District Board of Trustees Procedures


As at 3 September, 2017

Please see District Policy No. 1 (District Policies and District Board Procedures) for a definition of district board procedures.
 

Overview of district board procedures :
  No. 1 :  Procedure for Awarding of the Key Club Scholarship
No. 2 :  Committee on Resolutions
No. 3 :  Convention Guidelines and Procedures
No. 4 :  Budget Procedures
No. 5 :  District dues for new clubs

 

Procedure No. 1 :  Procedure for Awarding of the Key Club Scholarship
 
  Fundamentals :
   The Key Club Scholarship and the funding limits for this was established by District Policy # 8.  The funding procedure for the scholarship was established by District Policy # 6.  This trustee procedure defines the procedure and criteria by which the recipient of the scholarship is determined each year.
 
  Objects :
  The object of the scholarship as defined by District Policy # 8 is to recognize the service and devotion of a Key Club member to the objects of Key Club.
 
  Basic Procedure :
  At their May meeting, the district board of trustees will ratify the amount of the scholarship for the year (normally NZ$2000).
  The Service Leadership Program chairman will solicit applications for best Key Club from all Key Club advisors.
  The applications received will be evaluated and the best Key Club selected.
  The scholarship will be awarded to a member of the best Key Club.
 
  Selection of the Best Key Club :
  Each year, the Service Leadership Program chairman will inform the Kiwanis Key Club advisors and the School Key Club advisors of the availability of the Kiwanis scholarship to a member of the best Key Club in the district and inform them of :
  the criteria for determining the best Key Club
  the criteria for awarding the scholarship to a Key Club member
  how to apply for selection as the best Key Club
  the due date for the application.
 
  The criteria by which the best Key Club will be judged are :
  Membership growth of the club (in numbers)
  Good attendance at meetings (in %)
  Good member participation in the club's projects and activities (in %)
 
  NOTE :  The school year begins in September and ends in June in French Polynesia, the evaluation of the Key Club will be done on the 8 months to the end of April.  The school year begins on 15 February and ends on the 15 December in New Zealand and New Caledonia, evaluation of the club will be done on activities of their Key Club from August through December of the previous year (5 months) and from February to the end of April of the current year (3 months).
 
  The district governor and the Service Leadership Program chairman will select the best Key Club in the district from the applications received using the criteria above.  There will only be one Key Club selected and the selection will be done without regard to the country where the club is located.  This Key Club will be notified that the scholarship money for the year will be allocated to them to be paid to the winning Key Club member.
 
  Selection of the Key Club Member to Receive the Scholarship :
  Upon notification by the Service Leadership Program chairman that their Key Club has been selected as the best Key Club, the Kiwanis Key Club advisor and the school Key Club advisor will select the Key Club member student to receive the scholarship using the following criteria :
  Growth (sponsoring of new members)
  Leadership
  Attendance by the member at meetings of the Key Club
  The member's participation in the activities of the Key Club
  Behaviour and scholastic results.
 
  The scholarship money must be donated to a single Key Club member with the intention that the money will be used to further the student's continuing education.  The scholarship money may NOT be used by the Key Club for any other purpose and may NOT be split between multiple members.  The Key Cub advisors will inform the Service Leadership Program chairman of the name and payment details for the winning student.
 
  Presentation :
  If possible, the scholarship should be presented at the district convention.
 
  Time Line :
 
February The district board of trustees to ratify the amount of the scholarship for the current year.
March Notifications of the availability of the scholarship to be sent to all active Key Clubs in the district by the Service Leadership Program chairman.
30 April Applications to be selected as the best Key Club for the current year must have been received by the Service Leadership Program Chairman.
Mid-May Notification of the selection of the best Key Club sent to all Key Clubs which have applied.
Mid-June Notification of the selection of the Key Club member to receive the scholarship must be received by the Service Leadership Program chairman from the advisors to the best Key Club.
Early September Presentation of the scholarship to the winning student at the district convention (if possible).
 
  Any variation to this procedures must be approved by the district board of trustees.
 
Adopted at the 2 September, 2010 district board meeting.  Ratified at the 16 February, 2013 district board meeting.  Fully revised at the 8 May, 2015 district board meeting.  Modified at the 4 March, 2017 district board meeting.
 

