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STANDARD FORM FOR CLUB BYLAWS
As amended June 27, 2008
KEY NUMBER: __00312_______________
(If unknown, contact your club secretary.)
BYLAWS of the
KIWANIS CLUB OF _Washington, Georgia, USA______________________________________________
ARTICLE I. OFFICIAL NAME
Section 1. This organization shall be known as Kiwanis Club of _Washington, Georgia_________________________________________________________________. This name shall not be changed unless permission shall first have been obtained from the International Board of Trustees.
ARTICLE II. OBJECTS
Section 1. The Objects of this club shall be the Objects of Kiwanis International, which are:
To give primacy to the human and spiritual, rather than to the material values of life.
To encourage the daily living of the Golden Rule in all human relationships.
To promote the adoption and application of higher social, business, and professional standards.
To develop, by precept and example, a more intelligent, aggressive, and serviceable citizenship.
To provide, through this club, a practical means to form enduring friendships, to render altruistic service, and to build a better community.
To cooperate in creating and maintaining that sound public opinion and high idealism which make possible the increase of righteousness, justice, patriotism, and goodwill.
ARTICLE III. MEMBERSHIP AND CLASSIFICATION
Section 2. A person may hold membership in more than one (1) Kiwanis club.
Section 3. The active members shall represent a cross section of occupations in the community in which this club is located.
Section 4. Members (other than honorary) have the duty to attend meetings, participate in service projects and other activities, pay club financial obligations, wear the Kiwanis emblem, be appointed to committees, be elected as officers or directors, and attend Kiwanis conferences and conventions.
Section 5. Membership is open to persons eighteen (18) years of age and over who satisfy the qualifications for active, senior, or honorary membership.
Section 6. All members of this club must believe in and subscribe to the Objects of Kiwanis International and be of good character and community standing.
Section 7. Qualifications for Active Membership.
a. An active member must believe in and subscribe to the Objects of Kiwanis International.
b. An active member must be a person of good character and community standing who resides or has other community interests within the area of the chartered club.
c. An active member must pay a membership induction fee and annual membership dues and shall be entitled to all privileges of club membership.
Section 8. Qualifications for Senior Membership.
a. Any member who shall have been an active member in good standing of one (1) or more Kiwanis clubs for not less than ten (10) years, and who is unable to meet attendance requirements because of health, business, or other extenuating circumstances, and who shall have met such other conditions as may be prescribed by this club in these bylaws, may be elected by the Board of Directors as a senior member upon making written application.
b. The Board of Directors shall review the list of senior members not less than once each year and shall have authority, for such reasons as seem adequate, to terminate any such senior membership or to reinstate any such member to active membership.
c. A senior member must pay annual membership dues and shall be entitled to all privileges of club membership. d. A senior member must meet the standards of attendance and participation as set forth by the Board of Directors.
Section 9. Qualifications for Honorary Membership.
a. Any person who has performed some distinguished public service may be elected by the Board of Directors as an honorary member (of which the person is not an active or senior member) for a period of one (1) year and thereafter may be reelected annually.
b. An honorary member shall not pay either a membership induction fee or annual membership dues, and shall be entitled to all privileges of club membership, except those of voting and holding office. An honorary member shall be a paid subscriber to the official publication of Kiwanis International.
c. An honorary member shall not be obligated to attend club meetings.
ARTICLE IV. ADMISSION TO MEMBERSHIP AND RESIGNATION
Section 1. Prospective active members shall be considered for election to membership by invitation only or by transfer from an active Kiwanis club, under the following procedures:
a. Each proposal for membership shall be submitted by a member of this club to the Secretary or the Committee on Membership Growth and Education, which proposal shall bear the signature of the proposer and the endorsement of at least one (1) additional club member, both of whom shall be members in good standing.
b. All proposals for membership shall be submitted to the Board of Directors for consideration.
Alternate subsection b: _____ Check if preferred b. All proposals for membership shall be referred to the Board of Directors, who shall inform the club members of the names of those proposed for membership which will be acted upon by the Board of Directors after a period of two (2) weeks.
c. Each proposal for transfer may be submitted by a member of an active Kiwanis club directly to the Board of Directors for the purpose of changing club membership. Transfers must be requested within six (6) months of discontinuing active attendance in the original club.
d. At a meeting of the Board of Directors at which a quorum is present, members shall be elected and transfers accepted by a two-thirds (2/3) vote of those present. e. Upon favorable action by the Board of Directors, the new and transferred members shall be notified personally concerning the action of the Board and the membership induction fee shall then be secured. The official admission into club membership shall be the date the foregoing requirements are completed, and that date shall be reported to Kiwanis International.
Section 2. Senior and honorary members shall be elected by a majority vote of the entire Board of Directors.
Section 3. A member may resign from this club provided that such member's indebtedness to the club has been paid. The resignation shall be submitted in writing to the Board of Directors and shall become effective when accepted by the Board. Such individual shall forfeit all interest in any funds or other property belonging to the club and all rights to the use of the Kiwanis name, emblem, insignia, or other Kiwanis Marks.
ARTICLE V. DISCIPLINE OF MEMBERS
Section 1. Any active or senior member being two (2) months in arrears in the payment of dues and/or financial obligations, by majority vote of the Board of Directors, shall stand suspended from membership and be so notified in writing by the Secretary. Upon payment of arrears and making application for reinstatement of membership, such member, within thirty (30) days from the date of such written notice, by majority vote of the board may be reinstated. If such member is not reinstated within the thirty (30) day period, the individual's membership is terminated.
Section 2. Active members shall maintain regular attendance at club meetings and shall actively participate in club activities, and the Board of Directors shall review semiannually the attendance and activity participation record of each member. The Board will then measure the personal involvement and attendance at regular club meetings of each active member. At the discretion of the Board, any active member who, without excuse, fails to regularly attend club meetings or actively participate in the activities, by majority vote of the Board, shall stand suspended and be so notified in writing by the Secretary.
Section 3. Any senior member who, without excuse, fails to meet the standards of attendance and participation in club activities set forth by the Board of Directors, by majority vote of the Board, shall stand suspended and be so notified in writing by the Secretary.
Section 4. Any suspended active or senior member, upon making application to the Board of Directors for reinstatement and expressing a willingness to meet club standards of attendance and participation, by majority vote of the Board, may be reinstated within thirty (30) days from the date of such written notice of suspension by the Secretary. If such member is not reinstated within the thirty (30) day period, the individual's membership is terminated.
Section 5. A complaint against a member charged with conduct unbecoming a member of the Kiwanis family shall be referred to a special committee appointed by the Board for the purpose of investigating, reporting, and making a recommendation before any action is taken on such charges by the Board of Directors. Proper notice of the charges, the investigation, and the hearing shall be given to such member. A member against whom such charges are sustained after a hearing before the Board may be disciplined or removed from the member’s office or club by a two-thirds (2/3) vote of the entire Board. “Conduct unbecoming a member of the Kiwanis family” (Kiwanis, Kiwanis Junior, Circle K, Key Club, Builders Club, K-Kids, and Aktion Club), is defined as any conduct that:
a. is incompatible with the best interests of the public or of members of the Kiwanis family; -or-
b. tends or threatens to harm the standing or reputation of the Kiwanis family in the local or global community.
Violation of the policy defining “conduct unbecoming a member of the Kiwanis family” may result in disciplinary action against the offending member. Disciplinary action can result in a private reprimand, a public reprimand, or dismissal from the organization. A private reprimand is communicated to the individual violating the “conduct policy” as a warning. A public reprimand requires notification of the district board or district governor of the individual violating the “conduct policy.” Dismissal means removal from the member’s office or club. Any individual receiving written notice as provided in the applicable bylaws shall be permitted to hear all evidence against him or her and be afforded the opportunity to provide evidence in his or her defense. The appropriate ruling body shall hear the evidence and determine what sanction, if any, shall be imposed, and such decision shall be final.
Section 6. Any person whose membership has been terminated in any manner shall forfeit all interest in any club funds or other property and all rights to the use of the Kiwanis name, emblem, insignia, or other Kiwanis Marks.
Section 6. Any person whose membership has been terminated in any manner shall forfeit all interest in any club funds or other property and all rights to the use of the Kiwanis name, emblem, insignia, or other Kiwanis Marks.
ARTICLE VI. OFFICERS
Section 1. The officers shall be a President, a President-Elect, an Immediate Past President, ______ Vice-President(s) [indicate number, or zero if none], a Treasurer, and a Secretary.* If, in any year, the Immediate Past President ceases to be an active or senior member of this club, the active or senior member who served as President most recently prior to the Immediate Past President shall automatically become Immediate Past President.
*Option: _____ Check if desired There may also be elective offices of Assistant Secretary, Assistant Treasurer, and such other offices as the club desires. List such offices, if any: __________________________________________________ __________________________________________________ Note--After their election and before their assumption of office, all officers shall be known and designated by the titles of the offices to which they have respectively been elected followed by the term "designate."
Section 2. Each officer shall be an active or senior member in good standing. No offices shall be combined in one person other than those of
a. President-Elect and Vice-President; or
b. Secretary and Treasurer. No person shall simultaneously serve as an elected director and an officer.
Section 3. All officers shall enter upon their official duties on the first day of October of each year and shall serve for a term of one (1) year or until their successors shall be duly elected and qualified.
Section 3. All officers shall enter upon their official duties on the first day of October of each year and shall serve for a term of one (1) year or until their successors shall be duly elected and qualified.
Alternate Section 3: _____ Check if preferred
Section 3. The following officers shall enter upon their official duties on the first day of October of each year and shall serve for a term of two (2) years or until their successors shall be duly elected and qualified: Indicate which officers below: ___ President, President-elect, and Immediate Past President ___ Vice-President ___ Treasurer ___ Secretary
Section 4. The President has the following duties and responsibilities:
a. Be the executive officer of this club.
b. Preside over all meetings of the club and the Board of Directors.
c. Promote the Objects of Kiwanis International and the positive image of Kiwanis in the community.
d. Be an ex-officio member of all standing and special committees.
e. Present the views of the club to the district and the views of the district to the club.
f. Promote membership growth and the building of new Kiwanis clubs.
g. Be one of the club delegates to the International and district conventions.
h. Attend district conferences and division meetings.
i. Perform such other duties and responsibilities as usually pertain to such office.
Section 5. In the absence of the President, [check only one of the following: _____ the President-Elect; or _____ Vice-President] shall preside at all meetings of this club and of the Board of Directors.
Section 6. The President-Elect has the following duties and responsibilities:
a. Be the only nominee for the office of President.
b. Prepare for service as President for the following year.
c. While serving as President-designate, attend the International and district conventions, district conferences, and training conference for club presidents-designate.
d. Perform such other duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board of Directors.
Section 7. The Immediate Past President shall perform such duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board of Directors, including attending the division meeting for the selection of the Lieutenant Governor and Lieutenant Governor-elect.
Section 8. The Vice-President(s) shall perform such duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board of Directors.
Section 9. The Treasurer has the following duties and responsibilities:
a. Receive all funds paid to this club and promptly deposit them in the official depositories.
b. Disburse funds on order of the Board of Directors.
c. Maintain the club financial accounts and records.
d. At all times, make available for inspection by the President, the Board, or any authorized auditors, the financial accounts and records of the club.
e. Make a financial report to the Board monthly, at the annual meeting of the club, and at such other times as the President or Board may require.
Section 4. The President has the following duties and responsibilities:
a. Be the executive officer of this club.
b. Preside over all meetings of the club and the Board of Directors.
c. Promote the Objects of Kiwanis International and the positive image of Kiwanis in the community.
d. Be an ex-officio member of all standing and special committees.
e. Present the views of the club to the district and the views of the district to the club.
f. Promote membership growth and the building of new Kiwanis clubs.
g. Be one of the club delegates to the International and district conventions.
h. Attend district conferences and division meetings.
i. Perform such other duties and responsibilities as usually pertain to such office.
Section 5. In the absence of the President, [check only one of the following: _____ the President-Elect; or _____ Vice-President] shall preside at all meetings of this club and of the Board of Directors.
Section 6. The President-Elect has the following duties and responsibilities:
a. Be the only nominee for the office of President.
b. Prepare for service as President for the following year.
c. While serving as President-designate, attend the International and district conventions, district conferences, and training conference for club presidents-designate.
d. Perform such other duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board of Directors.
Section 7. The Immediate Past President shall perform such duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board of Directors, including attending the division meeting for the selection of the Lieutenant Governor and Lieutenant Governor-elect.
Section 8. The Vice-President(s) shall perform such duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board of Directors.
Section 9. The Treasurer has the following duties and responsibilities:
a. Receive all funds paid to this club and promptly deposit them in the official depositories.
b. Disburse funds on order of the Board of Directors.
c. Maintain the club financial accounts and records.
d. At all times, make available for inspection by the President, the Board, or any authorized auditors, the financial accounts and records of the club.
e. Make a financial report to the Board monthly, at the annual meeting of the club, and at such other times as the President or Board may require.
f. Perform such other duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board.
Option: _____ Check if desired for the Club Treasurer: g. Give bond in such form and amount as may be required by the Board.
Section 10. The Secretary has the following duties and responsibilities:
a. When Secretary-designate, attend the training conference for club secretaries-designate.
b. Keep the club books and records, including membership and attendance.
c. At all times, make available for inspection by the President, the Board of Directors, or any authorized auditors, the club books and records. d. Keep minutes of the meetings of the club, Board, and committees.
Section 10. The Secretary has the following duties and responsibilities:
a. When Secretary-designate, attend the training conference for club secretaries-designate.
b. Keep the club books and records, including membership and attendance.
c. At all times, make available for inspection by the President, the Board of Directors, or any authorized auditors, the club books and records. d. Keep minutes of the meetings of the club, Board, and committees.
e. Present all bills to the Board for approval.
f. Submit to the proper officers, committees, or members all communications received from Kiwanis International or the district.
g. Promptly reply to correspondence and submit all official reports required by Kiwanis International or the district.
h. Submit reports to the club at such times as the President or Board may require.
i. Perform such other duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board.
Option: _____ Check if desired for the Club Secretary: j. Give bond in such form and amount as may be required by the Board.
Section 11. Other officers (if any) shall perform such duties as usually pertain to such offices or as may be assigned by the President or Board of Directors.
i. Perform such other duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board.
Option: _____ Check if desired for the Club Secretary: j. Give bond in such form and amount as may be required by the Board.
Section 11. Other officers (if any) shall perform such duties as usually pertain to such offices or as may be assigned by the President or Board of Directors.
ARTICLE VII. BOARD OF DIRECTORS
Section 1. The Board of Directors shall consist of the officers and ___eight_(8)___* [indicate number] elected directors. [Note: The Kiwanis International Bylaws require at least five (5) elected directors.]
Section 2. Each director shall be an active or senior member in good standing.
Section 3. The directors shall enter upon their official duties on the first day of October of each year and shall serve for a term of two (2) years or until their successors shall be duly elected and qualified. To ensure continuity on the Board of Directors, one- and two-year terms are required in the initial election.
Section 2. Each director shall be an active or senior member in good standing.
Section 3. The directors shall enter upon their official duties on the first day of October of each year and shall serve for a term of two (2) years or until their successors shall be duly elected and qualified. To ensure continuity on the Board of Directors, one- and two-year terms are required in the initial election.
