1.1 All requests for reimbursement must be made within 30 days of incurring the expense.-·-· ·
1.2 Requests for reimbursement must be submitted on the proper forms.
1.3 All expenses should be justified by attached receipts • . Non- recei pted expenses of $10.00 or more will not be reimbursed.
Telephone, postage, and photocopy expenses must be receipted regardless of the amount of reimbursement requested.
1.4.
All expense reports must be approved by the
KeyClub Inter- national Administrator or his designated representative.
1.5 Reimbursement requests are subject to further restrictions outlined in Section 1.8 of Key Club International Board
Policies and in the International Officers Service Agreement.
NOTE: Solicitation of Funds
Kiwanis International Board Procedure 701.4d states: "No solicitations far funds wil l be made by Key Club Intern at i ona
1Officers to any Kiwanis/
Key Club District or to any Kiwanis or Key Club to be used for the execution
of their duties."
REPORT OF BOARD COMMITTEE ON COMMUNICATIONS AND CONVENTIONS TO THE MEETING OF THE INTERNATIONAL BOARD OF TRUSTEES
January 23-27, 1987 Dates of Committee Meeting: January 23 and 25, 1987 Place of Committee Meeting: International Office
Present: Members - C. A. Dillon, Jr., J. Donovan Jackson, Don Miles Chairman - John D. Morton, Sr.
Staff - David L. Blackmer, Larry J. Horney, John E. Johnson, Charles M. Jonak, Christopher J. Rice, Kelly Sears A.G. Terry Shaffer, David B. Williams
KIWANIS MAGAZINE Editorial
Staff presented the "Kiwanis Magazine Mission Statement" (Exhibit A) to the Committee for review. The Committee concluded that the Mission Statement succinctly states the intended purpose and conceptual objectives of Kiwanis International's official publication.
Recommendation #1:
The Committee recommends that the "Kiwanis Magazine Mission Statement" be accepted as an official statement of the Board.
I move that Recommendation 1 be adopted.
Finance: No effect.
Procedure: In compliance
(Adopted)
The Committee reviewed the Magazine Department's Long Range Plan and is in accord with the staff on the concepts outlined. The long-range plan will be subject to further review at the May 1987 Board meeting.
The Committee also reviewed and was in accord with the staff on the two agenda·
items which went before the Finance and Administration Committees:
"Interdepartmental Charges to Magazine" and "Creation of Publication Department Budget (Department 21)."
In reviewing the "Report of the Board Committee on Long Range Planning to the Meeting of the International Board of Trustees, October 5-9, 1986," the
Committee determined that the points made by the Long Range Planning Committee in regard to Kiwanis magazine are addressed in both the "Kiwanis Magazine Mission Statement" and the Magazine Department's Long Range Plan.
The Committee reviewed recent and upcoming highlights in the magazine, noting with interest the articles devoted to publicizing the 1987 International
Convention in Washington, D.·c., as well as the introduction of the "Kiwanis World" department in the January 1987 issue.
Advertising
The Committee reviewed advertising sales for the 1986-87 administrative year through the February 1987 issue. Outside sales ($176,342) at this point show a 16 percent increase ($24,331) over 1985-86, due in part to the February
magazine, which is the second largest outside-advertising revenue-producing issue in Kiwanis magazine's history.
The Committee reviewed advertising "write-offs" for 1985-86, concluding that they were negligible: approximately $5,000, which is less than one-half of the amount budgeted. In addition, the Committee noted that more than $1,600 in debts that were written off for 1984-85 have been collected.
The Committee also noted with interest that the Speakers Bureau's activity has picked up briskly after a·holiday season lull. Feedback from clubs' utilizing the service has been extremely positive, and staff anticipates even greater use of the Speakers Bureau during the coming months.
Bulletins for Kiwanis Officers
Staff brought to the Committee's attention a potential over-budget situation with line item 05-108-04 (Worldwide Newsletter), which is used for the
production costs of the overseas regional editions of the BKO. As of December 1986, $8,794 remained in 05-108-04, which has a $12,850 1986-87 budget. The
$4,056 in expenses were for the production of three overseas BKOs. The 1986-87 overseas BKOs' production schedule, however, provides for the publication of nine more editions, which will cost an estimated $12,800.
Recommendation #2:
The Committee recommends authorization of expenditures of $4,000 beyond the amount budgeted in line item OS-108-04e
I move that Recommendation 2 be adopted.
Finance: Department OS's- 1986-87 will remain within budget.
Procedure: In compliance.
Public Relations
(Adopted)
Staff reported that three public relations items have been adapted for broader worldwide use. The half-hour television documentary, "Volunteers In Action:
Kiwanis Today," has been recorded with the narration in Spanish, French, German, and Chinese as well as English" The 30-second "We Build" television spot has been recorded in Japanese, Italian, Spanish, Chinese, French, and German. The new 30-second spot on drug abuse featuring international soccer star Pele has been produced in the same languages.
The Pele spot is one of five new radio and television spots currently in
production. Two new drug abuse spots by US First Lady Nancy Reagan were taped last week. Spots featuring Los Angeles Dodgers coach Tommy Lasorda and singer Marie Os~ond are scheduled for taping during the next few weeks. The Voice of America has already accepted the Pele spot for overseas broadcast in English,
Spanish, and Portuguese. The "We Build" spot was aired in eight countries by the Tele-Mundo Network on New Year's Day in conjunction with the Rose Parade.