 

Procedure No. 2 :  Committee on Resolutions
 
  Background :
  The "committee on resolutions" is established by the district bylaws in Article VI, Section 18.b.  The committee is charged with the duty of "considering" all resolutions and motions proposed for passage at a district convention and making a recommendation to the district board on these resolutions.  "The committee may modify, combine, edit, or not accept any club proposals."  No resolution may be "debated" by the convention (and therefore may presumably not be approved by the convention) unless the proposed resolution has first been considered by the committee on resolutions - although the district board has final authority on motions and resolutions to be considered at the convention.  There is no further mention of the committee on resolutions in the bylaws.
  Composition :
  The composition of the committee on resolutions shall be determined by the governor with approval by the district board of trustees.
  Appointment :
  Appointment of the committee on resolutions shall be made annually by the governor with approval by the district board of trustees prior to or during the May district board of trustees meeting.
  Mandate :
  The committee on resolutions shall consider and prepare recommendations to the house of delegates for all proposed resolutions and for all proposed bylaw amendments.  Their consideration shall include but not be limited to :
 •   the resolution or amendment is logically consistent.
 •   the resolution or amendment is consistent with the laws of all district nations.
 •   the resolution or amendment is consistent with the district bylaws.
 •   the resolution or amendment is unambiguous and grammatically correct.
  Procedure :
  The district bylaws require that both proposed bylaw amendments and proposed resolutions "shall be received by the district secretary at least sixty days prior to the date of the convention" and that "the secretary shall send a copy of all proposed amendments to the secretary of each chartered club not less than thirty days prior to the date of the convention".  Upon timely receipt of the proposals, the district secretary will send (electronically) the proposals to each member of the committee on resolutions for consideration.  The recommendation of the committee will be sent to the district secretary in sufficient time so that the district secretary is able to send both the proposed resolution or amendment and the recommendation of the committee to the clubs on-time.  At the meeting of the district board of trustees just prior to the convention, for each proposed amendment or resolution, the trustees will decide whether or not they support the proposal and with or without any recommended changes suggested by the committee on resolutions.  The recommendation of the district board of trustees will be reported on the floor of the house of delegates.
 
Adopted at the district board meeting on 18 May, 2013.  Modified at the 3 September, 2017 district board meeting.
 

 

Procedure No. 3 :  Convention Guidelines and Procedures
 
  A.  Kiwanis International Procedures for District Conventions :
 
  The Kiwanis International Procedures contain the following notes in regard to district conventions :
 
  250 - District Conventions
 
250.1 - Purpose
The district convention shall be held annually to provide fellowship, motivation, inspiration, administrative methods, and Kiwanis knowledge and objectives for club members and leaders, with special emphasis on club presidents-designate and secretaries-designate to better prepare them to fulfil the duties and responsibilities of the offices they are to assume. (6/91)

 
  250.2 - Date
The district convention shall not be held between the second week of April and the second week of May, so that it will not conflict with the International Board Meeting traditionally held during that time period and so that schedule conflicts with the district's Board Counselor will be avoided. (5/94) (4/97)

 
  250.3 - Location
A district convention must be held within the boundaries of the district, unless prior approval has been secured from the International Board. (6/91)

 
  250.4 - Joint Conventions
Unless approved in advance by the International Board, no district shall hold a joint convention with another district. (10/92)

 
  250.5 - Convention Program
The Governor has the responsibility to plan and develop the convention program.  The Governor-elect has the responsibility for any education of incoming club officers and Lieutenant Governors and for the forums and educational sessions. (5/93)

 
  250.6 - Club Representation
Special efforts should be made to encourage representation by all clubs, especially the incoming club officers and all members of new clubs.  The convention should be held in a city that is convenient to club members.  Costs should be reasonable so persons are not discouraged to attend for financial reasons. (5/93)

 
  B.  District requirements for District Conventions
 
  The rules governing district conventions are set out in the district bylaws, Articles VI and VII. These rules apply more particularly to the district secretary but organising committees should be aware of them as they relate to the preparation of the convention.
 
  C.  Applications to Host a Convention
 
  An application to host a convention should be received from the chartered Kiwanis club with their proposal for the host town/city and proposed dates for this to be held.
 
  Following the approval of the application the host club is to appoint a convention chairman and committee.  The next job is to identify the venue and make a proposal to the following district board of trustees meetings including the confirmed dates, the venue, a convention budget and registration fees for attendees.  These details should be in the reports to the district board of trustees beginning from around eighteen months prior to the event.
 
  D.  Timing for a District Convention
 
  Subject to the provisions contained in the documents as noted above the NZ-SP district convention is normally held between the middle of August and the middle of September.  Consideration should be given to school holidays and appropriate travel arrangements available for members attending from French Polynesia, New Caledonia, Vanuatu and New Zealand.
 