Alternate Section 3: _____ Check if preferred
Section 3. The Directors shall enter upon their official duties on the first day of October of each year and shall serve for a term of one (1) year or until their successors shall be duly elected and qualified.
Alternate Section 3: _____ Check if preferred
Alternate Section 3: _____ Check if preferred
Section 3. The directors shall enter upon their official duties on the first day of October of each year and shall serve for a term of three (3) years or until their successors shall be duly elected and qualified. To ensure continuity on the Board of Directors, one-, two-, and three-year terms are required in the initial election.
Section 4. The Board of Directors shall determine the policies and activities of the club, elect and discipline members, approve the budget, approve all bills, take counsel with committees, and have general management of the club.
Section 5. The Board of Directors shall meet regularly at least once each month and hold additional meetings at the call of the President or a majority of the Board. At the discretion of the Board, the committee chairmen shall meet in joint session with the Board.
Section 6. A majority of the Board of Directors shall constitute a quorum for the transaction of all business, except in cases where a larger vote of the entire Board is required under these bylaws.
Section 1. Whenever a petition signed by a majority of the entire club membership alleges that a decision of the club Board of Directors should be reconsidered by the membership of the club, the club secretary shall give at least fourteen (14) clear days written notice to the entire membership of a special meeting to reconsider the decision of the club Board of Directors in question. Such meeting shall be held within thirty (30) days of the date of the petition. Service of such notice shall be deemed effective five (5) days after such notice is mailed. At this meeting, the decision of the club Board of Directors may be reversed by a two-thirds (2/3) vote of those members present.
Section 4. The Board of Directors shall determine the policies and activities of the club, elect and discipline members, approve the budget, approve all bills, take counsel with committees, and have general management of the club.
Section 5. The Board of Directors shall meet regularly at least once each month and hold additional meetings at the call of the President or a majority of the Board. At the discretion of the Board, the committee chairmen shall meet in joint session with the Board.
Section 6. A majority of the Board of Directors shall constitute a quorum for the transaction of all business, except in cases where a larger vote of the entire Board is required under these bylaws.
ARTICLE VIII. CONTINUING OR LONG-TERM PROJECTS
Section 1. A club may adopt or discontinue a project that may last more than one (1) year, by the approval of a two-thirds (2/3) vote of the active and senior members present at any regular meeting, provided written notice of the proposed adoption or discontinuance shall have been given to the members at least two (2) weeks prior to the meeting. One-third (1/3) of the active and senior members shall constitute a quorum. There shall be no voting by proxy or absentee ballot.
ARTICLE IX. RECONSIDERATION OF BOARD ACTION
ARTICLE X. COMMITTEES
Section 1. The basic standing committee structure for clubs is established by the International Board of Trustees. The basic structure should include separate committees that address community services, sponsored youth, Young Children: Priority One, human and spiritual values, club administration, membership growth and education, public relations, and finance and fund raising. This structure, along with the duties and responsibilities of standing committees, shall be included in annual club and district officer guidebooks and/or manuals.
Section 2. Where and when the opportunity exists to extend Kiwanis through the sponsorship of a new Kiwanis club, the President shall appoint a Committee on New Club Building. This committee shall have the responsibilities as outlined in the procedures for new club building established by Kiwanis International.
Section 3. Where desired, there shall be the option of expanding the committee structure by creating other standing committees which would enable the club to function more effectively in terms of its own needs and interests. The duties of such committees shall be determined at the time they are created.
Section 4. Each standing committee shall be composed of three (3) or more members and shall serve for a term of one (1) year, commencing on the first day of October. All members of a committee are appointed by and are subject to removal by the President. Each committee shall be responsible to the President and shall make such reports as the President or Board of Directors may direct.
Section 5. Subject to the approval of the Board of Directors, special committees may be appointed by the President and they shall perform such duties as may be defined in their creation.
Section 6. Each committee shall cooperate with the appropriate Kiwanis International or district committee(s) to promote, when practical, programs suggested by such committee(s).
Section 2. Where and when the opportunity exists to extend Kiwanis through the sponsorship of a new Kiwanis club, the President shall appoint a Committee on New Club Building. This committee shall have the responsibilities as outlined in the procedures for new club building established by Kiwanis International.
Section 3. Where desired, there shall be the option of expanding the committee structure by creating other standing committees which would enable the club to function more effectively in terms of its own needs and interests. The duties of such committees shall be determined at the time they are created.
Section 4. Each standing committee shall be composed of three (3) or more members and shall serve for a term of one (1) year, commencing on the first day of October. All members of a committee are appointed by and are subject to removal by the President. Each committee shall be responsible to the President and shall make such reports as the President or Board of Directors may direct.
Section 5. Subject to the approval of the Board of Directors, special committees may be appointed by the President and they shall perform such duties as may be defined in their creation.
Section 6. Each committee shall cooperate with the appropriate Kiwanis International or district committee(s) to promote, when practical, programs suggested by such committee(s).
ARTICLE XI. MEETINGS
Section 1. Choose only one of the Alternates listed below:
Alternate: __X___ Check if selected Section 1. This club shall hold one (1) weekly meeting. The day and place shall be determined by the Board of Directors.
Alternate: _____ Check if selected Section 1. This club shall hold two (2) regularly scheduled meetings per month. The day and place shall be determined by the Board of Directors. *Note--The Bylaws of Kiwanis International provide that a club shall have the option to hold regularly scheduled meetings not less than two (2) each month and not more than one (1) in any week.
Section 2. If the club's regular meeting falls on a legal holiday or eve thereof, the Board may reschedule the meeting for another day during the affected week or cancel the meeting, provided not more than two (2) regular meetings are cancelled during the administrative year.
Section 3. The club may hold such other meetings as the Board or membership may desire.
Section 4. The regular weekly meetings shall not be more than one (1) hour and thirty (30) minutes in duration, except on special occasions as approved by the Board of Directors.
Section 5. The annual meeting of this club should be held at a regular meeting no earlier than the first meeting in April and no later than the second week in May. The membership shall be given at least two (2) weeks notice of the date and place of the annual meeting. One-third (1/3) of the active and senior members of the club shall constitute a quorum.
Alternate: __X___ Check if selected Section 1. This club shall hold one (1) weekly meeting. The day and place shall be determined by the Board of Directors.
Alternate: _____ Check if selected Section 1. This club shall hold two (2) regularly scheduled meetings per month. The day and place shall be determined by the Board of Directors. *Note--The Bylaws of Kiwanis International provide that a club shall have the option to hold regularly scheduled meetings not less than two (2) each month and not more than one (1) in any week.
Section 2. If the club's regular meeting falls on a legal holiday or eve thereof, the Board may reschedule the meeting for another day during the affected week or cancel the meeting, provided not more than two (2) regular meetings are cancelled during the administrative year.
Section 3. The club may hold such other meetings as the Board or membership may desire.
Section 4. The regular weekly meetings shall not be more than one (1) hour and thirty (30) minutes in duration, except on special occasions as approved by the Board of Directors.
Section 5. The annual meeting of this club should be held at a regular meeting no earlier than the first meeting in April and no later than the second week in May. The membership shall be given at least two (2) weeks notice of the date and place of the annual meeting. One-third (1/3) of the active and senior members of the club shall constitute a quorum.
ARTICLE XII. NOMINATION AND ELECTION OF OFFICERS AND DIRECTORS
Section 1. The election of officers and directors, except the Secretary, shall be held at the annual meeting.
Option: _____ Check if desired This club requires the election of the Secretary by the club at the annual meeting, in which case, Sections 7 and 8 of this Article are also hereby considered changed to conform with such modification.
Section 2. Voting shall be by ballot and shall not be cumulative. Only active and senior members present and in good standing may vote. Kiwanis clubs may make available to each member in good standing the option to vote electronically or by paper ballot for annual club officer elections. There shall be no voting by proxy or absentee ballot.
Section 3. At a regular meeting at least five (5) weeks prior to the annual meeting, the President shall appoint a Nominating Committee. The committee shall consist of not less than five (5) members and, if possible, a majority shall be Past Presidents. The President shall designate the chairman of this committee. The duties of this committee shall be to make nominations, with the consent of those nominated, and to prepare a ballot for the election of such officers and directors.
Section 4. At least two (2) weeks before the annual meeting, the Nominating Committee shall submit:
a. the President-Elect as its sole nominee for the office of President;
b. a list of nominees not exceeding two (2) in number for each office to be filled; and
Option: _____ Check if desired This club requires the election of the Secretary by the club at the annual meeting, in which case, Sections 7 and 8 of this Article are also hereby considered changed to conform with such modification.
Section 2. Voting shall be by ballot and shall not be cumulative. Only active and senior members present and in good standing may vote. Kiwanis clubs may make available to each member in good standing the option to vote electronically or by paper ballot for annual club officer elections. There shall be no voting by proxy or absentee ballot.
Section 3. At a regular meeting at least five (5) weeks prior to the annual meeting, the President shall appoint a Nominating Committee. The committee shall consist of not less than five (5) members and, if possible, a majority shall be Past Presidents. The President shall designate the chairman of this committee. The duties of this committee shall be to make nominations, with the consent of those nominated, and to prepare a ballot for the election of such officers and directors.
Section 4. At least two (2) weeks before the annual meeting, the Nominating Committee shall submit:
a. the President-Elect as its sole nominee for the office of President;
b. a list of nominees not exceeding two (2) in number for each office to be filled; and
c. a list of nominees not exceeding the number of directors to be elected.
c. a list of nominees not exceeding the number of directors to be elected plus three (3). At least one (1) week before the annual meeting, at a regular meeting of the club, nominations from the floor may be made for any office and, when so made, together with the list submitted by the Nominating Committee, shall then be the list of nominees submitted for an election of officers and directors.
Section 5. The President shall appoint an Elections Committee consisting of not more than seven (7) members. The duties of this committee shall be to distribute, collect, and count the ballots and report the results to the President, who shall announce them. A majority of all votes cast shall be necessary to elect any officer. If any ballot does not have a majority for a nominee for any office, the President shall immediately designate a time and place for further balloting for such office. Prior to the second ballot, the nominee having the lowest vote on the first ballot shall be dropped; and in each ballot, the same procedure shall be followed until one (1) nominee shall have received a majority of all votes cast.
Section 6. If the names of more than the number of directors to be elected are placed in nomination, the individuals who receive the highest number of votes up to the number to be elected shall be declared elected. Section 7. The Secretary shall be elected within one (1) week after the annual meeting by the officers and directors who comprise the Board of Directors for the succeeding year. Section 8. Nothing contained in this Article shall be construed as limiting the right to make further nominations from the floor of the meeting.
Section 1. In the case of a vacancy in the office of President, [choose only one: the _____President-Elect; or _____Vice-President*] shall succeed to the office. In the case of a vacancy in the office of President-Elect, Vice-President, Treasurer, or Director, the vacancy shall be filled at a regular club meeting, upon one (1) week's notice of nomination(s) by the Board of Directors. In the case of a vacancy in the office of Secretary, the vacancy shall be filled by the Board. *Note--If your club has more than one (1) Vice-President, this shall be assumed to be "the first Vice-President.”
Section 2. After the election and prior to October 1, in the event of the disability or inability to serve by an officer-designate or director-designate, except the Secretary, the vacancy shall be filled at a regular club meeting, upon one (1) week's notice of nomination(s) by the Board of Directors-designate. In case of a vacancy in the office of Secretary for the following year, the vacancy shall be filled by the Board of Directors-designate.
Section 1. Whenever it shall appear to the President or a majority of the club Board of Directors, or by a petition signed by a majority of the entire club membership and presented to the club Board of Directors, that an officer or director may be engaging in conduct unbecoming a member of the Kiwanis family or is failing to perform the duties of that office, the Club Board shall give written notice of the alleged facts to the officer or director within thirty (30) days. A meeting of the entire club membership to consider the alleged facts shall be held within thirty (30) days thereafter, with at least fourteen (14) days clear notice being given to the entire membership of such meeting. Service of such notice shall be deemed effective five (5) days after such notice is mailed. In the event that the club, by a two-thirds (2/3) vote of the entire membership, finds that the officer or director has engaged in conduct unbecoming a member of the Kiwanis family or is not performing the duties of such office and declares such office vacant, the membership shall proceed forthwith to elect a new officer or director to fill such vacancy.
ARTICLE XV. INTERNATIONAL AND DISTRICT OBLIGATIONS
Section 1. This club shall exercise fully the privileges and rights of membership in Kiwanis International and the district and shall discharge promptly all obligations imposed by Kiwanis International and the district.
Section 2. The Board of Directors shall provide for the prompt review, approval, and forwarding of all reports required or requested by Kiwanis International or the district.
Section 3. The Board of Directors shall provide for the prompt payment of all dues and other obligations to Kiwanis International or the district.
Section 4. The President and President-designate should act as club delegates to the International and district conventions.
Section 5. In the event the President or President-designate is unable to attend the district or International convention, this club should elect alternate delegates.
Section 6. Delegates and alternates to all conventions or other meetings of Kiwanis International or the district shall be elected at dates sufficiently in advance of such meetings to comply with the Kiwanis International Bylaws and district bylaws. Provision for expenses of such representatives shall be made in the club administrative budget. The Board of Directors shall also provide for the proper representation at any other International and district meetings of Kiwanis in which this club has the privilege of participation.
Section 7. If this club is also affiliated with a federation, the rights, privileges, and obligations set forth in this Article which apply to a district also apply to the federation.
Section 1. This club, by fair discussions at its meetings and in other ways, is encouraged to keep its members and the community informed on all questions of public importance and any proposed legislation affecting the community in which this club is located.
Section 2. This club shall have the right, and it shall be its duty, from time to time to give expression by proper means of its attitude on such public questions and such proposed legislation, provided that no other Kiwanis club is affected by the same.
Section 3. When any other Kiwanis club or clubs within the district are affected by any such public questions or proposed legislation, before expressing an opinion, this club must refer the matter, with a favorable or unfavorable recommendation, to the District Board of Trustees. If a club or clubs outside the district are affected, the club must refer the matter to the International Board of Trustees. Upon approval of the recommendation by the district or International Board, respectively, the club may publicly express its opinion through legal and proper means. Section 4. This club shall not be used in any way for political purposes, nor shall it, as a club, actively participate in the political candidacy of any person.
Section 1. Not later than October 15, separate budgets of estimated income and expenditures for the year (October 1 - September 30) for the administrative and community service funds shall be adopted by the Board of Directors.
Section 2. The club books of account shall be audited at least once each year. The auditors shall be named by the Board of Directors. The auditors should be familiar with financial statements and should reconcile bank statements (if necessary) and conduct tests of income and expenditures for the past year. The auditors may be club members, but shall not be the Secretary or the Treasurer. A copy of the auditor's report shall be provided to the current Board of Directors and, upon request, to any club member. Section 3. The Board of Directors shall determine the official depository or depositories and shall designate those persons who shall sign checks.
Section 4. If a club is dissolved, resigns, has its charter revoked, or otherwise ceases operations, and if there are funds or other club assets remaining after club obligations are paid for which the last Board of Directors has made no provision, then the Treasurer shall pay such funds to and donate such assets to the Kiwanis International Foundation.
