Policies and Procedures
of the
KIWANIS CLUB OF STATESBORO, GEORGIA, INC.
2006
Table of Contents for This Page
INTRODUCTION
WELCOME
ARTICLE I. OFFICIAL NAME
ARTICLE II. OBJECTS
ARTICLE III: ADMISSION TO MEMBERSHIP AND RESIGNATION
ARTICLE IV. MEMBERSHIP AND ORIENTATION
ARTICLE V. PARTICIPATION OF MEMBERS
ARTICLE VI. DISCIPLINE OF MEMBERS
ARTICLE VII. OFFICERS
ARTICLE VIII. BOARD OF DIRECTORS
ARTICLE IX. NOMINATION AND ELECTION OF OFFICERS AND DIRECTORS
ARTICLE X. VACANCIES IN OFFICE
ARTICLE XI. CONTINUING OR LONG-TERM PROJECTS
ARTICLE XII. RECONSIDERATION OF BOARD ACTION
ARTICLE XIII. REMOVAL OF OFFICERS OR DIRECTORS
ARTICLE XIV. COMMITTEES
ARTICLE XV. MEETINGS
ARTICLE XVI. OFFICIAL PUBLICATIONS
ARTICLE XVII. INTERNATIONAL AND OBLIGATIONS
ARTICLE XVIII. PUBLIC ACTIVITIES
ARTICLE XIX. REVENUE
ARTICLE XX. FINANCE
ARTICLE XXI. AMENDMENTS
ARTICLE XXII. MOTTO
ARTICLE XXIII. PARLIAMENTARY AUTHORITY
ARTICLE XXIV. CLUB HONORS AND AWARDS
ARTICLE XXV. DIVISION AGREEMENT AND SUPPORT
ARTICLE XXVI. APPROVAL OF KIWANIS CLUB OF STATESBORO
INTRODUCTION
The policies and procedures contained in this manual are supplemental to the Kiwanis International Bylaws (see pages 1-6), and the Georgia District Policies and Procedures. The items presented here are found in the corresponding articles and sections found in the standard form for club Bylaws. This document contains specific policies and procedures of the Kiwanis Club of Statesboro as approved by their Board of Directors and the membership in 2006. All previous bylaws or policy statements are no longer current policy. These policies remain in effect until revised and approved by a succeeding Board of Directors.
PREFACE
1. DEFINITIONS:
A policy is a basic principle by which the Board of Directors guides the affairs
of the Kiwanis Club of Statesboro.
A procedure is an established method or manner by which the bylaws and policies
of the Kiwanis Club of Statesboro are addressed.
2. PURPOSE OF THE KIWANIS CLUB: The purposes and objectives of the Kiwanis Club of Statesboro are to promote community services, friendship and understanding among persons in the community, and to support Division 22 of Kiwanis, the Georgia District of Kiwanis, and Kiwanis International. This club will operate under the direction of the objects of Kiwanis International.
3. PURPOSE OF THESE POLICIES AND PROCEDURES: The purpose of these policies and procedures is
to:
A. Make for more efficient operation of the Club,
B. Furnish operational guidelines to Club officers, directors, committee chairs,
and members,
C. Be the Standard Operating Procedure for the Club on all matters which they
cover,
D. To accumulate in one document all current Club policies. Any prior policies
not contained in this manual upon its adoption are not effective as the policy of the Club until
subsequently adopted.
4. SCOPE AND LIMITATIONS:
A. Policies and Procedures of the Statesboro Club must be in conformity with the
Constitution, Bylaws and Policies of Kiwanis International, and the Bylaws of the District and
Division.
B. A policy or procedure may be adopted by a majority of a quorum of the Club
Board of Directors and a majority of a quorum of the club membership, and once adopted, will
remain in effect until amended or repealed by the same or a subsequent Club Board of Directors
and club membership.
C. A copy of the Policy and Procedures Manual will be given to all active
members.
5. SERVICE PROJECT–DEFINITION: A service project is an activity, consistent with the objects, objectives, and policies of Kiwanis International, devised or planned by a Kiwanis Club or a Club committee and performed by Club members for the benefit of others.
6. ALCOHOLIC BEVERAGES: Alcoholic beverages will neither be served nor consumed at any official function or meeting of this Kiwanis club.
ARTICLE I. OFFICIAL NAME
Section 1. The Name of this club shall be:
KIWANIS CLUB OF STATESBORO, GEORGIA, INC.
This name shall not be changed unless permission shall first have been obtained
form the International Board of Trustees.
ARTICLE II. OBJECTS
Section 1. The Objects of this club shall be the Objects of Kiwanis International, which are:
• To give primacy to the human and spiritual, rather than to the material values
of life.
• To encourage the daily living of the Golden Rule in all human relationships.
• To promote the adoption and application of higher social, business, and
professional standards
• To develop, by precept and example, a more intelligent, aggressive and
serviceable citizenship.
• To provide, through this club, a practical means to form enduring friendships,
to render altruistic service, and to build a better community.
• To cooperate in creating and maintaining that sound public opinion and high
idealism which make possible the increase of righteousness, justice, patriotism, and goodwill.
ARTICLE III: ADMISSION TO MEMBERSHIP AND RESIGNATION
Section 1. Prospective candidates shall be considered for election to membership in this club
by invitation only, or by transfer from an active Kiwanis club, under the following procedure:
A. Each proposal for membership shall be submitted by a member of this club to
the Secretary or the Committee on Membership Growth and Education, which proposal shall bear the
signature of the proposer and the endorsement of at least one (1) additional club member, both of
whom shall be members in good standing.
B. All proposals for membership shall be referred to the Board of Directors for
consideration.
C. Each proposal for transfer may be submitted by a member of an active Kiwanis
club directly to the Board of Directors for the purpose of changing club membership. Transfers
must be requested within six (6) months of discontinuing active attendance in the original club.
D. At a meeting of the Board of Directors at which a quorum is present, members
shall be elected and transfers accepted by a two-thirds (2/3) vote of those present.
E. Upon favorable action by the Board of Directors, the new and transferred
members shall be notified personally concerning the action of the Board and the membership
induction fee shall then be secured. The official admission into club membership shall be the date
the foregoing requirements are completed, and that date shall be reported to Kiwanis International.
Section 2. Senior and honorary members shall be elected by a majority vote of the entire Board of Directors.
