105.00 DISTRIBUTION AND AMENDMENT - POLICIES AND PROCEDURES
POLICY:
THE POLICY AND PR0CEDURES MANUAL SHALL BE MADE AVAILABLE TO DISTRICT PERSONNEL AND MAY BE AMENDED AND/OR REVISED BY THE BOARD OF TRUSTEES.
PROCEDURE:
105.01 DISTRIBUTION:
One copy of the Policy and Procedures Manual and any amendments
or revisions thereto shall be provided to the:
a. Current Board of Trustees.
b. District Board of Trustees-Elect
c. Past Governors
d. Kiwanis International Executive Director
105.02 DISTRIBUTION TO CLUBS AND MEMBERS:
A copy of the District Policies and Procedures Manual is available to clubs or members at cost. The cost shall be determined each year by the District Secretary.
105.03 REVISIONS AND AMENDMENTS:
The District Policies and Procedures may be revised and/or amended by the District Board of Trustees. It is the responsibility of the Governor, Immediate Past Governor, Governor-Elect, and one other person to review the Policy and Procedures Manual and to report to the Board of Trustees at the first Board Meeting of the year (Mid-Year Board Meeting). Amendments or revisions shall be distributed to Policies and Procedures Manual recipients.
105.04 SUBMITTING AMENDMENTS:
A Kiwanis Club in good standing in the K-T District or a member of the Board of Trustees may request the District Board of Trustees to consider a change or revision in the Policies and Procedures. The request shall be submitted in writing to the District Secretary and presented at a meeting of the Board of Trustees.
105.05 POLICY CONFLICT:
Should there be any conflict between these Policies and Procedures
and the K-T District Bylaws or the Kiwanis International Constitution,
Bylaws, or the Administrative Manual for Kiwanis Leaders, the
International documents shall take precedence followed by the
District bylaws. In the event of a conflict between the District
Bylaws and International Bylaws, the International Bylaws shall
prevail. (8-03)
110.00 CANDIDATES FOR DISTRICT OFFICE - GOVERNOR AND GOVERNOR-ELECT POLICY:
ELECTIONS AND CAMPAIGNING FOR DISTRICT OFFICE SHALL BE CONDUCTED IN A FAIR AND ORDERLY PROCESS WHICH PROVIDES CANDIDATES WITH AN OPPORTUNITY TO CAMPAIGN AND BE KNOWN BY DELEGATES TO THE DISTRICT CONVENTION.
PROCEDURE:
110.01 QUALIFICATIONS FOR THE OFFICE OF DISTRICT GOVERNOR:
The Governor-Elect is the only candidate for Governor. The Governor-Elect has been trained by Kiwanis International, has served on the District Board of Trustees for one year and spent an entire year preparing to serve in the office of District Governor and is assumed to be qualified to serve in that office. Even so, the candidate shall file with the District Secretary-Treasurer a LETTER OF INTENT and a supporting letter from the Division and Club.
110.02 QUALIFICATIONS FOR GOVERNOR-ELECT:
a. Active or senior member in good standing of a club in the K-T District.
b. Served a full term as President of a club in the district.
c. Served a full term as a Lt. Governor in the K-T District.
d. Submit a STATEMENT OF INTENT and supporting letter from the Division and Club to the District Secretary-Treasurer.
110.03 SECRETARY-TREASURER:
The District Secretary-Treasurer shall be a appointed by the Governor-Elect with the approval of the new Board of Trustees.
110.04 ANNOUNCING OF CANDIDATES:
a. A Club in good standing, with Division support, may announce a candidate for elected office.
b. Candidates filing on or before May 1 shall provide the Editor of the K-T NOTES a head and shoulders photograph and a biographical sheet, not exceeding 200 words, containing the candidates qualifications and accomplishments. The biographical sheet and photo shall be published in an issue of the K-T NOTES.
c. Submit a STATEMENT OF INTENT and supporting letters to the District Secretary-Treasurer.
110.05 ANNOUNCING OF CANDIDATE AFTER MAY 1:
A club in good standing, with Division support, may announce a candidate for elected office after May 1, but before the First Session of the Annual District Convention:
a. Submit STATEMENT OF INTENT and supporting letter from Division and Club to the District Secretary-Treasurer.
b. Submit to the District Secretary-Treasurer a head and shoulders photograph (if time permits) and a biographical data sheet, containing not more than 200 words, containing the candidates qualifications and accomplishments.
