TO THE MEETING ON -June 25,~1960 -
OF
THE INTERNATIOJ.'ilALBOARD OF TRUSTEES
DATE OF COMMITTEE MfilETING: June 24, 1960
PLACE OF COMMITTEE MEE:rING: Miami Beach, Florid.a PRESENT: From Key Club Cormni ttee; Harold O. Danner
Edward B. Moylan, Jr.
Edward C. Keefe, Chairman From Circle K Club Committee : Clum Bucher
Kenneth B. Loheed
Harold
o.
Danner, Chairman Staff Member: Lawrence A. HapgoodExhibit 13
The committees considered the recommendation of the International President that the desirability and feasibility of assisting foreign students to establish similar ty:pe youth organizations in their mm countries be studied.
The committees considered subscriptions to The Keynoter and Circle K Bulletin as gifts to foreign exchange students who have been members of the two organizations.
It was agreed that the joint committee favored ·the proposal and that the respec- tive International departments be requested to ~resent a realistic cost picture of such subscriptions prior to the August meeting of the Board.
The joint comnrl.ttees considered the request of the National Association of
Second.a.ry School Principals that attendance at Key Club International Conventions be limited to not more than two boys per club. The committees felt that this matter needed study as to the effect it would have upon Key Club International Conventions, upon the members of Key Club and the Key Club program. It was pointed out that the reasons why the N.A.s-s.P. wants this do not necessarily exist (control, conduct, etc,). It was also the opinion of the committees that the matter should be explored further and perhaps compromised, if necessary.
The matter of commi·ttee year operation for district and club Committees on Key Club was discussed. It was noted that sentiment surveyed last winter by the Key Club Committee opposed such operation and that the Circle K Committees had re- ceived Board permission to so operate. Consequently, it was decided that the matter a.s related to Key Club be ltept for further study and until evaluation of the success of the Circle K operation could be made, probably after the end of 1960.
Problems presented by Keyette Clubs in Florida, West Virginia and other districts were noted. So were the developments in the Pacific Northwest District concern-
ing Spade International. The join"G committee concluded that some remedy must be found so that Kiwanis International will not be maneuvered into a position where it would have to take over support and recognition of these organizations. The threat that these organizations pose to our present sponsored youth organizations was apparent to the committees and the opinion was that they must not develop beyond local club activities,
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The chairman reported that the matter of the K Clubs International. promotion by
tbe Kiwanis Club of Utica Square, Tulsa had been satisfactorily resolved and that the K Clubs would hereafter operate as local projects of the Utica Square Club.
Since the dates of the Kiwanis International and Key Club International conventions in 1961 coincided, the department office has arranged non-conflicting dates of July 8-12 by shifting to Philadelphia.
{At this point the Key Club Committee went into separate session.)
A form representing a certificate of preparation for prospective Kiwanis club sponsors of a new Key Club was presented and approved. A copy is in your folder.
Minimum standards for the operation of Key Club district finances were presented snd approved. A copy is in your folder.
It is desired that both forms be made public at or prior to the Key Club Interna- tional Convention commencing on July 3.
Recognizing that in an organization of young men of the caliber and eagerness of our Key Clubbers, there is a tendency at times to exceed the limits of necessary travel and to create an unfair demand upon the time of Key Club International officers, the committee has concluded that travel and visitation by the Key Club International President and by International officers must be limited,
The committee also believes that a careful evaluation must be made of Key Club operations at all levels, and of the problem of inadequate sponsorship by the local clubs. It would be hoped that detailed standards might be evolved which would represent the minimum of satsifactory operation by a Key Club district or for the sponsoring Kiwanis district and that alternative and remedial procedures be developed in the case of districts falling below such minimums. The objective of these minimum standards would be to make existing Board policies more effective in actual application.
As immediate objectives the committee proposed that it:
l. Establish additional minimum standards for district Key Club operations and
for local Key Club operations.
2. Gather and study Key Club district budgets noting proportions of various items.
3. Prepare for use by the com.mi ttee on Leadership, if desireg., outline of informa- tion believed desirable as part of the indoctrination of district governors in tile Council program..
The Key Club International budget needs amendment. Item 16 relates to cost of The Keynoter and shows $15,000. Actually, the nin~ issues in 1960 will cost approximately
$18,ooo.
