Capital District Kiwanis International...Fredericksburg Hospitality House I Fredericksburg VA. The meeting was adjourned at 12:21 p.m. Respectfully submitted, Thomas A. Varner Secretary/Treasurer

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Capital District Kiwanis International

November 9, 2013

2013-2014 Board of Trustees Minutes

Fredericksburg VA

Call to Order & Opening Governor Zimmerman

Approval of Agenda Governor Zimmerman

Recognition of Visitors Governor Zimmerman

Approval of Minutes Governor Zimmerman

A. September 14, 2013 Board Meeting

B. October 27, 2013 Board Teleconference

Appointment of Assistant Secretary/Treasurer Governor Zimmerman

Treasurer’s Report Treasurer Varner

2012-2013 Accountant’s Review and Statements

A. Kiwanis

B. Circle K

C. Key Club

October 31, 2013 Financial Statements

Finance Committee Treasurer Varner

Edward Jones

Midwinter conference budgets

A. Chesapeake Bay

B. National Capital

C. Southeast Virginia

D. Southwest Virginia

Secretary’s Report Secretary Varner

A. Membership (5828 +70)

B. Clubs 15 or under (see list)

Trustee Reports Governor Zimmerman

A. Chesapeake Bay Trustee Poole

B. Heart of Virginia Trustee Morris

C. Mason Dixon Trustee Zapolowicz

D. National Capital Trustee Tyner

E. Southeast Virginia Trustee Morin-Diehl

F. Southwest Virginia Trustee Rife

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Trustee Portfolio Assignments Governor Zimmerman

Committee Goals & Objectives Secretary Varner

District Officer Reimbursement Policy Trustee Tyner

Child Protection Guidelines Past Governor Wolff

Request from Past Lieutenant Governor for Reimbursement Secretary Varner

Banners for Regions and Divisions Governor Zimmerman

Other Business

The next meeting of the board of Trustees will be Saturday, February 8 at 1:00 pm in the Fredericksburg

Hospitality House, Fredericksburg VA.

Adjournment

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September 14, 2013


Front Royal VA

The meeting was called to order by Governor Zimmerman at 10:17 a.m.

Members present: Governor Zimmerman, Past Governor Richar, Governor Elect Bell,

Secretary/Treasurer Varner, Trustees Morin-Diehl, Tyner, and Zapolowicz.

Members absent: Trustee Morris, Poole, and Rife

Guests Present: The 2013-2014 Lieutenant Governors, Past Trustee Hand, Budget and Finance

Committee Chair Collins, Bylaws and Policies Chair Wolff, Key Club International President Raeford

Penny, and Key Club International Trustee Eric Yoon.

The agenda was approved with the addition of three additional items under the Bylaws and Policies

report.

Trustee Tyner Moved and Past Governor Richar seconded the motion to approve the minutes of the

August 16, 2013 and the minutes of the 2013 House of Delegates. The motion passed unanimously.

Trustee Morin-Diehl moved and Past Governor Richar seconded the motion to appoint Thomas A.

Varner as the Capital District Secretary/Treasurer for the 2013-2014 Kiwanis year. The motion passed

unanimously.

Past Governor Richar moved and Governor Elect Bell seconded a motion to defer the appointment of

the Assistant Secretary/Treasurer until the November Board meeting. The motion passed unanimously.

Secretary/Treasurer Varner moved and Trustee Morin-Diehl seconded a motion to continue using BB&T

Bank of Ashland Virginia as the financial institutions for the Capital District Kiwanis, CKI, and Key Club

accounts. The motion passed unanimously.

The treasurer’s report was accepted as presented.

Budget and Finance Committee Chair Dale Collins presented the recommended 2013-2014 CKI budget.

Past Governor Carolyn moved and Trustee Morin-Diehl seconded a motion to approve the 2013-2014

Budget as presented. The motion passed unanimously.

Budget and Finance Committee Chair Dale Collins presented the recommended 2013-2014 Key Club

budget. Past Governor Carolyn moved and Trustee Zapolowicz seconded a motion to approve the 2013-

2014 Budget as presented. The motion passed unanimously.

Budget and Finance Committee Chair Dale Collins presented the recommended 2013-2014 Capital

District Kiwanis budget. Governor Elect Bell moved and Trustee Tyner seconded a motion to approve the

2013-2014 Budget as presented. The motion passed unanimously.

