QONVENTIONAND COUNCIL TO THE MEETING ON

OC.TOBER

29i 1960

OF

THE

INTERNATIONAL

BO.ARD OF TRUSTEES DATE OF

COMM.ITTEE MEETING:

October

28, 1960

PLACE OF COMMITTEE MEETINGt General Office, Chicago PRESENT: Members - Mel R. Osborne, Merle H. Tucker

Chairman - Martin Te Wiegand

Exhibit #10

Staff Members - Oe E. Peterson., Robert W. Trucksis, R. Bruce Crippen L 1'he Oqmm.i ttee on Convention and Council recommends that the Laws, Pblicies

and ;Structure C.ommi ttee adopt as policy the general convention plan, with corrections as suggested, and incorporate the present policy on musical groups as attached.

2. This committee discussed the

1961

plans and suggests that the same format be used as was adopted for the Miami-Miami Beach Convention. In regard to

suggested speakers, a complete list of recommendations from various Board Members is being forw·ard.ed. to President Joe and President ... Elect Wb.i tey for their review. Tb.is committee suggests that consideration be given to Lester Pearson of Ottawa, and Reverend :Itan Morgan, Professor of Practical Theology, McMaster Divinity College, Hamilton.

3.

The subject of workshops was discussed, and consideration is being given to more workshops to be established with a better breakdown of size. Further discussion on this subject is to be held during the Board Committee Meeting in Decembero A suggestion was received that in addition to the terminology nRound Table.Workshop,¹¹ we might use the phrase "What's Your Opinion.u This committee is considering the use of this suggestion.

4.9

Regarding attendance promotion, the subject of magazine support was discussed.

We have been advis.eii that the convention call will be in the combined December- January is.sue, and. that information regarding the

1961

convention will be in every subseq_uent is.sue of The Kiwanis Magazineo The June issue and the front cover for the Ma:y issue will feature such promotion. There is a possibility of using some original art work from Stratford, Ontario in May or June. The committee expressed to Bruce Crippen its feeling that articles about Toronto and the surrounding area should be written by Canadian authors.

We have three brochures and a booklet which will be given out to all members of the Council, and also included with the Lieutenant Governors' leadership training material. Mel Osborne is going to write a letter to each of the District On-to-Toronto Chairmen, sending a complete set of.these booklets.

A promotional bumper strip is being considered, incorporating the location and dates of the convention, and possibly a safety slogan such as "Drive Safely."

= 2 =

The committee is suggesting that each of the On-to=Toronto GhairmE=n develop his own method of promotion within his District, making use of several of the successful gimmicks that have been used in the past, such as ribbons, table tents, bulletins, and flags •

This year;) in Miami-Miami Beach, Rotary International printed an information pamphlet regarding Rotarians visiting the Miami areao This contained in- formation about Rotary, how to recognize a Rotarian, how long they would be there, and the money they would spend loca;uyG A copy of this printed piece was submitted to Mel Osborne for further study and the possibility of having the Chamber of Commerce or a like agency print this for Kiwanis in the

Toronto area.

5,. The subject of utilizing the services of a professional producer-director was di.scussed at great length. Ms,rvin Himmel, Lieutenant Governor of Division 1, Illinois-Eastern

Iowa

District, who is in the theatrical producing business, was interviewed relative to his thoughts and suggestions about what a profes- sional producer could do for all sessions of the convention. Taking into consideration the current budget and additional costs for a producer, this committee recommends that

we

adopt the suggestion of Secretary Pete, that Bruce Crippen be completely relieved of all extra duties at the convention and devote his entire time to producing and directing all convention sessions.

He suggests that Arthur Blankenberg, currently Bruce's Production Assistant, be assigned to cooperate with Larry Hapgood, to assist in the layout, design and set-up of all exhibits, including Club Clinic and Fund Raising areas.

6.

Seyeral add:i.tional suggestions and recommendations have been received by this committee, and each of U.1.em is being consideredo One suggestion in particular relative to Harry Young from the Michigan District, and another ~rom the

Hami.lton club, the first club in Ontario, that three of their chaTter members be given recogni ti.on, in Toronto, are being referred to the Public Relations Committee ^a

From a suggestion of Russell Ae Cole, Lietttenant Governor, Division

6,

Florida the possibility of supplying Junior Guests with a badge insert on which th.ey could print their own names is being considered.

7

^Q We would. like to refer the matter of an "All Kiwanis Week" message at the convention to President Jc,e for his consideration.

Se Tt:=t.klng into consiclerat:ion Secretary Pete's suggestion that this Cammi ttee de- velop a poli.cy to govern and control the allocation of exhibit space at the Inter.nat.in:nal we submit the following to be considered as policy:

1 ^e General Polfoy,

Ao Exhi.bit space, if' avai.lable, at any International Oonventiop shoud allow for two objectives:

Io Allow organizations and groups ( on invitation) to demonstrate their areas of i.nterest compatible with the Kiwanis program.

This would include the display of support materials where appropriate .

II" for the demonstration of scope and impact of a major empha- sis program of Kiwanis. In this category would also fall The Khranis "'"'--"',""'--'''"''"'"J~'"'·vs of 'Servieen and Public Relations.

- 3 -

B. The control of the exhi.bi ts shall remain, at all times, in the hands of the International Board of Trustees, or their designated

representatives.

2o Specifi.c Policies

A. All invitations to participants shall be issued by Kiwanis Inter- national. ~his would make it possible for the Board Donnnittee to assess the possibilities available to .each Convention site.

Bu Each participant;i when invited, must indicate the nature of the exbibitJJ- space required, physical set-up necessary and materials to be exhibited before final approval is issued.

Ce All .exhibits by elubs or districts shall be confined to the space allocated to the appropriate committee in the Club Clinic area.