This will result from the fact that editorial work is now being done by an outside agency. This adds to the amount charged to Item 16 but is more than offset by the fact that Item 2 is reduced since we no longer employDavid LePage to perform such services. The Key Club Departmental budget should be changed to reflect this situation-
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The committee recommends that:
L The Key Club Department be requested to prepare a. statement of the cost per year for a gift subscription to The Keynoter for former exchange students.
2. The Board Committees on Sponsored Youth Organizations and International Rela- tions develop a suggested program. by which exchange students may be assisted in forming organizations similar to Key Club in their own countries.
3.
The request of the National Association of Secondary School Principals that attendance at Key Club International Conventions be limited to two delegates per club be held for further study and possible further discussion with that organization by Kiwanians other than members of the International Staff~4.
The committee formulate a workable plan to insure that youth organizations other than Key Club and Circle K shall rema.in local activities of the indi- vidual club only and which will preclude development as district organiza- tions.5. The dates of July 8-12 and the site of Philadelphia as the host city be approved for the 1961 Key Club International Convention.
6.
The certificate of preparation be approved and established as a prerequisite to issue,nce of a charter for a Key Club.7. "Minimum Standards for the OJ;)eration of a Key Club District" be adopted and made a part of the Board policy regarding the operation of Key Clubs,
8, Travel by the president of Key Club International shall be limited to:
Not more than three Key Club district conventions in addition to the Key Club convention of his home district
Regularly prescribed meetings of the Key Olub International Board The Key Club International Convention
The Kiwanis International Convention and International Council The Kiwanis district convention of his home district, and
Such other travel as may be approved by the Kiwanis International Board.
The travel of other officers and trustees of Key Club International shall
be limited to:
Not more than two Key Club district conventions in addition to the Key Club Convention of his home district.
Regularly prescribed meetings of the Key Club International Board The Key Club International Convention
The Kiwanis district convention in his home district, and
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Meetings to represent Key Club International when awroved by the Director of Key Clubs and the chairman of the International Com ..
mi ttee on Key Clubs.
The Board Committee on Laws and Regulations shall express the intent of this recommendation in appropriate language.
9. The amendment of the Key Club Department budget for 1960 be referred to the Finance Committee for action.
I move that this re~ort be received.
Respectfully, Harold
o.
Danner Edward B. Moylan, Jr.Edward
c.
Keefe, ChairmanCERTIFICATE OF PREPARATION
Recognizing that the successful Key Club is a result of rapport and. cooperation be- tween Kiwanis Club, bigh school, and the Key Club and that this rapport can be achieved only when Kiwanians, school officials, and Key Clubbers fully understand the nature and opportunities and accept the obligations and respox1sibili ties of the Key Club relationship, as president of the Kiwanis Club of · - - - '
I certify: - -
1. That Key Club has been explained in complete detail to the officers, directors and members of the said Kiwanis
c1,,.b
and that the said Kiwanis Club indiVi<lually and collectively recognizes and accepts its responaibilit~y to the Key Club, the Key Club member, and the high school;2. That Key Club has been fully and objectively presented to officials of the high school and that they have expressed a desire to ha.,;re a Key Club in ·their school;
and
3. · Tha.t Key Club bas been clearly explained to the student body of ·the high school and/or the prospective members of 'the projected Key Club and advantages and obliga- tions inq;,artially set forth.
Date
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Signed--~--~-... """""'!!'!~----·---
Presiden·c, Kiwanis Club ofACCEPTANCE OF RESPONSIBILITIES OF SPONSORSHIP 'lb.e Kiwanis Club of'
sponsorship and agrees to:
---
llereby accepts the obligations of 1. Have a.t lea.st one member o:f' the sponsoring Kiwanis Club attend each weekly- meeting of the Key Club;2. Invite each Key Club member to attend a regular meetin~ of the sponsoring Kiwanis Club (preferably one or two Key Clubbers at a time);
3. Train all newly-elected Key Club officers in the duties of their offices and in techniques of administration;
4.