Section 3. A member may resign from this club provided that such member’s indebtedness to the club has been paid in full. The resignation shall be submitted in writing to the Board of Directors and shall become effective when accepted by the Board. Such individual shall forfeit all interest in any funds or other property belonging to the club and all rights to the use of the Kiwanis name, emblem, insignia, or other Kiwanis marks.
ARTICLE IV. MEMBERSHIP AND ORIENTATION
“We are a working club”
Section 1.
A. Prospective new members shall attend a Kiwanis orientation class prior to
their induction into the club.
B. An active member must be a responsible worker–this is a working club. Working
with Kiwanis sponsored civic projects, committee work, work preparing the Fairgrounds, preparing
for the Fair and working during the Fair is expected of all members.
C. As soon as a new member completes his/her orientation they shall, in concert
with the Club president, select membership on one or more of the club’s committees, and shall be a
working member of the committee(s) until the end of the Kiwanis year.
Section 2. Classification of Members
Membership in this club shall be primarily of the active class as herein defined. There may be
only three (3) other classes of membership: senior, privileged, and honorary.
Section 3. Criteria for privileged memberships, life membership, senior membership, and honorary membership, see Article VIII. Club membership, Pages 5-6, 2005 Kiwanis International Bylaws.
ARTICLE V. PARTICIPATION OF MEMBERS
Section 1. Active members shall attend as many regular one hour club meetings as possible are expected to stay for the entire sixty minutes. Active members are also expected to attend specially scheduled evening meetings: Christmas Party, Anniversary Party, Family Fun Night, etc.
Section 2. Members striving for perfect attendance shall not miss more than one meeting each month and must make up the missed meeting by one of the following within thirty (30) days: (a) fair workday, (b) Board meeting, (c)committee meeting of which they are a member, (d) attend an interclub. Members striving for perfect attendance must also attend at least one of the Christmas and Anniversary meetings.
Section 3. Club members are expected to donate labor throughout the year, including: club standing committees, community projects where no funds are needed, and club projects that utilize funds from the Fair to support charities, community improvements, or improvements of life in our community.
NOTE: THE KIWANIS CLUB OF STATESBORO HAS ONLY ONE PRINCIPAL FUND RAISER EACH YEAR–THE KIWANIS OGEECHEE FAIR.
Section 4. Members with physical handicaps, or members who have business, professional, military, or other full-time obligations may elect to petition the Board of Directors to request a waiver to Article V, Sections 5-7, or to petition the Fair Committee for assignments that require little physical effort.
Section 5. Blue and Gold are the official colors of Kiwanis International. Therefore, this
article will address hours of service by Blue Hours and Gold Hours.
Definitions: Blue Hours are earned from the Monday following one year’s Fair through the Friday
before the following year’s Fair.
Gold Hours are earned from the Saturday morning before the Fair
through the Sunday after the Fair.
Section 6. Blue Hours:
A. Each member shall earn a minimum of twenty (25) Blue Hours, with a minimum of
ten (10) of those hours working on teams to repair, replace, or rebuild our fairgrounds.
B. Blue Hours may be earned by any combination, although not limited to, the
following examples:
| HOURS | POSSIBLE ACTIVITIES |
| Up to 2 | One hour per interclub or Division Rally attended |
| 2 | Not delinquent on dues during year |
| Up to 2 | Up to two committee meetings |
| Up to 3 | Community projects not requiring funds |
| Up to 3 | Selling advanced ride tickets |
| Up to 4 | Selling Fair Book ads |
| 10-25 | Working at the Fairgrounds–not during Fair week (Minimum of 10 required) |
| Up to 2 | One hour for each six (6) months of perfect attendance |
| Up to 4 | Two hours for each new club member who stays for one year or more |
| 2 | Attending District Convention or International Convention |
| 2 | Attending district training |
| 2 | Serving as club officer or director |
Section 7. Gold Hours:
A. Each member shall work a minimum of fifteen (15) hours during the week of the
Fair. Some committed members will obviously devote more than this minimum.
B. During the month of June, the Fair Chair will meet with all Fair division
chairs and request each to develop a list of job sites for their division (or location) and the
man hours needed for each day of the Fair. Data will include hours needed to setup, cleanup, or
lock up each site. Hours needed for the days leading up to the Fair, such as registering entries
in, and scheduling, the parade should be counted as Blue Hours.
C. No later than the end of June, the Fair committee will have tabulated the
total hours needed to operate the Fair, and will develop a package for each division leader
containing sheets for record keeping of work by members each day. The Fair chair will receive a
master copy of these packages.
D. The club president will set aside the months of July and August for club
members to sign up for fifteen, or more, Gold Hours for work during the week of the Fair at one or
more work stations, until all opening are filled. After this, individuals will be assigned to work
stations after consultation with division leaders. The master sheets will validate that all
stations have the personnel needed for the entire Fair
E. This procedure will allow all club members with family, job, business or
other obligations to plan their schedules six to ten weeks in advance of the Fair.
F. At the conclusion of the Fair, all master schedules shall be turned in to the
Fair committee, with confirmation of hours worked by each member of the club.
Section 8. Members completing their blue and gold hours shall receive rewards for
their efforts (passes for extended family, free rides, etc.*) to be used during the following
year’s fair. Members who have not received a waiver, and elect not to participate in the club’s
primary fund-raising event will not receive these rewards.
*Note: The number and type of
rewards will be determined based on total hours contributed to the club’s fund-raising efforts.
ARTICLE VI. DISCIPLINE OF MEMBERS
Section 1. Any active, senior, or privileged member being two (2) months in arrears in the payment of dues and/or financial obligations, by majority vote of the Board of Directors, shall stand suspended from membership and be so notified in writing by the Secretary. Upon payment of arrears and making application for reinstatement of membership, such member, within thirty (30) days from the date of such written notice, by majority vote of the board may be reinstated. If such member is not reinstated with the thirty (30) day period, the individual’s membership is terminated.
Section 2. Active members shall maintain regular attendance at club meetings and shall actively participate in club activities, and the Board of Directors shall review semiannually the attendance and activity participation record of each member. The Board will then measure the personal involvement and attendance at regular club meetings of each active member. At the discretion of the Board, any active member who, without excuse, fails to regularly attend club meetings or actively participate in the activities, by majority vote of the Board, shall stand suspended and be so notified in writing by the Secretary.