Past Governor Wolff on behalf of the Conventions and Meetings Committee presented a

recommendation to hold the 2016 District Convention at the Hilton Richmond Hotel & Spa/Short Pump

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in Richmond Virginia the weekend of April 22-24, 2016. Past Governor Richar moved and Trustee Morin-

Diehl seconded the motion to hold the 2016 District Convention at the Hilton Hotel & Spa/Short Pump.

The motion passed unanimously.

In addition Past Governor Wolff presented a proposal to hold the 2017 District Convention at the Hilton

Richmond Hotel & Spa/Short Pump in Richmond Virginia. Trustee Morin-Diehl moved and Past Governor

Richar seconded a motion to defer this decision until the November Board of Trustees meeting. The

motion passed unanimously.

Bylaws and Policies Chair Past Governor Wolff presented a motion to amend the District Policy Code

under Section 5. Officers, Sub-section C. Lieutenant Governors to read, “The Lieutenant Governor is

required to make a Contact visit between August 1 and September 30 and a Board of Directors visit

between Novembers 1 and March 31 to each of the clubs in their Division and send the required report

to the District Secretary/Treasurer within two weeks of visit completion. In addition, a Progress Report

on each club must be filed between April 15 and June 15 with the District Secretary/Treasurer . In-

person visits or electronic communications with each club may be used to complete the Progress

report.”

As noted the Lieutenant Governor Pre-Election Pledge will be modified to incorporate these changes.

Trustee Morin-Diehl and Past Governor Richar moved the adoption of the Policies changes as presented.


Past Governor Wolff requested that the Board of Trustees endorse and recommend a change to the

Kiwanis International Bylaws which would permit electronic voting for all Kiwanis International Officers

and bylaws amendment changes beginning in 2015. Past Governor Richar and Trustee Morin-Diehl

moved that Past Governor Wolff develop the language that will be voted on at a called telephonic

meeting of the Board of Trustees on Wednesday, October 16, 2013 at 7:00 pm. The motion was passed

unanimously.

Trustees Morin-Diehl, Zapolowicz, and Tyner presented their regional reports. Copies of the written

reports will be included in the final Board Book on the web site. Two clubs, Mountain Road and James

River have turned their charters into Kiwanis International.

Youth Protection Manager Dennis Baugh gave a report on his new position and what it will mean for

Kiwanis clubs in the district.

Past Trustee Hand reported that the Deed of Trust on the property that the Odenton club owned has

been signed for transfer to Kiwanis International. Kiwanis International will supervise the sale of the

property and the proceeds will be contributed to The Eliminate Project.

The next meeting of the board of Trustees will be Saturday, November 9, 2013 at 1:00 pm in the

Fredericksburg Hospitality House I Fredericksburg VA.

The meeting was adjourned at 12:21 p.m.

Respectfully submitted,

Thomas A. Varner

Secretary/Treasurer

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October 27, 2013


Teleconference

The meeting was called to order by Governor Zimmerman at pm.

Members present: Governor Zimmerman, Secretary/Treasurer Varner, Governor-Elect Bell, Trustees

Morin, Morris, Poole, Rife, Tyner, and Zapolowicz.

Others present: Past Governor Wolff, Bylaws and Policies Chair.

Trustee Tyner moved and Trustee Poole seconded a motion that the Capital District Board of Trustees

approved the proposal to amend the Kiwanis International Bylaws as indicated in the attached

document.


Trustee Tyner moved and Trustee Poole seconded a motion that Past Governor Wolff be allowed to

make such changes the to this proposal, on behalf of the District as may be recommended by Kiwanis

International, provided such changes are in keeping with the district’s original intention.



Thomas A. Varner

Secretary/Treasurer

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Oct 31, 13

ASSETSCurrent Assets

Checking/Savings1000 · BB&T Bank

1010 · Capital Dsitrict Kiwanis Intern 37,030.251020 · Capital District Kiwanis Intern 57,137.76

Total 1000 · BB&T Bank 94,168.01

Total Checking/Savings 94,168.01

Total Current Assets 94,168.01

Other Assets18000 · Edward Jones Account 479,671.39

Total Other Assets 479,671.39

TOTAL ASSETS 573,839.40

LIABILITIES & EQUITYEquity

32000 · Unrestricted Net Assets 554,463.80Net Income 19,375.60

Total Equity 573,839.40

TOTAL LIABILITIES & EQUITY 573,839.40

8:55 AM Capital District Kiwanis International11/03/13 Balance SheetAccrual Basis As of October 31, 2013

