WEDNESDAY EVENING 2 JUNE 21 CLOSING SESSION
II. ADMINISTRATION A. Membershi_E
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KIWANIS INTERNATIONAL WORLD SECRETARIAT
Policies Governing the Organization and Administration of the Kiwanis International World Secretariat
1.. GENERAL
The following are the Policies for the Kiwanis International World Secre- tariat as of this date. They carry out the Secretariat Charter provision Article VIII. These Policies are arranged under an administrative and
financial heading. They attempt to cover the details of the broad state- ments covered in the Charter. It will be necessary to amend and add to
these Policies from time to time. A Policy provision is included to care for that future need.
II. ADMINISTRATION
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So In any year in which a vacancy in membership on the Secretariat shall be scheduled to occur, the Board of Trustees or Council of Founders of Kiwanis International or the Federation will appoint a replacement at least one (1) month prior to the annual meeting of the Secretariato
60 No specific action with respect to the membership on the Secretar- iat of the president of Kiwanis International or the president of any Federation is required -- such qualification and designation being automatic upon being elected president of Kiwanis Interna- tional or such Federationo Such representative shall assume his duties as a representative to the Secretariat on the date he takes official office o
7o The Board of Trustees or Council of Founders of each Federation shall annually appoint one Alternate, from that Federation, as a representative for any absent member from that Federationo
80 In order to assure continuity in the membership from Kiwanis Inter- national and each Federation, the two representatives (other than the president of Kiwanis International or of the Federation) will be elected in alternate years. At the first election, the Board of Trustees of Kiwanis International and each officially recognized Federation will elect one member for a one-year term and a second member for a two-year termo Following this original election,
there will be a single member elected for a two-year term each year for each Federation and Kiwanis International. As additional
Federations become official members of the Kiwanis International World Secretariat, they will elect their representatives in this
same mannero
9. As soon as determined by their respective Board of Trustees or Council of Founders, biographical sketches and photographs of all members of the Secretariat will be exchanged by mail through the
secretary's office. Such distribution will take place at least one month prior to the annual meeting.
C. Meetings
1. Agenda - Points for study and possible discussion may be submitted to the Secretariat. office by any member of the Secretariat or by an officially recognized observer from a non-federated Kiwanis region.
All points to be considered for the agenda of the annual meeting of the Secretariat must be received by the secretary at least two (2) months prior to the date of that meeting.
2. The time and place of the annual meeting of the Secretariat must be determined and reported to all members not less than three (3) months prior to the time of convening that meeting.
The time and place for the annual meeting of the Secretariat will normally be determined as the last part of the business of the
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preceding meetingo In all other cases, the Secretariat member- ship will be polled by mail, with recommendations of at least two (2) dateso This polling will take place at least four (4) months prior to the dates recommended.
3. The secretary's office will be responsible for securing appro- priate housing, meeting rooms, and other needed facilities for the annual meeting of the Secretariato (See III FINANCES) 4. The Kiwanis regions with at least one provisional district will
be advised in writing by the secretary of pending meetings of the Secretariato Such communication will go out at least four (4) months prior to the date of the meeting and will be directed to
the governor, or governors, of provisional districts. The com- munication will call attention to the opportunity of seating an observer from that region, and urge that such an observer be selected, and sent to the meetings by the provisional district if this is felt advisable., (See III FINANCES)
5. A tentative agenda will be sent to all members of the Secretariat no later than one month prior to the opening of the annual meeting.
Do Officers
1. The officers of the KIWANIS INTERNATIONAL WORLD SECRETARIAT shall be a Chairman, Vice-Chairman, and Secretary.
2. The Chairman and Vice-Chairman shall be elected by the members of the KIWANIS INTERNATIONAL WORLD SECRETARIAT from its members, as the last item of the agenda, to serve during the following admin- istrative year.
3. The Chairman shall serve a one-year term only and shall not suc- ceed himsel L
4.
All other representatives shall serve for a period of two years.5 .. The elected permanent officers of the Secretariat will serve through the year following the first meeting and preside and handle the second year's annual meeting.