Section 3. Any senior member who, without excuse, fails to meet the standards of attendance and participation in club activities set forth by the Board of Directors, by majority vote of the Board, shall stand suspended and be so notified in writing by the Secretary.
Section 4. Any suspended active or senior member, upon making application to the Board of Directors for reinstatement and expressing a willingness to meet club standards of attendance and participation, by majority vote of the Board, may be reinstated within (30) days from the date of such written notice of suspension by the Secretary. If such member is not reinstated within the thirty (30) day period, the individual’s membership is terminated.
Section 5. A complaint against a member charged with conduct unbecoming a member of the
Kiwanis family shall be referred to a special committee appointed by the Board for the purpose of
investigating, reporting, and making a recommendation before any action is taken on such charges
by the Board of Directors. Proper notice of the charges, the investigation, and the hearing shall
be given to such member. A member against whom such charges are sustained after a hearing before
the Board may be disciplined or removed from the member’s office or club by a two-thirds (2/3)
vote of the entire Board.
"Conduct unbecoming a member of the Kiwanis family" (Kiwanis, Kiwanis Junior, Circle K,
Key Club, Builders Club, K-Kids, and Aktion Club), is defined as any conduct that:
A. is incompatible with the best interests of the public or of members of the
Kiwanis
B. tends to, or threatens to, harm the standing or reputation of the Kiwanis
family in the local or global community.
Violation of the policy defining "conduct unbecoming a member of the Kiwanis family"
may result in disciplinary action against the offending member. Disciplinary action can result in
a private reprimand, a public reprimand, or dismissal from the organization. A private reprimand
is communicated to the individual violating the "conduct policy" as a warning. A public
reprimand requires notification of the district board or district governor of the individual
violating the "conduct policy." Dismissal means removal from the member’s office or
club.
Any individual receiving written notice as provided in the applicable bylaws shall be permitted
to hear all evidence against him or her and be afforded the opportunity to provide evidence in
his or her defense. The appropriate ruling body shall hear the evidence and determine what
sanction, if any, shall be imposed, and such decision shall be final.
Section 6. Any person whose membership has been terminated in any manner shall forfeit all interest in any club funds or other property and all rights to the use of the Kiwanis name, emblem, insignia, or other Kiwanis marks.
ARTICLE VII. OFFICERS
Section 1. The officers of this club shall consist of a President, President-elect, Immediate
Past President, Vice President, Treasurer, and Secretary. If, in any year, the Immediate Past
President ceases to be an active, senior, or privileged member of this club, the active, senior,
or privileged member who served as President most recently prior to the Immediate Past President
shall automatically become Immediate Past President.
NOTE–After their election and before their assumption of office, all officers shall be
known and designated by the titles of the offices to which they have respectively been elected
followed by the term "designate."
Section 2. Each officer shall be an active, senior, or privileged member in good standing. No offices shall be combined in one person. No person shall simultaneously serve as an elected director and an officer.
Section 3. All officers shall enter upon their official duties on the first day of October of each year and shall serve for a term of one (1) year or until their successors shall be duly elected and qualified.
Section 4. The President has the following duties and responsibilities:
A. Be the executive officer of this club.
B. Preside over all meetings of the club and the Board of Directors.
C. Promote the Objects of Kiwanis International and the positive image of
Kiwanis in the community.
D. Be an ex-officio member of all standing and special committees.
E. Present the views of the club to the district and the views of the district
to the club.
F. Promote membership growth and the building of new Kiwanis clubs.
G. Be one of the club delegates to the International and District conventions.
H. Attend District conferences and Division meetings.
I. Perform such duties and responsibilities as usually pertain to such office.
Section 5. Following the monthly Board of Directors meeting, the President, Vice-President or Secretary will report to the membership the major topics/concerns of the Board.
Section 6. In the absence of the President, the President-elect shall preside at all meetings of this and of the Board of Directors.
Section 7. The President-elect has the following duties and responsibilities:
A. Be the only nominee for the office of President.
B. Prepare for service as President for the following year.
C. While serving as president-designate, attend the International and District
conventions, district conferences, and training conference for club president-designate.
D. Perform such other duties and responsibilities as usually pertain to such
office or as may be assigned by the President and Board of Directors.
Section 8. The Immediate Past President shall perform such duties and responsibilities as usually pertain to such office or as may be assigned by the President or Board of Directors, including attending the division meeting for the selection of the Lieutenant Governor and Lieutenant Governor-elect.
Section 9. The Vice President shall perform such duties and responsibilities as usually pertain to such office or as may be assigned by the President and Board of Directors.
Section 10. The Treasurer has the following duties and responsibilities:
A. Receive all funds paid to the club and promptly deposit them in the official
depositories.
B. Disburse funds on order of the Board of Directors.
C. Maintain the club financial accounts and records.
D. At all times, make available for inspection by the President, the Board of
Directors, or any authorized auditors, the financial accounts and records of the club.
E. Make a financial report to the Board of Directors monthly, at the annual
meeting of the club, and at such other times as the President or Board of Directors may require.
F. Perform such other duties and responsibilities as usually pertain to such
office or as may be assigned by the President or Board of Directors.
G. The treasurer shall perform the specific duties of :
H. Billing members.
I. Recording dues paid or not paid, and notifying members when they are
delinquent
J. Assisting in directing all areas of revenue and finance.
K. Assisting with audits.
L. Paying invoices.
Section 11. The Secretary has the following duties and responsibilities:
A. When Secretary-designate, attend the training conference for club secretaries-
designate.
B. Keep the club books and records, including membership and attendance.
C. At all times, make available for inspection by the President, the Board of
Directors, or any authorized auditors, the club books and records.
D. Keep minutes of the meetings of the club, Board, and committees.
E. Present all bills to the Board for approval.
F. Submit to the proper officers, committees, or members all communications
received from Kiwanis International or the district.
G. Promptly reply to correspondence and submit all official reports required by
Kiwanis International or the district.
H. Submit reports to the club at such times as the President or Board may
require.
I. Perform such other duties and responsibilities as usually pertain to such
office or as may be assigned by the President or Board of Directors.
Section 12. Other officers (if any) shall perform such duties as usually pertain to such offices or as may be assigned by the President or Board of Directors.
Section 13. The President-elect shall appoint committee chairs in July/August each year. Each committee chair will appoint a vice-chair. Organizational meetings will be held in the month of October. All other meetings will be called by the Chairs as needed.
