1. Organizing Your District Leadership Team
“So who’s on your team?”

2. “Innovation distinguishes between a leader and a follower.”
-Steve Jobs
Organizing your District Leadership team starts right away. You should already be thinking of Leaders you would like on your team to help Lead the District.
How many of your Districts have struggled with finding new Leaders in your district? -- show of hands
First we will go over the roles and responsibilities of each Leader. This will help you look for those qualifications in others to lead in the future.

3. District President Work with district officers
Coordinate leadership training
Establish goals
Oversee district activities
Organize conferences and conventions
Attend NEC’s Mid-Year Conference and National Summit
Report progress to the national headquarters
Carry out policies and accomplish goals of NEC
Uphold national, district, and club bylaws
Keep in mind the District President role is joined with a team of the Immediate Past District President and current District President Elect.
This is a 3 person team of leaders to help Lead the District.

4. District President-Elect
Assist in strengthening clubs in the district
Attend the National Leadership Conference
Become acquainted with club and district leadership
Assist with leadership training of district officers and committee chairs
Attend district board meeting
Attend Mid-Winter Conference and the National Convention
Uphold the national, district, and club bylaws
Again, this is a team of leaders. More specifically, you are now a part of this team as District President Elect
You, as DPE, are joining a team of 2 other experienced leaders to help you step into your role.

5. District Immediate Past-President
Serve as chairperson of the district convention committee on nominations
Help the district president-elect prepare for office
Counsel and assist district president and board of directors
Uphold the national, district, and club bylaws
Make sure to involve the Immediate past District President whenever possible. Include them on reports and communication amongst the Leadership team. Remember they are in their 3rd year of Leadership and can pass on what they have found in the District. This will save you time and efforts. And will also move the District forward instead of replaying what might not have worked.

6. District Treasurer
Prepare and submit all financial statements and budget to NEC and the district
Keep accurate and complete records
Make a financial report at the district convention and when requested by the board
File Form 990 or 990-N with the Internal Revenue Service by November 15
Uphold the national, district, and club bylaws.
Work closely and keep in communications with the Treasurer to set budgets for the year.
The budget will drive your year as Present. If you see areas that need changed, make sure to make the changes. For example if you do not have a line item in the budget to build clubs, then when you go to build clubs you will not have it in the budget.
Setting up budgets will help in fulfilling the National, District and Club Bylaws.

7. District Secretary Maintain accurate district records and minutes
Send out official call for convention, board meetings, and other district meetings
Submit all communications from NEC to proper district officers and committee chairs
Cooperate with the district president in submitting required reports to NEC
Take attendance
Send to clubs within the district, copies of proposed amendments to the district bylaws.
Uphold the national, district, and club bylaws
If the secretary is not fulfilling these duties, it is important that you institute procedures to make it happen. The secretary is the key to many types of communication that are important to convey throughout the District.
District Secretary

8. District Directors
Most districts have divisions, and a member from one of the clubs in the division is elected district director to serve on the district board and to guide, train, communicate with clubs in the division.
A few districts follow alternate bylaws in which a member of each club, the club representative, serve on the district board and functions in much the way a district director does, but only for his or her home club.
The purpose of these positions is to assist Exchange Clubs through personal contact by a trained and knowledgeable district representative. They require a relationship with the club(s) and regular communication throughout the year.
The role of a district director is vital to the success of any Exchange activity from the club level through the district to the national level.
The primary duty of this position is leadership training for club officers & directors, specially preparing them to train successful committee leaders.

9. District Directors Train club officers and directors with the division
Serve as a member of the district board of directors
Serve the clubs in your division
Actively support every club in the division
Promote membership growth and retention
Be a resource
Be a recorder/reporter/liaison for your clubs
Utilize every resource at your disposal
A listing of their roles include:
District Directors

10. District Resource Team
The District Resource Team has been established to help the Volunteer Field Representatives (VFR’s)
There is always a need for active volunteers on the club and district level to help with membership growth, training officers, program excellence, and other activities
This team can be make up of past district and club officers and especially individuals who would like to become VFRs.
(To become a VFR – a past District President term is required)
Look at your Districts and evaluate your VFR program. Some Districts have very few VFR’s. In my opinion, the more the better.

11. Leadership
Identify potential Exchangites that can assist you and the District in achieving it’s goals. Get to know your District. Have the District Directors help you identify Leaders. Find out what they are good at and Encourage them to be on a Committee.
How many people do not have a Club Building Committee in your District?
New Club Building Committee – if you don’t have one – create one. Is that person outgoing and knowledgeable and willing to be open to new ideas. Someone that is a good recruiter. This person can also work closely with the Membership and PR committees.
Inter Club Fellowship – This person should first be likeable and have fun ideas. Knows how to include everyone & is open to a variety of ideas
Exchange education – Knowledgeable on Exchange. Can run trainings. Possibly an educator
Convention – Can put together a party. Possibly someone who has run events in the past.
Finance – Organized and timely. Keeps good records
Membership Committee – Good recruiter – possibly a community leader or business owner.
Public Relations/Marketing – Energetic, Creative and can keep it interesting.
Make sure committees are reporting at board meetings.

12. Duties and Responsibilities
“We are made wise not by the recollection of our past, but by the responsibility for our future. “
- George Bernard Shaw
As a Committee member, they will make decisions as a collective group and hold joint responsibility for decisions and actions to be considered by the board, even in their absence.
They are responsible for ensuring that all decisions are in the best interest of the organization, and their role is carried out effectively. The member should demonstrate selflessness, integrity, objectivity, accountability, openness, honesty and leadership.

13. …transforming value into action.
Club builders can also be a great resource when building your Leadership team.
They do not need to be past club builders with club building experience. They can also be good leaders –individuals who can organize a group, lead and fulfill a mission. They could also be one of your BEST Recruiters. Don’ t discourage someone if they do not have Club Building experience.
This may be familiar to you this is from your DPE report. Save each report every month as a reference so that you can refer to it when building your committees & team for your term as District President.
These reports are designed to help your District succeed. They help build your District Leadership team year after year and strengthen the succession of the District.
We will talk more on reports later in the training.
Club Building
…transforming value into action.

14. Outlook
Your outlook on your Report, should include the plan you have for building your leadership team. This is a great place to expand on “THE PLAN” you have for Leadership in your District. Whether it be you personally visiting clubs or you training your current team such as your District Directors, to help build the District’s list of leaders in all areas of Exchange. Share your ideas on how everyone should encourage, mentor and build up more leaders in your District.

15. Questions &
Answers