Counsel the Key Club in preparing a simplified budget and to exercise supervi•'sion and, cont:rol of expenditures and financial operations;
5. Counsel a~d assist the Key Club in the planning and organization of fund rais- ing activi"ties unless precluded by school policy;
6. Assure that a simplified set of financial and other records are ma:tntained and that Distric-t and lnternational reports and dues are submitted to the proper of- fices on or before the req_uired date;
7, Under.stand and follow school regulations and policies and maintain complete cooperation with school officials;
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8. See that interesting meetings are held and that a vital program of service activities is planned and executed;
9. Keep Key Club membership at a high percentage or the approved membership quota;
10 .. Encourage attena.ance by Key Clubbers and. Kiwanians at District and Intern~..i.
tional conventions;
ll. Use District and International publications, bulletins, conventions, traiuins conferences a.nd other aids to strengthen and i111p1"o"Q·e the local club;
12, Promote interchange of ccnmrlttee assists.nee "between Ki11anis and Key Clubs and to foster a father-son type of interest between members of the two organizations;
13. Make certain that Key Clubbers understand the meaning of their organization and the obligations of their membership and that necessary and effective progr~ms of Key Club education and indoctrination are presented;
14. T.l."eat the Key Club as a new acti•vity ea.ch fall and recognize tba:b t,he short membership span. and rapid turnover create a unique need fo1-- re-counsell:i.ng an- nually.
MINIMUM STANDARDS FOR KEY CLUB DISTRICT FINANCIAL OPERATIONS
1. The Kiwanis District, District Gov-ernor and Board of Trustees shall super·vise preparation and operation of the annual Key Club District Budget, Key Club Dis•
trict Convention Budget, and all Key Club District finances.
2.. The District Committee on Key Clubs shall be responsible to the Kiwanj.s Dis- trict Board of Trustees for con•hinuous supervis:i.on and control of District Key Club budgets and finances.
3. A Kiwanian shall be appointed. as financial counsellor to the Key Club District Treasurer and this appointment shall be appro~ecf'bythe Kiwanis District Board of
Trustees and shall be the rer>resentati'i'e of tbe said Kiwanis Board of Trustees and responsible to it. He shall keep the District Committee on Key Clubs informed on all financial activities of the Key Club District.
4.
The financial counsellor to the Key Club District Treasurer shall supervise the collection of Key Club district dues and the banking and disbursement of Dis- trict Key Club funds.5. Two or more signatures shall be required on all checks issued by the Key Club District Treasurer. One signature must be that of the Kiwanis Counsellor to the Key Club District Treasurer.
6. The Kiwanis Counsellor to the Key Club District and District Treasurer shall make or shall super'i'ise the preparation and verify the accuracy of a quarterly report concerning the condition of Key Club District finances.
7.
A simplified, complete and standardized system of financial records shall be created for the Key Club District and approved as continuing procedure by the Kiwanis District Board of Trustees.8. The Kiwanis Counsellor to the Key Club District and the District Chairman for Key Clubs shall jointly and generally be responsible for the maintenance by Key Club of the financial records adopted by the Kiwanis District Board of Trustees.
9. Simple but complete budgets for the Key Club District and the District Con- vention shall be prepared under Kiwanis superv:i.sion and counsel and shall be approved by tb.e Key Club and the Kiwanis District Board of Trustees before they shall be considered so adopted.
10. The Key Club District Convention Budget shall be prepared and ap~roved by the Kiwanis District Board of Trustees not less than 90 days prior to the date of the annual convention covered by that budget.
ll. The Kiwanis District Governor shall appoint, and the Kiwanis District Board of Trustees shall appro-v-e the appointment of a Kiwanian in the convention site city as financial advisor to the Key Club District Convention and he shall be respon- sible to the Kiwanis District Board of Trustees for supervision of convention receipts, disbursements, financial records and policies. He shall keep the Dis•
trict Committee on Key Clubs informed on all financial activities of the Key Club District convention.
12. The Kiwanis financial ad'Q'isor to the District Convention shall prepar·e or supervise preparation of financial reports concerning the Key Club District Con- vention as required by the Kiwanis District Board of Trustees and shall be re~
quired to make a report to that Board within 30 days of the close of the said convention or at any time when be knows or belie'i'es of operations or plans which will exceed the approved. budge·b.