Option: _____ Check only if relevant Section 1. Provisions required by national or local laws are as follows [list provisions, if any]: _____________________________________________________ _____________________________________________________
Section 1. For authority on all matters not specifically covered by these bylaws, the following documents, current or as amended in the future, shall be consulted in order of priority to determine such matters: First--Kiwanis International Bylaws; Second--Kiwanis International Policies and Procedures; Third--District Bylaws.
Section 1. In the event that any provision of these bylaws is held invalid, all other provisions shall remain in effect.
ARTICLE XXIII. PARLIAMENTARY AUTHORITY
Section 1. See "Robert's Rules of Order Newly Revised" in "Pages" in "Kiwanis312".]
ARTICLE XXIV. AMENDMENTS
Section 1. Any amendment of these bylaws, if in conformity with the Kiwanis International Bylaws, may be adopted by two-thirds (2/3) vote of the active and senior members present at any regular meeting, provided written notice of the proposed amendment shall have been given to the members at least two (2) weeks prior to the meeting. One-third (1/3) of the active and senior members shall constitute a quorum. There shall be no voting by proxy or absentee ballot.
Section 2. If these bylaws are in conflict with the Kiwanis International Bylaws, current or as amended in the future, this club shall amend these bylaws to bring them into conformity with the International Bylaws.
Section 1. These bylaws and all amendments or additions shall not be effective unless approved by Kiwanis International.
Amended club bylaws must be approved by a 2/3 vote of the active and senior members in attendance at a club meeting announced for that purpose and at which a quorum is present. (Quorum is 1/3 of the active and senior members). If submitting your club bylaws via hard copy, date and sign below and mail two copies to Kiwanis International. If submitting your club bylaws via e-mail, enter names electronically below, save, and e-mail to Kiwanis International:clubbylaws@kiwanis.org. Signatures or electronic names of both the club president and club secretary certifies that this club has properly adopted these bylaws. (See instructions page for additional information, if needed.)
APPROVED BY CLUB: APPROVED BY KIWANIS INTERNATIONAL: Date Adopted: ______________________________________ Date: _________________________________________ Club President: _____________________________________ By: ___________________________________________ Club Secretary: _____________________________________
b. Incorporation: Every Kiwanis club shall be incorporated within one year following the presentation of its charter if the incorporation of clubs is the practice in the nation in which the club is located. (5/83)
c. Activities: A Kiwanis club may participate in activities and carry on proceedings consistent with the laws, mores, customs, and traditions of the area in which the club exists, provided such activities and proceedings are not in conflict with the Bylaws, Policies, or Objects of Kiwanis International and do not impugn the good name of Kiwanis. (5/83) (10/96)
f. Nondistricted Areas: Clubs organized in nondistricted areas shall be subject to the direct supervision and control of Kiwanis International. (5/83)
g. Anniversary: The anniversary of a club shall be the day it was organized. (5/83)
Licensees of Kiwanis International are permitted to make promotional direct mailings to club and district officers. A nonlicensee commercial organization, foundation, individual, Kiwanis club, or Kiwanis club member shall not circularize for sale any product or service, solicit funds, or promote any program or project to Kiwanis clubs or members within the district without prior approval of the district board of trustees. For nondistricted areas, prior approval must be obtained from the International Board. A Kiwanis club, Kiwanis club member, or district shall not circularize for sale any product or service, solicit funds, or promote any program or project outside the district, or a nondistricted club outside its area, without the prior approval of the Board. (1/88) (2/95) No club shall be required to contribute gifts or souvenirs for any specific purpose. (5/83)
E. S
KIWANIS INTERNATIONAL PROCEDURES SECTION 300: CLUBS (CLUB ORGANIZATION 300 - Vacant
New Kiwanis clubs may be built in a community which has a sufficient diversity of businesses or vocations which will ensure high standards of membership and which has the potential of additional membership resources to ensure the future stability of the club. If the new club is being built in an area with an existing Kiwanis club or clubs, such club or clubs shall be informed and their cooperation sought in building the new club. For further information, see the International Bylaws. (6/91)
301.2 - Club Territorial Area
No Kiwanis club shall have an exclusive territorial area. (6/91)
301.3 - Club Meeting Places
Each club is autonomous in determining its place of meeting. However, each member of a Kiwanis club is entitled to attend the meeting of any other Kiwanis club, and it is expected that the meeting place selected will be one where any Kiwanian worldwide can attend the club's meeting. (5/93)
301.4 - Club Name
A. Official Name: To conform with the Bylaws, the official name of a Kiwanis club shall commence with the three words "Kiwanis Club of _________________." The official name shall then be used for the club's articles of incorporation. The name of the club shall be lettered on the club banner as it appears in the club's bylaws. (6/91)
B. Geographic Location: The club name may include the city, geographical location, or corporate area, followed by the unabbreviated name of the country, state, province, or territory. (Examples: Kiwanis Club of Calgary, Alberta, and Kiwanis Club of Santa Rosa, Philippines.) (6/91) (2/05)
C. Two Communities: Where two communities are involved, it is desirable to include the names of both communities. (Example: Kiwanis Club of Whiting-Robertsdale, Indiana.) (6/91)
D. Historical Area: If the club is organized in an historical area, the club name may be followed by a word that is descriptive of the area. (Example: Kiwanis Club of San Antonio-Alamo, Texas.) (6/91)
Kiwanis International Procedures: Clubs
Page 84 (01/09)
E. Honoring an Individual: In selecting a name to honor an individual, the club name must contain the name of the community or area, along with the last name of the individual who is no longer living and whose contribution to the community or country is outstanding. (Example: Kiwanis Club of Mitchell-Grissom, Indiana, named after astronaut Virgil Grissom.) (1980) (1/97)
F. Gender Designation Prohibited: A club shall not use in its name a specific gender designation, such as the words ―man/woman,‖ ―men/women,‖ or ―male/female,‖ or any designation which would impugn the good name of Kiwanis. (10/90) (1/97)
With the exception of new clubs being organized in small, remote communities as described in the above paragraph, districts may fix a higher minimum number of members for new clubs organized. This must be done by a majority vote of the district board and reported to Kiwanis International. Kiwanis International will honor the higher minimum fixed by the district board when processing new clubs from that district. (1/98)
302.2 - Building New Kiwanis Clubs from Membership of Other Service Organizations
Without the consent of the International Board, a new Kiwanis club shall not be built from a club chartered by another service organization until this group has relinquished its charter and continued as an unaffiliated club for a period of six (6) months. (6/91) (10/96)
302.3 - Charter Membership
The charter membership of a club shall be considered as all club members in good standing as of the date the charter is presented to the club. The president and secretary of a new club shall certify over their signatures and send to the International Office the names of the charter members of the club. (6/91) (10/96) 302.4 - Seed Members and Dual Members for New Clubs When forming a new Kiwanis club, the New Club Builder may identify current and/or former members of Kiwanis who are willing to become members in the new club for the specific purpose of assisting the club during its first year to establish sound operations. These persons should be included in the initial core of the club’s leadership. Seed members should be given specific guidance by the New Club Builder about their role in the new club. A new club should have no more than five seed members. (9/97) If seed members are former Kiwanis members, they may be included in the minimum number required for the new club. (9/97)
If seed members are moving their active membership from another club, they shall be counted in addition to the minimum number of members required to organize the new club.
304.2 - Who Shall Conduct Organizational Meeting The official organizational meeting of a new Kiwanis club shall be conducted by a person trained and authorized by Kiwanis International for that purpose. (1980) (10/96)
304.3 - Adoption of Club Bylaws
At its organizational meeting, before admission to membership in Kiwanis International, the club must adopt the Standard Form for Club Bylaws. Any change or modification of such bylaws must be approved by the International Board. (1/92)
A. Membership Application and Fee: Before a new club may be organized and the charter presented, the required number of individuals shall have completed an application for membership and paid a new member fee, which must be at least US$50. (10/90) (2/05)
B. Club Dues: A new club must also establish annual dues of an amount necessary to meet club administrative expenses and district, federation (if any), and International dues.
C. International Dues, Magazine, and Insurance: Each new club accepted for membership in Kiwanis International will pay a fee of US$50 per member in Tier A clubs, US$25 per member in Tier B clubs, and US$15 per member in Tier C clubs. (10/90) (2/05) 305.2 - After Submission of Roster The new member fee applies to all club members added after the submission to the International Office of the Permanent Organization Roster following the organization meeting. See Procedure 342.6 - New Member Fee. (6/91) (1/01) 306 - Vacant
307.1 - Signatures on Charter
Upon the organization of the Kiwanis club and approval by the International Board, a charter signed by the International President, Chief Executive Officer, and the district governor will be issued to the club. For clubs formed within a federation, the charter may also be signed by the president and the secretary of the federation. (6/91)
307.2 - Charter Presentation
On behalf of Kiwanis International, the governor or the governor's representative will personally present the new charter to each club. If the governor designates a representative, this person generally should be a past district governor. The presentation of a charter to the first new club in a nondistricted area should be made by the International President or the President's representative. (6/91) (10/98) The district governor, International President, or other representative who presents the club charter when making the report on charter night shall send a charter night program which shall be placed in the permanent file of the new club at the International Office. (1980) (10/96)
307.3 - Language
Charters issued to clubs shall be printed in the official Kiwanis language of English. (6/91)
307.4 - Revisions to Club Bylaws
With the advice and consent of the International Board, the Chief Executive Officer shall make the necessary changes in the Standard Form for Club Bylaws to bring them into conformity with amendments to the International Bylaws, and all clubs shall be informed that such changes immediately apply to their club bylaws. (6/91) (10/91)
The lieutenant governor shall assist in the formation of new clubs and shall have the responsibility to determine that the new club has the minimum number of active members (and not just signatures on a petition) at the dates of organization and chartering and that the club maintains the minimum number of members needed for chartering throughout the administrative year. (6/91) (10/96) The lieutenant governor is the chairman of the charter event for the new club and shall encourage every club in that division to be represented by at least an inter-club at the charter function. (6/91) (10/96)
310.2 - Lieutenant Governor and Sponsoring Club(s)
The lieutenant governor shall designate which club(s) shall be recognized as the sponsor(s) of a new club. In nondistricted areas, the authorized club builder shall designate sponsoring club(s). (5/89) (10/96) The sponsoring club(s), the lieutenant governor at the time of organization, and any succeeding lieutenant governor shall assist the new club for at least one year after its organization, and be responsible for: (6/91) (10/96)
A. Club meeting programs during the first thirteen weeks. (6/91)
B. Continued membership recruitment efforts and maintenance of active membership of not less than the number of members required to organize the club. (6/91)
C. Assistance in planning for and attendance at the club charter presentation event. (6/91)
D. Development of proper club administrative procedures and programs of community service. (1/92)
311.1 - Guidelines for Selection
A. New Club Builders: New Club Builders may be appointed by the district chair for new club building and approved by the governor. Candidates for appointment to the position of New Club Builder should: (10/96)
2. Understand that they are generally expected to lead the efforts to organize at least one new Kiwanis club each year, and that it is recommended that this be the only position that they hold so there is no conflict with this single focus. (10/96)
3. Participate in the training/update session conducted for New Club Builders. (10/96)
B. KIARs: A KIAR may be recommended by the district governor, is appointed by the Chief Executive Officer, and must be trained and certified by a member of the International Office staff, or other trainer designated by staff. (6/91) (10/96)
The following guidelines should be used to select Kiwanis International Accredited Representatives (KIARs). Candidates should: (1980) (10/96)
1. Be knowledgeable of the area involved. (1980) (10/96)
2. Be willing to spend the necessary time to assess thoroughly the conditions of the area involved. (1980) (10/96)
3. Be willing to explain to prospective Kiwanians the principles and ideals contained in the Objects, objectives, and policies of Kiwanis International. (1980) (10/96)
4. Be willing to spend the necessary time to give Kiwanis education and leadership training to new members and club officers. (1980) (10/96)
5. Be willing to complete the necessary club organization papers and forward them to the International Office. (1980) (10/96)
311.2 - Duties and Responsibilities
A. New Club Builders: The duties and responsibilities of New Club Builders shall be:
1. Participate in the annual training/updating session provided for New Club Builders. (10/96)
2. Work with the district chair for new club building and governor to target and properly plan for the organization of at least one new Kiwanis club each year. (10/96)
3. Follow the process and use the material provided by Kiwanis International for the proper organization of a solid new Kiwanis club. (10/96)
4. Keep the district chair informed of progress on the site(s) targeted for the year. (10/96)
B. KIARs: The duties and responsibilities of KIARs shall be: (10/96)
1. Visit the area involved and collects information as required by the International Board or Chief Executive Officer. (1980) (10/96)
3. Appraise and report factually the membership potential in the area involved. (1980) (10/96)
4. Secure assurance that prospective members will accept the Objects, objectives, and policies of Kiwanis International. (1980) (10/96)
5. Gain a thorough knowledge and understanding of the Policies and Procedures governing international extension and the current and forward plan for implementation of international extension. (1980) (10/96)
6. Make specific recommendations to the Chief Executive Officer or International Board. (1980) (10/96)
311.3 - Expense Reimbursement
A. New Club Builders: A New Club Builder will receive limited reimbursement for actual expenses incurred in the performance of tasks routinely related to the position, provided that he/she adheres to current Kiwanis International programs for membership and club development, and provided that the specific tasks are completed within required time periods. The usual maximum reimbursement is US$100. (1/90) (10/96)
In the unusual instances where a New Club Builder must lead the efforts to build a club located more than 300 miles from the New Club Builder's residence, the maximum reimbursement may be US$300. Such an exception must be requested and approved in writing by the Chief Executive Officer or designee in advance of any expenditures. This exception will not be granted if a Club Development Manager has also provided on-site assistance. (1/90) (10/96)
B. KIARs: A KIAR will receive limited reimbursement for actual expenses incurred in the building of new clubs. The usual maximum reimbursement is US$100 in districts and US$500 in nondistricted areas. (1980) (10/96)
In unusual instances and with the prior written approval of the Chief Executive Officer or designee, additional reimbursement may be available in nondistricted areas. (1/90) (10/96) 312-319 - Vacant
320.3 - Education and Training
The education of the new officers, members of the board of directors, and the committee chairmen in each local club shall be under the direction of the president-designate. The club president-designate shall conduct a Club President's Conference for Incoming Officers and Appointees to prepare them for their club responsibilities. (See also Procedure 222.2 - Club Officers Education.) (5/90)
A. Possess the esteem and confidence of the club members and the ability to assume the leadership of the club; (6/91)
B. Have attended the previous district convention and division training conference; (6/91) (1/00)
C. Be prepared to give the time and effort necessary to lead and carry on the work and activities of the club; (6/91)
D. Have served well as a board member, club officer, or as chairman of one or more of the major club committees; and (6/91)
E. Have a working knowledge of the Objects and objectives of Kiwanis International and the club bylaws. (6/91)
A. Plan in advance and preside at club and board of directors' meetings. (1/92)
B. Lead a well-managed and interesting club meeting that opens and closes on time and has a variety of programs of interest to club members. Periodic meetings or recreational activities with spouses (or families) should also be held. (1/92) (10/96)
C. Have an aggressive year-long membership recruitment and retention program with monthly and quarterly goals. (1/92)
D. Have an effective pre-induction education program for new members, stressing membership responsibilities, benefits achieved by active involvement in service activities, and the need for regular club meeting attendance. (1/92)
E. As an ex-officio member, attend as many committee meetings as possible, monitoring the progress of each committee to make certain that goals and objectives will be achieved. (1/92)
G. Assure that there is a proper accounting of club finances, including the separation of administrative and service funds and that the club's financial records are audited annually. (1/92)
H. Cooperate with the lieutenant governor, district governor, and district and International Offices on all Kiwanis matters and handle all correspondence and communications promptly. (1/92)
I. Make certain that all required club reports are filed with the district and Kiwanis International in a timely manner. (1/92)
J. Have a close working relationship with, and make certain that the club carries out its responsibilities to, any sponsored programs organization. If the club does not sponsor such an organization, consider sponsoring one. (1/92)
K. Determine if a nearby community or area lacks a Kiwanis club and lead or participate in the building of a new Kiwanis club. (1/92)
L. Attend the International Convention, district convention and conferences, and division council meetings. (1/92)
M. Make certain the club is well represented at the International Convention, as well as the district convention, conferences, and events. (1/92)
N. Promote inter-clubbing. (1/92)
O. Orient the president-designate regarding duties as the club's next chief executive officer. (1/92)
P. With the president-designate, arrange a joint meeting of the incoming and outgoing boards of directors for the purpose of providing a smooth and effective change of administrations. (1/92)
Q. Ensure the club's full participation in service initiatives, including the Young Children: Priority One program. (10/96)
B. Confer with the current president, club officers, and committee chairmen on the club programs of service and administration. (1/92)
C. Attend the International Convention, district conferences and conventions, Club Officer Education, and division council meetings. (1/92) (1/00)
D. Supervise the club's annual community analysis to determine the community needs and programs of club service to recommend for next year's implementation. Be certain to include new projects and some that carry out the Young Children: Priority One Program. (1/92) (1/93)
F. Be actively involved in the preparation of the annual club budget to properly plan for proposed programs of service and the necessary fund-raising activities. (1/92)
G. Set goals and objectives for the coming year and recommend their adoption. (1/92)
H. Hold the president's training conference for club officers, directors, committee chairmen, and members. (1/92)
I. Make arrangements with the lieutenant governor (and spouse) to attend and be the installing officer at the installation of club officers. (1/92)
J. With the president, arrange a joint meeting of the incoming and outgoing boards of directors. (1/92)
K. Supervise an annual analysis of the club, including the club's ability to meet the needs of its members and community. (10/96)
324-339 - Vacant
Each Kiwanis club consists of persons with the qualifications set forth in the Bylaws of Kiwanis International. Membership in a Kiwanis club is personal and not of the business or professional entity, partnership, or corporation which the individual member represents. (6/91)
340.2 - Club Member Moving
When a club member moves from one area to another, the club secretary shall complete the Member Transfer/Referral Form and forward it to either the club secretary or district secretary. The moving member may submit a Proposal for Membership directly to the board of directors of a club in his/her new area, and that Kiwanis club is encourage to elect that individual to its club membership. (6/91) (4/97)
340.3 - Invitation to Membership
Admission to Kiwanis club membership shall be by personal invitation only. Kiwanis clubs shall not solicit new members through newspaper ads, general mailings to the public, or other such forms of nonselective advertising. (6/91)
Each club shall pay to Kiwanis International annual dues for each active, senior, and privileged member, except those holding life member status, as provided in the International
341.2 – Reporting of Membership
Dues, magazine subscription fees, and insurance costs are payable by clubs each administrative year. They are based on the number of members as reported to Kiwanis International in the appropriate report. The amounts become delinquent if not paid within 60 days after the due date. If the club fails to report the membership count, the count is obtained from the district office. (10/90) (4/02)
341.3 - Refunds or Prorating
Clubs do not receive a refund from Kiwanis for dues, magazine subscription fees, or insurance costs paid for members who are dropped from club membership in the semiannual periods after September 30 or March 31, and clubs, during that period, are not charged dues, magazine subscription fees, or insurance costs for new members. (10/90) (See also Procedure 234 - District Assistance in the Collection of Kiwanis International Dues.)
