A. Organizational Packet Purpose:
To provide charter members and guests useful information to:
1. Help understanding the decisions they are to make at the Organizational Meeting (usually Meeting #3) in order to successfully organize their new Kiwanis Club. 2. Provide work sheets and other information to facilitate the timely conduct of the Organizational Meeting.
B. General Guidance for conduct of the New Club Meetings
1. The Kiwanis International New Club Building Process calls for at least 2 Pre-Organizational Meetings leading to the Organizational Meeting (meeting #3). 2. The New Club Builder is responsible to determine the location date, and time of these meetings until the club is successfully organized. 3. These 3 or more meetings should be held weekly until the club is organized at which time the club will determine the meeting frequency. 4. The organizational meeting can not be conducted unless: a. At least 20 members have completed applications and paid the $35 fee. b. 50% of paid members plus one member are present (simple majority) c. Club Nominating Committee is prepared to recommend a full slate of Club Officers, d. Club House Committee is prepared to recommend meeting location, time, and meeting frequency. 5. The date the club conducts a successful organizational meeting becomes the Charter Date for the new club. 6. Club will conduct the 14 or so Post Organizational Meetings in accordance with the Kiwanis International Post Organizational Weekly Meeting Curriculum (see Post Organizational File). 7. At the conclusion of the Post Organizational Meeting Curriculum, the club will have developed it Annual Operating Plan to include its mission, administrative budget and service project budget. 8. Club executes its Annual Operating Plan.
C. Prepare Charter Member Organizational Packet:
1. Make the necessary corrections to the heading and body of each file as needed. Word "Find and Replace" Menu works well. 2. Prepare at least 30 packets of the material contained in this Charter Member organizational Packet File to be available for the first Pre-Organizational meeting. 3. A three-holed folder works very well. It would help to include the name of the member/guest on the front if time permits. 4. Give a packet to each charter member and guest for their personal study and use. 5. Packets should be available at the Pre-Organizational and Organizational Meetings for those members and guests who had not received them. 6. Paper with various colors enables members/guest to readily identify topics to be discussed. 7. Arrange the material in the packet as follows: a. Title Page b. Member List of Worksheets and Informational Topics c. Agenda: Preorganizational Meeting #1 d. Agenda: Preorganizational Meeting #2 e. Agenda: Organizational Meeting #3 f. Agenda: Board of Directors Initial Meeting g. Key Bylaws Decisions h. Bylaws Option Worksheet for the Discretionary Elements i. Kiwanis Fee Structure j. Club Dues Option Worksheet k. Club Committee Structure and Description l. Nominating Committee Worksheet m. House Committee Worksheet n. Charter Night Committee Instructions o. Post-Organizational Weekly Meeting Curriculum p. Post-Organizational Weekly Meeting Curriculum Responsibilities
8. The additional 9 files are marked as Back UP. They are to be used to support the appropriate subject. These files should not be included in the Charter Member Organizational File.
D. Folder 2 covers the following activities show in Section B of the Club Action Plan Example for Organizing the Club (see folder 1).
Prepare Charter Member Organizational Packet (New Club Builder) Meeting Agendas, Information and Worksheets are contained in Electronic File 2 Use a variety of colored paper to easily distinguish topics. Include the following information in a 3-holed Charter Member Organizational folder for each member: Cover List of Material Pre-Organizational Meeting Agenda #1 Pre-Organizational Meeting Agenda #2 Organizational Meeting Agenda Board of Directors Agenda and Worksheet Key Bylaws Decisions Bylaws Option Worksheet Kiwanis Fee Structure Club Dues Option Worksheet Club Committee Structure and Description Nominating Committee Worksheet House Committee Worksheet Charter Night Committee Instructions Post-Org. Weekly Meeting Curriculum Post. Org Weekly Meeting Curriculum Responsibilities
Conduct 1st Pre-organizational Meeting (New Club Builder) Notify members/guests of meeting well in advance of the meeting. (See meeting notice examples in file 2) Update Agenda as necessary Provide Charter Member Organizational Packet to members and guests Set up meeting room with Kiwanis paraphernalia Ask Sponsoring Club to work the welcoming and sign-in table (sign in sheet in file 2 Conduct meeting in accordance with the Agenda Prepare Meeting #1 Newsletter of meeting. Distribute Newsletter to all members and interested guests ASAP after meeting. Club Growth Committee and Recruiting Team continue to recruit Conduct 2nd Pre-Organizational Meeting (New Club Builder) Notify members/guests of meeting well in advance of the meeting. (See meeting notice examples in file 2) Update Agenda as necessary Provide Charter Member Organizational Packet to members and guests who have not received it earlier. Set up meeting room with Kiwanis paraphernalia Ask Sponsoring Club to work the welcoming and sign-in table Conduct meeting in accordance with the Agenda; keep to one hour. (Prepare Committee Matrix and passed around at each future meeting through Charter Night to get all members to volunteer for at least 2 or 3 committees.) Prepare Meeting #2 Newsletter. (see example in file 2) Distribute Newsletter to all members and interested guests Club Growth Committee and Recruiting Team continue to recruit.
Note: Pre-Organizational meeting must continue until club attendance meets Kiwanis minimum attendance requirements for organizing .
Organizational Meeting (New Club Builder) Notify members/guests of meeting well in advance of the meeting. (See meeting notice examples in file 2) Update Agenda as necessary Provide Charter Member Organizational Packet to members and guests who have not received one earlier. Set up meeting room with Kiwanis paraphernalia Ask Sponsoring Club to work the welcoming and sign-in table Determine a simple majority of members is present; i.e., 50% of members plus one member in order to organize the club With a simple majority of members present, conduct meeting in accordance with the Agenda; use worksheets provided to complete all activities within the hour allotted. President conducts Board of Directors meeting immediately following the organizational meeting using the Agenda Worksheet provided in the Charter Member Organizational Packet. If a simple majority is not present, conduct the meeting as another Pre-organizational meeting preparing the members for the organizational meeting and discuss any issues. Prepare Meeting #3 Newsletter (see examples in file 2) Distribute Newsletter to all members and interested guests. Club Growth Committee and Recruiting Team continue to recruit.
Initial Board of Directors Meeting. (Club President) Determine Quorum Conduct Board Meeting in accordance with Agenda Worksheet provided in the Charter Member Organizational Packet. Secretary completes the worksheet in the Agenda as the official record of the meeting. Prepare and Distribute Meeting Minutes to all members and interested guests. Establish time and date for the next Board Meeting. Provide 24-hour club organization report to Kiwanis International by phone, fax, or e-mail. (Form in File 2) Begin to gather information for the Organization Package to be sent to Kiwanis International within 30 of the organization date.(File 3) Initiate Post Organizational Weekly Meeting Curriculum. (File 4)
Return to KT Kiwanis Home Page