110.06 CAMPAIGNING:
a. Candidates for District Office may campaign, provided prior arrangements are made with the District Secretary-Treasurer, at Mid-Year Conference, at Lt. Governor Training Conference and Annual District Convention, at Division Councils with the approval of the Division Lt. Governor, and at Club meetings with the approval of the Club President.
b. Campaigning and campaign materials shall always be in good taste. Signs, posters, brochures, buttons and other similar materials shall be displayed in accordance with host guidelines at conventions or meetings. Campaign handouts shall be limited to brochures, badges, buttons, and other inexpensive items.
c. Candidates shall not use any District stationery, envelopes or postage. The District Office shall not handle any mailings for any candidates. Candidates may obtain mailing labels for Club Presidents, Club Secretaries, Lt. Governors, and Past Governors within the District by making payment in advance to the District Office.
d. Campaigning at the District Convention should be primarily conducted in the common areas of the convention site. Campaign materials or handouts should not be distributed in any meeting room or hall. Campaigning shall not be done at the entrance to or within the "House of Delegates." All campaigning should be done so as not to disturb any official convention activity.
110.07 VIOLATIONS OF POLICIES OR BYLAWS:
Any allegation of a violation of Bylaws, Policies or Campaign Guidelines should be made in writing to the District Secretary-Treasurer in writing. In such event the District Governor shall appoint an Ethics Committee, which shall report its findings to the District Governor in advance of the election. The Ethics Committee shall consider the allegations, allowing the alleged violator to respond to the allegations in person or in writing. The committee may then:
a. Allow the candidate to continue the practice if found not to be in violation.
b. Request that the practice or method deemed to be improper be discontinued.
c. To obtain compliance with its decision, the committee shall employ the mildest effective means, but where necessary, may resort to public censure.
115.00 ELECTION OF DISTRICT GOVERNOR AND GOVERNOR-ELECT
POLICY:
THE OFFICES OF GOVERNOR AND GOVERNOR-ELECT SHALL BE ELECTED BY VOTE OF THE HOUSE OF DELEGATES AT A DISTRICT CONVENTION.
PROCEDURE:
115.01 DIVISION CAUCUS:
The time of the meeting will be selected and announced by the District Governor. The site of the meeting will be selected and announced by the Division Lt. Governor.
a. The Division Lt. Governor shall preside over the meeting. If any Lt. Governor is absent from the District Convention, the District Governor shall select the location of the meeting and designate the presiding officer.
b. All delegates and delegates-at-large from clubs in the Division in attendance at the convention shall be eligible to attend the meeting.
c. A majority of the delegates and delegates-at-large attending the meeting shall decide any issue before the meeting.
d. The primary business of the meeting shall be to elect three (3) delegates to attend the District Nominating Conference.
e. A candidate for District office shall not be elected to attend the Nominating Conference.
f. The presiding officer shall, immediately after adjournment, certify to the District Secretary-Treasurer, the names of the three (3) persons selected to attend the District Nominating Conference.
115.02 CONFERENCE ON NOMINATIONS:
The meeting time and place shall be published in the Convention Program.
a. The District Secretary-Treasurer shall certify the names of the delegates to the District Nominating Conference. Only certified delegates and the Chair of the conference shall attend the meeting.
b. The Chair of the Conference shall be the Immediate Past District Governor or the next most recent Past Governor in attendance at the convention. In the event no Past Governor is present at the convention, the delegates to the conference shall select its own chairperson with the right to vote.
c. The conference shall select one of its members to serve as secretary and as many tellers as is deemed necessary.
d. Two-thirds (2/3) of the certified delegates to the conference shall constitute a quorum.
e. The Governor-Elect shall be the only candidate reported for the office of District Governor.
f. The conference shall report the names of all nominations for the office of District Governor-Elect unless there are more than two (2) nominations. In the event that more than two (2) nominations have been received, the conference shall vote (by such means as the conference shall determine) on the candidates. The two (2) candidates receiving the highest number of votes shall be submitted to the convention.
g. No person shall be nominated who has not submitted a Statement of Intent and supporting letters from the club and Division with the District Secretary-Treasurer.
h. The Chair of the Conference shall submit the Conference Report to the District Secretary-Treasurer.
