| MEETINGS
General Meetings
The Kiwanis Club of Sunshine City (the Club) shall meet every Friday at
12:15, hopefully within the general area of central St Petersburg, FL.
For the immediate future, based on the needs generated by the global
pandemic, the meeting will also be offered via zoom. The club, and club
members, will provide the necessary tech for the hybrid meeting. The
President runs the meeting. If the president is unavailable, the meeting
shall be run by either the immediate past president or President Elect.
The meeting traditionally includes a welcome, guests, announcements,
fines and 50-50 followed by the weekly program. The club fine master is
responsible for fining the Kiwanis members. The weekly fine shall be
$1. The club will also offer a 50-50 at the weekly meeting.
Programs
The President-Elect shall chair the Programs Committee which includes
keeping the calendar and keeping the exec committee (and PR chairs)
informed of planning. The Club shall have a program/speaker at most
meetings, whenever possible. The speaker's meal is paid for by the Club
and any attendee in addition to the speaker MAY be asked to pay for
their lunch. The Kiwanian of the Day, the person who arranged and will
introduce the speaker, should provide the speaker with information such
as: where, what time, the general outline of the agenda, when they will
begin, how long they have (including questions), that additional persons
will be charged (currently $12), sign-in and food choice procedures,
etc. The Speaker will be provided with a gift, such as a coffee mug, at
the end of the meeting. The club is responsible for ordering the speaker
gifts.
Installation Banquet The primary coordinator for the
Installation Banquet will be the incoming President, the current
President Elect. A planning committee should be assembled no later than
June 1. The banquet for the installation of Club officers and Board
members is traditionally held on the last Friday in September. The
banquet is paid for primarily with ticket sales, but there is a small
line item in the club budget to supplement these costs. The outgoing
president traditionally provides a thank you gift for all outgoing board
members and officers. Lt Gov., or Division representative should be
present in order to conduct the induction.
Awards
The outgoing president primarily determines the years award winners,
including the Kiwanian of the Year. The president shall also work with
the club secretary and treasurer to determine any other years of service
award or any other applicable awards. The outgoing President is
traditionally gifted with a thank you award from the Florida Foundation
or District, such as a Thal, Zeller, Hixson, Blechman etc. The president
elect, Vice President, Treasurer and Secretary shall work together to
determine any applicable award for the outgoing President.
New / Old Board Meeting
The primary coordinator for the New/Old Board Meeting will be the
outgoing president, the current President. The President should
coordinate a location, send all necessary invites, and create the agenda
accordingly. The New/Old Board meeting is usually the second Thursday in
September. The meal cost for this board meeting only is included in
dues; however, the incoming President is expected to pick up the bill
for one alcoholic beverage per guest. The incoming President should
present their budget for the upcoming Kiwanis year.
Annual Meeting
The Club shall have the Annual Meeting, as its program the second Friday
in May (per the bylaws). The Annual Meeting shall include the elections
of officers and directors, a report from the financial committee on the
review/audit, a report from the long-range planning committee, as State
of the Club/State of the Foundation Report, Presentation of Scholarships
(if applicable) and other applicable reports.
District Club Meetings (DCMs) and District Functions the
club expects that as many members as possible shall attend DCM meetings.
Club members are expected to pay for their own meals at DCM Meetings.
The Club also encourages club members to attend any and all District
functions (such as Official Governor's Visit or Zone Conference), but
members are expected to pay for their own attendance.
District and International Convention
Kiwanis International Convention (ICON) is traditionally the third week
of June. Kiwanis District Convention (DCON) is traditionally the first
week of August. Sunshine City Kiwanis encourages as many club members to
attend each of these conventions as possible. The Club may appoint
delegates to ICON and DCON as allowed by Kiwanis and the District. A
delegate is expected to attend the convention and vote on behalf of the
club. Delegates should be well versed in the business set to occur at
the respective conventions. The current President and President-Elect
shall have first option to attend as the Club's delegates. The Immediate
Past President, Secretary and Treasurer have second option to attend as
the Clubs Delegates. By the April/May board meeting (or earlier if
possible), the board needs to meet in order to determine the delegates
for ICON and DCON. The board shall determine how budgeted money shall be
divided, in an equitable manner, among other eligible delegates (and
possibly attendees, for example, to encourage first time convention
attendance).
Social Meetings
The Club may host as many social events as possible, but at least one a
quarter. The social chair shall work with the officers and board to
coordinate social meetings.
MEMBERSHIP
Education - The Membership Education Committee shall educate
the new members BEFORE the board votes on their acceptance. The club
sponsor should initiate club mentorship for their new inductees,
including providing them with a New Member package. The New Member
Package should include the applicable policies and procedures, a club
membership roster, references to any online resources as well as the new
members first invoice.