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Oct 13 Budget $ Over Budget

Income4000 · Income

4400 · Membership Dues 0.00 172,800.00 -172,800.004450 · Money Market Interest 9.39 100.00 -90.614470 · KIF Funds 1,745.004475 · MNT 2012 & 2013 10,500.004480 · 2013 DCON 331.894500 · Midwinter Conferences

4510 · Chesapeake Bay Region 0.00 1,500.00 -1,500.004520 · Heart of Virginia Region 0.00 2,100.00 -2,100.004530 · Mason Dixon Region 0.00 3,000.00 -3,000.004540 · National Capital Region 0.00 4,000.00 -4,000.004550 · Southeast Virginia Region 0.00 5,000.00 -5,000.004560 · Southwestern Virginia Region 0.00 1,600.00 -1,600.00

Total 4500 · Midwinter Conferences 0.00 17,200.00 -17,200.00

4600 · District Conventions4605 · Meals 0.00 29,050.00 -29,050.004610 · Registrations 1,335.67 400.00 935.674615 · Past Governor Luncheon 0.00 375.00 -375.004620 · Leadership Luncheon 0.00 1,250.00 -1,250.004625 · Friday Night Activity 0.00 4,500.00 -4,500.004650 · Program Advertisements 0.00 1,800.00 -1,800.004665 · Convention Walk Sponsorships 0.00 1,000.00 -1,000.004675 · Capital Dsitrict 0.00 15,000.00 -15,000.004690 · Rebate to Master Account 0.00 1,900.00 -1,900.00

Total 4600 · District Conventions 1,335.67 55,275.00 -53,939.33

4700 · Other Events4760 · Eliminate Ties 31.004780 · Key Leader Scholarships 13,500.00

Total 4700 · Other Events 13,531.00

4800 · 2012-13 Income 200.00

Total 4000 · Income 27,652.95 245,375.00 -217,722.05

Total Income 27,652.95 245,375.00 -217,722.05

8:55 AM Capital District Kiwanis International11/03/13 Profit & Loss Budget vs. ActualAccrual Basis October 2013

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Expense5000 · Expenses

5100 · Travel & Administration5105 · District Governor 0.00 500.00 -500.005110 · District Governor-Elect 0.00 3,000.00 -3,000.005115 · District Secretary/Treasurer 0.00 3,000.00 -3,000.005120 · Immediate Past Governor 0.00 2,000.00 -2,000.005125 · Chesapeake Bay Trustee 0.00 800.00 -800.005135 · Heart of Virginia Trustee 0.00 800.00 -800.005140 · Mason Dixson Trustee 0.00 800.00 -800.005145 · National Capital Trustee 0.00 800.00 -800.005150 · Southeast Virginia Trustee 0.00 800.00 -800.005160 · Southwest Virginia Trustee 0.00 800.00 -800.005164 · Division 2 Lieutenant Governor 278.805166 · Division 3 Lieutenant Governor 296.805170 · Division 5 Lieutenant Governor 391.605172 · Division 8 Lieutenant Governor 94.405174 · Division 9 Lieutenant Governor 270.405184 · Division 14 Lieutenant Governor 371.205187 · Division 17 Lieutenant Governor 188.005100 · Travel & Administration - Other 0.00 8,500.00 -8,500.00

Total 5100 · Travel & Administration 1,891.20 21,800.00 -19,908.80

5200 · Midwinter Conference-General5210 · Chesapeake Bay Region 0.00 1,500.00 -1,500.005230 · Heart of Virginia Region 172.50 3,000.00 -2,827.505240 · Mason Dixon Region 0.00 2,100.00 -2,100.005270 · National Capital Region 0.00 4,000.00 -4,000.005280 · Southeast Region 0.00 5,000.00 -5,000.005290 · Southwest Virginia Region 0.00 1,600.00 -1,600.00

Total 5200 · Midwinter Conference-General 172.50 17,200.00 -17,027.50

5300 · District Convention - General5303 · Past Governor's Lunch 0.00 375.00 -375.005304 · Leadership Lunch 0.00 1,250.00 -1,250.005309 · Friday Night Activity 0.00 180.00 -180.005310 · Meals 0.00 4,500.00 -4,500.005321 · Governor's Reception 0.00 2,100.00 -2,100.005327 · VIP Rooms 0.00 1,900.00 -1,900.005330 · VIP Meals 0.00 1,170.00 -1,170.005333 · Programs/Tickets 0.00 4,000.00 -4,000.005336 · Signs, Banners, & Tent Cards 0.00 200.00 -200.005339 · Photocopying 0.00 100.00 -100.005342 · Badges & Holders 0.00 250.00 -250.005345 · Postage & Supplies 0.00 300.00 -300.005348 · Flowers 0.00 400.00 -400.005352 · Band for Friday Evening 0.00 800.00 -800.00