REPORT OF BOARD COMMITTEln
ON
LAWS AND REGULAT!Ol'TS
TO THE MEETING ON JUNE 25 -
OF
THE INTERNATIONALBOARD OF TRUSTEES DATE OF COMMITTEE MEETING: June 24, 1960
Exhibit
14
PLACE OF COMMI'ITEE MEETING: Hotel Fontainebleau, Miami Beach, Florida PRESENT: Members: Trustee Ed.ward C. Keefe
President-Elect J,
o.
Tally, Jr.Chairman: Trustee Don I. Parker Staff Member: Frederick M, Barnes
The Committee discussed the presentation of the proposed amendments to the Inter- national Constitution and Bylaws at the Council Meeting on Sunday, June 26, and and Business Session of the International Convention on Wednesday, June 29.
The chairman appreciates the suggestions received from Committee members and will welcome suggestions from other members of the Board.
l. The Committee will prepare a resolution memorializing District Governor
Edwa~d G. Newell, to be presented at the International Council Meeting on Sunday.
2. A resolution with reference to unrest in Cuba was received from the Kiwanis Club of Miami ·too late for consideration by the Resolutions Committee. It was supported by a su.bs"tantial statement re: Communism in Latin America. It was felt by the Committee to be inappropriate to submit it to the Delegate Body without thorough study. We feel that it should be referred to the 1961 Committee on Public and Business Affairs.
3. The proposal that Circle K District and Club Committees be appointed to serve for a period other than the calendar year was voted by the Committee to be a mat- ter of policy, which should be determined by the appropriate committees and the International Board of Trustees before this Committee undertakes to draft the appropriate amendments to the stand.a.rd forms of District and Club Bylaws.
4. The suggestion of protectj.ng the Kiwanis nsme in foreign countries is felt by
the Committee not to be a present problem and no action js therefore desirable at this time.
The Committee has had under consideration for sometime a statement of policy with reference to authorizing the use of the Kiwanis name and emblem, and submitted with this report is a draft of the statement of policy agreed upon by the Com- mittee.
5.
The Committee took no action on the request of the Pennsylvania District for approval of the charging of a District Convention registration fee for attendance for one day at the Pennsylvania District Convention, being advised that theDistrict has abandoned this plan.
The secretary of the New York District has submitted a list of twelve clubs in that District that are delinquent in the payment of District dues fo~ over sixty days, and asked that delegates from these clubs be not seated at the 45th Annual
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International Convention. Article 10, Section 3 of the International Constitu- tion :provides "Each chartered club in good standing shall be entitled at any convention of Kiwanis International to two delegates." Article 4., Section 1, of the International By-Laws states, "Any member club more than sixty days in arrears for any indebtedness to Kiwanis International or for any annual dues to a District thereof shall be considered not in good standing***"
6. As a short range objective this committee discussed the :presentation of recommendations from other Board Committees. It requests the drafting of their suggestions in fairly precise lay language before presentation to the Board for referral to the Laws and Regulations Committee.
The Committee recommends that:
1. The resolution with reference to unrest in Cuba be referred to the 1961
Public and Business Affairs Committee.
I move that recommendation l be adopted.
2. The policy outlining standards for the use of the Kiwanis emblem, a copy of which is attached to this report, be adopted.
I move that recommendation 2 be adopted.
3. The Credentials Committee for the 45th International Convention be instructed to refer delegates from the New York Clubs reported by the secretary of said district to be delinquent in the payment of annual district dues, to the New York District Governor and Secretary and to withhold the accrediting of said delegates until assurances have been received from the New York District that said clubs are no longer delinquent and further that the Governor and the Secretary of the New York Distric·t be requested to call together these representatives of these clubs.
I move that recommendation 3 be adopted.
4.
Board Committees responsible for making recommendations with reference to policy matters submit with their reconnnendations a draft in their own words of the necessary amendments to the Constitution and Bylaws, standard form for District Bylaws, Standard form for Club Bylaws, or official attend~nce rules and Board policies before the Laws and Regulations Committee is asked to submit amendments in final form.I move that recommendation 4 be adopted.
I move this report be received.
Respectfully, Edward C. Keefe J.
o.
Tally, Jr.Don I. Parker, Chairman