Become the Next Southwest District Executive Director!

Introduction to the Position

The position of District Executive Director is responsible to the Governor and District Board for
the efficient and sound operation of the Southwest District (“District”). In this position the
individual must be able to get along with all members and is responsible for all administrative
matters of the district. This position is also the primary administrative link with Kiwanis
International and as such is responsible for ensuring effective communication with Kiwanis
International. Additionally, the position is the principal communication hub providing
administrative distribution to the District and Regional leadership, the District’s Clubs, and the
Southwest District Foundation.

This key position functions as Executive Director of the District. This position requires a
thorough knowledge of Kiwanis operations including an understanding of the relationship with
Kiwanis affiliated operations included but not limited to: Service Leadership Programs (“SLPs”),
Past Governors, Past Lieutenant Governors Association (aka, Road Runners), and The Southwest
District Foundation. This position serves as a support role for District, Divisional and Club
officers as well as all District Kiwanis members.

This position requires the individual to have a sound working knowledge of computer-based
communication; including knowledge of social media platforms (e.g., construction and
maintenance, Facebook, Instagram), website maintenance oversight and should possess
exemplary computer skills (e.g. Word, Power Point, Google Suite). The Executive Director has
the ability to engage assistance in the performance of their duties, as outlined herein, subject to
Board approval. This position is established under the authority of Kiwanis International
Bylaws, Article IX, Section 2 and 4 and Southwest District of Kiwanis International Article III
Section 1a and 1b.

Authority

1. Serves as a member of the District Executive Committee and an ex officio, non-voting
   member of the District Finance Committee.
2. The District Executive Director is expected to attend all District Board meetings and serves as
   a non-voting member of the Board of Directors.

Duties

Duties related to management of the district:

1. Maintenance of facilities or equipment of that office. An inventory of all equipment
   that is the property of the district shall be kept. Such an inventory shall include all the
   property of the district and shall indicate the physical location of the property if not in
   the District Office.
2. Responsible for proper insurance coverage, bond protection, etc., and should be
   reviewed with the District Board annually.
3. Maintain District files and records including, but not limited to, the following:
4. District Bylaws
5. District Policy and Procedures
6. Maintains records and keeps a copy of all District correspondence and documents
7. Produces and maintains a District Directory of all information related to Club
   meeting time, place, and officers of each club.
8. International Convention registrants
9. International Convention delegates
10. Name, mailing address, email and phone numbers of each District Officer
11. Complete listing of Past Governors and Past Lt. Governors.
12. Complete list of contact information regarding each current Lt. Governor.
13. Timely file all necessary reports with Kiwanis International, and any government
    agencies when applicable.

Duties related to District Executive Director association with the District Board:

1. The Executive Director shall keep the minutes of the District Convention and of any
   meeting of the District Board.
2. The Executive Director shall be one of the members of the District Financial Advisory
   Committee.
3. The Executive Director prepares the agenda for each Board meeting as directed by the
   Governor, prepares and distributes materials prepared in support of the agenda, and
   performs other such duties as requested by the Governor to prepare for the board
   meeting.

Additional and Miscellaneous Duties

1. District and Mid-Year Educational Conference
   • Confer with the Governor, Governor elect, and host club chair (if any) on arrangements and procedures.
   • If the conference is held in person, bring the necessary supplies to distribute to attendees.
2. International Convention
   • Receive and file “Certificate of Delegate forms”
   • Receive and Tabulate reports on confirmed registrations
   • Makes arrangements for District reception (if there is one), the district caucus, and
     the district dinner (if one is scheduled) including the necessary arrangements.
   • Make arrangements for the District Board meeting.
3. Official Visit to the District by the International President (if scheduled)
   • Advise the Governor, the host club, chair and others as appropriate, as to the procedures, and protocol.
4. District Conventions
   • Schedule, organize and coordinate Kiwanis Southwest District Conventions and
     all other meetings that require hotel accommodations, food service, speakers in
     consultation with the Governor, Governor Elect, and Convention Committee
     Chair (if any).
   • Assist SLP District Administrators with the hotel accommodations and food
     services for their annual conventions and in person meetings that require hotel
     accommodations.
   • Coordinate with the Southwest District Foundation
5. Maintain the official District Calendar

Travel

1. If held in-person, travel of the Executive Director is to be paid for the following events:
   • International Convention
   • North American District Secretaries
   • District Convention
   • District Board Training Conference
   • District Board Meetings
   • Mid-Year Educational Conference
   • Official Visit of the Internationals President
2. Travel expenses will also be allowed for attendance at SLP’s in-person District Board
   meetings.

Reports

1. The District Executive Director shall notify each member of the District Board and the
   Secretary of Kiwanis International, in writing of the time and place, and the date of any
   meeting, at least (3) three weeks in advance of the date of each meeting.
2. Within thirty (30) days after any special or regular meeting of the Board, the District
   Executive Director shall make a report of the proceedings of the meeting, comprising a
   complete synopsis of all action taken, and shall transmit a copy of thereof to the
   Executive Director of Kiwanis International, in the manner prescribed by Kiwanis
   International, and an electronic copy to the President and Secretary of each chartered club
   in the District. An electronic copy of such proceedings shall also be distributed to the
   Governor, Governor Elect, Immediate Past Governor and the Vice Governor and the
   District Office will retain one copy.
3. The Executive Director shall cooperate with the Governor and District Treasurer in
   forwarding all the official reports required by Kiwanis International.