115.03 PRESENTATION OF NOMINATING CONFERENCE REPORT:
The District Secretary-Treasurer shall present the Nominating Conference Report to the House of Delegates.
a. Presentation of the Nominating Conference Report shall not constitute the nomination of candidates.
b. All candidates shall be nominated and seconded in accordance with the recommendation of the Report of the District Nominating Conference.
115.04 NOMINATION OF GOVERNOR AND GOVERNOR-ELECT:
A Division or Club in good standing wishing to place the name of the current Governor-Elect or a candidate for Governor-Elect shall:
a. Have a qualified delegate or delegate-at-large attend the Nominating Conference to place the candidate's name in nomination.
b. Provide the District Secretary-Treasurer with the name of the persons nominating and seconding their candidate.
c. Present nomination and second to the House of Delegates. Nominating speeches shall not be over three (3) minutes and seconds shall not be more than one (1) minute.
d. If multiple nominations are being made, the order of nomination shall be according to division numerical order.
115.05 NOMINATIONS FROM THE FLOOR:
Nothing said previously shall be construed to limit the right to make nominations from the floor of the House of Delegates. However, a LETTER OF INTENT, signed by the potential candidate and a resume and biographical data and qualifications shall be presented to the District Secretary-Treasurer prior to the First General Session of the convention.
115.06 VOTING:
a. Only certified delegates or delegates-at-large shall be permitted to sit within the House of Delegates. Non-delegates and guests shall be seated in an area designated by the District Secretary-Treasurer.
b. Only delegates and delegates-at-large shall be allowed to vote.
c. There shall be no proxy or absentee ballot and no cumulative voting.
d. Voting shall be by ballot unless there is only one candidate, in which case a motion may be made to close the nominations and cast a unanimous ballot for the candidate.
e. Two or more candidates shall require a ballot vote. A majority of all votes cast shall be required to elect a candidate.
d. In the event any ballot does not show a majority, the Governor shall designate for further balloting.
e. Prior to the second ballot, the nominee with the lowest vote shall be dropped. On each succeeding ballot, the same procedure shall be followed until a nominee receives a majority of valid votes cast.
115.07 COMMITTEE ON ELECTION:
Before the election, the District Secretary- Treasurer shall provide the Committee on Election a list of the delegates and delegates-at-large as shown by the report of the Committee on Credentials.
a. The Committee on Election shall have charge of the election and distributing and counting the ballots.
b. The Committee on Election shall promptly report the results of the election to the Governor and the District Secretary-Secretary. The Governor shall report the results to the House of Delegates, not disclosing the actual vote count.
c. Only candidates may ask the Governor or the District Secretary-Treasurer for actual vote counts.
115.08 INSTALLATION OF DISTRICT OFFICERS:
Immediately after the conclusion of the election, the Governor shall request that a committee of Past Governors escort the newly elected Governor and Governor-Elect, their partners, and the Governor's partner to the head table for recognition and the installation.
a. The Immediate Past Governor shall preside over the installation of the new Governor, the new Governor-Elect and the new Immediate Past Governor.
b. The newly installed Governor shall be allowed to make a presentation outlining his/her plans for the new administrative year.
c. Current Division Lt. Governors shall be recognized and presented Past Lt. Governor pins.
d. New Division Lt. Governors shall then be recognized, installed and presented Lt. Governor pins.
115.09 VACANCIES IN OFFICE:
Vacancies in office shall be filled in accordance with the District Bylaws.
115.10 REMOVAL FROM OFFICE:
Removal from office shall be in accordance with the District Bylaws.
120.00 APPOINTED OFFICIALS
POLICY:
THE GOVERNOR-ELECT SHALL APPOINT THE DISTRICT SECRETARY-TREASURER, K-T NOTES EDITOR AND DISTRICT COMMITTEE CHAIRS FOR HIS/HER ADMINISTRATIVE YEAR.
PROCEDURE:
120.01 DISTRICT SECRETARY-TREASURER:
The District Secretary- Treasurer shall be appointed by the Governor-Elect, subject to approval of the Board of Trustees, and shall assume office with the Governor. Their duties and responsibilities are explained in Appendix A.
120.02 EDITOR OF THE K-T NOTES:
The Editor of THE K-T NOTES shall be appointed by the Governor-Elect, subject to the approval of the Board of Trustees, and shall assume office with the Governor. The duties and responsibilities of the K-T Notes Editor are listed in Section 150.00, District Newsletter.
