AMENDMENT TO CIRCLE K CONSTITUTION PREAMBLE
J. DONOVAN JACKSON GENER. OVERJIOLT
FRANK J. DiNOTO, CHAIRMAN
EXHIBIT A
POLICIES AND PROCEDURES OF THE
INTERNATIONAL BOARD OF TRUSTEES Amended as of May 10, 1983
CONTENTS SECTION I - POLICIES (blue section)
SECTION II - INTERPRETATION OF CONSTITUTION (buff section) SECTION III - INTERPRETATION OF BYLAWS (green section) SECTION IV - PROCEDURES (white section)
100 - Definitions
110 - Board of Trustees
120 - International President 130 - General Office
140 - International Committees 150 - International Conventions 160 - Kiwanis Magazine
190 - Kiwanis International (General) 200 - Districts
300 - Clubs
400 International Extension
500 - Community and Youth Service Activities 600 - Circle K Clubs
700 - Key Clubs 800 - Finance
900 - Miscellaneous
All Policies and Procedures shall become effective immediately upon adoption by the Board of Trustees unless the motion to adopt or revise a Policy or Procedure statement specifies a time for becoming effective. (5/8/79)
111
112
110 - BOARD OF TRUSTEES
Operating Procedures
The International Board shall function as follows:
a. Through meetings of the Board as a whole
b. Through members of the Board acting as counselors to districts
c. Through committees of the Board itself
Board Committee Areas of Duties, Responsibilities, and Concerns
(Note: The duties, responsibilities, and concerns of the Board will be listed.)
113 Counselors to Districts 113.1 Appointment
The President-designate, immediately upon the close of an International Convention, shall appoint the
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A-11 to A-13
Board Counselors to the several districts and A-13 their period of service shall be the succeeding
administrative year. Each District Governor and Governor-elect shall be advised of the respective appointment.
113.2 Representative to District Convention
The Counselor-designate, except in unusual circum- stances, shall be assigned, at the expense of
Kiwanis International, as the International A-13 Representative to the next district convention
which is to be held following his appointment.
119 Miscellaneous
119.1 Minutes of Board Meetings
The Secretary shall send copies of the minutes of all Board and Executive Committee meetings to all Board members, to all Past International Presidents and, upon request, to any former International officer who is still a member of a Kiwanis club.
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EXHIBIT #11
REPORT OF THE TREASURER
TO THE MEETING OF THE INTERNATIONAL BOARD OF TRUSTEES OCTOBER 6-10, 1983
The projections used in establishing the budget for 1982-83 were realistic. It is anticipated there will be a surplus sufficient to retire the deficit at the end of the 1982-83 administrative year.
This published financial report for the year ended September 30, 1983 will include management's comments and not just financial details.
Respectfully submitted.
Donald E. Williams Treasurer
1.
TO THE MEETING OF THE INTERNATIONAL BOARD OF TRUSTEES October 6-10, 1983
Date of Committee Meeting: October 7-8, 1983 General Office Place of Committee Meeting:
Present: Members - Frank J. DiNoto, Raymond W. Lansford, Henry L. "Les" Myers, Jr., Donald E. Williams Chairman - Mark Arthur, Jr.
Staff - Bill Berry, Les Atwood
Review of August Financial Statements
A review of the August financial statements indicates that the final results for the year should be·well within the budget as originally established and, in fact, will produce a greater surplus than
anticipated. This has been achieved through the continued efforts of everyone in reducing costs. The Committee wishes to take this opportunity to commend staff for its diligence in helping to hold costs down as much as possible.
2. Capital Improvement Status
The Committee reviewed the current status of the Capital Improvement Fund and approved a request from staff to re-allocate some monies for the purchase of office equipment.
3. Non-Qualified Pension Supplement
The Committee reviewed the proposal concerning the non-qualified
. pension supplement and had additional questions which require research and the preparation of schedules by staff. Therefore, this item will be presented again at a later Committee meeting.
4a Results of Computer Equipment Survey
A presentation was made by the staff, supplemented by a study conducted by Trustee Overholt, regarding purchase of a new computer system. The presentation, in written form is contained in your brief.
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After a thorough consideration of the presentation of all alternatives, it is the opinion of the Committee that the purchase of a new computer system is in the best interest of Kiwanis and will correct many
computer errors which now occur. In addition, such a- purchase will provide a much greater ability to adequately service our organization in the future. It was determined that some of the current problems can be traced to some of the limitations and restrictions with our existing equipment. A determination has been made that the NIXDORF 8890, Model 50 is the best choice of a new system. The Committee explored the matter of purchasing the equipment compared to leasing it. A special purchase incentive discount of 10%, which brought the NIXDORF purchase price to $167,296.50, was one factor considered.
After considering all factors, the Committee concluded that purchase is the most advantageous acquisition method.
Recommendation #1:
The Committee recommends the purchase of the NIXDORF 8890, Model 50 Computer System and authorization of an expenditure
to exceed $170,000.00 from the Capital Improvement Fund for such purchase.
I move that recommendation 1 be approved.
(Approved)
To achieve efficiency in the operation of the new equipment, purchase of certain software packages readily available on the market was
considered. The acquisition of such programs will obviate the necessity of large amounts of staff time to write such programs -- time which is not presently available. Staff will prepare a list of software packages with approximate prices for our next meeting. Currently we know a
general ledger software package is desirable. Cost is estimated to be
$25,000.
Recommendation #2:
The Committee recommends the purchase of software packages compatible with the new computer system in an amount not to exceed $25,000 during 1983-84.
I move recommendation 2 be approved.
(Approved)
In addition, certain operating expense budget adjustments will be necessary due to additional first year expenses and different maintenance and other operating charges on the new equipment. Such adjustments will amount to additional expenses to the Data Processing Department over and above the currently approved 1983-84 budget in the amount of $31,350. Exhibit A is attached.
Recommendation #3:
The Committee recommends the approval of operating budget changes to the Data Processing Department which will cover first year expenses and operating costs in the amount of
$31,350.
I move recommendation 3 be adopted.
(Adopted)
s.
Extension of Relocation PolicyDue to several personal considerations, Nick Geannopulos still is unable to move his family from the Chicago area to Indianapolis. The Committee reviewed the personal nature of this situation and understands the reasons he is still unable to move his family.
Recommendation #4:
The Committee recommends the extension of the Relocation Policy to Nick Geannopulos for a period to end on September 30, 1984.
I move recommendation 4 be adopted.
(Adopted)
6. Board Procedure Change - Finance
Consideration was given to the need for a person authorized to withdraw funds from the Kiwanis International accounts in Zurich and from which the Zurich office will operate. Currently, our procedures do not
allow for signature on an account as will be necessary for operation of the Zurich office.
Recommendation #5:
The committee recommends that Finance Procedure F-6a, second paragraph, be amended to read as follows: "Any one of the following are authorized signatures for all accounts except for the Pension Trust Account: President, Treasurer, Secretary, Director of Finance, Assistant Secretary for Administration, and the International Secretary may designate other assistant secretaries to sign on specific accounts", and referred to Program Services for insertion.
I move recommendation 5 be adopted.
(Adopted and referred to Program Services for insertion in Procedures)