Election to membership in a Kiwanis club is by invitation only. Each proposal for and election to membership shall be in accordance with the qualifications and procedures set forth in the International Bylaws and the club bylaws. (6/91)
342.2 - Inviting Prospective Members to Club Meetings
Clubs are encouraged to adopt a practice of inviting a prospective member to several regular meetings of the club before the club board of directors votes on the election to membership of such prospective member. When practical, the prospective member should be a guest of the club. (6/91)
342.3 - Membership for Young Men and Women
Every effort should be made by Kiwanis clubs to invite younger men and women as members, especially those who were members of Kiwanis' sponsored programs organizations. (6/91)
342.4 - Preinduction Education Meeting
After election to membership and before the induction of a new member, the new member should attend a pre-induction education meeting, at which members of the club membership committee should discuss the history, Objects, and objectives of Kiwanis; club service projects and fund-raising activities; and the responsibilities, costs, and benefits of club membership. The member should be made aware of the benefits of regular attendance, participation in the activities of the club, and visiting other Kiwanis and sponsored programs clubs. When practical, the spouse of the prospective member should be invited to attend this meeting. (6/91) (1/92)
342.5 - Induction of New Members
A procedure of induction of new members into a club in a dignified manner should be developed by each club for its own use. (6/91)
342.6 - New Member Fee
A new member fee of US$50 shall be charged for each new club member to defray the office administrative costs. The new member fee is waived for: charter members of new Kiwanis clubs; honorary members; members who, within a six-month period, join another Kiwanis
342.7 - Appointment to Committees
The president should appoint a new member to one or more committees of interest to the new member within one month of the member's induction, and the chairman of the committee is responsible to actively involve the new member. (1/92) (10/96)
The Legion of Honor shall include all persons who have been members of one or more Kiwanis clubs for twenty-five (25) years or more. Such years of membership need not be consecutive. (6/91)
343.2 - Certificate and Membership Pin
Each five-year period of membership service, beginning with twenty-five (25) years, should be recognized by presentation of an appropriate certificate and lapel pin to the Legion of Honor member. (6/91)
An inter-club meeting is one which is held by two or more Kiwanis clubs (including clubs "in formation") or by a Kiwanis club and any Builders Club, Circle K club, Key Club, Aktion Club, K-Kids, or Kiwanis Junior club. (10/85) (4/04)
A. For clubs having a membership of twenty (20) or less members, a minimum of two (2) members in attendance will be required to constitute an Inter-club meeting. (4/04)
B. For clubs with a membership of twenty-one (21) to thirty (30) members, a minimum of three (3) members in attendance will be required to constitute an Inter-club meeting. (4/04)
C. For clubs with a membership of thirty-one (31) or more members, a minimum of four (4) members in attendance will be required to constitute an Inter-club meeting. (4/04)
344.2 - Round Table Meeting
Whenever a Kiwanis club changes either the time or place, or both, of its regular meeting, a round table meeting may be held at the time and place of the regular meeting. If the club president cannot attend the round table meeting, the president shall appoint another officer or member to act as chairman. The chairman shall be responsible for an official record of attendance of members and visiting Kiwanians, which shall become part of the club's records. (6/91) (4/97)
A special meeting of a Kiwanis club may be held in lieu of its regular meeting. Examples of a special meeting may include a family or spouse night, installation of club officers, inter-club, etc. (6/91) (4/97) 344.4 - Annual Meeting
Provisions for a club’s annual meeting are stated in the International Bylaws and in the Standard Form for Club Bylaws. (4/97)
To receive credit for attendance at a meeting, the member must be present for at least 60 percent of the time scheduled for such meeting. Attendance by proxy is not permitted. 6/91)
345.2 - Club Meeting Participation Credit Opportunities
One member participation credit shall be given for personal attendance at the following meetings or activities during the calendar month or seven (7) days immediately preceding or following the month that a club meeting is missed: (6/91) (4/00)
A. A regular meeting of any Kiwanis club. (6/91) (9/99)
B. A round table meeting. (6/91) (4/97)
C. A special meeting of a Kiwanis club. (6/91) (4/97)
D. A regular meeting of the member's club board of directors. (6/91) (4/99)
E. A regular, scheduled meeting of a formally established committee of the member’s club. (4/99)
F. Participation in a club approved service project. (Maximum of one credit per day per service project.) (6/91) (4/99)
G. Attendance at an International, district, or division convention, conference, or formally scheduled meeting. (Maximum of one credit per convention, conference, or meeting, regardless of length.) (6/91) (4/99)
H. Attendance at an International or district board meeting. (Maximum of one credit per meeting, regardless of length.) (6/91) (4/99)
I. Absence from a regular club meeting as a result of travel to or from the International or district convention or conference (travel must be within seven (7) days before and/or after the convention or conference). (6/91) (4/99)
J. Attendance at any club function for Kiwanians and their families designed to improve health, welfare, morale, and espirit de corps (club dinners, picnics, birthday parties, outings, etc.) (Maximum of one credit per month.) (6/91) (4/99)
K. Attendance at any club sponsored programs board meeting, regular meeting, or sponsored programs service project. (4/99)
M. One credit shall be given for each regular meeting missed as a result of performing jury duty. (6/91) (4/99)
345.3 - Monthly Attendance Credit Calculation
A. Basis and Frequency: Attendance credits for a club member shall be determined monthly, and shall be based on the number of member attendance credits compared to the number of regular meetings the club has that month. (2/96)
B. Limit: A member's attendance credits shall not exceed the number of regular club meetings for that month. (6/91) (2/96)
C. Membership Class: The percentage of the club's monthly attendance is based solely on the total number of active members of a club. Honorary, senior, or privileged members or guests, whether members of Kiwanis or not, are not included. (6/91)
D. Calculation Process: To figure the percentage of attendance for a given month, determine the total number of attendance credits for active members as provided in this procedure and divide that number by the total number of active members on the club roster for each of the regular club meetings during the given month. (6/91)
Example: Assume that a club with 50 active members meets weekly on Wednesdays, that there are four Wednesdays during the month, and that the attendance credits are as follows: (6/91) (10/96) 30 members each with 4 (or more) credits = 120 credits* 10 members each with 3 credits = 30 credits 5 members each with 2 credits = 10 credits 4 members each with 1 credit = 4 credits 1 member with no credits = 0 credits Total Club Attendance Credits = 164 Total Possible Attendance Credits (50 X 4) = 200 Monthly Percentage (164/200) = 82 percent *Maximum allowable (6/91)
345.4 - Leave of Absence
A. Dues Requirement: A leave of absence excuses a member from attendance requirements but does not eliminate the dues required for membership. (6/91)
B. Conditions: Upon formal request and by a vote of two-thirds (2/3) of the entire board of directors, a member may be granted a leave of absence for a period of not less than thirty (30) days but not exceeding six (6) months for conditions as follows:
1. When confining illness will prevent attendance; (1980)
2. When special and/or temporary business conditions, professional assignments, or travel willprevent regular attendance; (1980)
Such leaves of absence may be renewed for additional six-month periods during the time that such conditions exist. (6/91)
C. Member Moving: Upon formal request, and by a vote of two-thirds (2/3) of the entire board of directors, a leave of absence may be granted when members move their residence and/or community interests beyond the club area. This leave of absence provides the member an opportunity to become affiliated with another Kiwanis club in the new location while retaining membership in the present club. Kiwanis clubs are urged to use such leaves of absence to retain members in Kiwanis. Such leaves of absence terminate when the member affiliates with another club or at the end of a one-year period from the time the leave of absence is granted, whichever is earlier. (6/91)
D. Member Serving in a Legislative Capacity: Kiwanians serving in a state, provincial, national, or comparable legislative capacity, while attending legislative sessions or meetings, shall not be subject to the attendance requirements of active members and shall remain in the good standing of their club while rendering such legislative services. No attendance credit shall be given to the member serving in such capacity, and for club attendance reporting purposes as provided in this procedure, the member shall be considered as having a leave of absence. (6/91)
345.5 - Perfect Attendance Tabs
Attendance tabs denote years of perfect attendance rather than consecutive years of perfect attendance. Upon completion of any twelve consecutive months of perfect attendance, an appropriate attendance tab should be presented by the club to its member. (6/91) For perfect attendance tab purposes, the member has the opportunity of making up the number of leave of absence meetings either before such leave takes effect or upon resumption of attendance at club meetings for a period equal to the leave of absence. Otherwise, perfect attendance tabulations resume at the end of the leave of absence without loss of weeks already accumulated. (6/91) (4/01)
351 - BUDGETS AND FINANCIAL REPORTS Prior to October 1, annually, the club board of directors must adopt administrative and service budgets for the following administrative year. During the year, at the club's monthly board of directors meetings, timely and complete financial reports should be presented by the treasurer. These financial reports must be reviewed by the club board of directors and accepted, subject to audit. (5/93) (4/97)
A. In districted areas, unless a fiscal agent is appointed by the Chief Executive Officer, the district governor. (4/86)
B. In nondistricted areas, the ranking officer appointed by the Chief Executive Officer. (1980)
354.2 - Fiscal Agent Fiscal agents must submit financial reports to Kiwanis International by the fifteenth day of the following month. (6/85) (4/97)
To be "in good standing," a Kiwanis club must comply with the Essential Actions of a Kiwanis club as defined by the International Board, which are as follows: (1980) (1/00)
A. Comply with all the provisions of the Bylaws, Policies, and Procedures of Kiwanis International, its district, and its federation (if any). (1/00)
B. Comply with the current Standard Form for Club Bylaws, modified as approved by the International Board of Trustees. (1/00)
C. Implement community service projects, including those that support Young Children: Priority One and district goals for the Worldwide Service Project (if any). (1/00)
D. Sponsor or support a K-Kids club, Builders Club, Key Club, Circle K club, or Kiwanis Junior club (where possible). (1/00)
E. Maintain an active, privileged, and senior membership of not less than fifteen (15); set a goal of a net increase of at least one (1) member per year; and stage pre-induction orientation and formal induction of new members. (1/00)
F. Pay dues, subscriptions, and other obligations to Kiwanis International, its district, and its federation (if any), within ninety (90) days after such amounts are due. (1/00)
G. Meet at least twice monthly with a well-managed, informative, and fun club meeting which contains an informative program and follows a timed agenda. (1/00)
H. Schedule board meetings at least once a month. (1/00)
I. Monies received from fund-raising projects in which the public participates, or from members or others for the service activities sponsored by the club, shall be segregated from the administrative funds and shall be used only for charitable, educational, religious, and eleemosynary activities. (1/00)
J. Complete the annual club organization, including the election and reporting of officers and the appointment of committees. (1/00)
K. Have all club officers participate in Club Officers Education. (1/00)
L. Participate in district and division activities, including the fulfillment of its club delegate obligation to district conventions. (1/00)
M. File all reports as required by Kiwanis International and by the district and federation (if any). (1/00)
A. Conditions: A district or federation (if any) board of trustees may place a club on probation for a violation(s) of the essential actions (provided in Procedure 360.1) for a period not to exceed six (6) months. (1980) (10/98)
B. Notice: A written notice of the violation(s) and a copy of the findings and conditions to be met to eliminate the probation must be sent to the club president, club secretary, lieutenant governor, and the Chief Executive Officer. (1980) (10/98)
C. Response: Such club will be given at least thirty (30) days to respond to such violation(s) and may request a hearing on such violation(s) before the district or federation (if any) board. (1980)
D. Extension: If the club makes partial improvements, the probation may be extended by the district or federation (if any) board for up to two (2) additional periods, not to exceed three (3) months each. (6/92) (1/99)
E. Charter Suspension or Revocation: If the violation(s) have not been corrected by the club within the probation period, the district or federation (if any) board shall recommend to Kiwanis International the suspension or revocation of the club's charter, or as provided in the International Bylaws, the International Board may suspend or revoke the club’s charter and/or prevent the club from using the Kiwanis Marks. (6/91) (10/98)
F. Referral to International Board: At any time, the entire matter, together with a copy of all proceedings, correspondence, and recommendations may be referred by the club, district, or federation (if any) board to the International Board, or the International Board may initiate a review of such proceedings. (1980)
G. Return to “In Good Standing” Status: If, at any point in this process prior to charter suspension or revocation, the club complies with the requirement, the violation of which resulted in probation, then the club shall be returned to ―in good standing‖ status and shall be so notified by the district or federation. (1/99)
360.3- Clubs Not Current With Financial Obligations
A. Charter Suspension: When a club fails to pay its international, district, or federation financial obligations exceeding US$150 billed by and payable to Kiwanis International within ninety (90) days after such amounts are due, the club shall be considered not current with its financial obligations and placed on charter suspended status. (1980) (10/04)
B. Club Delegate Representation Prohibited: A club not current with its financial obligations or having outstanding dues obligations is not entitled to be represented by delegates at any district, federation (if any), or International conference or convention. (1980) (4/98)
C. Written Notice and Status Report: A notice of and reasons for not being current with its financial obligations will be sent no later than one hundred and twenty (120) days after the indebtedness is due to the last reported president and secretary of the club by the Chief Executive Officer or designee, and copies shall be sent to the district. (1980) (10/04)
E. Return to “In Good Standing” Status: If, at any point in this process prior to charter revocation, the club pays its full indebtedness, the club shall then be returned to ―in good standing‖ status and shall be so notified by the Chief Executive Officer or designee. (1/99) (1/00)
360.4 - Clubs At Risk for Low Membership
A. Conditions and Notice: Within thirty (30) days after the September 30 certified membership is released, the Chief Executive Officer or designee will notify each district of the clubs in their district whose September 30 certified membership is below fifteen (15). Such clubs will be considered to be at risk. (5/94) (1/00)