120.03 STANDING COMMITTEES:
a. Standing Committee chairs shall be appointed by the Governor-Elect, subject to the approval of the Board of Trustees.
b. District Committee Chairs shall assume office with the Governor, with the exception of the Chairs of the committees on Key Club and Circle K. The Chairs of the Committees on Key Club and Circle K shall assume office at the conclusion of their respective district conventions.
c. All other Chairs' terms of office shall coincide with the Governor's.
d. The titles, structure, and duties of the District's standing committees, as defined by Kiwanis International and Appendix A of this manual, shall serve as a guide.
e. Standing committees shall at all times cooperate with the appropriate Kiwanis International committee in promoting suggested programs.
f. With the exception of the Committee of Past Governors, each District Committee Chair may select the number of members of the committee as required, subject to the approval of the District Governor.
g. The members of the Committee on Key Clubs and the Committee on Circle K shall be appointed prior to the beginning of the District Key Club or Circle K District Convention.
h. The Chair of the Committee of Past Governors shall be the Past Governor who most recently served in the office of Immediate Past Governor and who is an active, privileged or senior member of a club in good standing in the district.
125.00 ELECTION TO DIVISION OFFICE - LT. GOVERNOR & LT. GOVERNOR-ELECT.
POLICY:
THE OFFICES OF LT. GOVERNOR AND LT. GOVERNOR-ELECT SHALL BE ELECTED BY THE CLUB DELEGATES ATTENDING THE DIVISION CONFERENCE CALLED FOR THAT PURPOSE.
PROCEDURE:
125.01 DIVISION CONFERENCE:
No later than the second week in April a Division Conference shall be held for the purpose of electing a Lt. Governor and a Lt. Governor-Elect to serve for the administrative year beginning on October 1 of that year.
a. The Lt. Governor of every division shall give written notice of the Division Conference to the President of every club in the division, giving the time and place of the meeting, at least ten (10) days prior to the meeting.
b. A quorum shall consist of representatives of 2/3 of the clubs in the division.
c. The person present at the meeting who most recently served as Immediate Past Lt. Governor shall be chair of the meeting.
d. The conference shall select one of its members to serve as Secretary.
e. The conference shall then proceed to elect a Lt. Governor and a Lt. Governor Elect for the upcoming administrative year.
f. The Lt. Governor shall then certify to the District Secretary-Treasurer and Kiwanis International as to the results of the conference.
125.02 COMPLIANCE WITH THE BYLAWS:
The Division Conference shall comply with the provisions of the District Bylaws. (Article X, Section 3b., page 8) (8-03)
125.03. QUALIFICATIONS FOR THE OFFICE OF LT. GOVERNOR AND LT. GOVERNOR-ELECT:
a. Be an active member of a Division club in good standing.
b. Have served a full term as President of a Kiwanis Club.
c. Be willing to serve.
d. Give assurance that he/she will attend the District Training Conference for Lt. Governors, the District Convention and Mid-Winter Board meeting.
e. Agree to visit all clubs in the division as required.
125.04 CAMPAIGNING:
a. The current Lt. Governor should be notified of a candidate for Lt. Governor-elect well in advance of the conference.
b. The Lt. Governor should publicize to all clubs in the division the names of persons expected to be nominated.
c. All campaigning shall be done in good taste.
125.05 NOMINATION OF CANDIDATES:
Any club in good standing wishing to nominate a candidate at the Division Conference for the office of Lt. Governor or Lt. Governor-elect shall:
a. Inform the Lt. Governor of such intent prior to the Division Conference.
b. The current Lt. Governor-elect shall be the only candidate for Lt. Governor.
c. More than one candidate may be nominated for the office of Lt. Governor- elect.
d. No part of this procedure shall eliminate the privilege of nominations from the floor.
125.06 VOTING:
a. Voting shall be by ballot unless there is only one candidate, in which case a motion may be made to close the nominations and cast a unanimous vote for the candidate.
b. In the event there are more than two (2) candidates, a ballot shall be taken and the candidate receiving the fewest votes shall be eliminated. This procedure shall continue until one candidate receives a majority of the votes cast.
125.07 VACANCIES IN OFFICE: Vacancies shall be filled in accordance with the District Bylaws.
125.08 REMOVAL FROM OFFICE: Removal from office shall be in accordance with the District Bylaws.
130.00 ATTENDANCE AT KIWANIS FUNCTIONS:
POLICY:
THE DISTRICT BOARD OF TRUSTEES AND COMMITTEE CHAIRS ARE EXPECTED TO ATTEND CERTAIN KIWANIS FUNCTIONS.
