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
|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.
|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
|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
|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
|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)|
|•||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.
|If possible, the scholarship should be presented at
the district convention.|
|Time Line :|
|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
|Procedure No. 2 :
Committee on Resolutions|
|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.|
|The composition of the committee on resolutions shall be determined by the governor with approval by the district board of trustees.|
|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.|
|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.|
|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
|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
|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
|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
|D. Timing for a District
|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 :|
|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
|The budget for the convention will generally cover the following types of expenditure :|
|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
|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
|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.
|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
|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 :|
|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 :|
|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
|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.
|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
|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
|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
|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 :|
|The cost of the printing/provision of this material
comes out of the convention budget and the organization is done by the convention
|K. Convention Equipment Apparatus
|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
|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
|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
|9.||All other expenses follow a similar pattern from 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
|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
|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
|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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