Elections - The President shall select a nominating committee,
consisting of 3 PastPresidents, that shall convene in January. The
nominating committee shall identify the slate of officers and board
members to be voted on at the Annual Meeting in May.
Dues - Membership dues shall be $200/year. This amount
includes Kiwanis International dues and magazine, Kiwanis liability and
D&O insurance, Florida District dues and newsletter, Division 13 dues,
Club dues, some special Kiwanis functions as approved by the Board,
annual membership contribution to the Kiwanis International Foundation,
annual membership contribution and sustaining member status to the
Florida Kiwanis Foundation. In addition, club members who attend the
weekly meetings will be invoiced either $40/month for meals or pay $12
meal at the door.
Any member more than 60 days past due and without a payment
arrangement agreed to by the Treasurer shall be considered NOT in good
standing. Any member may appeal to the board for any special
considerations.
Service Leadership Program (SLP) alumni do not pay International or
District dues for the first 2 years. This is a $72 annual discount.
The Board has, in the past, approved special status for certain
individuals who have served Kiwanis with honor and the club has paid
their dues accordingly. Each case is individual, and no Board is bound
by the decisions of a previous Board.
FINANCIAL
Audit - A "review" of the Club's accounts shall be made
annually. An "audit" shall be completed every third year, with 2015-16
(change to due for 2021-2022 year) being the base/starting year. The
review or audit shall be completed no later than Mar 1.
Long Range Planning - A Long Range Planning Committee shall
meet annually in January/February and give a report to the Club at the
Annual Meeting.
Financial Meeting - The incoming President should coordinate
with the Incoming President Elect and Treasurer to conduct a financial
meeting in August/September to establish upcoming budget which will be
presented at the New/Old Board Meeting.
OFFICER EXPECTATIONS
In conjunction with the Leadership Guide presented by Kiwanis
International, the Sunshine City Kiwanis Club has the following
expectations for the club officers and directors.
President Expectations
- Create a strategic plan for the club and set goals for
execution of that plan.
- Coordinate agendas and run the weekly meetings, monthly
Board Meetings (including the New/Old Board Meeting at the end of the
term) and the Annual Meeting.
- Assign club members as committee chairs and coordinate the
overall start of committee work.
President Elect Expectations
- Assist the President in their roles above.
- Serve as the Program Chair and assign Kiwanian of the Day
as necessary for the weekly meeting programs.
- Coordinate the Installation Banquet.
- Prepare to move into the President position.
Vice President Expectations
- Assist the President and President Elect in the roles
above.
- Prepare to move into the President Elect position.
Treasurer Expectations
- Coordinate the annual review and audit.
- Maintain and file taxes according.
- Collate the monthly records and send to the board in
advance of the monthly board meeting.
- Pay bills, dues, fees and other expenses timely.
- Maintain the dues and expenses of club members and invoice
members accordingly.
Secretary Expectations
- Take and maintain the Minutes of the Club Board Meetings
and send to board members in advance of the next board meeting for
review.
- Manage and maintain all club and membership records online
and submit reports timely.
- Maintain club member information and disseminate
accordingly
YOUTH PROTECTION
Guidelines - The Kiwanis Club Of Sunshine City will follow the Youth
Protection Guidelines established by Kiwanis International.
Education - The Club will educate its membership on the Youth
Protection Guidelines and "best practices" of working with children at
least once during the Kiwanis Year, and preferably during the 1st
quarter of the Kiwanis year.
Background Checks - Every volunteer, whether a member or not, that
has 1-on-1 unsupervised contact with a child and every Kiwanis Advisor
to every Service Leadership Program shall have a "clear" background
check.
"Clear" background check is defined in Kiwanis
International Policy 197.2
All non-Kiwanian volunteers with any contact with a child
shall read and sign the Kiwanis Youth Protection Guidelines.
It shall be the individual's responsibility to provide
proof of a "clear" background check to the Club Secretary.
Any individual without a "clear" background check shall be
denied the right to hold the position and/or attend any event in
question.
All background checks will be executed by Safe Hiring
Solutions, Kiwanis International's preferred vendor and shall be valid
for no more than 2 years.
The Club Secretary:
is advised to keep no records, only
to verify that the background check is clear and return all documents to
the individual.
shall report, only to the
President, that all background checks are in order or that an additional
candidate is needed for the SLP committee (without revealing which SLP,
to retain confidentiality)
shall not make any determinations
and shall consult with the District Youth Protection Manager, District
Executive Director, and/or Kiwanis International if any questionable
situation arises.
There shall be very limited discussion of background checks, only in the
most general terms. The Club Board MAY reimburse the individual for the
expense from the appropriate SLP account. However, if one is reimbursed,
all should be paid. The individual may waive confidentiality and appeal
to the Board and Kiwanis International for an exemption.
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