PROCEDURE:
130.01 ATTENDANCE CHART:
The chart below is a reference as to the specific event Board of Trustees and Committee Chairs should schedule to attend during their leadership term.
130.02 ATTENDANCE CODE:
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M - Mandatory. Expenses reimbursed in accordance with the District Budget.
R - Recommended. Expenses reimbursed in accordance with the District Budget.
E - Encouraged. No expense reimbursement will be provided by the District.
c - Club support recommended.
d - District support recommended.
135.00 PAST GOVERNORS:
POLICY:
PAST GOVERNORS ARE ENCOURAGED TO CONTINUE TO BE ACTIVE IN THE DISTRICT AND SERVE AS A RESOURCE TO THE DISTRICT.
PROCEDURE:
135.01 MEETINGS:
Past Governors shall meet annually at the District Convention and may hold other meetings at the call of the Chair.
135.02 CHAIR:
The Past Governor most recently serving in the office of Immediate Past District Governor shall be the Chair of the Committee of Past Governors.
135.03 DISTRICT CORRESPONDENCE:
To aid in keeping informed of current District progress, each Past Governor shall receive the following, unless he/she has requested not to receive.
a. Agenda of Board of Trustee meetings.
b. Minutes of Board of Trustee meetings.
c. Annual budget.
d. Secretary-Treasurer's reports.
e. Revisions to District Policy and Procedures Manual and District Bylaws.
f. Notification of time and place of Mid-Winter Conference, Home Division Governor's visit, International President's visit, Home Division Conference, International Conventions and District Conventions.
135.04 DELEGATES-AT-LARGE:
Past District Governors are Delegates-at-Large to the following:
a. Kentucky-Tennessee District Conventions.
b. Kiwanis International Conventions.
140.00 KENTUCKY-TENNESSEE DISTRICT KIWANIS FOUNDATION, INC.
POLICY:
THE FOUNDATION SHALL RAISE, MANAGE, AND INVEST FUNDS FOR
THE PURPOSES PERMITTED UNDER SECTION 501(c)3 OF THE INTERNAL REVENUE
CODE.
PROCEDURE:
140.01 ACTIVITIES:
The activities of the Foundation are philanthropic, charitable, and educational in support of the goals of the District and of Kiwanis International.
140.02 SOLICITATION:
The Foundation has been authorized to solicit funds directly from contact with District clubs, members, and other fund raising sources as approved by the Board of Trustees. (8-03)
145.00 POLITICAL ACTION COMMITTEE (PAC)
POLICY:
THE POLITICAL ACTION COMMITTEE SHALL STUDY AND ADVISE ON THE QUALIFICATIONS OF POTENTIAL CANDIDATES FOR INTERNATIONAL OFFICES
PROCEDURES:
145.01 MEMBERSHIP:
The Political Action Committee shall have nine (9) members:
1. District Governor
2. Immediate Past District Governor
3. District Governor Elect
4. District Secretary
5. The Past District Governor who has just completed the term of Immediate Past Governor
6. A Past District Governor
7. A Past District Governor
8. A Past District Governor
9. A Past District Governor
145.02 SELECTION AND TERM:
a. Past Governors Nos. 6, 7, 8, and 9 shall be appointed for a one (1) year term by the Chair of the Committee on Past Governors.
b. The Chair of the Political Action Committee shall be elected by the Committee at its first meeting called by the District Governor.
c. A Past Governor may be reappointed to the Committee.
145.03 RECORDS OF MEETINGS:
a. The District Secretary shall serve as the secretary to the Committee and shall keep permanent records of the meetings of the Committee..
145.04 RECOMMENDATIONS:
a. The Committee shall study the qualifications of proposed candidates for Kiwanis International office and make recommendations to the Kentucky-Tennessee District House of Delegates regarding support of candidates.
145.05 DISTRICT CANDIDATE FOR INTERNATIONAL OFFICE:
a. The Committee shall study the feasibility of submitting a candidate from the K-T District for an International office and determine if a candidate should be submitted.
b. If it is deemed that a candidate from the K-T District should be submitted for International office, the Committee shall consider the names and qualifications of all eligible K-T Kiwanians.
c. From this group, one person shall be selected and recommended to the House of Delegates at the District Convention for consideration and endorsement.
d. The recommendation to the House of Delegates shall be made no later than the District Convention preceding the International Convention at which the candidate will run for office.
e. The Committee and the candidate shall name the campaign manager and promote the campaign.
f. Funding for the campaign will be in accordance with Section 335 on Finances.