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5354 · Color Guard Honorarium 0.00 100.00 -100.005355 · Luncheon Speaker Honorarium 0.00 800.00 -800.005357 · Audio/Visual 0.00 2,400.00 -2,400.005360 · Hospitality Room 0.00 200.00 -200.005363 · Publicity 0.00 500.00 -500.005369 · Trustee and Governor Gifts 0.00 250.00 -250.005372 · Convention T-Shirts 0.00 2,000.00 -2,000.005385 · Donation to Eliminate 0.00 5,000.00 -5,000.005386 · Special Convention Event 0.00 1,000.00 -1,000.005395 · Tours 0.00 200.00 -200.005399 · Reserve 0.00 200.00 -200.00

Total 5300 · District Convention - General 0.00 30,175.00 -30,175.00

5400 · District Conv - Officer Stipend5405 · Chesapeake Bay Trustee 0.00 450.00 -450.005415 · Heart of Virginia Trustee 0.00 450.00 -450.005420 · Mason Dixon Trustee 0.00 450.00 -450.005430 · National Captital Trustee 0.00 450.00 -450.005435 · Southeast VirginiaTrustee 0.00 450.00 -450.005440 · Southwest Virginia Trustee 0.00 450.00 -450.005445 · Division 1 Lieutenant Governor 0.00 450.00 -450.005450 · Division 2 Lieutenant Governor 0.00 450.00 -450.005455 · Division 3 Lieutenant Governor 0.00 450.00 -450.005460 · Division 4 Lieutenant Governor 0.00 450.00 -450.005465 · Division 5 Lieutenant Governor 0.00 450.00 -450.005470 · Division 8 Lieutenant Governor 0.00 450.00 -450.005475 · Division 9 Lieutenant Governor 0.00 450.00 -450.005480 · Division 10 Lieutenant Governor 0.00 450.00 -450.005485 · Division 11 Lieutenant Governor 0.00 450.00 -450.005490 · Division 12 Lieutenant Governor 0.00 450.00 -450.005495 · Division 13 Lieutenant Governor 0.00 450.00 -450.005500 · Division 14 Lieutenant Governor 0.00 450.00 -450.005505 · Division 15 Lieutenant Governor 0.00 450.00 -450.005510 · Division 16 Lieutenant Governor 0.00 450.00 -450.005515 · Division 17 Lieutenant Governor 0.00 450.00 -450.005550 · Division 1 LTG Designate 0.00 450.00 -450.005555 · Division 2 LTG Designate 0.00 450.00 -450.005560 · Division 3 LTG Designate 0.00 450.00 -450.005565 · Division 4 LTG Designate 0.00 450.00 -450.005570 · Division 5 LTG Designate 0.00 450.00 -450.005572 · Division 6 LTG Designate 0.00 450.00 -450.005573 · Division 7 LTG Designate 0.00 450.00 -450.005575 · Division 8 LTG Designate 0.00 450.00 -450.005580 · Division 9 LTG Designate 0.00 450.00 -450.005585 · Division 10 LTG Designate 0.00 450.00 -450.005590 · Division 11 LTG Designate 0.00 450.00 -450.005595 · Division 12 LTG Designate 0.00 450.00 -450.00


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5600 · Division 13 LTG Designate 0.00 450.00 -450.005605 · Division 14 LTG Designate 0.00 450.00 -450.005610 · Division 15 LTG Designate 0.00 450.00 -450.005615 · Division 16 LTG Designate 0.00 450.00 -450.005620 · Division 17 LTG Designate 0.00 450.00 -450.005655 · Trustee 1 Designate 0.00 450.00 -450.005660 · Trustee 2 Designate 0.00 450.00 -450.00

Total 5400 · District Conv - Officer Stipend 0.00 18,000.00 -18,000.00

5700 · Int Con Officer Stipend5705 · District Governor 0.00 1,500.00 -1,500.005710 · District Governor Elect 0.00 2,500.00 -2,500.005715 · District Secretary Treasurer 0.00 2,500.00 -2,500.005720 · Immediate Past Governor 0.00 2,500.00 -2,500.005700 · Int Con Officer Stipend - Other 0.00 20,700.00 -20,700.00