6. The Secretary shall be the Secretary of Kiwanis International, ex- officio without voteo
E.. Duties of Officers
1. The chairman will preside at all meetings of the Secretariat. In his absence, or if he becomes incapacitated, the vice-chairman will preside.
2. The secretary will keep minutes of all the meetings and have these prepared in written form to distribute following each meeting of the Secretariat. He will also report on financial matters concerning the Secretariat.
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30 The chairman, with the approval of the Secretariat members, will appoint study and research committees~ as advisable, to carry out the detailed work of the Secretariato
4o The secretary shall advise Kiwanis International and all Federa- tions, in writing, of the recommendations and actions taken by the Secretariato
Illo FINANCES
Ao Secretary0s Office
1. The operating expenses of the Secretary's office will be budgeted, approved by the Secretariat and then submitted to Kiwanis Interna- tional for final approval and payment.
B. Annual Meeting
L Costs of the Annual meeting of the Secretariat will be submitted through the secretary to Kiwanis International for payment.
2o The members of the Secretariat will plan their own travel to the annual meeting, using the shortest, most reasonable "economy class' travel, hotel~ meal and taxi cost.so While in the city where the meeting of the Secretariat is held, hotel and meal functions will be
arranged for all members as a budget item of the Secretariat.
3. The expenses of each member of the Secretariat will be reported to the secretary of the Secretariat and reimbursement will be made fol- lowing the filing of a detailed expense voucher complying with the requirements of section 2o
4o Members expense advances may be requested and obtained from the secretary of the Secretariat, if such requests are received at least one month prior to the time of the meeting.
5. If more than one regular annual meeting of the Secretariat is felt necessary by a majority of the members, the expenses for such a meet- ing IIJ.USt be approved in advance by the Kiwanis International Board of Trustees.
60 The complete financial cost for sending an observer from a provisional district to the meeting of the Secretariat will be the responsibility of the provisional districto The observer, the club, the division, the district:, or a combination of the four must underwrite the total ex=
penses of such an observer to any Kiwanis International World Secre- tariat meeting attended.
7o The total expenses of the annual meeting of the Secretariat will be one of the major items of the Secretariat budget. The cost of this meeting as well as the total budget of the Secretariat will come from the Inter- national dues of 50¢ from each Kiwanis member, allocated for Interna- tional extensiono
IVo .AMENO:MENTS
Amendments and additions to these Policies may be adopted by a majority vote of the members of the Secretariat and shall be submitted to the Board of Trustees of Kiwanis International for approvalo
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REPORT OF BOARD COMMITTEE ON LAWS AND POLICIES TO THE :MEETING OF THE INTERNATIONAL BOARD OF TRUSTEES
January 29-February 2, 1972
Date of Committee Meeting: January 31, 1972 Place of Committee Meeting: General Office
Present: Members - Roy Wo Davis; So Clark Pyfer, Charles M. Roberts Chairman~ William M. Eagles, MoDo
Staff - Fay Ho McDonald; L.A. Hapgood Others - Wes Ho Bartlett
Amendments providing Delegate~at-large Status
Exhibit ://=8
The Board will recall that this Committee recommended in October that an appro- priate amendment be drawn making lieutenant governors delegates-at-large at the International c.onvention" This recommendation was approved.
Sinc.e the October meeting, the Committee has received several communications sug- gesting a full consideration of the status of other district officers in terms of their delegate status at the International convention. After a full review, the Committee considers i t appropriate to urge the Board to present an amendment to the Constitution and Bylaws giving delegate-at-large status to district treas- urers, district secretaries and lieutenant governors. The Committee therefore offers the following rec.ommendation:
Recommendation #1~
The Committee recommends that Article X, of the International Constitution, under the general heading of "Conventions," Section 4, be changed to read as
follows~ "Elective officers, Past Presidents, Chairmen of current Standing and Special Committees of Kiwanis International, Governors~elect, District Treasurers, District Secretaries, Lieutenant Governors and Past District Governors who are active, privileged, or senior members shall be delegates- at=large to all conventions,"
I move that recommendation 1 be adopted.