150.00 THE K-T NOTES:
POLICY:
The Kentucky-Tennessee District shall publish a newsletter called THE K-T NOTES and shall distribute it to every K-T Kiwanian and others as the District Board of Trustees shall determine.
PROCEDURE:
150.01 EDITOR:
The Editor shall be appointed by the Governor-Elect, subject to the approval of the Board of Trustees and shall assume office with the District Governor.
150.02 PUBLICATION DATES:
The Governor and the Editor shall confer to establish the number of issues and the publication dates, taking into consideration the newsletter budget and material to be published.
150.03 DUE DATE FOR NEWS:
Articles must be submitted by the 15th of the month preceding the date of publication.
150.04 EDITING:
Articles chose for publication may be edited due to style and space limitations.
150.05 FORMAT:
Articles should be typewritten. Newspaper articles and clippings will be accepted. Information submitted should not be more than six (6) months old.
150.06 PHOTOGRAPHS:
a. Photographs (not negatives) of any size may be submitted in color (with a light background), in black and white or in digital format (preferred format is .jpg). (8-03)
b. Grainy, out of focus, too dark or two light photographs do not reproduce and likely will not be used. Photos from newspapers and other similar photographs which are questionable will likely not be used.
150.07 SOURCE OF NEWS:
News articles from the following will assist in keeping the K-T District Kiwanians informed:
a. Current and Past Governors
b. Governor-Elect
c. District Secretary-Treasurer
d. Local newspapers
e. Members of Circle K and Key Club
f. Current and Past Lt. Governors
g. District Committee Chairs
h. Club and Division Newsletters
i. Kiwanis members
150.08 ARTICLES TO SUBMIT:
Articles of general interest, fund raisers, membership growth or retention, events promoting the objects of Kiwanis, anniversary celebrations, long term member recognitions, new clubs, service projects, activities of sponsored programs, and many other items of general interest to Kiwanis members.
150.09 ITEMS TO BE PUBLISHED:
The following is a list of some things which should be published as appropriate.
a. Summaries of monthly reports
b. Actions of the Board of Trustees (Required in Bylaws to be published in the issue immediately following the board meeting.)
c. Photographs from clubs and division throughout the District
d. Registration forms for District Convention and Mid-Winter Conference in the June and December issues respectively
e. Schedules of district and division training opportunities
f. Call for candidates for Governor-Elect in the April issue
g. Photos and statements for candidates for Governor-Elect in the June issue
h. Regular articles by the Governor and District Secretary/Treasurer
i. Articles from Lt. Governors and District Committee Chairs
j. Photos of Lt. Governors-Designate in the June issue
k. Club Energy Level Evaluation forms (October and April)
l. Coverage of Mid-Winter Conference, District Convention, International Convention, Lt. Governors' Training Conference
m. Schedules of Division Council meetings, New Club Charter meetings, Official Visits of District Governor
n. Reports of special events in the District
o. Reports on new member adds
p. Reports of deceased Kiwanians
q. Reports of future sites for District Conventions
150.10 CLUB AND DIVISION NEWSLETTERS:
Kiwanis clubs and Divisions are encouraged to publish a regular
newsletter as a way to keep members informed of current and planned
activities. Clubs are encouraged to submit copies of each issue
to the Editor of the K-T NOTES.
155.00 ARCHIVES COMMITTEE:
POLICY:
THE DISTRICT SHALL HAVE AN ARCHIVES COMMITTEE TO COLLECT PUBLISH ACCURATE AND UPDATED HISTORICAL INFORMATION.
PROCEDURE:
155.01 MEMBERSHIP:
The Archives Committee shall have three (3) members, one of which is appointed by the Governor-Elect each year.
155.02 TERM:
Committee members shall serve a three (3) year term. The District Office will maintain a record of committee members and terms. The Governor-Elect shall appoint or re-appoint member(s) after the expiration of terms.
155.03 DUTIES:
The Committee shall keep accurate, updated historical records of the District, including:
a. Names of all club presidents, Division Lt. Governors, and District Governors.
b. Information about new clubs organized and chartered including Charter Night Programs.
c. Information about clubs whose charters are withdrawn.
d. Information about outstanding achievements of the District, Divisions or Clubs.
e. Copies of all District Convention Programs and International Convention Programs.