Total 5700 · Int Con Officer Stipend 0.00 29,700.00 -29,700.00

5900 · Other District Events5905 · Leadership Team Education Conf 0.00 10,000.00 -10,000.005925 · 2014 K-Family Weekend 0.00 9,600.00 -9,600.00

Total 5900 · Other District Events 0.00 19,600.00 -19,600.00

6000 · Service Leadership Programs6005 · Aktion Club 0.00 750.00 -750.006010 · Builders Club 0.00 500.00 -500.006015 · Circle K International 0.00 4,190.00 -4,190.006020 · Kiwanis Kids 0.00 500.00 -500.006030 · Key Leader 149.90 2,600.00 -2,450.106040 · SLP Conf Travel (+Gov-Elect) 0.00 2,400.00 -2,400.00

Total 6000 · Service Leadership Programs 149.90 10,940.00 -10,790.10

6100 · District Committees6105 · Long Range Planning 0.00 600.00 -600.006110 · Bylaws and Policy 0.00 200.00 -200.006115 · Budget and Finance 0.00 200.00 -200.006120 · Youth Protection Manager 0.00 500.00 -500.006125 · Club Growth 0.00 800.00 -800.006130 · Public Relation 0.00 1,500.00 -1,500.006145 · KI Foundation Representative 0.00 600.00 -600.006150 · Kiwanis Education 0.00 3,500.00 -3,500.006160 · New Club Building 0.00 1,500.00 -1,500.006175 · Children & Youth 0.00 1,000.00 -1,000.00

Total 6100 · District Committees 0.00 10,400.00 -10,400.00


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6200 · Staff Expenses6205 · District Sec/Treas Contract 2,687.50 30,000.00 -27,312.506215 · The Capital Builder Editor 1,000.00 6,000.00 -5,000.006220 · The Capital Kiwanian Designer 1,000.00 6,000.00 -5,000.00

Total 6200 · Staff Expenses 4,687.50 42,000.00 -37,312.50

6300 · General Expenses6305 · Awards & Trophies 0.00 800.00 -800.006310 · Pins & Certifcates 0.00 700.00 -700.006315 · Director & Office Insurance 0.00 1,000.00 -1,000.006320 · Annual Audit of Books 600.00 1,000.00 -400.006325 · Hosting of Intl. Trustee 0.00 500.00 -500.006335 · Office Supplies 0.00 1,500.00 -1,500.006340 · Telephone/Internet 153.87 2,000.00 -1,846.136345 · Postage & Postate Meter 0.00 500.00 -500.006350 · Bonding of Sec/Treas 0.00 600.00 -600.006355 · Interantional Candidate Support 0.00 2,000.00 -2,000.006356 · ICON Promotion 0.00 300.00 -300.006370 · Bank Fees 0.00 200.00 -200.006380 · Board Meeting Expenses 0.00 2,500.00 -2,500.006385 · Background Checks 0.00 1,000.00 -1,000.006396 · Internet Applications 622.38 1,300.00 -677.62

Total 6300 · General Expenses 1,376.25 15,900.00 -14,523.75

Total 5000 · Expenses 8,277.35 215,715.00 -207,437.65

Total Expense 8,277.35 215,715.00 -207,437.65

Net Income 19,375.60 29,660.00 -10,284.40


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Oct 31, 13


Checking/Savings110 · Capital District Circle K 17,187.02120 · Capital District Cirlce K 17,223.89





32000 · Net Asset Value 35,990.99Net Income -1,580.08



9:42 AM Capital District Circle K11/04/13 Balance SheetAccrual Basis As of October 31, 2013

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Oct 1 - Nov 4, 13 Budget $ Over Budget