Section 14. The President shall appoint a committee to select a slate of officers and new board members for the next fiscal year in March. The committee shall be chaired by a Past President of the club, and consist of the President-elect, Vice-President, and two other members who are Past Presidents of the club. This committee must submit a slate of nominees to the President by May 1.
Section 15. The club secretary shall attend the District Convention at least once in each two year period, plus attend at least one training conference each year, plus hold certificates in at least two of the Kiwanis 101-104 courses. The club treasurer shall attend at least one training conference per year and hold at least two certificates from the Kiwanis 101-104 courses.
Section 16. Members elected to the offices of President, President-elect and/or Vice President shall attend the Georgia District Convention. A member accepting the nomination for Vice President accepts the responsibility of completing all four of the Kiwanis 101-104 classes before beginning service as President.
ARTICLE VIII. BOARD OF DIRECTORS
Section 1. The Board of Directors shall consist of the officers and nine (9) elected directors. Note: Kiwanis International Bylaws require not less than five (5) elected directors.
Section 2. Each director shall be an active, senior, or privileged member in good standing.
Section 3. The directors shall enter upon their official duties on the first day of October of each year and shall serve for a term of three (3) years or until their successors shall be duly elected and qualified. To ensure continuity on the Board of Directors, one-and two-year terms are required in the initial election.
Section 4. The Board of Directors shall determine the policies and activities of the club, elect and discipline members, approve the budget, approve all bills, take counsel with committees, and have general management of the club.
Section 5. The Board of Directors shall meet regularly at least once each month and hold additional meetings at the call of the President or a majority of the Board. At the discretion of the Board, the committee chairmen shall meet in joint session with the Board.
Section 6. A majority of the Board of Directors shall constitute a quorum for the transaction of all business, except in cases where a larger vote of the entire Board is required under these bylaws.
Section 7. All Board members shall attend at least one district training session each year during their term of office. They must complete at least two of the Kiwanis 101-104 classes during their term of office.
Section 8. Board members shall be present for thirty-six (36) Board meetings during their three year term. Any Board member missing more than two meetings during one Kiwanis year may be requested to resign and a special election held to replace that Board member.
Section 9. All Board meetings shall be conducted in the Kiwanis Community Building on the Fairgrounds (unless scheduling conflicts arise), and shall be announced during a regular noon club meeting at least one week before the Board meeting. All Board meetings will be open to all members.
Section 10. The Kiwanis Club of Statesboro sponsors the Kiwanis Ogeechee Fair, an annual event with a yearly budget for operating expenses (prepared by the Fair committee and approved by the Board of Directors). Contracts with amusement companies may require agreements for more than one year. Contracts with vendors must be in written form if the amount is more than $250. Contracts must be signed by the club President and the Fair Chair. The Fairgrounds Manager shall use a written contract, signed by the Fairgrounds Manager and the Fair Chair, for renting the grounds.
ARTICLE IX. NOMINATION AND ELECTION OF OFFICERS AND
DIRECTORS
Section 1. The election of officers and directors, except the secretary, shall be held at the annual meeting of the club. June 1st is the deadline for the secretary to send the Club Officers Election Form to the Georgia District and Kiwanis International.
Section 2. Voting shall be by written ballot or voice vote. Only active members present and in good standing may vote. There shall be no voting by proxy or absentee ballot.
Section 3. At a regular meeting in March, the President shall announce his appointments to a Nominating Committee (Composition of this committee is designated in Article VI, Section 14 of this document). The duties of this committee shall be to make nominations, with the consent of those nominated, and to prepare a written ballot (if deemed necessary) for the election of such officers and directors.
Section 4. No later than April 15th the Nominating Committee shall submit:
A. The President-elect as its sole nominee for the office
of President.
Section 5. If more than one name is submitted for an office, the President shall appoint an Elections Committee consisting of not more than seven (7) members. The duties of this committee shall be to distribute, collect, and count the ballots and report the results to the President, who shall announce them to the club. A majority of all votes cast shall be necessary to elect any officer. If, at the conclusion of any election, a nominee for any office does not have a majority, the President shall immediately designate a time and place for further balloting for such office. Prior to the second election, the nominee having the lowest number of votes in the first election shall be dropped; and in each subsequent election, the same procedure shall be followed until one nominee shall have received the majority of the votes cast.
Section 6. If the names of more than the number of directors to be elected are placed in nomination, the individuals who receive the highest number of votes up to the number to be elected shall be declared elected. If one or more directors are being elected to complete a term, those receiving the highest number of votes will fill the three year terms, next lowest number of votes, any two year terms, and next lowest number of votes, any one year terms.
Section 7. Nothing contained in this Article shall be construed as limiting a member’s right to make further nominations from the floor of the meeting.
ARTICLE X. VACANCIES IN OFFICE
Section 1. In the case of a vacancy in the office of President-elect, Vice-President, Treasurer, or Director, the vacancy shall be filled at a regular club meeting, upon one (1) week’s notice of nomination(s) by the Board of Directors. In the case of a vacancy in the office of Secretary, the vacancy shall be filled by the Board of Directors.
Section 2. After the election and prior to October 1, in the event of the disability or inability to serve by an officer-designate or director-designate, except the Secretary, the vacancy shall be filled at a regular club meeting, upon one (1) week’s notice of nomination(s) by the Board of Directors-designate. In case of a vacancy in the office of Secretary for the following year, the vacancy shall be filled by the Board of Directors-designate.
Section 3. In the case of a disability or inability to serve by the President or President- designate, the Vice-President or Vice-President-designate shall assume the office of President or President-designate. At a regular club meeting,, upon one (1) week’s notice of nomination(s) by the Board of Directors or Board of Directors-designate, an additional Vice-President will be elected, and the two Vice-Presidents will share the duties of President-elect and Vice-President, with one nominated for the office of President the following year, and the other nominated for the office of President-elect.
ARTICLE XI. CONTINUING OR LONG-TERM PROJECTS
Any club project that shall last more than one (1) Kiwanis year shall require a two-thirds (2/3) approval vote by a quorum of club members present at any regular meeting. Two-thirds (2/3) of the total club membership shall constitute a quorum. An announcement regarding a vote on the project must be made two weeks prior to the vote. There shall be no voting by proxy or absentee ballot. Any project in excess of $1,000 must follow the same procedures and vote process. Any active club member may request a written copy of the proposed project, including a detailed budget two weeks in advance of a Board vote on the project.