Recommendation :/f2 ~
The Committee recommends that Article IX, of the International Bylaws, under the general heading of "Conventions," in Sec.tion 9, be amended so the second sentence in the section will read as follows: "Each delegate and alternate shall be an active, privileged or senior member in good standing of the char~
tered club he represents; they shall be elected by such clubs not less than sixty (60) days prior to the date of any Annual Convention, and not less than twenty (20) days prior to the date of any special convention, and their elec- tion shall be evidenced by a certi Uc.ate duly authenticated by the president and the secretary of the club."
I move that recommendation 2 be adoptedo
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Housekeeping Amendments to the International Constitution and Bylaws
After a full study of the International Constitution and Bylaws, the Committee makes the following recommendation:
Recommendation #3;
The Committee recommends that Article VI, Secti.on 2, of the International Constitution be amended to read as follows: "Each district shall hold an Annual Convention in accordance with the Bylaws, unless in any year the International Board of Trustees shall determine that there exists a condi- tion of national emergency, and because of such an emergency the holding of such convention would be prejudicial.'"'."
I move that recommendation 3 be adopted.
Recommendation if4:
The Committee recommends that Article IX, Section 2, of the International Constitution be amended to read as follows: ''The International Council shall consist of the Board 6f Trustees, the Past Presidents of Kiwanis International, and the District Governors. In case any District Governor cannot be present at a meeting of said Council, he may, with the approval of the International Board of Trustees, appoint the District Governor-elect or a Lieutenant Governor to attend in his stead with like powers."
I move that recommendation 4 be adopted.
Recommendation #5:
The Committee recommends that Artie.le XII, Section 6, of the International Constitution be amended to read as follows: "Revenue from sources other than those defined in this article may be raised as provided in the Inter- national Bylaws."
I move that recommendation 5 be adopted.
Recommendation if6:
The Committee recommends that Article I, Section 5, of the International Bylaws be amended to read as follows in the third sentence: "The directors shall serve for the term prescribed in the Club Bylaws or until their suc- cessors are duly elected and qualified,"
I move that recommendation 6 be adopted"
Recommendation #7:
The Committee recommends that Article IV, Section 4, of the International Bylaws be amended by adding the following sentence: "Upon final determina- tion of,revocation of the charter, and if the club is incorporated, said corporation shall be dissolved in accordance with local statutes; or in the event the corporation is not dissolved within one hundred and twenty (120) days, Kiwanis International has the right to petition and obtain proper orders of dissolution."
I move that recommendation 7 be adopted"
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Recommendation #8~
The Committee recommends that Article XII, Section 3, of the International Bylaws be amended to read as follows: "The President of Kiwanis Interna- tional shall at the first business session of an Annual Convention give notice of, and cause to be called, a conference of representatives of the several districts to determine and to submit to the convention nominations for the several offices to be filled at the convention." Further, that paragraph eo of Section 3, Article XII, be amended to read: "It shall be the duty of the Secretary of Kiwanis International at the business session of the second day of the Annual Convention to announce to the convention the posting or publication, or both, of the complete list of the represen- tatives selected by the districts to the conference called by the President!'
I move that recommendation 8 be adopted.
Recommendation #9:
The Committee recommends that Article XII, Section 3, paragraph "j", of the International Bylaws be amended to read as follows: "Nothing contained in this section shall be construed as limiting the right to make further nomina- tions from the floor of the convention, provided the written consent of per- sons so nominated has been obtained."
I move that recommendation 9 be adopted.
Recommendation #10~
The Committee recommends that Article XIII, Section 2, of the International Constitution be amended to read as follows: "Each chartered club in the United States and Canada shall make i t a condition of membership . . . 11
I move that recommendation 10 be adopted.
Recommendation #11~
The Committee recommends that Article XVIII, Section 3, of the International Bylaws be amended to read as follows: "The subscription price of the official publication of Kiwanis International in the United States and Canada shall be two dollars ($2000) per annum.,o••"
I move that recommendation 11 be adopted.
Recommendation ://:12 ~
The Committee recommends that Article XVIII, Section 4, of the International Bylaws be amended to read as fol lows~ "Each chartered club in the United States and Canada shall collect from each of its members the subscription
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price, o o , o
I move that recommendation 12 be adopted.
Changes in the Policies
After a full discussion regarding an appropriate way in which the title of the Secretary might be adjusted, it is the qonsidered opinion of the Committee that a
change in the policy can bring about the desired effect.