  At the time of confirming the budget the Trustees should be asked to confirm the appropriate registration fees payable by members.  This would include full and partial registration fees.
 
  The general outline of timing towards a district convention is based around district trustee meetings and in general will follow this format :
 
Two years prior Application received and considered by the district trustees.
Eighteen months prior Proposed venue and budget considered by the district trustees.
Twelve months prior Budget confirmed by the district trustees and the registration fee set and approved by the district trustees.  Convention promoted at the prior district convention.
Nine months prior Budget updated and registration forms available.
Last twelve months prior Budget updated and progress report provided to each district trustee meeting.  Convention promoted to all clubs.
 
  E.  Convention Finance
 
  On application to Trustees there will generally be agreement to provide the organising committee with an initial advance for the convention fund to secure the venue for the convention.  This has usually been around NZ$1,000.  The advance is repayable to the district following convention.
 
  The budget for the convention will generally cover the following types of expenditure :
 
(a)  Fixed costs
  Venue and meeting room hire
  Audio and presentation requirements
  Entertainment costs
  Administration costs - printing, stationery, postage, promotion
  A $250 fee to the district is to be paid by the convention committee to lease the district translation equipment
  Translator fee
  Governor's accommodation costs for 3 nights (usually 2 persons)
  Kiwanis International counselor accommodation costs for 3 nights (usually 2 persons)
  All meals for Governor and partner
  All meals for the Kiwanis International counselor and partner including attendance at the past governors dinner
  Governor's thank you function
  Name badges and convention banner patches
  Convention kits and booklets
  Transport pickups from airport
  Bank and credit card costs
(b)  Variable costs
  Meal costs
  Convention levy @ NZ$1.00 per registered participant (both full and partial registrations)
  Partners programme
 
  A form for presenting the budget can be downloaded here.  Print this off and use as your form for developing the budget and all revisions following.  You can change the numbers of registration as required.
 
  At the conclusion of the convention a full statement of income and expenditure shall be prepared by the organising committee and this should be reviewed by a suitably qualified person.  This statement and report shall be forwarded to the district secretary within 60 days after the convention and will then be received by the district trustees at their next meeting.
 
  While it is a club that hosts the convention, they are actually organising this on behalf of the district so any financial result is a matter for the district board of trustees to deal with.  It is not expected that a convention would end in a loss but if this is the case it would then be for the district board of trustees to accept this as a loss to the district account.
 
  Where there is a surplus arising from the convention the district trustees will decide on how this will be distributed at the time of receiving the financial statement of the convention.
 
  F.  Convention Programme
 
  The format for conventions is usually reasonably standard but these can be varied by the Governor in consultation with the organising committee.  The standard format of the programme is as follows :
 
 
Day 1 - (Thursday)
Morning District Foundation trustees meeting Room for 8-10 people.  Round table or conference seating.
Afternoon District trustees meeting Final meeting of the district trustees for the year.  Conference seating 15 people with further seating for visitors.
Evening Past Governors dinner Restaurant for approximately 20.
 
Day 2 - (Friday) first day of convention
Morning Official opening and business session Theatre style seating with top table seating for 5.
Lunch For all registrants  
Afternoon Business session/Workshops  
Evening Dinner and entertainment for all registrants  
 
Day 3 - (Saturday) second day of convention
Morning Business session/Workshops Usually includes election of officers.
Lunch For all registrants  
Afternoon Business session/Workshops and closing of convention.  
Evening Governor's "thank you" function By invitation from the governor
Evening Dinner and entertainment for all registrants  
 
Day 3 - (Saturday) second day of convention
Morning district trustees meeting Incoming trustees for the next year
 
  The Governor-Elect has the responsibility for any training or education forums at the convention and the governor should allocate time during the business sections accordingly.
 
  Other considerations :
 
1.  Partners programme - an off-site partners programme should be arranged to provide for those accompanying guests who are not attending the convention proper.  Any meals must also be included in this programme when they are not at the convention site for meal time.
2.  Past Lt. Governors meeting - This meeting has often been held at breakfast time on the second day of convention.  Check with the Chairman of the Past Lt. Governors as to the meeting needs.
3.  Past Governors Dinner - is self funded by the attendees so is not a cost to convention committee except for the cost of the International Counselor and partner.
 
  G.  Registration
 
  Every attendee shall pay the full registration fee as approved by the district board of trustees unless a partial registration fee is approved for specific events only.
 