Income500 · Income

505 · Membership Dues 0.00 9,000.00 -9,000.00510 · CDKF Subsidy 0.00 5,000.00 -5,000.00515 · Investment Interest 0.00 0.00 0.00520 · Interest on Savings 0.00 30.00 -30.00525 · Youth Outreach Program 0.00 600.00 -600.00530 · Fall Membership Rally Regist 2,507.00 3,500.00 -993.00531 · Total K Day Registration 0.00 200.00 -200.00532 · Eliminate (District Project 200.00 0.00 200.00536 · District Converntion Prog Ads 0.00 1,800.00 -1,800.00537 · District Convention Registation 0.00 17,850.00 -17,850.00538 · International Conv Tour Reg 0.00 500.00 -500.00540 · Tomorrow Fund Fundraising 0.00 0.00 0.00545 · Spring Officer Training 0.00 3,500.00 -3,500.00560 · Six Cents Initiative Fundraisin 0.00 0.00 0.00565 · Foundation Scholarship Income 0.00 0.00 0.00585 · Miscellaneous Fundraising 0.00 300.00 -300.00500 · Income - Other 0.00 0.00 0.00

Total 500 · Income 2,707.00 42,280.00 -39,573.00

Total Income 2,707.00 42,280.00 -39,573.00

Expense600 · CDKF Expenses

605 · GATC Travel for Governor 0.00 350.00 -350.00620 · ICON Registration-Board/OTIC 0.00 2,300.00 -2,300.00625 · ICON Lodginh for Board 0.00 2,000.00 -2,000.00627 · ICON Travel for Governor 0.00 350.00 -350.00630 · K-Family Weekend 2013Regist 0.00 0.00 0.00631 · K-Family Weekend Reg 2012 0.00 0.00 0.00600 · CDKF Expenses - Other 0.00 0.00 0.00

Total 600 · CDKF Expenses 0.00 5,000.00 -5,000.00

650 · Administrative Expenses Oct-Mar651 · Governor 0.00 400.00 -400.00652 · Secretary -Treasurer 0.00 50.00 -50.00653 · Editor 0.00 25.00 -25.00654 · LTG - Battlefield 0.00 250.00 -250.00655 · LTG - Foothills 0.00 300.00 -300.00656 · LTG- Potomac 0.00 175.00 -175.00657 · LTG - NOVA 0.00 150.00 -150.00658 · LTG - Del-Mar 0.00 150.00 -150.00659 · LTG - Tidewater 0.00 75.00 -75.00660 · LTG - Metro Richmond 0.00 75.00 -75.00661 · LTG - Presidential 0.00 125.00 -125.00662 · Club Building/Revialization Com 0.00 50.00 -50.00

9:42 AM Capital District Circle K11/04/13 Profit & Loss Budget vs. ActualAccrual Basis October 1 through November 4, 2013

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663 · Conference/Convention Com 0.00 75.00 -75.00664 · K-Family Com 0.00 50.00 -50.00665 · Laws, Rgulations & Awards 0.00 0.00 0.00666 · Membership Dev/Educ Com 0.00 50.00 -50.00667 · On to ICON Com 0.00 0.00 0.00668 · Service Com 0.00 50.00 -50.00669 · Technology Com 0.00 0.00 0.00670 · Long Range Planning Com 0.00 0.00 0.00671 · Public Relations Com 0.00 0.00 0.00672 · History Committee 0.00 50.00 -50.00650 · Administrative Expenses Oct-Mar - Other 0.00 0.00 0.00

Total 650 · Administrative Expenses Oct-Mar 0.00 2,100.00 -2,100.00

675 · Adminstrative Expenses Apr-Sep676 · Governor 0.00 200.00 -200.00677 · Secretary-Treasurer 0.00 100.00 -100.00678 · Editor 0.00 100.00 -100.00679 · LTG - Battlefield 0.00 60.00 -60.00680 · LTG - Foothills 0.00 60.00 -60.00681 · LTG - Potomac 0.00 60.00 -60.00682 · LTG - Presidential 0.00 60.00 -60.00683 · LTG - NOVA 0.00 60.00 -60.00684 · LTG - Del-Mar 0.00 60.00 -60.00685 · LTG - Tidewater 0.00 60.00 -60.00686 · LTG - Metro-Richmond 0.00 60.00 -60.00687 · Club Building/ Revitalizati Com 0.00 20.00 -20.00688 · Conference/Convention Com 0.00 20.00 -20.00689 · K-Family Com 0.00 20.00 -20.00690 · Laws, Regulations, Awards 0.00 20.00 -20.00691 · Membership Dev & Educ Com 0.00 20.00 -20.00692 · On to ICON Com 0.00 50.00 -50.00693 · Service Com 0.00 20.00 -20.00694 · Technology Com 0.00 100.00 -100.00695 · Long Range Planning Com 0.00 20.00 -20.00696 · Public Relations Com 0.00 20.00 -20.00697 · History Commitee 0.00 20.00 -20.00675 · Adminstrative Expenses Apr-Sep - Other 0.00 0.00 0.00