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Recommendation #13:
The Committee recommends that the Policies of Kiwanis International in Section E, under the general heading of the 11General Office,11 on page 1 of such poli-
cies, be adjusted to read as follows:
11L Executive Department
a. Secretary of Kiwanis International
1) The Secretary of Kiwanis International is hereby designated Executive Secretary and shall also serve as Corporate Secretary of Kiwanis International."
The Committee further recommends for consistency, the original paragraphs under this heading shall be numbered (2), and that other references to the Secretary in the policies be rewritten using the term "Executive Secretary,"
as soon as policy revision is completed.
I move that recommendation 13 be adopted.
Division Council Format
The Committee reviewed "Guidelines for the Formation and Operation of a Division Council." These are attached as Exhibit "A".
Recommendation #14~
The Committee recommends that "Guidelines for the Formation and Operation of a Division Council," attached to this report as Exhibit "A", be adopted in prin- ciple and utilized to assist lieutenant governors in the proper development of Division Councils.
I move that recommendation 14 be adopted.
Canadian Foundation
The Board will recall that the Committee asked to have the proposed documents for the Canadian Foundation examined by legal counsel prior to submitting a recommen- dation to the Board.
The legal counsel has reviewed these documents and your Committee makes the fol- lowing recommendation~
Recommendation :/flS ~
The Committee recommends that the formation of a Canadian Foundation, based upon the documents as submitted, be approved and a copy of the documents, when filed with the proper authorities in Canada, be placed on file in the General O ££ice.
I move that recommendation 15 be approved.
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The Board will recall that the Committee asked legal counsel to review the whole question of territorial limits and to render an opinion.
Recommendation {/=16 ~
The Committee recommends that the following policy statement on territorial limits be approved and added to the Policies of Kiwanis International~
11There is no Constitutional or Bylaw provision which states that territorial limits shall be exclusively the property of any chartered club. Therefore, no club has the exclusive right' to be the only chartered club within any specified territory"
"Since territorial limits do not constitute a vested interest, the Board of Trustees of Kiwanis International therefore can increase the number of char- ters to be issued within any given area."
I move that recommendation 16 be adopted.
Recommendation #17~
The Committee recommends that the following draft of an amendment (presented at the request of the Board of Trustees) to Article IX, Section 1 of the Con- s ti tu tion be received~ "Section 1. There is hereby created the International Council, which shall hold two (2) regular meetings each year, as called by the Board of Trustees,"
I move that the draft of the Amendment to Article IX, Section 1, be received.
Recommendation {/=18 ~
The Committee recommends that Exhibits Band C attached to the report of the Committee, which detail the committee structure in the Standard Form for District Bylaws (Article VII, Sections 1 and 2, and Article VIII, Sections 1=18, inclusive) and in the Standard Form for Club Bylaws (Article VIII,
Sections 1=5, inclusive, and Article IX, Sections 1-6, inclusive) be approved.
I move that recommendation 18 be adopted.
Recommendation #19~
The Committee Recommends that Article VI of the International Constitution be amended in the third paragraph of Section 6 by inserting the words "when re- quired" so that the paragraph shall read~ "He shall sign all documents issued by Kiwanis International when required; ... "
I move that recommendation 19 be adopted.
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Recommendation #20~
The Committee recommends that Section 3 of Article III of the International Bylaws be amended to read~ "The minimum number of members of a prospective club for organization and charter shall be determined by the Board of Trus- tees on the basis of size and conditions of the community in which the club is to be builto The organization and charter membership shall not be less than twenty (20) active members."
I move that recommendation 20 be adopted.
The Committee is continuing its full review of all policies and your Chairman has had the privilege of working with the Chairman of the Board Committee on International Extension with special reference to this major segment of the International Policieso The recommendations of the Board Committee on Inter- national Extension will be fully reviewed when approved by this Board and sub- stituted for the current section on International Extension in the Board Policies.
I move this report be receivedo
Respectfully submitted,
ROY W. DAVIS So CLARK PYFER CHARLES Mo ROBERTS
WILLIAM M. EAGLES,MoDo, Chairman