  A Convention levy (usually NZ$1.00 per registration) as set by the District Board of Trustees shall be included in the registration fee to provide for possible losses involved in convention costs. This amount is payable on all registrations (both full and partial) and shall be paid by the organising committee to the District.
 
  A separate registration form shall be completed for all attendees and the following information included :
 
Name of registrant
Address
Contact telephone, fax or email
Name of Kiwanis club, if applicable
Delegate-at-large (past governors and current trustees)
Request for a headset for listening to simultaneous translation
Attendance at non-convention activities e.g. past governors dinner, past lt. governors meeting, etc.
Cost of registration and /or partial if applicable
 
  A sample registration forms can be downloaded here and should be modified to suit.  The convention registration form should be made available to clubs at least 12 months prior to the convention.  The form should be made available in both English and French .
 
  A list of the registrants is to be available to the district board of trustees meeting immediately prior to the convention and will also be made available to the Committee on Elections.
 
  H.  Accommodation
 
  The convention committee shall make available at cost to participants choices of accommodation available in the vicinity of the venue for the convention.  Often these will at the same hotel.  Choices at various cost levels should be offered.
 
  The convention committee does not need to accept accommodation bookings and these inquiries and bookings can be directed to the providers by the participants.
 
  Information including the costs of accommodation should be made available at the same time as the registration forms are available.
 
  Accommodation for the Kiwanis International Counselor and the Governor and their partners is to be included as a cost to the convention and this is usually a minimum of three nights.  All meal costs are to be also included but these would normally be included in the convention costs for the various functions.  The Kiwanis International Counselor and partner's cost must also be covered for the attendance at the past governors dinner.
 
  I.  Translation
 
  The official languages of this Convention shall be either English or French, with the simultaneous interpretation into French or English, if requested by any group of 2 or more delegates.
 
  Translation equipment should be hired from the district and the costs of hire should be included in the Convention budget.
 
  The costs for a translator must be included in the budget.  This can often be done by a Kiwanian in which case the cost may be by providing the convention registration or accommodation and this cost should be included as a cost to the convention budget.
 
  The interpreter should be seated close to the front of the convention and on the same side as the lectern. This allows them to see the speaker and information shown on the data screen. A table and chair must be provided for the translator.
 
  J.  Convention Packs
 
  As part of the convention duties, the convention committee must provide an information pack to all those registered for the convention. The contents of the pack are left to the convention committee but as a minimum should include :
 
1.  The "convention booklet", prepared and printed by the committee and containing the following :
a.  a message from the Kiwanis International counselor for our district (to be requested from the counselor)
b.  a message from the district governor (to be requested from the governor)
c.  reports from trustees and district chairs (will be provided in electronic format by the district secretary)
d.  standing rules of the convention in E/F (same as in last year's convention booklet or can be requested from the district secretary)
e.  objects of Kiwanis in E/F (in the district directory or can be requested from the district secretary)
f.  proposed bylaw amendments and resolutions to be voted on at the convention (will be provided in electronic format by the district secretary)
g.  convention agenda
h.  partners program timetable and itinerary
i.  biographical sketches or campaign flyers for candidates for district office (will be provided in electronic format by the district secretary)
j.  other messages from the committee or the mayor or whomever, advertisements, information on functions at convention and other material as deemed suitable by the committee
2.  District accounts for the previous year (will be provided by the district treasurer) - may be included in the convention booklet
3.  Foundation accounts for the previous year (will be provided by the district treasurer) - may be included in the convention booklet
4.  Name badge or other indicia as appropriate
 
  The cost of the printing/provision of this material comes out of the convention budget and the organization is done by the convention committee.
 