They must be compatible with emphasis ideas of International Cammi ttee Chairmen for that year. Each must be cleared with the General Office to prevent an ineffective and unattractive set-up.

D. All invited exhibitors must receive approval at least three months before. the opening date of the convention.

90 Any

definite recommendations for the set-up of the Meetin' House, Club Clinic and Funa_ Bai.sing C.linic have been deferred. for discussion at the December meeting.

10. This committee recommends that the Toronto Pominion Bank be used as the de..- posi tory for all 1961 Convention fund.so This year we have a problem of exchangey and as reeomrn.end.ed by the Toronto Dominion Bank, we suggest that two funds be set up - one American and one Canadiano By doing this, the .American funds ma.y be transferred to Chicago without payment of exchange.

l.L ¹Ib.e commi.ttee ^j as authorized_, plans to meet in Toronto on December 2,

3

:and

4

for a planning conference with local Chairmen.

12. A further study of Detroit facilities is indicated. We wish to withhold any final reeommend.ation on the

1965

Convention until the February Bbard meeting, and are also reserving dates in Chicago, Illinois for

1965,

pending the out- come of the additional studyQ

138 The. Denver Auditorimn ha.s advised. us that there may be a change of charges for the usage of the Aud.itorium effective January 1, 1961. It has been sug- gested that we enter i.nto a ciontract prior to January

1, 1961,

which will gi.ve us the c,f rentlng the Aud"i.t.orium under the present system of charges or new series of chargee, as ad.opted.

The Rocky Mounta.in District has adopted a resolution that "the District Governor elected to serve for 1961 be authorized to appoint a General Con- vention Chairman fo:r the

1962

International Convention." This committee recommend.s that this resolution be approved~

14Q The physical set...;UJ) for the International C.ouncil Meeting is complete and in ord-er. This, committee wishes to refrain from issuing any information re- garding the Tuesday Evening program during the Council so that the production may be a complete surprise to all conc~erned.

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15., Quotas for the l961 Conve~tion have been proposed ^a We would like eaGh oi' the Counselors to take d,a'iirn the figures for the Districts he is counseling, and meet with the District Governors to determine whether or not this

q,uota as proposed. may be met ^Q Each of the Governors will be asked to give his quota at the Council Meeting.. '11he Quotas ~re1

Alabama

daL-Nevo ...;flawa,ii Capital

Caroli.nas Florida

Georgi.a

Illinois-Eastern Iowa Ind.iana

Kansas

Kentucky-Tennessee Lao=Miss9=West Tenna Michigan

Mi.n;nesota-Dakotas Missouri_;Arkansa.s Montana

200 600 400 400

425 275

650

175 475

37.5 275 6.50, 200 ^I 275

90

Nebraska.-Iowa New England New Jersey New York Ohio

Ontario-Quebec-Maritime Pacific Northwest

Pennsylvania Rocky Mountain Southwest Texas-Oklahoma Utah-Idaho Western C.anada West Virginia

Wisconsin-Upper Michigan

200

550

425

750 700

2500 250 800 125 150

525

90 100

150

200 16., The co:mrnittee is recommend1ng the following changes in dates for the Inter-

national Council.~ subject to availability of hotel facilities at the Sheraton Towers:

1961 1962 1963 1964 1965

from October 29-November 1 to October 22-26 from October 28-November 1 to October 21-25 from October 27~31 to October 20~24

to remain as October 25~29 to remain as October 24-28

This committee would. also like to propose that we establish dates at the Sheraton

1966 1967

as followsi October 23=27 October 22-26

1Il:d.s committee also recommends that each District be advised of these Council and, requested. to abide by Article V of the International Bylaws_,

stressing the neee.sslty for all conventions to adjourn not later than the of Octobere

T.h.e c o:mm.i ttee recommends that~

L The G;eneral Convention Pla.:n including the musical group policy be referred to the Laws, Policies and S.tructure Committee for adoption as a Board policy on c:onventions, ..

I move that recommend.ati.o:n 1 be referred.

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2. The

1961

Convention follow the same format as used during .the

1960

Miami- Miami Beach Convention.

I move that recommendation 2 be adopted.

3.

Bruce C:rippen¹ s duties at the

1961

International Convention be only that of Producer-Director of all convention sessions.

I move that recommendation

3

be adoptedo

4o Arthur Blankenberg be included in Staff assignments at the

1961

Convention to work with Larry Hapgood, to develop layout and design for the Club Clinic and. Fund Raising Clinic area.

I move that recommendation

4

be adopted.

5.

T.h.e control and allocation of exhibit space as proposed be adopted.

I move that recommendation

5

be adopted.

6.

~he depository for the

1961

convention funds be the Toronto Dominion Bank, and that two funds be established - one American, and the second Canadiano

I move that reco:mmend_ation 6 be referred to the Finance Oommittee.

7. We

enter into a contract with the Denver Auditorium prior to January

1., 1961.

I move that recommendation

7

be adopted.

8.

The Rocky Mountain District Resolution be approved to appoint a General Con- vention Chairman for the

1962

International Convention.

I move that recommendation 8 be adoptede

9o

Future Council dates for

1961., 1962,

and

1963

be amended as stated.

I move that recommendation

9

be adopted.

10. We

establish October

2.3,;.,27

for the

1966

Council, and October

22-26 for

the

1967

Counci.l Meeting at the Shera.ton Towers.

I move that recommendation

10

be adopted.

lL Each Di.strict be advised of the Council dates and that they abide by the provision stati.ng that the District Conventions must be completed by October

I move that recommendation

11

be adopted.

Respectfully,

MEL R.

OSBORNE MERLE H. TUCKER

MARTIN T. WIEGAND,

Chairman