district and National Headquarters Be aware of club programs and projects Present a professional image to the clubs Be prompt and accurate with YOUR reports … Be upbeat and positive For a club, the District Director is the first-line contact for District & National. Be upbeat and positive ...that makes Exchange F-U-N!

“Member Resources” tab National Website: NationalExchangeClub.org “Member Resources” tab Club Resources Club Building Bylaws and Policies Forms PR and Marketing Exchange University Currents Exchange Today and more!

LEADERSHIP DEVELOPMENT GROWTH  At least 50 percent of clubs in division represented at district convention  Provided proper training for all club officers within the division, prior to June 30  Filed training report with district president and National Headquarters by July 15.  Division achieved a net increase in membership; or  A new club was formed within the division. PROGRAM EXCELLENCE  At least 50 percent of clubs in division earned the National Service Award. ADMINISTRATIVE  Personally visited each club in the division at least twice during the year.  Each district director’s Report A was completed and submitted to district president and National Headquarters by Aug. 15.  Attended all district board meetings.  Successfully complete Exchange University District Director orientation course within 30 days of taking office. *Unless successfully completed in prior two years and maintains the office/position for two consecutive years. Successfully complete the District Director responsibilities and qualify for the Distinguished District Director Award. Keep in mind this is an application based award that you must submit to National Headquarters. (next slide )….

Distinguished Director Award Application: Distinguished Director Award This can be submitted via mail or emailed to Member Services by June 30th -- MemberServices@NationalExchangeClub.org To be sent to District President & then forwarded to National Headquarters by June 30th

For additional information Contact your District Leaders Call National Headquarters: 419.535.3232

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