Total 675 · Adminstrative Expenses Apr-Sep 0.00 1,210.00 -1,210.00


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700 · Fall Membership Rally635 · Fall Membership Rally Dist Subs 0.00 2,200.00 -2,200.00701 · Camp Lodging 3,987.08 1,940.00 2,047.08702 · Camp Meals 0.00 720.00 -720.00703 · Printing/Coying 0.00 0.00 0.00704 · Supplies/Decorations 0.00 100.00 -100.00705 · Souvenir T-Shirts 0.00 740.00 -740.00700 · Fall Membership Rally - Other 0.00 0.00 0.00

Total 700 · Fall Membership Rally 3,987.08 5,700.00 -1,712.92

710 · District Convention711 · AV Rental 0.00 0.00 0.00712 · Board/VIP Comp Rooms 0.00 602.00 -602.00713 · Comp Meals 0.00 0.00 0.00714 · Paid Meals 0.00 15,000.00 -15,000.00715 · Registration Materials 0.00 200.00 -200.00716 · Convention T-Shirts 0.00 424.00 -424.00717 · Registration Packet Printing 0.00 100.00 -100.00719 · Conventions Program Printing 0.00 400.00 -400.00720 · Decorations 0.00 144.00 -144.00721 · Awards 0.00 1,000.00 -1,000.00722 · Registration (Badges & Ribbons) 0.00 890.00 -890.00723 · Board Pins and Certificates 0.00 90.00 -90.00724 · Governor's Reception 0.00 400.00 -400.00725 · Workshop Materials and Gifts 0.00 200.00 -200.00726 · Keynote Speaker Fees 0.00 200.00 -200.00710 · District Convention - Other 0.00 0.00 0.00

Total 710 · District Convention 0.00 19,650.00 -19,650.00

729 · Spring Officer Tng Conf730 · Facility Rental 0.00 0.00 0.00731 · Food & Beverage 0.00 1,000.00 -1,000.00732 · Hotel Accomodations 0.00 2,300.00 -2,300.00733 · Printing/Copying 0.00 150.00 -150.00734 · Supplies/Decorations 0.00 50.00 -50.00735 · Language Interpreters 0.00 0.00 0.00729 · Spring Officer Tng Conf - Other 0.00 0.00 0.00

Total 729 · Spring Officer Tng Conf 0.00 3,500.00 -3,500.00


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739 · International Convention Tour740 · Convention Registraton 0.00 0.00 0.00741 · Travel 0.00 0.00 0.00742 · Hotel Accomodations 0.00 0.00 0.00743 · Spirit Pack 0.00 500.00 -500.00744 · Shuttle Service 0.00 0.00 0.00745 · District Dinner 0.00 0.00 0.00746 · LSSP 0.00 0.00 0.00739 · International Convention Tour - Other 0.00 0.00 0.00

Total 739 · International Convention Tour 0.00 500.00 -500.00

749 · District Board Expenses610 · District Officer Traning Conf 0.00 500.00 -500.00750 · District Officer Badges & Pins 0.00 120.00 -120.00751 · Board Meeting Lodging 0.00 500.00 -500.00752 · Board Meeing Supplies 0.00 200.00 -200.00753 · Board Meeting Meals 0.00 450.00 -450.00754 · Dsitrict Board Shirts 0.00 350.00 -350.00749 · District Board Expenses - Other 0.00 0.00 0.00

Total 749 · District Board Expenses 0.00 2,120.00 -2,120.00

759 · Mandatory Expenses760 · Web site Hosting Service 0.00 100.00 -100.00761 · Kiwanis Administrative Expenses 0.00 750.00 -750.00762 · Annual Audit of Books 300.00 300.00 0.00763 · D & O Insurance 0.00 400.00 -400.00764 · Form Site Account 0.00 250.00 -250.00759 · Mandatory Expenses - Other 0.00 0.00 0.00

Total 759 · Mandatory Expenses 300.00 1,800.00 -1,500.00

769 · Other Expenses615 · CKI Leadership Acad Scholarship 0.00 250.00 -250.00770 · District Project Expenses 0.00 0.00 0.00771 · Tomorrow Fund Donation 0.00 0.00 0.00772 · Six Cents Initiative Donation 0.00 0.00 0.00773 · Miscellaneous Exenses 0.00 250.00 -250.00774 · Eliminate 0.00 0.00 0.00775 · Kiwanis Foundation Scholarships 0.00 0.00 0.00769 · Other Expenses - Other 0.00 0.00 0.00