  K.  Convention Equipment Apparatus
 
 
1.  The district owns equipment intended for use at the district conventions.  The cost of transporting the convention equipment to and from the convention city and its storage is payable by the district separate from the convention budget.  The following equipment is available :
a.  Zip carry bag.  Contains large country flags used at the district conventions :  New Zealand, New Caledonia, French Polynesia (2), Vanuatu, Kiwanis International, U. S. A. and Australia.  These are used to represent the countries of Kiwanians and visitors present at the convention including the Kiwanis International representative.
b.  A second zip carry bag containing large country flags of mostly ASPAC nations :  Korea, Malaysia, Hong Kong (old colonial and new), Sri Lanka, Philippines, Japan, R.O.C. (Taiwan), Singapore, India, Indonesia, Thailand, Guam, Canada (3) and Fiji.
c.  A flag pole bag containing 7 flag poles.
d.  A New Zealand - South Pacific District logo banner.  In a flag pole bag.
e.  A metal base with the capability to hold 5 flags.  Two flag holders mounted on wooden bases.
f.  A felt banner :  "Objects of Kiwanis".  In the same bag as the large convention banner.
g.  A box containing two sets of candle boards and battery candles.
h.  Music and anthems : a CD of anthems (piano) and a booklet of sheet music and lyrics for anthems.
i.  Translation equipment - 1 carry bag containing microphone, amplifier and 2 transmitters.
j.  Translation equipment - 6 small zipped cases containing headsets, cables and chargers (a total of 50 headsets).
2.  The district secretary is responsible is responsible for maintaining a list of all district equipment and its whereabouts (ref. minutes of the district district board of trustees meeting of 5 February, 2000, Item 16.1.d).  This includes the convention equipment.
3.  A note regarding the placement of flags :  The flags are to be displayed on or near the stage in the stands provided.  They should be placed in the following order (from left to right) as viewed by the audience.
    New Zealand
    France (for New Caledonia)
    Vanuatu
    French Polynesia
    Nationality of the Kiwanis International counselor
    Kiwanis International
The host nation's flag is on the leftmost place and the other flags shifted right as required.  During the opening ceremony, the flags should be brought into the room in the reverse of the above order.

 
Adopted at the district board meeting on 6 September, 2013.  Revised at the district board meeting on 14 February, 2015.  Revised at the district board meeting on 25 May, 2017.
 

 

Procedure No. 4 :  Budget Procedures
 
 1.  District Bylaws Article XI, Sec. 1 requires the district board to approve a budget of estimated revenues and expenses not later than 31 October for the Kiwanis financial year, i.e. 1 October to 30 September.
 
 2.  It would be normal for the current Treasurer to prepare the budget in consultation with the Governor-Elect in preparing for the year ahead.
 
 3.  Note this could be a case of the treasurer preparing a budget for the year when the treasurer will not be the treasurer.
 
 4.  This process would normally commence prior to the district Board training for incoming officers each year.
 
 5.  The budget is prepared inclusive of GST as the district is no longer registered for GST.
 
 6.  The major item of information required is the election of the lt. governors and the venues proposed for the trustee meetings as this determines the travel costs.
 
 7.  The governor costs are also significant and this will be impacted by such things as place of residence, and venues for Kiwanis International and ASPAC conventions.
 
 8.  In preparing the budget, the segment for lt. governor training (and club officer training if envisaged) would normally be lump sum provisional costs and based on similar events of previous years.  This is because the training for the Kiwanis year is prepared by the governor-elect who is only elected at the convention just prior to the first district board meeting of the year.
 
 9.  All other expenses follow a similar pattern from year to year.
 
 10.  By the time the district convention occurs, the treasurer and governor-elect would have settled on a budget for the incoming board to approve at the first district board meeting held at the end of convention.
 
 11.  The incoming district secretary would circulate the proposed budget for approval at the board meeting prior to the end of convention.  The governor-designate and the incoming appointed treasurer would need to lead the trustees in this approval process.
 
 12.  The budget can be adjusted or revised by the board at any stage during the year should there be any major variances approved or new events come to notice.
 
 13.  Prudent financial management suggest that the total budgeted expenditure should not exceed the budgeted income.
 
 14.  Budgeted expenditure is year to year fairly static in an overall sense.  The only major source of income for the district is from district dues.  This can be affected by two parameters the number of members and the amount of the dues.  In a situation of falling number of members it would not be productive to increase the dues to an extent which would make them unacceptable to the smaller membership number.  Often saving in budgeted expenditure helps to maintain a steady bottom line approach to the equity of the district.
 
 15.  It would also be prudent management to ensure there are sufficient uncommitted equity reserves to at least equate to 50% of the budgeted expenditure for the year.
 
 16.  Expense payments during the year which fall within the approved budget guidelines are made as they occur.
 
 17.  Expenses anticipated or incurred which are not within the budget guidelines are referred to the district board for approval prior to payment.
 
 18.  A detailed financial performance report is prepared by the treasurer prior to each district board meeting.
 
Adopted at the district board meeting on 6 September, 2013.  Modified at the 1 September, 2017 district board meeting.
 

 

Procedure No. 5 :  District dues for new clubs
 
  With reference to District Bylaws, Article X, Section 1, district dues are deemed to apply to the Kiwanis year in which they are billed.  For new clubs formed during the Kiwanis year, the district dues will be waived for the partial year."
 
Adopted at the district board meeting on 25 May, 2017.
 


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