General Requirements
- Dues: Dues are $30 for the entire Circle K year and can be paid through Venmo (@mcirclek), cash, and Paypal.
- Attend all club meetings and after-meeting events: It's important to be at every club meeting because it sets a good example for members and people may be interested in joining the committee or attending one of the committee's events. Chairs need to be a visible face in this club.
- All chairs must attend every general meeting and event hosted on Thursday evenings, in addition to one virtual service opportunity.
- This replaces the 10 hours of service requirement i.e. LT meetings and committee meetings are still mandatory.
- If a chair is unable to make it to a weekly club meeting or after-meeting event, notify your respective VPs at least 24 hours in advance with an excuse.
- District events: Chairs are strongly encouraged to attend at least one district or interclub event throughout the year (Fall Rally, LovePit, DCON).
- Interclub: Chairs are strongly encouraged to attend at least one interclub or district event throughout the year (the K-Fam chair is responsible for informing LT of these).
- Constant contact: Chairs should always be in contact with their committee members, as well as the rest of the Leadership Team.
- Email: Chairs must respond to emails within 24 hours.
- Follow proper email etiquette and Circle K formatting.
- Even if there is not an exact response, chairs should still respond saying they need more time or will get back to them with an answer.
- Phone: Chairs must respond to phone calls, texts, messages within 12 hours. Please respond in a timely manner.
- Usually these are more urgent than emails and tend to require an immediate response.
Service Requirements
- Service Hours: Complete at least 10 hours of service each month.
- Site Leader Training: Attend at least 1 site leader training per semester.
- Ensure committee members are also meeting this requirement.
- Conduct a refresher with committee members before they site lead a project.
- Calendar: Post projects/events on the calendar at least 1 month prior to the date of the project or event whenever possible.
- Proofread and open committee members' projects/events.
- Projects: Organize site leaders and drivers (if applicable) and keep track of service projects.
- Ensure hours are submitted within 72 hours of the project/event occurring.
- Make sure site leaders are sending reminder emails.
Committee Requirements
- Weekly Committee Meeting: Hold 1 committee meeting (no online or groupme meetings) each week and create an agenda.
- Over the summer, hold 1 committee meeting each month virtually.
- Attendance: Track committee member attendance and excuses at general meetings and committee meetings.
- Share this information with the VPs to aid in tracking committee member requirements.
- Committee Member Requirements: Check committee members' progress towards completion of requirements.
- Notify VPs at least 1 week before the end of the month if a committee member appears to be unable to meet their requirements.
- Discuss the issue with your CM and share reasoning with VPs at chair's discretion.
- Committee Member One-on-Ones: Chairs must meet with each of their committee members for a one-on-one within 2 weeks of new committee member placement in Fall and Winter Semester.
- These should be relatively brief, approximately 15 minutes.
- Chairs should meet with both returning and new committee members individually.
- These are meant to get to know the committee members and build a relationship, as well as discuss requirements and setting up a project.
- Attend Committee Lock-In and Committee Olympics: These events are mandatory for all members in the committee system and are great times to get to know committee members.
Leadership Team Requirements
- LT meetings: This is a Sunday LT meeting at 6PM every month. This is a great time to get together with the entire LT to plan events and discuss ideas. Come prepared with any help needed. VPs will discuss future plans with chairs during one-on-ones.
- Contact Board: Chairs must contact board prior to events to keep board in the loop and troubleshoot any issues.
- For large events, chairs should attend a board meeting 1 month in advance.
- For small events, chairs should call into a board meeting the week of the event.
- VP One-on-ones: Every month, each chair will meet for 30 minutes with their respective VP. This should take place prior to the LT meeting.
- Support LT: Attend other LT members' events and support what they do as much as possible. For example, chairs should attend LEADCon, Formal, workshops, and interclub events.