ARTICLE XII. RECONSIDERATION OF BOARD ACTION
Whenever a petition signed by a majority of the entire club membership alleges that a decision of the club Board of Directors should be reconsidered by the membership of the club, the club secretary shall give at least fourteen (14) days written notice to the entire membership of a special meeting to reconsider the decision of the club Board of Directors in question. Such a meeting shall be held within thirty (30) days of the date of the petition. Service of such notice shall be deemed effective five (5) days after such notice is mailed. At this meeting, the decision of the club Board of Directors may be reversed by a two-thirds (2/3) vote of those members present.
ARTICLE XIII. REMOVAL OF OFFICERS OR DIRECTORS
Whenever it shall appear to the President, a majority of the club Board of Directors, or by a petition signed by a majority of the entire club membership and presented to the club Board of Directors, than an officer or director may be engaging in conduct unbecoming a member of the Kiwanis family, or is failing to perform the duties of that office, the Club Board shall give written notice of the alleged facts to the officer or director within thirty (30) days.
A meeting of the entire club membership to consider the alleged facts shall be held within thirty (30) days thereafter, with at least fourteen (14) days notice being given to the entire membership of such meeting. Service of such notice shall be deemed effective five (5) days after such notice is mailed. In the event that the club, by a two-thirds (2/3) vote of the entire membership, finds that the officer or director has engaged in conduct unbecoming a member of the Kiwanis family, or is not performing the duties of such office and declares such office vacant, the membership shall proceed forthwith to elect a new officer or director to fill such vacancy.
ARTICLE XIV. COMMITTEES
Section 1. The basic standing committee structure for clubs is established by the Kiwanis International Bylaws. The basic structure shall include separate committees that address community services, sponsored youth, Young Children, human and spiritual values, club administration, membership growth and education, public relations, and finance and fund raising. This structure, along with the duties and responsibilities of standing committees, shall be included in annual club and officer guidebooks and/or manuals.
Section 2. Where and when the opportunity exists to extend Kiwanis through the sponsorship of a new Kiwanis Club, the President shall appoint a Committee on New Club Building. This committee shall have the responsibilities as outlined in the procedures for new club building established by Kiwanis International.
Section 3. Where desired, there shall be the option of expanding the committee structure by creating other standing committees which would enable the club to function more effectively in terms of its own needs and interests. The duties of such committees shall be determined at the time they are created.
Section 4. Each standing committee shall be composed of three (3) or more members and shall serve for a term of one (1) year, commencing on the first day of October. All members of a committee are appointed by and subject to removal by the President. Each committee shall be responsible to the President and shall make such reports as the President or Board of Directors may direct.
Section 5. Subject to the approval of the Board of Directors, special committees may be appointed by the President and shall perform such duties as may be defined in their creation.
Section 6. Each committee shall cooperate with the appropriate Kiwanis International or district committee(s) to promote, when practical, programs suggested by such committee(s).
Section 7. The Kiwanis Club of Statesboro is a working club designed to fulfill the objects of Kiwanis. We serve our community. The club is organized into working committees.
Section 8. Club Meetings–The Vice President is charged with arranging for a meeting speaker or presentation The Vice-President may elect to have a committee appointed to assist him/her in fulfilling this duty. The President presides at regular meetings and shall allow no less than thirty (½ meeting time) for the scheduled speaker(s) and their program.
Section 9. The Committee on Membership Growth and Education shall devise ways and means of maintaining an adequate membership. The committee shall consider all proposals for membership and shall submit its recommendations to the Board of Directors. The committee shall devise effective plans for the orientation and induction of new members and the utilization of all members. The committee shall also promote the concept of all regular attendance at club meetings.
Section 10. Greater Years–Support and assist homebound, senior companion, hot meals for the elderly, transportation.
Section 11. The Committee on Special Community Services shall study, devise and suggest methods and means whereby this club can render effective community services. This committee serves at the pleasure of the Board of Directors.
Section 12. The Committee on Support of Spiritual Aims shall cooperate on broad and nondenominational lines with religious leaders and groups in their communities to create a greater individual and public consciousness of the importance of religious and spiritual values.
Section 13. The Committee on Sponsored Youth shall devise ways and means to establish Key Clubs in high schools and/or Circle K Clubs in the universities and colleges, within the territorial limits of this club and shall encourage and promote the activities of all Key Clubs and/or Circle K sponsored by this club.
Section 14. The Committee on Major Emphasis Programs shall study, devise and suggest methods and means to implement the current Major Emphasis Program(s) of Kiwanis International.
Section 15. International Relations–Assist Chamber of Commerce with International Students Week, host international students at meetings.
Section 16. Public Relations–Activities, scrapbook, promoting Kiwanis in community.
Section 17. Recreation–Sponsor children’s sports team.
Section 18. Special Olympics–Assist in the annual Special Olympics and help children with special needs.
Section 19. Interclub–Visit other Kiwanis clubs in the area for sharing of ideas and goodwill.
An interclub meeting is one which includes:
A. Four or more members of the Statesboro Kiwanis Club,or
B. Three members of the Statesboro Kiwanis Club plus anycurrent or Past Lt.
Governor, or
C. At least two members of the Statesboro Kiwanis Club plus at least two members
of a sponsored youth group.
An interclub may receive credit for attending another Kiwanis Club, sponsored youth meeting, district conference or convention, or a Kiwanis International convention.
Section 20. Agriculture/Conservation–Supports FFA/FHA and other Ag-related projects during the Fair and at other times during the year.
Section 21. Community Beautification–Clean up of community, landscaping of Kiwanis property, and assisting in special requests from community.
Section 22. Education/Honors–Assist the Secretary in tabulating and issuing awards to deserving members, assist in Kiwanis education.
Section 23. Education and Schools–Working with area schools and at-risk program, RIF, Kiwanis Bring-A-Book Week, and other education related projects.
Section 24. Bloodmobile–Sponsors bloodmobile visits, places signs to publicize such visits.
Section 25. Auditory Service–Support Children’s Auditory Services.
Section 26. Drug Abuse Prevention–Supports Drug Abuse Council, D.A.R.E., education programs that address drug abuse problem.
