District Leadership Candidate Submission
Administrative Year 2024 / 2025

This web page should be used for members interested in running for the positions of District President-Elect, Secretary, Treasurer, and District Director for the next administrative year.   You can find more information regarding the qualifications in our District Leadership Guide 2024 on pages 4-7 or listed below.

If you would like to submit this nomination via Postal Mail, please click here to download the form.

Listed below are the qualifications for each position. 

PRESIDENT-ELECT
The district president-elect must be familiar with, and supportive of, the overall goals of The National Exchange Club and the district. The district president-elect should assist the district president and immediate past president in the work of the district. To become a district president-elect, a member must first serve a term as a club president.

PRIMARY RESPONSIBILITIES:

1. Prioritize and manage all activities on strengthening clubs in the district. Analyze and evaluate clubs in need of assistance and review membership trends.
2. Prepare for and attend the virtual National Leadership Series.
3. Assume the duties of the district president if the president is unable to fulfill the duties.
4. Become acquainted with club and district leadership to identify and select the best individuals to serve on the succeeding year’s leadership team.
5. Assist the district president in the training and monitoring of district officers, directors, and committee members.
6. Oversee the new club building committee and work with volunteer field representative(s) to coordinate club building activities.
7. Participate in planning and attend the district convention, leadership training, and conferences.
8. Perform other duties that may be assigned by the district president and/or the board of directors.
9. Prepare for and attend the virtual National Leadership Series.
10. Prepare for and attend the National Leadership Summit if invited to attend.
11. Prepare for and attend quarterly Region Reporting Meetings.
12. Attend district board meetings and Exchange’s National Convention.
13. Uphold the National, district, and club bylaws.

TREASURER
As the caretaker of all district monies, the district treasurer is responsible for collecting all funds due to the district, and for depositing and disbursing all funds in the manner designated by the district board of directors, under the guidance of National and district bylaws and policies.

PRIMARY RESPONSIBILITIES:

1. Prepare and submit all financial statements and budgets to The National Exchange Club and district.
2. Keep accurate and complete records of the district’s financial transactions and report on the district’s financial condition to The National Exchange Club and the district board. All accounts and books shall always be available for inspection by the district board of directors and to any auditor authorized by The National Exchange Club or the district board.
3. Make a financial report at the annual district convention, and at other times as requested by the district board.
4. File Form 990 or 990-N with the Internal Revenue Service by November 15. A copy of Form 990 and a district year-end financial statement must be sent to The National Exchange Club. The form is available on the IRS website, or on the Exchange Club Member Website. Districts with less than the current specific limit in gross receipts are eligible to file the 990-N (e-postcard).
5. Uphold the National, district, and club bylaws.

SECRETARY
The district secretary is the keeper of all district records. This officer also records minutes of district meetings, and conventions, and maintains the district’s permanent files.

PRIMARY RESPONSIBILITIES:

1. Maintain accurate district records and minutes of conventions/conferences and board of directors’ meetings. A certified copy (approved by the board) of all minutes from the district convention and district board meetings must be transmitted to Exchange’s CEO within 60 days of the meeting.
2. Send out official calls for district conventions, board meetings, and other district meetings.
3. Report at the annual district convention and as required by the district board of directors.
4. Submit all communications from The National Exchange Club to the proper district officers and committee chairs.
5. Cooperate with the district president in forwarding, on a timely basis, all reports required by The National Exchange Club.
6. Take attendance, by name, at all district conventions/conferences and report to National Headquarters.
7. Send copies of proposed amendments to the district bylaws to all clubs within the district.
8. Perform other duties that may be assigned by the district president and/or the board of directors.
9. Uphold National, district, and club bylaws.

DISTRICT DIRECTOR
Districts have divisions, as well as a member from one of the clubs within the division, who is elected to serve as district director. The district director serves on the district board to guide, train, and communicate with clubs.

The district director assists Exchange clubs through personal interaction as a trained and knowledgeable district representative. They require a relationship with the clubs in their division 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 up through the district and national levels. The primary duty is leadership training for the boards of directors for the clubs in their division, specifically preparing them to train as successful committee leaders. Additionally, the district director should work with the district’s governing body to administer a membership growth program. To become a district director, a member must first serve a term as a club officer.