B. Assistance: During the period a club is deemed to be at risk, Kiwanis International and/or the district will provide membership development programs to assist the club in the process of increasing its membership to a level wherein the club can function fully and fulfill its responsibilities of a club as required in the Essential Actions. (5/94) (1/99)
360.5 - Notice to Clubs
A copy of Procedure 360 - Club Status shall be included in the annual club and district officer's guidebooks and/or manuals. (1980) (10/98)
For Kiwanis clubs to merge, both clubs must be free of indebtedness to Kiwanis International and the district. New officers must be elected. The club must determine the day, time, and place of club meetings, which charter will be retired, and which key number will be retained. The club must also resolve the transfer of funds and the sponsorship of sponsored programs clubs. The club that is retiring its charter must dissolve its corporate status. (10/96) When all administrative details are satisfied, the other club charter may be retired by action of the Chief Executive Officer. (6/91) (10/96) No new member fee will be charged for members of the club whose charter is being retired. (6/91) (1/01)
361.2 - Resignation of Club Charter
The necessary steps for resignation of the charter of a club are found in the International Bylaws. (10/91)
See also Procedure 363.2 - Club Charter Reinstatement, after a club has resigned its charter
When a club charter has been suspended by the International Board, all of the club's rights and privileges as a Kiwanis club cease during such period of suspension. The Board will revoke the charter of a club that has had its charter suspended for more than eight (8) months per Procedure 360.3.D. Upon written request of the district board of trustees, charter revocation will be considered within the six-month period. (6/91) (10/04)
362.2 - Reactivation Meeting
In order for a club that has had its charter suspended to be restored to "in good standing" status, a reactivation meeting must be held, conducted by the lieutenant governor, an appointed representative of Kiwanis International, or a current or past district officer. At that meeting, the club roster must have a minimum of twenty (20) members, of which at least fifteen (15) are in attendance. (5/92) (10/96) Following the reactivation meeting, the district and International Offices shall be provided with a report which must be signed by the club president and secretary, to include: (1/86) (1/93)
A. The date the meeting was held; (1980)
B. The names and addresses of the club president and secretary; (1980)
C. The names and addresses of its club members; (1/93)
D. The place, day, and time of its regular club meetings; and (1/93)
E. The day of its regular monthly board of directors' meeting. (1/93)
When a club charter has been revoked by the International Board (in accordance with International Bylaws, Article IV, Section 2), all of the club's rights and privileges as a Kiwanis club are terminated and the club ceases to exist at that time and has no status at any administrative level. The club continues in this status during any appeal as prescribed in the International Bylaws. Upon the revocation of a club charter, the charter shall be sent to the Chief Executive Officer. (6/91) (1/99)
A. The reinstatement charter fee of US$100 (as defined in the International Bylaws) has been submitted. (6/91) (5/93)
B. A reorganization meeting has been conducted in conformity with the procedures set forth for the organization of a new Kiwanis club. (1980)
C. The required forms have been completed and submitted to the International Office. (1980)
D. All other financial obligations have been satisfied. (6/91)
Such club shall be reinstated to ―in good standing‖ status. (1/99)
364-369 – Vacant
c. a list of nominees not exceeding the number of directors to be elected plus three (3). At least one (1) week before the annual meeting, at a regular meeting of the club, nominations from the floor may be made for any office and, when so made, together with the list submitted by the Nominating Committee, shall then be the list of nominees submitted for an election of officers and directors.
Section 5. The President shall appoint an Elections Committee consisting of not more than seven (7) members. The duties of this committee shall be to distribute, collect, and count the ballots and report the results to the President, who shall announce them. A majority of all votes cast shall be necessary to elect any officer. If any ballot does not have a majority for a nominee for any office, the President shall immediately designate a time and place for further balloting for such office. Prior to the second ballot, the nominee having the lowest vote on the first ballot shall be dropped; and in each ballot, the same procedure shall be followed until one (1) nominee shall have received a majority of all votes cast.
Section 6. If the names of more than the number of directors to be elected are placed in nomination, the individuals who receive the highest number of votes up to the number to be elected shall be declared elected. Section 7. The Secretary shall be elected within one (1) week after the annual meeting by the officers and directors who comprise the Board of Directors for the succeeding year. Section 8. Nothing contained in this Article shall be construed as limiting the right to make further nominations from the floor of the meeting.
ARTICLE XIII. VACANCIES IN OFFICE
Section 1. In the case of a vacancy in the office of President, [choose only one: the _____President-Elect; or _____Vice-President*] shall succeed to the office. In the case of a vacancy in the office of President-Elect, Vice-President, Treasurer, or Director, the vacancy shall be filled at a regular club meeting, upon one (1) week's notice of nomination(s) by the Board of Directors. In the case of a vacancy in the office of Secretary, the vacancy shall be filled by the Board. *Note--If your club has more than one (1) Vice-President, this shall be assumed to be "the first Vice-President.”
Section 2. After the election and prior to October 1, in the event of the disability or inability to serve by an officer-designate or director-designate, except the Secretary, the vacancy shall be filled at a regular club meeting, upon one (1) week's notice of nomination(s) by the Board of Directors-designate. In case of a vacancy in the office of Secretary for the following year, the vacancy shall be filled by the Board of Directors-designate.
ARTICLE XIV. REMOVAL OF OFFICERS OR DIRECTORS
Section 1. Whenever it shall appear to the President or a majority of the club Board of Directors, or by a petition signed by a majority of the entire club membership and presented to the club Board of Directors, that an officer or director may be engaging in conduct unbecoming a member of the Kiwanis family or is failing to perform the duties of that office, the Club Board shall give written notice of the alleged facts to the officer or director within thirty (30) days. A meeting of the entire club membership to consider the alleged facts shall be held within thirty (30) days thereafter, with at least fourteen (14) days clear notice being given to the entire membership of such meeting. Service of such notice shall be deemed effective five (5) days after such notice is mailed. In the event that the club, by a two-thirds (2/3) vote of the entire membership, finds that the officer or director has engaged in conduct unbecoming a member of the Kiwanis family or is not performing the duties of such office and declares such office vacant, the membership shall proceed forthwith to elect a new officer or director to fill such vacancy.
ARTICLE XV. INTERNATIONAL AND DISTRICT OBLIGATIONS
Section 1. This club shall exercise fully the privileges and rights of membership in Kiwanis International and the district and shall discharge promptly all obligations imposed by Kiwanis International and the district.
Section 2. The Board of Directors shall provide for the prompt review, approval, and forwarding of all reports required or requested by Kiwanis International or the district.
Section 3. The Board of Directors shall provide for the prompt payment of all dues and other obligations to Kiwanis International or the district.
Section 4. The President and President-designate should act as club delegates to the International and district conventions.
Section 5. In the event the President or President-designate is unable to attend the district or International convention, this club should elect alternate delegates.
Section 6. Delegates and alternates to all conventions or other meetings of Kiwanis International or the district shall be elected at dates sufficiently in advance of such meetings to comply with the Kiwanis International Bylaws and district bylaws. Provision for expenses of such representatives shall be made in the club administrative budget. The Board of Directors shall also provide for the proper representation at any other International and district meetings of Kiwanis in which this club has the privilege of participation.
Section 7. If this club is also affiliated with a federation, the rights, privileges, and obligations set forth in this Article which apply to a district also apply to the federation.
ARTICLE XVI. OFFICIAL PUBLICATION*
NOTE: This Article applies to clubs in the U.S. and English-speaking parts of Canada only.
Section 1. Each active, senior, and honorary member of a chartered club in the United States and Canada, excluding the French-speaking clubs in Canada, shall be a paid subscriber to the official publication of Kiwanis International. The subscription price shall be collected from each active and senior member as a part of that member's regular dues. If spouses are both members of a Kiwanis club, one spouse may choose not to subscribe to the official publication. A member who belongs to more than one (1) Kiwanis club must designate their primary club to which the subscription to the official publication will be paid.
Section 2. This club shall enter the subscriptions for the official publication in its books in a special subscription account, and such subscriptions shall be forwarded to Kiwanis International.
Section 2. This club shall enter the subscriptions for the official publication in its books in a special subscription account, and such subscriptions shall be forwarded to Kiwanis International.
ARTICLE XVII. PUBLIC ACTIVITIES
Section 1. This club, by fair discussions at its meetings and in other ways, is encouraged to keep its members and the community informed on all questions of public importance and any proposed legislation affecting the community in which this club is located.
Section 2. This club shall have the right, and it shall be its duty, from time to time to give expression by proper means of its attitude on such public questions and such proposed legislation, provided that no other Kiwanis club is affected by the same.
Section 3. When any other Kiwanis club or clubs within the district are affected by any such public questions or proposed legislation, before expressing an opinion, this club must refer the matter, with a favorable or unfavorable recommendation, to the District Board of Trustees. If a club or clubs outside the district are affected, the club must refer the matter to the International Board of Trustees. Upon approval of the recommendation by the district or International Board, respectively, the club may publicly express its opinion through legal and proper means. Section 4. This club shall not be used in any way for political purposes, nor shall it, as a club, actively participate in the political candidacy of any person.
ARTICLE XVIII. REVENUE
Section 1. The membership induction fee and annual dues shall be as determined by the Board of Directors and shall be approved by a two-thirds (2/3) vote of the active and senior members present at any regular club meeting, provided written notice shall have been given to the members at least two (2) weeks prior to the meeting. Such membership induction fee or annual dues shall remain in effect until changed in accordance with the provisions of this Section.
Section 2. Revenue from sources other than those defined in this Article may be raised as determined by the Board of Directors and approved by a two-thirds (2/3) vote of the active and senior members present at any regular meeting, provided written notice shall have been given the members at least two (2) weeks prior to the meeting.
Section 3. Monies received from fund-raising projects in which the public participates, or from members or others, for the service activities sponsored by this club, shall be segregated from the administrative funds and shall be used only for charitable, educational, religious, and eleemosynary activities.
Section 4. A member shall be relieved of any obligation to pay the amount of the International (and district) dues for a period of two (2) years from the date of joining this club, provided the member was a former member of a Kiwanis International sponsored program. The member will be responsible for all dues in excess of the amount of the International (and district) dues.
Section 2. Revenue from sources other than those defined in this Article may be raised as determined by the Board of Directors and approved by a two-thirds (2/3) vote of the active and senior members present at any regular meeting, provided written notice shall have been given the members at least two (2) weeks prior to the meeting.
Section 3. Monies received from fund-raising projects in which the public participates, or from members or others, for the service activities sponsored by this club, shall be segregated from the administrative funds and shall be used only for charitable, educational, religious, and eleemosynary activities.
Section 4. A member shall be relieved of any obligation to pay the amount of the International (and district) dues for a period of two (2) years from the date of joining this club, provided the member was a former member of a Kiwanis International sponsored program. The member will be responsible for all dues in excess of the amount of the International (and district) dues.
ARTICLE XIX. FINANCE
Section 1. Not later than October 15, separate budgets of estimated income and expenditures for the year (October 1 - September 30) for the administrative and community service funds shall be adopted by the Board of Directors.
Section 2. The club books of account shall be audited at least once each year. The auditors shall be named by the Board of Directors. The auditors should be familiar with financial statements and should reconcile bank statements (if necessary) and conduct tests of income and expenditures for the past year. The auditors may be club members, but shall not be the Secretary or the Treasurer. A copy of the auditor's report shall be provided to the current Board of Directors and, upon request, to any club member. Section 3. The Board of Directors shall determine the official depository or depositories and shall designate those persons who shall sign checks.
Section 4. If a club is dissolved, resigns, has its charter revoked, or otherwise ceases operations, and if there are funds or other club assets remaining after club obligations are paid for which the last Board of Directors has made no provision, then the Treasurer shall pay such funds to and donate such assets to the Kiwanis International Foundation.
ARTICLE XX. NATIONAL OR LOCAL REQUIREMENTS
Option: _____ Check only if relevant Section 1. Provisions required by national or local laws are as follows [list provisions, if any]: _____________________________________________________ _____________________________________________________
ARTICLE XXI. OTHER AUTHORITIES
Section 1. For authority on all matters not specifically covered by these bylaws, the following documents, current or as amended in the future, shall be consulted in order of priority to determine such matters: First--Kiwanis International Bylaws; Second--Kiwanis International Policies and Procedures; Third--District Bylaws.
ARTICLE XXII. SEVERABILITY
Section 1. In the event that any provision of these bylaws is held invalid, all other provisions shall remain in effect.
ARTICLE XXIII. PARLIAMENTARY AUTHORITY
Section 1. See "Robert's Rules of Order Newly Revised" in "Pages" in "Kiwanis312".]
ARTICLE XXIV. AMENDMENTS
Section 1. Any amendment of these bylaws, if in conformity with the Kiwanis International Bylaws, may be adopted by two-thirds (2/3) vote of the active and senior members present at any regular meeting, provided written notice of the proposed amendment shall have been given to the members at least two (2) weeks prior to the meeting. One-third (1/3) of the active and senior members shall constitute a quorum. There shall be no voting by proxy or absentee ballot.