Section 27. The Kiwanis Ogeechee Fair Committee shall be composed of nine persons who are
active or senior members of this club. One of the nine must be a past fair committee chairman and
one member must be a past club president. Both of these members will be appointed for a one year
term by the president and confirmed by the Board of Directors. This committee shall be structured
in the following manner:
Chairman..................................................... 1 year term
First Vice-Chairman .....................................1 year term
Second Vice-Chairman.................................1 year term
Four members...............................................3 year term
A Past Fair Chairman .................................. 1 year term
A Past Club President...................................1 year term
Fair policies, procedures and basis organizational information may be found in the Fair
Operations Manual.
Section 28. The Kiwanis Community Building Committee shall consist of a chairman and nine
committee members, and their duties shall be as follows:
A. Administration, oversight, and general upkeep of the Community Building.
B. Making needed changes and adjustments to rates and usage, with approval by the
Board of Directors.
C. Scheduling of all activities for the building.
D. Work with the Fair committee in coordinating events in which both the
Fairgrounds and Community Building may be rented simultaneously.
Section 29. Scholarship Committee
One of the main goals of our club is to promote higher education for area youth. Our club has created two scholarship opportunities for area youth seeking a college education: The Ben G. Waller Endowment at Georgia Southern University and Kiwanis Memorial Scholarship (available for an approved applicant that is a past blue ribbon winner at the Kiwanis Ogeechee Fair) and payable to the college of choice.
The Scholarship committee shall consist of three active or senior members of this club,
appointed (with three year, rotating terms) by the President with confirmation of the Board of
Directors. The President will designate one of the members of this committee as its chairman. This
committee shall be structured as follows:
Chairman
Two members
The club treasurer shall serve as an ex-officio member.
The Scholarship Committee shall prepare an annual budget which shall be submitted to the Board
of Directors for approval on or before October 10. Any expenditure over and above this budget
must be submitted to the Board of Directors, which will determine if such expenditure can be
made. The Scholarship Committee shall have the following
additional responsibilities:
A. Receive and investigate all applications for financial assistance and make
such decisions thereon as may be determined by the committee.
B. Authorize all disbursements, within budget limitations, by the treasurer of
the club.
C. ...... Maintain regular contact with all recipients of loans and scholarships.
(This contact to be at least quarterly).
D. ...... Transmit to the club treasurer all original notes, for safekeeping
until payment in full has been made. Maintain supervision of all loans including collections,
settlements, legal actions that may be necessary in connection with notes or other form of
indebtedness.
E........ Receive all repayments from debtors, make the necessary entries of
payments, on their records and thereafter transmit such funds to the club treasurer for deposit.
F........ Make an annual report to the club at which meeting the Chairman shall
be in charge of the program and make such report either orally or in writing for the information
of the membership. Additionally, the Committee Chairman or his designee shall make a report in
writing or in person to the Board of Directors at each regularly scheduled Board of Directors
meeting.
Section 30. Long Range Planning Committee
The Long Range Planning Committee was created so that the committee would continually review
all of the clubs’ activities in an effort to make sure that the club does not become stagnant in
its future plans and activities. The committee will be made up of nine members, the committee’s
structure is as follows:
Chairman
A Past President
A Past Fair Chairman
The Club Treasurer
The President-Elect
Four Members At-Large
The members are to be appointed by the President and approved by the Board of Directors. Each
member is to serve a term of one (1) year. The Committee must meet at least quarterly and report
their progress to the Board and membership at least twice each year.
Section 31. Club Operations
House Committee–Planning Kiwanis parties and socials, maintaining presentation of banners and
availability of name tags, oversee or arrange for meal organization and preparation.
Reception/Introduction–Introduce guests and new club members at Kiwanis functions.
Greeters–Two at each regular meeting at the main entrance to the meeting area.
Music–Schedule music and songs and lead singing at Kiwanis events.
Club Bulletin–Responsible for gathering news, photos, meeting information and publishing a
weekly club bulletin.
Web Site–Maintain an internet site containing information about this Kiwanis club and its
activities, and provide links to other Kiwanis sites.
ARTICLE XV. MEETINGS
Section 1. The weekly meeting will begin as 12:00 Noon and end at 1:00 P. M. on each Thursday at the Kiwanis Community Building on the Fairground, unless other arrangements are announced to the club. No more than two (2) regular meetings may be cancelled during an administrative year.
Section 2. All meeting programs are organized and introduced by the Vice-President.
Section 3. The first thirty (30) minutes of a regular meeting may be used for announcements, pledge, song, guest introductions, the sheriff’s report, committee reports, and other club business. The remaining thirty (30) minutes are reserved for the major presenter or speaker.
Section 4. Greeters–A roster is prepared rotating all members to stand at the entrance from 11:30-12:00 for the purpose of greeting members and guests.
Section 5. Members shall wear their name badges at all regular meetings and must be present for the entire meeting to be given perfect attendance credit.
Section 6. Members or Committees with invited guests must complete a sheet in the guest book before the meeting begins, and will be charged for the cost of each plate. There will not be a charge for a spouse attending to honor an anniversary, or for a prospective member (one free visit).
Section 7. Special evening meetings (between 6-9 P. M.) include: Christmas party, Anniversary party, Family Night, or others as approved by the Board of Directors.
Section 8. The club President presides at all regular and special meetings. In his/her absence, the President-Elect or the Vice-President should preside.
Section 9. Interclubs–Four or more members of the Kiwanis Club of Statesboro travel to another Kiwanis club (usually for a meal and meeting).
<>Section 10. Membership Conduct–All members should support the guest speaker, or other program, and be courteous to those seated around them. The President and/or Vice-President should ask for quiet or ring the bell if necessary. The Sheriff should move to the individual(s) and request their quiet participation, if necessary.Section 11. Roundtables–Roundtables are designed for use by the club officers so that club members may have an informal meeting. An example of an appropriate use of a roundtable would be when a regular meeting falls on, or near, a major holiday.
Section 12. Sheriff, Kiwanis Club of Statesboro–The Sheriff shall be appointed by the President-Elect to serve a one-year term of office to report to the membership at every regular meeting on events and members as he or she seems proper (or improper). Duties: Addressing non-important issues, collecting evidence on members, motivating the membership to act, entertain, fining members for unsound reasons, keeping the club officers on their toes in operating the meeting plus jailing those members who talk to one another while the guest speaker is addressing the club members.
Section 13. The Anniversary Party, the Christmas Party, and the Family Fun Night will count as regular meetings, although the cost may be different than the regular charge. Members must be informed of the real cost two weeks prior to the event. If funds are available, there should be no cost to the member or guests for the Family Fun Night.