Kiwanis public-service spots continue to be aired by all three US commercial networks, including a recent airing in prime time on NBC's top-rated "Cosby Show" and on ABC's Thursday evening football game. These two airings alone had a combined audience of 90 million viewers and a commercial time value of $440,000.
In February, the half-hour documentary will be distributed by satellite to the 900 North American television stations. Local clubs also continue to place the documentary and our public-service spots on their local stations. During the first three months of 1986-87, the public relations department fulfilled more than 225 requests from clubs for video and audio public-service tapes, the half-hour documentary, the Kiwanis musical jingle, billboards, print ads and window posters.
The billboard program remains popular with clubs and districts. The New York district recently posted 160 boards, and the Capital District governor plans to have a billboard on every highway into Washington at convention time. The Kiwanis International Foundation's funding of a new edition of the Nancy Reagan drug-abuse billboard brings the total of Kiwanis billboards in print to 5,500.
The public relations staff, working closely with district governors and district PR chairmen, coordinated the staging of the national kick-off event for
Operation Care and Share in Washington, DC, on November 24. Simultaneous events were also held in Detroit, Michigan, St. Louis, Missouri, and Boise, Idaho. In addition to local news coverage, a radio news release was broadcast by more than 2,000 radio stations.
The Committee next considered the selection of the 1987 Kiwanis World Service Medal. Eight qualified candidates were nominated by Kiwanis clubs. The Committee wishes to recommend Mr. Terry Waite, the Church of England official who has devoted so many efforts during the past five years to freeing hostages in Iran, Libya, and Lebanon. The Committee believes that recognition of Mr.
Waite's service to human and spiritual values in the face of political and sectarian violence will fulfill all the purposes for which the Kiwanis World Service Medal was created.
Recommendation #3:
The Committee recommends that the 1987 Kiwanis World Service Medal be presented to Mr. Terry Waite.
I move that Recommendation 3 be adopted.
Finance: In budget
Procedures: In compliance
( Adopted)
CONVENTION
Staff requested that the Committee approve an additional expenditure of $8900 for simultaneous translations at the Washington, D.C. convention. The line item for simultaneous translations inadvertently was budgeted at $0; therefore, no budget exists. Staff will partially offset the.$8900 expenditure by reducing two other line items, 12-103-03 and 12-103-04, by $1940 and $1800 respectively.
Recommendation #4:
The Committee recommends that an overexpenditure of $8900 be permitted for simultaneous translations at the Washington, D.C.
convention, and that cost savings be achieved in line item 12-103-03 by $1940 and line item 12-103-04 by $1800.
I move that Recommendation 4 be adopted.
Finance: Increase in budget: $5160.
Procedure: In compliance.
1992 Kiwanis International Convention
(Adopted)
The Committee requested that staff investigate New Orleans, Indianapolis, and Louisville as potential sites for the 1992 International Convention. Louisville will be considered only if dates can be guaranteed to us on a first option basis.
1993 Kiwanis International Convention
Non-North American cities are being investigated for the 1993 Kiwanis
International Convention. Larry Horney, in tandem with his trip to Zurich for the KIE Board meeting at the end of January, will be doing site visits in Zurich, Lausanne, Nice, and Berlin. Although a site visit is not possible at this time due to scheduling conflicts, Munich has expressed an interest and has sent information to staff regarding facilities.
Monopolization of Microphones in the House of Delegates
As a result of the activities during the Tuesday House of Delegates session at the Houston Convention, a number of complaints regarding the monopolization of microphones by one district was received, and the Committee was requested to study this matter. It was concluded that, although this type of behavior may be improper, delegates do represent their own view as Kiwanians and as
representatives of their clubs, and that the majority probably do not represent the thinking of their districts. In fact, most have likely received no input from their district regarding the issues. The Committee believes that it would be inappropriate to deny individual Kiwanians the right to speak on a particular issue and therefore will take no further action.
International Dinner at Convention
The Washington, D.C. Host Committee on International Relations has indicated a desire to sponsor·an International Dinner on Tuesday night of the Washington, D.C. convention when North American districts are involved in their respective
district dinners. The Committee believes that the existing practice of
involving non-North American districts in North American district dinners has worked well in the past and feels that this practice should be unchanged. The Committee has encouraged staff to work with the Host Committee in planning a no-host reception for International guests on Wednesday evening prior to the closing session. Staff has been asked to provide transportation for the Official Family to this International reception, but there will be no other financial responsibility on the part of Kiwanis International or the Convention Department.
Accommodations for KI~E President at the Kiwanis International Convention Staff requested direction from the Committee with regard to the accommodations provided to the KI-E President during the Kiwanis Convention. At this time no policy or procedure exists with regard to this matter and each KI-E President has been treated differently. The Committee feels that the KI-E President should be afforded the same complimentary accommodations as our district governors; therefore, staff was requested to ensure that the KI-E President receives a complimentary one-bedroom suite for five nights during the Kiwanis International Convention. Future KI-E Presidents are to be afforded these complimentary accommodations until further direction.
Convention Forums, Workshops, Seminars
The Committee discussed forums, workshops, and seminars for the Washington, D.C.
Convention, and approved staff's suggestion that special 45-minute presentations by outside groups be permitted. These outside groups may include Special
Olympics, Boy Scouts, 4-H, and the National Head Injury Foundation. These outside presentations will take place on Monday and Tuesday afternoons.
The Committee wishes to commend staff on the Washington, D.C. promotional flyer.
It is the Committee's hope that the production of such a flyer will continue in future years.
Respectfully submitted,·