155.04 SOURCE OF INFORMATION:
The Committee shall secure from each Past Governor a complete report of the Governor's year in office.
155.05 PUBLICATION:
a. The publication of a new history book shall be under the supervision of the Board of Trustees.
b. It is recommended that once a History of the K-T District has been published, a supplement be published every five (5) years.
160.00 DISTRICT PROJECTS:
POLICY:
A DISTRICT PROJECT IS PERMISSIBLE PROVIDED CERTAIN REQUIREMENTS ARE MET.
PROCEDURE:
160.01 DEFINITION:
A District Project is defined as any activity conducted on a district wide basis by a committee in which the word "Kiwanis" is used in its promotion or as a part of the name of such activity.
160.02 PRIOR APPROVAL:
No committee shall engage in the promotion of or shall conduct a District Project without prior approval of the Board of Trustees.
160.03 REPORTS:
Fund raising District Projects shall provide a report to each Board of Trustees meeting. At the conclusion of each District Project, the committee shall file a report and a financial statement with the District Secretary-Treasurer.
160.04 FINANCIAL OBLIGATION:
No financial obligation, other than as provided in the District Bylaws, shall be placed upon the clubs by the district and no voluntary contribution for any district activity shall be requested of clubs by the district except by a two-third (2/3) vote of the delegates at a convention or a two-third (2/3) vote upon a referendum submitted to all clubs of the district, and with the approval of the Board of Trustees of Kiwanis International.
163.00 DIVISION PROJECTS:
POLICY:
A DIVISION PROJECT IS PERMISSABLE PROVIDED CERTAIN REQUIREMENTS ARE MET. (8-03)
PROCEDURE:
163.01 DEFINITION:
A Division Project is any activity conducted on a division wide basis by a committee in which the word "Kiwanis" is used in its promotion or as part of the name of such activity. (8-03)
163.02 PRIOR APPROVAL:
No committee shall engage in the promotion of or shall conduct a Division Project without the prior approval of the Division Council where a minimum of two-thirds (2/3) of the clubs were present. Minutes of the meeting of the Division Council shall be forwarded to the District Secretary before the project is started. (8-03)
REPORTS:
a. A Division Committee conducting a Division project shall make a report to the Division Council at least twice during the project. (8-03)
b. At the conclusion of each division project the committee shall file a report and a financial statement with the District Secretary, the Lt. Governor of the Division, and each member of the Division Council. (8-03)
c. If the project overlaps two administrative years, a summary report of the project and a financial statement of the project as of the end of the administrative year shall be provided to the new Lt. Governor, the new Division Council, the previous Lt. Governor, and the previous Division Council. It is suggested that this be done at a joint meeting. (8-03)
163.04 FINANCIAL OBLIGATIONS:
No financial obligation may be placed upon any club by the division and no voluntary contributions for any division activity shall be requested by the division except by a two-thirds (2/3) vote of the Division Council at which two-thirds (2/3) of the clubs in the division are represented. (8-03)
165.05 THE DISTRICT OFFICE
The District Office, under the direction of the District Secretary shall develop plans to store records on microfilm, in digital format on diskettes, CD's, DVD's or other electronic storage in order to reduce the volume of records in storage. Consideration should be given to off-site storage of records. (8-03)
170.00 SEXUAL HARASSMENT
POLICY:
IT IS THE POLICY OF THE K-T DISTRICT OF KIWANIS INTERNATIONAL THAT EVERY MEMBER WILL CONDUCT THEMSELVES AT ALL TIMES IN A RESPECTFUL AND APPROPRIATE MANNER.
PROCEDURE:
170.01 MEMBER RESPONSIBILITY:
a. Kiwanians should always be aware that our actions should not bring discredit upon Kiwanis.
b. Members are urged to always be conscious of our actions and words and avoid any suggestion of impropriety.
170.02 BEHAVIORAL SUGGESTIONS:
a. It is suggested that at least two adults be present at all times when Kiwanians and youth are meeting or traveling together.
b. Touching, hugging or kissing are easily misunderstood and it is suggested that they be avoided.
c. All sexually suggestive language, behavior and off-color jokes should be avoided.
d. The distribution of pictures, tapes or printed material of any kind containing sexually suggestive language or scenes should be avoided.