Section 14. If the club’s regular meeting falls on a legal holiday or eve thereof, the Board may reschedule thee meeting for another day during the affected week, schedule a roundtable, or cancel the meeting, provided not more than two (2) regular meetings are cancelled during the administrative year.
Section 15. The club may hold such other meetings as the Board of Directors or membership may desire.
Section 16. The regular meetings shall not be more than sixty (60) minutes in duration, except on special occasions as approved by the Board of Directors.
Section 17. The annual meeting of this club should be held at a regular meeting no earlier than the first meeting in April and no later than the second week in May. The membership shall be given at least two (2) weeks notice of the date and place of the annual meeting. One-third (1/3) of the active members of the club shall constitute a quorum.
ARTICLE XVI. OFFICIAL PUBLICATIONS
Section 1. Each active, senior, privileged, and honorary member of a chartered club shall be a paid subscriber to the official publication of Kiwanis International. The subscription price shall be collected from each active, senior, and privileged member as a part of that member’s regular dues. If spouses are both members of a Kiwanis club, one spouse may choose not to subscribe to the official publication. A member who belongs to more than one (1) Kiwanis club must designate their primary club to which the subscription to the official publication will be paid.
Section 2. The club President will appoint one member to produce the weekly bulletin.
Section 3. The club President will appoint one to three members to organize and produce the local web site.
Section 4. The club President will appoint one (or more) members to serve as a Public Relations Committee (if more than one member is appointed, the President will appoint one member to serve as Chair of the committee. This committee will use local radio, television, and newspapers to report the activities of the club as well as announce future activities.
ARTICLE XVII. INTERNATIONAL AND OBLIGATIONS
Section 1. This club shall exercise fully the privileges and rights of membership in Kiwanis International and the Georgia District and shall discharge promptly all obligations imposed by Kiwanis International and the Georgia District.
Section 2. The Board of Directors shall provide for the prompt review, approval, and forwarding of all reports required or requested by Kiwanis International or the District.
Section 3. The Board of Directors shall provide for the prompt payment of all dues and other obligations to Kiwanis International or the District.
Section 4. The President and President-designate should act as club delegates to the International and District conventions.
Section 5. In the event the President or President-designate is unable to attend the District or International convention, the club should elect alternate delegates.
Section 6. Delegates and alternates to all conventions or other meetings of Kiwanis International or the District shall be elected at dates sufficiently in advance of such meetings to comply with the Kiwanis International Bylaws and District Bylaws. Provision for expenses of such representatives shall be made in the club administrative budget. The Board of Directors shall also provide for the proper representation at any other International and District meetings of Kiwanis in which this club has the privilege of participation.
Section 7. I this club is also affiliated with a Federation, the rights, privileges, and obligations set forth in this Article which apply to a District also apply to the Federation.
Section 8. The club membership (administrative account) will reimburse only the President-Elect
and spouse for the following expenses to attend the District and International Conventions.
A. Registration fees
B. Appropriate meals
C. Travel
D. Housing
All members are encouraged to attend District and International Conventions at their own expense.
When funds are available, the Board may assist those club members who attend.
ARTICLE XVIII. PUBLIC ACTIVITIES
Section 1. This club, by fair discussions at its meetings and in other ways, is encouraged to keep its members and the community informed on all questions of public importance and any proposed legislation affecting the community in which this club islocated.
Section 2. This club shall have the right, and it shall be its duty, from time to time to give expression by proper means of its attitude on such public questions and such proposed legislation, provided that no other Kiwanis club is affected by the same.
Section 3. When any other Kiwanis club or clubs within the district are affected by any such public questions or proposed legislation, before expressing an opinion, this club must refer the matter, with a favorable or unfavorable recommendation, to the District Board of Trustees. If a club or clubs outside the district are affected, the club must refer the matter to the International Board of Trustees. Upon approval of the recommendation by the District or International Board, respectively, the club may publicly express its opinion through legal and proper means.
Section 4. This club shall not be used in any way for political purposes, nor shall it, as a club actively participate in the political candidacy of any person.
ARTICLE XIX. REVENUE
Section 1. The membership induction fee and annual dues shall be as determined by the Board of Directors and shall be approved by a two-thirds (2/3) vote of the active, senior, and privileged members present at any regular club meeting, provided written notice shall have been given the members at least two (2) weeks prior to the meeting. Such membership induction fee or annual dues shall remain in effect until changed in accordance with the provisions of this Section.
Section 2. Revenue from sources other than those defined in this Article may be raised as determined by the Board of Directors and approved by a two-thirds (2/3) vote of the active, senior, privileged members present at any regular meeting, provided written notice shall have been given the members at least two (2) weeks prior to the meeting.
Section 3. Monies received from fund-raising projects in which the public participates, or from members or others, for the service activities sponsored by this club, shall be segregated from the administrative funds and shall be used only for charitable, educational, religious, and eleemosynary activities.
Section 4. The primary source of revenues for the Kiwanis Club of Statesboro is the Kiwanis Ogeechee Fair revenues.
Section 5. The Kiwanis Club of Statesboro operates under Tax Exception 501C4 (This is in the process of being changed).
Section 6. All funds must be deposited into:
A. Administrative Account
B. Special Account (activities)
Section 7. Dues structure
A. New member fee $100
1. Kiwanis International . . . . . . . . . . . . . $ 60 (one time fee)
2. Firstmonth’s dues . . . . . . . . . . . . . . . .$ 40
B. Dues–Kiwanis Club of Statesboro . . . . $120 (quarterly)
(Covers: International Dues, District Dues, weekly meals, Kiwanis
publications, Liability Insurance)
ARTICLE XX. FINANCE
Section 1. Administrative Account Expenses–Meals, supplies, materials, postage, due to
International (part sent back to District), Christmas Party, Anniversary Party, Family Fund Night,
and for the following items when funds are available and approved by the Board:
A. Interclubs
B. Training conferences.
C. District conventions.
D. International conventions.
The club encourages all officers and Board members to attend District training conferences and
conventions.
Section 2. Special (Activities) Account Expenses (Raised from fund-raising projects, i.e. the
Fair):
All committees shall prepare a budget that is submitted to the Finance Committee no later than
one week before the September Board meeting. The master budget is then submitted to the Board of
Directors-designate at the September Board meeting for final editing and approval. The funds
approved by the Board are earmarked for utilization by the various committees during the
administrative year.