Section 2. If these bylaws are in conflict with the Kiwanis International Bylaws, current or as amended in the future, this club shall amend these bylaws to bring them into conformity with the International Bylaws.
ARTICLE XXV. APPROVAL OF KIWANIS INTERNATIONAL
Section 1. These bylaws and all amendments or additions shall not be effective unless approved by Kiwanis International.
Amended club bylaws must be approved by a 2/3 vote of the active and senior members in attendance at a club meeting announced for that purpose and at which a quorum is present. (Quorum is 1/3 of the active and senior members). If submitting your club bylaws via hard copy, date and sign below and mail two copies to Kiwanis International. If submitting your club bylaws via e-mail, enter names electronically below, save, and e-mail to Kiwanis International:clubbylaws@kiwanis.org. Signatures or electronic names of both the club president and club secretary certifies that this club has properly adopted these bylaws. (See instructions page for additional information, if needed.)
APPROVED BY CLUB: APPROVED BY KIWANIS INTERNATIONAL: Date Adopted: ______________________________________ Date: _________________________________________ Club President: _____________________________________ By: ___________________________________________ Club Secretary: _____________________________________
Extract of Kiwanis International Policies
3. Clubs
a. Chartering: The granting of a charter to a club in Kiwanis International shall be under the control of the International Board. Each club must adopt the Standard Form for Club Bylaws, modified only as approved by the Board. (5/83)b. Incorporation: Every Kiwanis club shall be incorporated within one year following the presentation of its charter if the incorporation of clubs is the practice in the nation in which the club is located. (5/83)
c. Activities: A Kiwanis club may participate in activities and carry on proceedings consistent with the laws, mores, customs, and traditions of the area in which the club exists, provided such activities and proceedings are not in conflict with the Bylaws, Policies, or Objects of Kiwanis International and do not impugn the good name of Kiwanis. (5/83) (10/96)
d. Autonomy: Each Kiwanis club has absolute autonomy in selecting its community service projects. (5/83)
e. International Extension Areas: Clubs shall be permitted to exist only in nations or areas which permit individuals the freedom of assembly, expression, and action necessary for a Kiwanis club to function in accordance with the Bylaws, and the Policies and Procedures of Kiwanis International. Upon the approval of the International Board, Kiwanis may be extended to new nations or areas. (5/83)f. Nondistricted Areas: Clubs organized in nondistricted areas shall be subject to the direct supervision and control of Kiwanis International. (5/83)
g. Anniversary: The anniversary of a club shall be the day it was organized. (5/83)
4. Fund Raising
a. Purpose: Monies received by Kiwanis clubs from fund-raising projects in which the public participates or from members or others for service activities sponsored by the club shall be segregated from the administrative funds of the club and shall be used only for the charitable, educational, religious, and eleemosynary activities of the club. (5/83)
Kiwanis International Policies
Page 8 (04/08)
b. Solicitation: All solicitations for funds by a Kiwanis club shall be confined to the general area in which the club functions, except by mutual understanding and agreement of clubs in the division, district, or area of solicitation. (5/83)Page 8 (04/08)
Licensees of Kiwanis International are permitted to make promotional direct mailings to club and district officers. A nonlicensee commercial organization, foundation, individual, Kiwanis club, or Kiwanis club member shall not circularize for sale any product or service, solicit funds, or promote any program or project to Kiwanis clubs or members within the district without prior approval of the district board of trustees. For nondistricted areas, prior approval must be obtained from the International Board. A Kiwanis club, Kiwanis club member, or district shall not circularize for sale any product or service, solicit funds, or promote any program or project outside the district, or a nondistricted club outside its area, without the prior approval of the Board. (1/88) (2/95) No club shall be required to contribute gifts or souvenirs for any specific purpose. (5/83)
5. Club or District Foundation
With the consent of the International Board, a district or club may form a foundation for charitable, educational, religious, or eleemosynary purposes. Such foundation must be incorporated. (5/83)E. S
KIWANIS INTERNATIONAL PROCEDURES SECTION 300: CLUBS (CLUB ORGANIZATION 300 - Vacant
Page 83 (01/09)
Revised per K.I. Board Action as of January 2009) 301 - BUILDING NEW CLUBS
301.1 - Club Location New Kiwanis clubs may be built in a community which has a sufficient diversity of businesses or vocations which will ensure high standards of membership and which has the potential of additional membership resources to ensure the future stability of the club. If the new club is being built in an area with an existing Kiwanis club or clubs, such club or clubs shall be informed and their cooperation sought in building the new club. For further information, see the International Bylaws. (6/91)
301.2 - Club Territorial Area
No Kiwanis club shall have an exclusive territorial area. (6/91)
301.3 - Club Meeting Places
Each club is autonomous in determining its place of meeting. However, each member of a Kiwanis club is entitled to attend the meeting of any other Kiwanis club, and it is expected that the meeting place selected will be one where any Kiwanian worldwide can attend the club's meeting. (5/93)
301.4 - Club Name
A. Official Name: To conform with the Bylaws, the official name of a Kiwanis club shall commence with the three words "Kiwanis Club of _________________." The official name shall then be used for the club's articles of incorporation. The name of the club shall be lettered on the club banner as it appears in the club's bylaws. (6/91)
B. Geographic Location: The club name may include the city, geographical location, or corporate area, followed by the unabbreviated name of the country, state, province, or territory. (Examples: Kiwanis Club of Calgary, Alberta, and Kiwanis Club of Santa Rosa, Philippines.) (6/91) (2/05)
C. Two Communities: Where two communities are involved, it is desirable to include the names of both communities. (Example: Kiwanis Club of Whiting-Robertsdale, Indiana.) (6/91)
D. Historical Area: If the club is organized in an historical area, the club name may be followed by a word that is descriptive of the area. (Example: Kiwanis Club of San Antonio-Alamo, Texas.) (6/91)
Kiwanis International Procedures: Clubs
Page 84 (01/09)
E. Honoring an Individual: In selecting a name to honor an individual, the club name must contain the name of the community or area, along with the last name of the individual who is no longer living and whose contribution to the community or country is outstanding. (Example: Kiwanis Club of Mitchell-Grissom, Indiana, named after astronaut Virgil Grissom.) (1980) (1/97)
F. Gender Designation Prohibited: A club shall not use in its name a specific gender designation, such as the words ―man/woman,‖ ―men/women,‖ or ―male/female,‖ or any designation which would impugn the good name of Kiwanis. (10/90) (1/97)
302 - CLUB MEMBERSHIP
302.1 - Number of Members Required In most communities, at least 20 active members in good standing shall be required for clubs organized in any district or nondistricted areas. At least 25 active members in good standing shall be required for clubs organized in Region I. (6/91) (4/05) With at least 30-days advance notice to and approval of the Chief Executive Officer or designee, a new Kiwanis club may be organized with as few as 15 active members in a community of fewer than 1,500 persons, if the community is at least 35 miles away from any community of 1,500 or more. (9/97)With the exception of new clubs being organized in small, remote communities as described in the above paragraph, districts may fix a higher minimum number of members for new clubs organized. This must be done by a majority vote of the district board and reported to Kiwanis International. Kiwanis International will honor the higher minimum fixed by the district board when processing new clubs from that district. (1/98)
302.2 - Building New Kiwanis Clubs from Membership of Other Service Organizations
Without the consent of the International Board, a new Kiwanis club shall not be built from a club chartered by another service organization until this group has relinquished its charter and continued as an unaffiliated club for a period of six (6) months. (6/91) (10/96)
302.3 - Charter Membership
The charter membership of a club shall be considered as all club members in good standing as of the date the charter is presented to the club. The president and secretary of a new club shall certify over their signatures and send to the International Office the names of the charter members of the club. (6/91) (10/96) 302.4 - Seed Members and Dual Members for New Clubs When forming a new Kiwanis club, the New Club Builder may identify current and/or former members of Kiwanis who are willing to become members in the new club for the specific purpose of assisting the club during its first year to establish sound operations. These persons should be included in the initial core of the club’s leadership. Seed members should be given specific guidance by the New Club Builder about their role in the new club. A new club should have no more than five seed members. (9/97) If seed members are former Kiwanis members, they may be included in the minimum number required for the new club. (9/97)
If seed members are moving their active membership from another club, they shall be counted in addition to the minimum number of members required to organize the new club.
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Also, those ―transferring‖ to the new club shall be exempt from paying the new member fee, and the new club will not pay dues and fees for that seed member to Kiwanis International until the club’s next annual billing period. Existing clubs which lose a member for the purpose of being a seed member in a new club shall not be penalized for loss of that member for one year. (9/97) (4/06) Dual members in a new Kiwanis club are required to pay all financial obligations (club, district, and International dues and fees) as outlined in the International Bylaws. The total number of dual and seed members in a newly-formed Kiwanis club is limited to five (5) members. (4/06)Page 85 (01/09)
303 - NEW CLUB PETITION AND PROCESSING
A "Petition for a New Club" form shall be sent by the Chief Executive Officer to the sponsoring club or to those individuals interested in forming a Kiwanis club. At the same time, the affected district governor(s) shall be informed of such action. The petition shall be properly completed and forwarded for approval as provided in the International Bylaws. (6/91) Any new clubs must be reported to the International Office within one (1) business day after the date of organization. All necessary documents and fees for such clubs must be received by Kiwanis International no later than thirty (30) days after the organization date. If the documents and fees arrive more than thirty (30) days after the reported organization date, the official organization date will be registered as the date the documents and fees were received. A new club cannot be processed and recognized until the documents and fees are received. (10/90) (10/92)
304 - ORGANIZATIONAL MEETING OF A NEW CLUB
304.1 - Majority of Members Required A majority of the members of a new Kiwanis club shall be present at the organizational meeting of that club for the meeting to be officially recognized as the club's organizational meeting. Should a majority of the members not be present, the official organizational meeting must be rescheduled. (2/81) (6/91)304.2 - Who Shall Conduct Organizational Meeting The official organizational meeting of a new Kiwanis club shall be conducted by a person trained and authorized by Kiwanis International for that purpose. (1980) (10/96)
304.3 - Adoption of Club Bylaws
At its organizational meeting, before admission to membership in Kiwanis International, the club must adopt the Standard Form for Club Bylaws. Any change or modification of such bylaws must be approved by the International Board. (1/92)
305 - FEES AND DUES
305.1 - Prior to Receiving CharterA. Membership Application and Fee: Before a new club may be organized and the charter presented, the required number of individuals shall have completed an application for membership and paid a new member fee, which must be at least US$50. (10/90) (2/05)
B. Club Dues: A new club must also establish annual dues of an amount necessary to meet club administrative expenses and district, federation (if any), and International dues.
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(See Procedure 341 - Payment of Dues, Magazine Subscription, and Insurance.) (6/91) (2/05)Page 86 (01/09)
C. International Dues, Magazine, and Insurance: Each new club accepted for membership in Kiwanis International will pay a fee of US$50 per member in Tier A clubs, US$25 per member in Tier B clubs, and US$15 per member in Tier C clubs. (10/90) (2/05) 305.2 - After Submission of Roster The new member fee applies to all club members added after the submission to the International Office of the Permanent Organization Roster following the organization meeting. See Procedure 342.6 - New Member Fee. (6/91) (1/01) 306 - Vacant
307 - CLUB CHARTER
Upon the organization of the Kiwanis club and approval by the International Board, a charter signed by the International President, Chief Executive Officer, and the district governor will be issued to the club. For clubs formed within a federation, the charter may also be signed by the president and the secretary of the federation. (6/91)
307.2 - Charter Presentation
On behalf of Kiwanis International, the governor or the governor's representative will personally present the new charter to each club. If the governor designates a representative, this person generally should be a past district governor. The presentation of a charter to the first new club in a nondistricted area should be made by the International President or the President's representative. (6/91) (10/98) The district governor, International President, or other representative who presents the club charter when making the report on charter night shall send a charter night program which shall be placed in the permanent file of the new club at the International Office. (1980) (10/96)
307.3 - Language
Charters issued to clubs shall be printed in the official Kiwanis language of English. (6/91)
307.4 - Revisions to Club Bylaws
With the advice and consent of the International Board, the Chief Executive Officer shall make the necessary changes in the Standard Form for Club Bylaws to bring them into conformity with amendments to the International Bylaws, and all clubs shall be informed that such changes immediately apply to their club bylaws. (6/91) (10/91)
308 - INCORPORATION OF CLUBS
308.1 - Assistance by the International Office Subject to pre-approval of its articles of incorporation by the International Board, a Kiwanis club must incorporate within one (1) year from the date on which it receives its charter, if such incorporation in the club's state, province, or country limits the club creditors to the funds or property of the incorporated club. Kiwanis International Procedures: Clubs
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308.2 - Information to Clubs Initial information on incorporation shall be given to a new Kiwanis club by the person conducting the organizational meeting. The Chief Executive Officer shall provide additional guidelines to assist any club incorporating. (6/91) (2/95)Page 87 (01/09)
309 - CLUB COMPLIANCE WITH LOCAL AND NATIONAL LAWS
Every Kiwanis club must comply with the laws of the country in which it exists and functions. Whenever local laws impose a requirement which may be inconsistent with the Bylaws or Policies of Kiwanis International, the clubs affected should present the concern to the International Board for advice and guidance. (6/91) (4/97)
310 - RESPONSIBILITIES OF THE LIEUTENANT GOVERNOR AND SPONSORING CLUB(S) TO A NEW CLUB
310.1 - Lieutenant Governor The lieutenant governor shall assist in the formation of new clubs and shall have the responsibility to determine that the new club has the minimum number of active members (and not just signatures on a petition) at the dates of organization and chartering and that the club maintains the minimum number of members needed for chartering throughout the administrative year. (6/91) (10/96) The lieutenant governor is the chairman of the charter event for the new club and shall encourage every club in that division to be represented by at least an inter-club at the charter function. (6/91) (10/96)
310.2 - Lieutenant Governor and Sponsoring Club(s)
The lieutenant governor shall designate which club(s) shall be recognized as the sponsor(s) of a new club. In nondistricted areas, the authorized club builder shall designate sponsoring club(s). (5/89) (10/96) The sponsoring club(s), the lieutenant governor at the time of organization, and any succeeding lieutenant governor shall assist the new club for at least one year after its organization, and be responsible for: (6/91) (10/96)
A. Club meeting programs during the first thirteen weeks. (6/91)
B. Continued membership recruitment efforts and maintenance of active membership of not less than the number of members required to organize the club. (6/91)
C. Assistance in planning for and attendance at the club charter presentation event. (6/91)
D. Development of proper club administrative procedures and programs of community service. (1/92)
311 - OFFICIAL ORGANIZERS OF NEW CLUBS
Kiwanis International shall authorize, train and support persons to organize new Kiwanis clubs. In North American districts, these persons shall be New Club Builders. In other districts and nondistricted areas, these persons shall be Kiwanis International Accredited Representatives (KIARs). (10/96)311.1 - Guidelines for Selection
A. New Club Builders: New Club Builders may be appointed by the district chair for new club building and approved by the governor. Candidates for appointment to the position of New Club Builder should: (10/96)
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1. Be willing to make a three-year commitment to the position, with the understanding that their continuation into the second and third years will be preceded by a review of their achievement in the current year. (10/96)2. Understand that they are generally expected to lead the efforts to organize at least one new Kiwanis club each year, and that it is recommended that this be the only position that they hold so there is no conflict with this single focus. (10/96)