170.03 FEDERAL STATUTE:
Federal and State laws regarding harassment are very broad. All members should conduct themselves at all times so as to avoid even the possibility of misunderstanding or accusations.
170.04 NOTIFICATION OF COMPLAINT:
Notification of any complaints should be referred immediately to the District Governor, the District Office and Kiwanis International.
175.00 ALCOHOLIC BEVERAGES:
POLICY:
ALCOHOLIC BEVERAGES SHALL NOT BE SERVED OR CONSUMED AT AN OFFICIAL KIWANIS FUNCTION.
PROCEDURE:
175.01 OFFICIAL FUNCTION DEFINITION:
a. An official function is one for which attendance is granted under the official attendance rules.
b. An official function begins when the presiding officer calls the meeting to order and ends when the presiding officer adjourns the meeting.
180.00 INTER-CLUBS:
POLICY:
IT IS THE POLICY OF THE K-T DISTRICT TO PROMOTE INTER-CLUB VISITS BETWEEN CLUBS IN DIVISIONS AND THE DISTRICT.
PROCEDURE:
180.01 CRITERIA FOR INTER-CLUB CREDIT:
a. Minimum of four club members in attendance.
b. Minimum of three (3) club members plus, if present, a current Kiwanis International Officer or Trustee, current K-T District Governor, current K-T District Secretary-Treasurer, or current K-T Division Lt. Governor.
c. Extra credit will be provided for an inter-club visit to a club more than fifty (50) miles from the home club, an inter-club of eight (8) members or more, or for special designated district occasions.
180.02 RECOGNITION:
The K-T District authorizes the following Inter-Club Awards.
a. HARPER GATTON AWARD: Awarded to the club with the highest number of inter-club visits in each membership size category.
b. DON MILLS AWARD: Awarded to the club as best overall in inter-clubs regardless of club size.
c. DISTRICT GOVERNOR'S INTER-CLUB EXCELLENCE AWARD: Awarded to any Kiwanis Club who meets the following criteria:
1. Complete at least 22 inter-club visits during the year.
2. Inter-club with every club in its division.
3. Inter-club with at least one Sponsored Youth club.
4. Participation in at least one (1) inter-club by at least 50% of club members.
5. Present a program to at least one Kiwanis Club visited.
6. Submit to the District Office before August 1 the certification shown in Appendix A.
d. TEMPLE FRAKER AWARD:
Awarded to the club which has hosted the most inter-club visits during the year. Scoring shall be by awarding ten (10) points for each inter-club visit by a club within the same division and twenty (20) points for inter-club visits by clubs outside the club's own division. The club President and Inter-Club Chair shall certify to the District Office by August 1 the number of inter-club visits it has received and the identity of the clubs and their divisions.
e. "WILD HORSE" AWARD: This is an award which the Governor may present to a Kiwanis Club in recognition of unusual accomplishment in inter-clubbing.
185.00 NEW CLUB BUILDING:
POLICY:
IT IS THE POLICY OF THE K-T DISTRICT TO PROMOTE THE THE GROWTH OF KIWANIS BY BUILDING NEW KIWANIS CLUBS.
PROCEDURE:
185.01 PLANNING FOR NEW CLUB BUILDING:
The District Committee Chair of the Committee on New Club Building shall be responsible for designing and implementing a program for building new Kiwanis clubs. It is recommended that the New Club Building Committee develop and maintain a three (3) year plan for identifying sites for new Kiwanis clubs. The clubs in every Division should build at least one new Kiwanis club during each three year period. The existing clubs in a division in which a new club is being build should participate by providing the necessary items the new club will need such as its banner. The sponsoring club(s) should also pay the charter fee of $100.00 for the new club.
185.02 TRAINING FOR NEW CLUB BUILDERS:
Kiwanians selected to represent the K-T District of Kiwanis International in the building of new Kiwanis Clubs shall be adequately trained by Kiwanis International and/or the K-T District. This training is important to the success of building new Kiwanis Clubs and to the ultimate success of the new clubs.
185.03 MEMBERSHIP:
A minimum of 20 paid members shall be required to petition Kiwanis International to organize a new Kiwanis club in the K-T District. Each charter member of a new Kiwanis Club shall pay a membership fee of $35.00.
185.04 EXPENSE REIMBURSEMENT:
The expenses incurred by individuals trained to participate in building new Kiwanis Clubs in the K-T District shall be in accordance with the budget.