Section 3. Committee Chairs submit requests for dispersal of funds to the Club President. If
the request for funds reflects an item appearing in the Master Budget previously approved by the
Board, the President may direct the club Treasurer to prepare a check. If the request for funds
reflects an item that was not included in the Master Budget, or of an amount greater than approved
by the Board, the request must first be submitted to the Finance Committee for a recommendation,
then presented to the Board of Directors to review the request and recommendation from the
Finance Committee in order to either approve or disapprove the request. If the Board of Directors
approves the request, the President will then direct the club Treasurer to prepare a check.
Committee chairs should make check requests a minimum of two (2) weeks before anticipated
presentation. (This allows the President the opportunity
to:
A. Verify approval of the item by the Board, and
B. Schedule the check presentation at a regular meeting.
When making the check presentation at a regular meeting, the committee Chair, or other presenter
should note the exact amount of the check and how the funds are to be used by the recipient, or
allow the recipient the opportunity to explain the use of the funds.
Section 4. Funds not used by the various committees during the administrative year are returned to the Special (Activity) Account. (They are NOT carried over to the following year.)
Section 5. The filing of appropriate tax returns are the responsibility of the club Treasurer.
Section 6. The President shall appoint two to three qualified members of the club to review finances each year.
Section 7. Club members bringing guests to a club meeting will be charged for each individual
at the regular rate per plate. These charges will be added to the quarterly bill by the club
Treasurer. Exceptions to this section are made when:
A. A member’s spouse is brought to celebrate the couple’s anniversary, and
B. A member brings a prospective member to a regular meeting. (First visit only)
ARTICLE XXI. AMENDMENTS
All amendments to these policies and procedures shall require a two-thirds (2/3) approval by the Board of Directors and two-thirds (2/3) approval by a quorum of active club members at a regular meeting. A quorum of active club members is defined astwo-thirds (2/3) of all active club members.
ARTICLE XXII. MOTTO
The motto of Kiwanis International shall be &Serving the Children of the World.” (07/05)
ARTICLE XXIII. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order Newly Revised shall be the parliamentary authority for all matters of substance or procedure not specifically covered in these Bylaws.
ARTICLE XXIV. CLUB HONORS AND AWARDS
Section 1. Outstanding President–Determined by Georgia District
Section 2. Past President–Determined by Kiwanis Club of Statesboro Board of Directors
Section 3. Legion of Honor–Outstanding service to club and community for twenty-five (25) years. Five (5) year additions as earned.
Section 4. Perfect Attendance–Determined by club Secretary. See Article V, Section 2 for requirements.
Section 5. Kiwanian of the Year Award
A. Awarded to a member whose conduct and services to the community and club is
rated as exceptional. This individual lives and gives unselfish service to others by
“living” the Objects of Kiwanis.
B. A committee consisting of the three immediate past winners of the award
should carefully review the record of the individual(s) being considered for this award and make
their recommendation to the Board of Directors. (If one or more of the immediate past winners are
unable to serve on this committee, the President may appoint other past winners to complete the
committee.)
Section 6. Memorial Wall of Honor
A section of the Kiwanis community Building shall be designated for the erection
of plaques which memorialize the lives and service of outstanding members of the Kiwanis Club of
Statesboro based on the criteria established herein.
I. Nomination shall be made by a Special Committee, consisting of:
1. President
2. Immediate Past President (if no longer a member of club,
most recent Past President)
4. Two members at large, appointed by President annually and
confirmed by the Board of Directors. At least one of the members at large shall have in excess of
ten (10) years membership in the Kiwanis Club of Statesboro.
II. Nomination confirmed by two-thirds (2/3) majority vote of the Board of Directors
Criteria for nomination and confirmation:
1. Member is deceased.
2. Member was in good standing of Kiwanis Club of Statesboro
for a period of at least ten (10) years.
3. Member exemplified the Objects of Kiwanis by his or her
life and Kiwanis membership.
4. Member served in a leadership role in the Club.
5. Member contributed in a project or made some other
identifiable and positive contribution to the Kiwanis Club of Statesboro in a way that
significantly impacted the growth and progress of the club and/or helped define the nature of
the club as the outstanding organization of community service in the area.
III. Presentation of the recognition shall be made at an annual Anniversary Party.
IV. Special stipulations: A presentation will not be expected each year, rather
only when a candidate’s life meets the high standards set forth herein.
Section 7. Outstanding Kiwanian Award requirements:
A. Perfect attendance for six (6) consecutive months.
B. Attend at least two (2) interclubs during that six month period.
C. Sponsor at least one new member during that six month period.
D. Active participant on club committees and club projects.
E. Good standing–International, District, and Kiwanis Club of Statesboro.
ARTICLE XXV. DIVISION AGREEMENT AND SUPPORT
Section 1. The Division of which the Kiwanis Club of Statesboro is a member will be governed by a Division Agreement as prepared and updated by the Lt. Governor of the Division. Immediately upon receipt of the most recent Division Agreement from the Lt. Governor, the club President will provide each officer and director with a copy of the Agreement, for consideration and approval at the next Board meeting.
Section 2. Copies of the agreement shall be provided to any member upon request.
Section 3. The Kiwanis Club of Statesboro shall support the Lt. Governor with a requested assessment per member for his/her Division and District expenses. The Board of Directors may review the requirements and expenses of the Lt. Governor and provide additional funds if deemed appropriate.
Section 4. The club President and club Secretary will represent the club on the Division Council, and will make every effort to attend all Council meetings.
Section 5. The club officers and other members of the Board of Directors are expected to attend the Division Rally. They shall also encourage other club members to attend.
ARTICLE XXVI. APPROVAL OF KIWANIS CLUB OF STATESBORO
POLICIES AND PROCEDURES
Section 1. These bylaws and all amendments or additions shall not be effective unless approved by a two-thirds (2/3) majority of a quorum of the active members of the Kiwanis Club of Statesboro. A quorum is defined as two-thirds (2/3) of the active members of the club.
Section 2. If any element of these bylaws are in conflict with Kiwanis International Constitution and Bylaws, current or as amended in the future, this club shall amend these bylaws to bring them into conformity with the International Constitution andBylaws.
Adopted by the club membership: ________________________ (date approved)
Kiwanis Club of Statesboro, Georgia, Inc.
Attested to by:
________________________
(Club President)
________________________
(Club Secretary)
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