3. Participate in the training/update session conducted for New Club Builders. (10/96)
B. KIARs: A KIAR may be recommended by the district governor, is appointed by the Chief Executive Officer, and must be trained and certified by a member of the International Office staff, or other trainer designated by staff. (6/91) (10/96)
The following guidelines should be used to select Kiwanis International Accredited Representatives (KIARs). Candidates should: (1980) (10/96)
1. Be knowledgeable of the area involved. (1980) (10/96)
2. Be willing to spend the necessary time to assess thoroughly the conditions of the area involved. (1980) (10/96)
3. Be willing to explain to prospective Kiwanians the principles and ideals contained in the Objects, objectives, and policies of Kiwanis International. (1980) (10/96)
4. Be willing to spend the necessary time to give Kiwanis education and leadership training to new members and club officers. (1980) (10/96)
5. Be willing to complete the necessary club organization papers and forward them to the International Office. (1980) (10/96)
311.2 - Duties and Responsibilities
A. New Club Builders: The duties and responsibilities of New Club Builders shall be:
1. Participate in the annual training/updating session provided for New Club Builders. (10/96)
2. Work with the district chair for new club building and governor to target and properly plan for the organization of at least one new Kiwanis club each year. (10/96)
3. Follow the process and use the material provided by Kiwanis International for the proper organization of a solid new Kiwanis club. (10/96)
4. Keep the district chair informed of progress on the site(s) targeted for the year. (10/96)
B. KIARs: The duties and responsibilities of KIARs shall be: (10/96)
1. Visit the area involved and collects information as required by the International Board or Chief Executive Officer. (1980) (10/96)
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2. Counsel with the proposed Kiwanis club and corresponds with the International Board or Chief Executive Officer prior to its possible approval as a club. (1980) (10/96)3. Appraise and report factually the membership potential in the area involved. (1980) (10/96)
4. Secure assurance that prospective members will accept the Objects, objectives, and policies of Kiwanis International. (1980) (10/96)
5. Gain a thorough knowledge and understanding of the Policies and Procedures governing international extension and the current and forward plan for implementation of international extension. (1980) (10/96)
6. Make specific recommendations to the Chief Executive Officer or International Board. (1980) (10/96)
311.3 - Expense Reimbursement
A. New Club Builders: A New Club Builder will receive limited reimbursement for actual expenses incurred in the performance of tasks routinely related to the position, provided that he/she adheres to current Kiwanis International programs for membership and club development, and provided that the specific tasks are completed within required time periods. The usual maximum reimbursement is US$100. (1/90) (10/96)
In the unusual instances where a New Club Builder must lead the efforts to build a club located more than 300 miles from the New Club Builder's residence, the maximum reimbursement may be US$300. Such an exception must be requested and approved in writing by the Chief Executive Officer or designee in advance of any expenditures. This exception will not be granted if a Club Development Manager has also provided on-site assistance. (1/90) (10/96)
B. KIARs: A KIAR will receive limited reimbursement for actual expenses incurred in the building of new clubs. The usual maximum reimbursement is US$100 in districts and US$500 in nondistricted areas. (1980) (10/96)
In unusual instances and with the prior written approval of the Chief Executive Officer or designee, additional reimbursement may be available in nondistricted areas. (1/90) (10/96) 312-319 - Vacant
CLUB OFFICERS
320 - CLUB OFFICERS
320.1 - Selection The best interests of a club are served when a number of different club members serve as officers, members of the board of directors, and committee chairmen. Persons other than the secretary and treasurer should not be encouraged or expected to hold the same office or chairmanship for more than two years. (6/91) Kiwanis International Procedures: Clubs
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320.2 - Installation Each Kiwanis club should hold a meeting at the beginning of each administrative year for the purpose of installing its new officers and should recognize that such a meeting provides opportunity for the entire club membership to renew and reaffirm their commitment to the objectives of the organization. Such meetings also provide public relations opportunities to acquaint the community with the purposes, objectives, and activities of the Kiwanis club. (6/91)320.3 - Education and Training
The education of the new officers, members of the board of directors, and the committee chairmen in each local club shall be under the direction of the president-designate. The club president-designate shall conduct a Club President's Conference for Incoming Officers and Appointees to prepare them for their club responsibilities. (See also Procedure 222.2 - Club Officers Education.) (5/90)
321 - QUALIFICATIONS FOR THE CLUB PRESIDENT
The club president should be an active member in good standing and should: (6/91)A. Possess the esteem and confidence of the club members and the ability to assume the leadership of the club; (6/91)
B. Have attended the previous district convention and division training conference; (6/91) (1/00)
C. Be prepared to give the time and effort necessary to lead and carry on the work and activities of the club; (6/91)
D. Have served well as a board member, club officer, or as chairman of one or more of the major club committees; and (6/91)
E. Have a working knowledge of the Objects and objectives of Kiwanis International and the club bylaws. (6/91)
322 - RESPONSIBILITIES OF THE CLUB PRESIDENT
The club president shall: (1/92) (10/96)A. Plan in advance and preside at club and board of directors' meetings. (1/92)
B. Lead a well-managed and interesting club meeting that opens and closes on time and has a variety of programs of interest to club members. Periodic meetings or recreational activities with spouses (or families) should also be held. (1/92) (10/96)
C. Have an aggressive year-long membership recruitment and retention program with monthly and quarterly goals. (1/92)
D. Have an effective pre-induction education program for new members, stressing membership responsibilities, benefits achieved by active involvement in service activities, and the need for regular club meeting attendance. (1/92)
E. As an ex-officio member, attend as many committee meetings as possible, monitoring the progress of each committee to make certain that goals and objectives will be achieved. (1/92)
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F. Make certain that all new members are assigned to one or more committees and become actively involved in club activities. (1/92)G. Assure that there is a proper accounting of club finances, including the separation of administrative and service funds and that the club's financial records are audited annually. (1/92)
H. Cooperate with the lieutenant governor, district governor, and district and International Offices on all Kiwanis matters and handle all correspondence and communications promptly. (1/92)
I. Make certain that all required club reports are filed with the district and Kiwanis International in a timely manner. (1/92)
J. Have a close working relationship with, and make certain that the club carries out its responsibilities to, any sponsored programs organization. If the club does not sponsor such an organization, consider sponsoring one. (1/92)
K. Determine if a nearby community or area lacks a Kiwanis club and lead or participate in the building of a new Kiwanis club. (1/92)
L. Attend the International Convention, district convention and conferences, and division council meetings. (1/92)
M. Make certain the club is well represented at the International Convention, as well as the district convention, conferences, and events. (1/92)
N. Promote inter-clubbing. (1/92)
O. Orient the president-designate regarding duties as the club's next chief executive officer. (1/92)
P. With the president-designate, arrange a joint meeting of the incoming and outgoing boards of directors for the purpose of providing a smooth and effective change of administrations. (1/92)
Q. Ensure the club's full participation in service initiatives, including the Young Children: Priority One program. (10/96)
323 - RESPONSIBILITIES OF THE CLUB PRESIDENT-ELECT
The club president-elect, prior to October 1, shall: (1/92) (10/96)
A. Study the club president's leadership materials, make use of information available from Kiwanis International, and attend the International, district, and divisional leadership training conferences. (1/92)B. Confer with the current president, club officers, and committee chairmen on the club programs of service and administration. (1/92)
C. Attend the International Convention, district conferences and conventions, Club Officer Education, and division council meetings. (1/92) (1/00)
D. Supervise the club's annual community analysis to determine the community needs and programs of club service to recommend for next year's implementation. Be certain to include new projects and some that carry out the Young Children: Priority One Program. (1/92) (1/93)
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E. Appoint club committee chairmen and members who will carry out the club's administrative responsibilities and/or service projects. Make certain that all members of the club, and especially new members, are involved, and that members are not continually reappointed as chairman or a member of the same committee. (1/92)F. Be actively involved in the preparation of the annual club budget to properly plan for proposed programs of service and the necessary fund-raising activities. (1/92)
G. Set goals and objectives for the coming year and recommend their adoption. (1/92)
H. Hold the president's training conference for club officers, directors, committee chairmen, and members. (1/92)
I. Make arrangements with the lieutenant governor (and spouse) to attend and be the installing officer at the installation of club officers. (1/92)
J. With the president, arrange a joint meeting of the incoming and outgoing boards of directors. (1/92)
K. Supervise an annual analysis of the club, including the club's ability to meet the needs of its members and community. (10/96)
324-339 - Vacant
CLUB MEMBERSHIP
340 - MEMBERSHIP IN CLUBS
340.1 - QualificationsEach Kiwanis club consists of persons with the qualifications set forth in the Bylaws of Kiwanis International. Membership in a Kiwanis club is personal and not of the business or professional entity, partnership, or corporation which the individual member represents. (6/91)
340.2 - Club Member Moving
When a club member moves from one area to another, the club secretary shall complete the Member Transfer/Referral Form and forward it to either the club secretary or district secretary. The moving member may submit a Proposal for Membership directly to the board of directors of a club in his/her new area, and that Kiwanis club is encourage to elect that individual to its club membership. (6/91) (4/97)
340.3 - Invitation to Membership
Admission to Kiwanis club membership shall be by personal invitation only. Kiwanis clubs shall not solicit new members through newspaper ads, general mailings to the public, or other such forms of nonselective advertising. (6/91)
341 - PAYMENT OF DUES, MAGAZINE SUBSCRIPTION, AND INSURANCE
341.1 - Per Capita DuesEach club shall pay to Kiwanis International annual dues for each active, senior, and privileged member, except those holding life member status, as provided in the International
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Bylaws. (10/90) (4/98)341.2 – Reporting of Membership
Dues, magazine subscription fees, and insurance costs are payable by clubs each administrative year. They are based on the number of members as reported to Kiwanis International in the appropriate report. The amounts become delinquent if not paid within 60 days after the due date. If the club fails to report the membership count, the count is obtained from the district office. (10/90) (4/02)
341.3 - Refunds or Prorating
Clubs do not receive a refund from Kiwanis for dues, magazine subscription fees, or insurance costs paid for members who are dropped from club membership in the semiannual periods after September 30 or March 31, and clubs, during that period, are not charged dues, magazine subscription fees, or insurance costs for new members. (10/90) (See also Procedure 234 - District Assistance in the Collection of Kiwanis International Dues.)
342 - NEW CLUB MEMBERS
342.1 - Proposal and Election of Prospective Club MembersElection to membership in a Kiwanis club is by invitation only. Each proposal for and election to membership shall be in accordance with the qualifications and procedures set forth in the International Bylaws and the club bylaws. (6/91)
342.2 - Inviting Prospective Members to Club Meetings
Clubs are encouraged to adopt a practice of inviting a prospective member to several regular meetings of the club before the club board of directors votes on the election to membership of such prospective member. When practical, the prospective member should be a guest of the club. (6/91)
342.3 - Membership for Young Men and Women
Every effort should be made by Kiwanis clubs to invite younger men and women as members, especially those who were members of Kiwanis' sponsored programs organizations. (6/91)
342.4 - Preinduction Education Meeting
After election to membership and before the induction of a new member, the new member should attend a pre-induction education meeting, at which members of the club membership committee should discuss the history, Objects, and objectives of Kiwanis; club service projects and fund-raising activities; and the responsibilities, costs, and benefits of club membership. The member should be made aware of the benefits of regular attendance, participation in the activities of the club, and visiting other Kiwanis and sponsored programs clubs. When practical, the spouse of the prospective member should be invited to attend this meeting. (6/91) (1/92)
342.5 - Induction of New Members
A procedure of induction of new members into a club in a dignified manner should be developed by each club for its own use. (6/91)
342.6 - New Member Fee
A new member fee of US$50 shall be charged for each new club member to defray the office administrative costs. The new member fee is waived for: charter members of new Kiwanis clubs; honorary members; members who, within a six-month period, join another Kiwanis
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club; and former Circle K or Key Club members who join a Kiwanis club. A new member fee is owed by a club and not waived when a member who has been deleted is then added by the same club, except when annual dues have been paid for that member for the period in which the member rejoins. (10/90) (1/09)342.7 - Appointment to Committees
The president should appoint a new member to one or more committees of interest to the new member within one month of the member's induction, and the chairman of the committee is responsible to actively involve the new member. (1/92) (10/96)
343 - LEGION OF HONOR
343.1 - Composition The Legion of Honor shall include all persons who have been members of one or more Kiwanis clubs for twenty-five (25) years or more. Such years of membership need not be consecutive. (6/91)
343.2 - Certificate and Membership Pin
Each five-year period of membership service, beginning with twenty-five (25) years, should be recognized by presentation of an appropriate certificate and lapel pin to the Legion of Honor member. (6/91)
CLUB MEETINGS
344 - MEETING TYPES
344.1 - Inter-club Meeting An inter-club meeting is one which is held by two or more Kiwanis clubs (including clubs "in formation") or by a Kiwanis club and any Builders Club, Circle K club, Key Club, Aktion Club, K-Kids, or Kiwanis Junior club. (10/85) (4/04)
A. For clubs having a membership of twenty (20) or less members, a minimum of two (2) members in attendance will be required to constitute an Inter-club meeting. (4/04)
B. For clubs with a membership of twenty-one (21) to thirty (30) members, a minimum of three (3) members in attendance will be required to constitute an Inter-club meeting. (4/04)
C. For clubs with a membership of thirty-one (31) or more members, a minimum of four (4) members in attendance will be required to constitute an Inter-club meeting. (4/04)
344.2 - Round Table Meeting
Whenever a Kiwanis club changes either the time or place, or both, of its regular meeting, a round table meeting may be held at the time and place of the regular meeting. If the club president cannot attend the round table meeting, the president shall appoint another officer or member to act as chairman. The chairman shall be responsible for an official record of attendance of members and visiting Kiwanians, which shall become part of the club's records. (6/91) (4/97)
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344.3 - Special MeetingA special meeting of a Kiwanis club may be held in lieu of its regular meeting. Examples of a special meeting may include a family or spouse night, installation of club officers, inter-club, etc. (6/91) (4/97) 344.4 - Annual Meeting
Provisions for a club’s annual meeting are stated in the International Bylaws and in the Standard Form for Club Bylaws. (4/97)
345 - CLUB MEETING ATTENDANCE AND PARTICIPATION RULES
345.1 - Meeting Attendance RequirementsTo receive credit for attendance at a meeting, the member must be present for at least 60 percent of the time scheduled for such meeting. Attendance by proxy is not permitted. 6/91)
345.2 - Club Meeting Participation Credit Opportunities
One member participation credit shall be given for personal attendance at the following meetings or activities during the calendar month or seven (7) days immediately preceding or following the month that a club meeting is missed: (6/91) (4/00)
A. A regular meeting of any Kiwanis club. (6/91) (9/99)
B. A round table meeting. (6/91) (4/97)
C. A special meeting of a Kiwanis club. (6/91) (4/97)
D. A regular meeting of the member's club board of directors. (6/91) (4/99)
E. A regular, scheduled meeting of a formally established committee of the member’s club. (4/99)
F. Participation in a club approved service project. (Maximum of one credit per day per service project.) (6/91) (4/99)
G. Attendance at an International, district, or division convention, conference, or formally scheduled meeting. (Maximum of one credit per convention, conference, or meeting, regardless of length.) (6/91) (4/99)