PRIMARY RESPONSIBILITIES:

1. Train clubs’ boards of directors within the division.
2. Serve as a member of the district board of directors as a part of the district team. The director is expected to be an active participant on the district board and will be called upon to assist in developing the district’s plan of action. The director will provide recommendations to the district president and assist in the selection of district committee members.
3. Work to develop a strong, supportive relationship with each club in the division, communicating often through visits, phone, text, email, video meetings, and social media. Each club should be visited at least four times a year, and more if needed. Any phase of the club’s operation or procedures in need of attention should be addressed (see Club Standards).
  a) The first visit occurs in July or August (no later than August 15) to get an accurate assessment of the club’s direction for the year and an opportunity to observe and objectively evaluate the club.
The district director should meet with club officers, board members, and committee leaders to discuss the club’s goals and plans for the year.
  b) Based on observations from the initial visit, the district director determines when additional visits are necessary. If a club needs special assistance or encouragement in some area, the director should offer specific suggestions on methods of improvement. The director can contact a district officer or National Headquarters for additional information that could benefit the club.
  c) When a district director sees warning signs, such as the absence of officers at regular meetings, lack of speakers or programs, cancellations, or poor attendance, he/she should evaluate the club using the District Director’s Monthly Report and contact the district president. Don’t wait until a club has given up hope and is facing the decision to disband. A district director needs to offer support and encouragement to the club and let them know assistance is available.
4. Actively supporting every club in the division is how the district director can help the division and district succeed.
  a) Be a coach — Help club officers understand their roles. Answer questions and train
where needed. Use the Club Leadership Guide to train club boards. Ensure club presidents hold a Program Development Meeting before June 30.
  b) Make sure club members are logging on to the Exchange Club Member Website and accessing the necessary resources available to each club — club leadership guide, etc.
  c) Perform special functions for your clubs.
     — Be prepared to install club officers, induct members, and speak to prospective members during club visits.
  d) Hold division meetings and conferences. Have a goal-setting exercise to help participants feel comfortable and learn how to set achievable goals. Organize specialized officer training. Announce upcoming district functions, such as the educational conferences and the district convention. Plan a time for evaluation of each district meeting held.
5. Promote membership growth and retention because Exchange Clubs must continue to grow to continue serving their communities. District directors are not directly charged with building new clubs but with the responsibility of supporting and promoting club-building efforts.

New club building
 a) Know the 5 Steps to New Club Building.
  • Support the new club builder(s).
  • Work with assigned volunteer field representatives to monitor new club-building progress.
  • Attend Charter Events for new clubs.
  • Know the mentoring program and how to support new clubs.
  • Make regular visits to all new clubs in the division.
b) Growth through recruitment in existing clubs
  • Know all of Exchange’s Programs of Service and how clubs can earn the National Service Award.
  • Know the joining process.
  • Know how t o induct new members and make them proud of their memberships. 
  • Know all of the Membership Categories.
c) Membership retention
  • Only a small percentage of membership loss is due to death. Watch for clubs with a high loss rate and find out what the problem is: too many activities; too few activities; wrong type of activities; financial problems.
  • Survey lost members to uncover a pattern of membership loss.
d) Growth awards (See Awards section on the Exchange Club Member Website). Be a resource. As the communications link, you are responsible for ensuring information flows both to the club from the district and to the district from the club. Occasionally, you may have to remind individual clubs of financial responsibilities concerning paying their bills. A good district director visits the clubs so frequently that he/she is almost an ex-officio member (and is friendly enough that his/her presence is always welcome). The following reports must be completed by the district director during the course of the year:
  • Complete District Director Reports A, B, C, and D. These record the condition of each club after a club visit. A separate report should be filed for each club and returned to the district president by the stated deadlines.
• Complete the Training Report Form on the Exchange Club Member Website by July 15.
6. Involve district officers, regional vice president, volunteer field representative(s) assigned to your district, and National Headquarters staff.

District Elections

Candidate Name(Required)
Full Term as Club President
I would like to run for the following district officer positions for the administrative year 2024/2025. Check all that apply.(Required)
I would like to run for the following district positions for the administrative year 2024/2025. Check all that apply.(Required)

Certify

I certify that our club has endorsed this Exchangite who is an active member in good standing of our club, and to the best of my knowledge the information provided here is true and correct.
Club President Name
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