H. Attendance at an International or district board meeting. (Maximum of one credit per meeting, regardless of length.) (6/91) (4/99)
I. Absence from a regular club meeting as a result of travel to or from the International or district convention or conference (travel must be within seven (7) days before and/or after the convention or conference). (6/91) (4/99)
J. Attendance at any club function for Kiwanians and their families designed to improve health, welfare, morale, and espirit de corps (club dinners, picnics, birthday parties, outings, etc.) (Maximum of one credit per month.) (6/91) (4/99)
K. Attendance at any club sponsored programs board meeting, regular meeting, or sponsored programs service project. (4/99)
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L. A visit to the Kiwanis International Office, a Regional Service Center, or a district office. (Maximum of one credit per quarter). (6/91) (4/99)M. One credit shall be given for each regular meeting missed as a result of performing jury duty. (6/91) (4/99)
345.3 - Monthly Attendance Credit Calculation
A. Basis and Frequency: Attendance credits for a club member shall be determined monthly, and shall be based on the number of member attendance credits compared to the number of regular meetings the club has that month. (2/96)
B. Limit: A member's attendance credits shall not exceed the number of regular club meetings for that month. (6/91) (2/96)
C. Membership Class: The percentage of the club's monthly attendance is based solely on the total number of active members of a club. Honorary, senior, or privileged members or guests, whether members of Kiwanis or not, are not included. (6/91)
D. Calculation Process: To figure the percentage of attendance for a given month, determine the total number of attendance credits for active members as provided in this procedure and divide that number by the total number of active members on the club roster for each of the regular club meetings during the given month. (6/91)
Example: Assume that a club with 50 active members meets weekly on Wednesdays, that there are four Wednesdays during the month, and that the attendance credits are as follows: (6/91) (10/96) 30 members each with 4 (or more) credits = 120 credits* 10 members each with 3 credits = 30 credits 5 members each with 2 credits = 10 credits 4 members each with 1 credit = 4 credits 1 member with no credits = 0 credits Total Club Attendance Credits = 164 Total Possible Attendance Credits (50 X 4) = 200 Monthly Percentage (164/200) = 82 percent *Maximum allowable (6/91)
345.4 - Leave of Absence
A. Dues Requirement: A leave of absence excuses a member from attendance requirements but does not eliminate the dues required for membership. (6/91)
B. Conditions: Upon formal request and by a vote of two-thirds (2/3) of the entire board of directors, a member may be granted a leave of absence for a period of not less than thirty (30) days but not exceeding six (6) months for conditions as follows:
1. When confining illness will prevent attendance; (1980)
2. When special and/or temporary business conditions, professional assignments, or travel willprevent regular attendance; (1980)
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3. When military service removes a member beyond his/her own club area. (1980)Page 97 (01/09)
Such leaves of absence may be renewed for additional six-month periods during the time that such conditions exist. (6/91)
C. Member Moving: Upon formal request, and by a vote of two-thirds (2/3) of the entire board of directors, a leave of absence may be granted when members move their residence and/or community interests beyond the club area. This leave of absence provides the member an opportunity to become affiliated with another Kiwanis club in the new location while retaining membership in the present club. Kiwanis clubs are urged to use such leaves of absence to retain members in Kiwanis. Such leaves of absence terminate when the member affiliates with another club or at the end of a one-year period from the time the leave of absence is granted, whichever is earlier. (6/91)
D. Member Serving in a Legislative Capacity: Kiwanians serving in a state, provincial, national, or comparable legislative capacity, while attending legislative sessions or meetings, shall not be subject to the attendance requirements of active members and shall remain in the good standing of their club while rendering such legislative services. No attendance credit shall be given to the member serving in such capacity, and for club attendance reporting purposes as provided in this procedure, the member shall be considered as having a leave of absence. (6/91)
345.5 - Perfect Attendance Tabs
Attendance tabs denote years of perfect attendance rather than consecutive years of perfect attendance. Upon completion of any twelve consecutive months of perfect attendance, an appropriate attendance tab should be presented by the club to its member. (6/91) For perfect attendance tab purposes, the member has the opportunity of making up the number of leave of absence meetings either before such leave takes effect or upon resumption of attendance at club meetings for a period equal to the leave of absence. Otherwise, perfect attendance tabulations resume at the end of the leave of absence without loss of weeks already accumulated. (6/91) (4/01)
345.6 - Certificate of Attendance
A visiting Kiwanis member should be given a certificate of attendance, signed by the club secretary. To receive an attendance credit for visiting another Kiwanis club, the Kiwanis member should present to the member's club secretary a signed certificate or other proof of attendance. The responsibility for obtaining such a certificate rests with the visiting club members themselves. (6/91) 346-349 – Vacant CLUB FINANCIAL MATTERS
350 - CLUB FUNDS
Kiwanis clubs must handle their funds in a business-like manner and must segregate their administrative and community service funds. Persons handling club funds should be bonded. (5/93) (4/97)
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352 - FUND-RAISING ACTIVITIES
For information about: Fund-Raising Area, see Policy D.4.b. Funds other than membership fees and dues for administrative purposes, see Standard Form for Club Bylaws. Drawings at club meetings, see Interpretations of the International Bylaws regarding "Raffles and Drawings." (10/95) 353 - ANNUAL AUDIT
A club's books of account shall be audited at least once each year. The auditors shall be named by the board of directors. (See Standard Form for Club Bylaws.) (5/93) 354 - CLUB PAYMENTS TO KIWANIS INTERNATIONAL
354.1 - Bank Accounts
All clubs shall make every effort to submit payment to Kiwanis International directly. In countries where monetary policies do not permit direct payments to Kiwanis International, the Chief Executive Officer may open a bank account in the name and ownership of Kiwanis International for the collection and transmittal of dues and other funds, and the responsibility shall be assumed by the following: (1980)A. In districted areas, unless a fiscal agent is appointed by the Chief Executive Officer, the district governor. (4/86)
B. In nondistricted areas, the ranking officer appointed by the Chief Executive Officer. (1980)
354.2 - Fiscal Agent Fiscal agents must submit financial reports to Kiwanis International by the fifteenth day of the following month. (6/85) (4/97)
355 - CURRENCIES
Payment of amounts due to Kiwanis International shall be made in United States currency, or in other currencies approved by the International Board. For the amount payable in other currencies, see Procedure 781 - Currency Exchange Rates for Payment of Accounts. (10/90) Approved currencies are the United States dollar, the Canadian dollar, and the European euro. (7/98) Clubs located in restricted currency countries shall deposit funds payable to Kiwanis International with the approved fiscal agent or directly in the Kiwanis bank account. (10/90) 356-359 - Vacant Kiwanis International Procedures: Clubs
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CLUB STATUS
360 - CLUB STATUS
360.1 -Requirements for "In Good Standing" StatusTo be "in good standing," a Kiwanis club must comply with the Essential Actions of a Kiwanis club as defined by the International Board, which are as follows: (1980) (1/00)
A. Comply with all the provisions of the Bylaws, Policies, and Procedures of Kiwanis International, its district, and its federation (if any). (1/00)
B. Comply with the current Standard Form for Club Bylaws, modified as approved by the International Board of Trustees. (1/00)
C. Implement community service projects, including those that support Young Children: Priority One and district goals for the Worldwide Service Project (if any). (1/00)
D. Sponsor or support a K-Kids club, Builders Club, Key Club, Circle K club, or Kiwanis Junior club (where possible). (1/00)
E. Maintain an active, privileged, and senior membership of not less than fifteen (15); set a goal of a net increase of at least one (1) member per year; and stage pre-induction orientation and formal induction of new members. (1/00)
F. Pay dues, subscriptions, and other obligations to Kiwanis International, its district, and its federation (if any), within ninety (90) days after such amounts are due. (1/00)
G. Meet at least twice monthly with a well-managed, informative, and fun club meeting which contains an informative program and follows a timed agenda. (1/00)
H. Schedule board meetings at least once a month. (1/00)
I. Monies received from fund-raising projects in which the public participates, or from members or others for the service activities sponsored by the club, shall be segregated from the administrative funds and shall be used only for charitable, educational, religious, and eleemosynary activities. (1/00)
J. Complete the annual club organization, including the election and reporting of officers and the appointment of committees. (1/00)
K. Have all club officers participate in Club Officers Education. (1/00)
L. Participate in district and division activities, including the fulfillment of its club delegate obligation to district conventions. (1/00)
M. File all reports as required by Kiwanis International and by the district and federation (if any). (1/00)
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360.2 - Clubs on ProbationA. Conditions: A district or federation (if any) board of trustees may place a club on probation for a violation(s) of the essential actions (provided in Procedure 360.1) for a period not to exceed six (6) months. (1980) (10/98)
B. Notice: A written notice of the violation(s) and a copy of the findings and conditions to be met to eliminate the probation must be sent to the club president, club secretary, lieutenant governor, and the Chief Executive Officer. (1980) (10/98)
C. Response: Such club will be given at least thirty (30) days to respond to such violation(s) and may request a hearing on such violation(s) before the district or federation (if any) board. (1980)
D. Extension: If the club makes partial improvements, the probation may be extended by the district or federation (if any) board for up to two (2) additional periods, not to exceed three (3) months each. (6/92) (1/99)
E. Charter Suspension or Revocation: If the violation(s) have not been corrected by the club within the probation period, the district or federation (if any) board shall recommend to Kiwanis International the suspension or revocation of the club's charter, or as provided in the International Bylaws, the International Board may suspend or revoke the club’s charter and/or prevent the club from using the Kiwanis Marks. (6/91) (10/98)
F. Referral to International Board: At any time, the entire matter, together with a copy of all proceedings, correspondence, and recommendations may be referred by the club, district, or federation (if any) board to the International Board, or the International Board may initiate a review of such proceedings. (1980)
G. Return to “In Good Standing” Status: If, at any point in this process prior to charter suspension or revocation, the club complies with the requirement, the violation of which resulted in probation, then the club shall be returned to ―in good standing‖ status and shall be so notified by the district or federation. (1/99)
360.3- Clubs Not Current With Financial Obligations
A. Charter Suspension: When a club fails to pay its international, district, or federation financial obligations exceeding US$150 billed by and payable to Kiwanis International within ninety (90) days after such amounts are due, the club shall be considered not current with its financial obligations and placed on charter suspended status. (1980) (10/04)
B. Club Delegate Representation Prohibited: A club not current with its financial obligations or having outstanding dues obligations is not entitled to be represented by delegates at any district, federation (if any), or International conference or convention. (1980) (4/98)
C. Written Notice and Status Report: A notice of and reasons for not being current with its financial obligations will be sent no later than one hundred and twenty (120) days after the indebtedness is due to the last reported president and secretary of the club by the Chief Executive Officer or designee, and copies shall be sent to the district. (1980) (10/04)
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D. Charter Revocation: When a club fails to pay its international, district, or federation financial obligations billed by and payable to Kiwanis International within eight (8) months after such amounts are due, under the International Bylaws, the club charter shall be revoked at the next Kiwanis International Board meeting. Whenever the International Board shall direct revocation of a club charter for nonpayment of financial obligations, the club’s last reported president and secretary shall be notified immediately of such action by the Chief Executive Officer or designee, and copies shall be sent to the district. The club’s last reported president and secretary and the district shall be informed of the pending charter revocation two (2) months prior to the charter revocation date. (1980) (10/04)E. Return to “In Good Standing” Status: If, at any point in this process prior to charter revocation, the club pays its full indebtedness, the club shall then be returned to ―in good standing‖ status and shall be so notified by the Chief Executive Officer or designee. (1/99) (1/00)
360.4 - Clubs At Risk for Low Membership
A. Conditions and Notice: Within thirty (30) days after the September 30 certified membership is released, the Chief Executive Officer or designee will notify each district of the clubs in their district whose September 30 certified membership is below fifteen (15). Such clubs will be considered to be at risk. (5/94) (1/00)
B. Assistance: During the period a club is deemed to be at risk, Kiwanis International and/or the district will provide membership development programs to assist the club in the process of increasing its membership to a level wherein the club can function fully and fulfill its responsibilities of a club as required in the Essential Actions. (5/94) (1/99)
360.5 - Notice to Clubs
A copy of Procedure 360 - Club Status shall be included in the annual club and district officer's guidebooks and/or manuals. (1980) (10/98)
361 - CLUB MERGER OR RESIGNATION
361.1 - Merger of ClubsFor Kiwanis clubs to merge, both clubs must be free of indebtedness to Kiwanis International and the district. New officers must be elected. The club must determine the day, time, and place of club meetings, which charter will be retired, and which key number will be retained. The club must also resolve the transfer of funds and the sponsorship of sponsored programs clubs. The club that is retiring its charter must dissolve its corporate status. (10/96) When all administrative details are satisfied, the other club charter may be retired by action of the Chief Executive Officer. (6/91) (10/96) No new member fee will be charged for members of the club whose charter is being retired. (6/91) (1/01)
361.2 - Resignation of Club Charter
The necessary steps for resignation of the charter of a club are found in the International Bylaws. (10/91)
See also Procedure 363.2 - Club Charter Reinstatement, after a club has resigned its charter
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(or had its charter revoked). (1/99) 362 - CHARTER SUSPENSION
362.1 - Charter SuspensionWhen a club charter has been suspended by the International Board, all of the club's rights and privileges as a Kiwanis club cease during such period of suspension. The Board will revoke the charter of a club that has had its charter suspended for more than eight (8) months per Procedure 360.3.D. Upon written request of the district board of trustees, charter revocation will be considered within the six-month period. (6/91) (10/04)
362.2 - Reactivation Meeting
In order for a club that has had its charter suspended to be restored to "in good standing" status, a reactivation meeting must be held, conducted by the lieutenant governor, an appointed representative of Kiwanis International, or a current or past district officer. At that meeting, the club roster must have a minimum of twenty (20) members, of which at least fifteen (15) are in attendance. (5/92) (10/96) Following the reactivation meeting, the district and International Offices shall be provided with a report which must be signed by the club president and secretary, to include: (1/86) (1/93)
A. The date the meeting was held; (1980)
B. The names and addresses of the club president and secretary; (1980)
C. The names and addresses of its club members; (1/93)
D. The place, day, and time of its regular club meetings; and (1/93)
E. The day of its regular monthly board of directors' meeting. (1/93)
363 - CHARTER REVOCATION
363.1 - Charter RevocationWhen a club charter has been revoked by the International Board (in accordance with International Bylaws, Article IV, Section 2), all of the club's rights and privileges as a Kiwanis club are terminated and the club ceases to exist at that time and has no status at any administrative level. The club continues in this status during any appeal as prescribed in the International Bylaws. Upon the revocation of a club charter, the charter shall be sent to the Chief Executive Officer. (6/91) (1/99)
363.2- Club Charter Reinstatement
The International Board may authorize reinstatement of a club which has resigned or had its charter revoked, providing that: (1980)A. The reinstatement charter fee of US$100 (as defined in the International Bylaws) has been submitted. (6/91) (5/93)
B. A reorganization meeting has been conducted in conformity with the procedures set forth for the organization of a new Kiwanis club. (1980)
C. The required forms have been completed and submitted to the International Office. (1980)
D. All other financial obligations have been satisfied. (6/91)
Such club shall be reinstated to ―in good standing‖ status. (1/99)
364-369 – Vacant
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