Total 769 · Other Expenses 0.00 500.00 -500.00


Page 411/15 30


779 · Total K Day780 · Facility Rental 0.00 0.00 0.00781 · Food & Beverage 0.00 0.00 0.00782 · Hotel Accomodations 0.00 0.00 0.00783 · Printing/Copying 0.00 0.00 0.00784 · Supplies/Decorations 0.00 0.00 0.00785 · Language Interpreters 0.00 0.00 0.00779 · Total K Day - Other 0.00 0.00 0.00

Total 779 · Total K Day 0.00 0.00 0.00

789 · District Large Scale Svc Proj790 · Facility Rental 0.00 0.00 0.00791 · Food & Beverage 0.00 125.00 -125.00792 · Hotel Accomodations 0.00 0.00 0.00793 · Printing/Copying 0.00 25.00 -25.00794 · Supplies/Decorations 0.00 50.00 -50.00795 · Language Interpreters 0.00 0.00 0.00789 · District Large Scale Svc Proj - Other 0.00 0.00 0.00

Total 789 · District Large Scale Svc Proj 0.00 200.00 -200.00

800 · 2010-2011 Carry Over Expenses801 · LTG Reimbursement 0.00 0.00 0.00800 · 2010-2011 Carry Over Expenses - Other 0.00 0.00 0.00

Total 800 · 2010-2011 Carry Over Expenses 0.00 0.00 0.00

Total Expense 4,287.08 42,280.00 -37,992.92

Net Income -1,580.08 0.00 -1,580.08


Page 511/15 31

Oct 31, 13


Checking/Savings4010 · Capital District Key Club 60,672.844020 · Captial District Key Club 101,808.34





32000 · Net Asset Value 147,501.18Net Income 14,980.00



9:43 AM Capital District Key Club11/04/13 Balance SheetAccrual Basis As of October 31, 2013

Page 111/15 32


Income5000 · Income

5050 · Membership Dues 0.00 69,000.00 -69,000.005200 · Savings Account Interest 0.00 250.00 -250.005330 · International Convention 0.00 40,000.00 -40,000.005390 · District Project 0.00 17,000.00 -17,000.005400 · Governor's Project 0.00 180,000.00 -180,000.005500 · DCON Registration 35.00 400.00 -365.005520 · Key Club Store 0.00 22,000.00 -22,000.005550 · Fall Rally 16,440.00 4,000.00 12,440.00

Total 5000 · Income 16,475.00 332,650.00 -316,175.00

Total Income 16,475.00 332,650.00 -316,175.00

Expense6000 · Conferences & Training

6010 · Governor's International Tng 0.00 900.00 -900.006020 · International Leadership Tng 0.00 35,000.00 -35,000.006060 · Spring Leadership Conference 0.00 5,000.00 -5,000.006070 · February Leadership Conf 0.00 5,000.00 -5,000.006080 · Fall Leadership Conf 0.00 5,000.00 -5,000.006090 · Fall Training Rally 0.00 25,000.00 -25,000.006095 · Other Leadership Conferences 820.00 3,000.00 -2,180.006000 · Conferences & Training - Other 0.00 -75.00 75.00

Total 6000 · Conferences & Training 820.00 78,825.00 -78,005.00

6100 · Officers Expenses Sep - Mar6102 · Governor 0.00 500.00 -500.006104 · Secretary 0.00 75.00 -75.006106 · Treasurer 0.00 75.00 -75.006108 · Editor 0.00 75.00 -75.006110 · Webmaster 0.00 75.00 -75.006111 · LTG Div 1 0.00 50.00 -50.006112 · LTG Div 2A 0.00 50.00 -50.006114 · LTG Div 2B 0.00 50.00 -50.006116 · LTG Div 3/8 0.00 50.00 -50.006118 · LTG Div 4A 0.00 50.00 -50.006120 · LTG Div 4B 0.00 50.00 -50.006122 · LTG Div 4C 0.00 50.00 -50.006124 · LTG Div 5A 0.00 50.00 -50.006126 · LTG Div 5B 0.00 50.00 -50.006128 · LTG Div 9 0.00 50.00 -50.006130 · LTG Div 10A 0.00 50.00 -50.006132 · LTG Div 10B 0.00 50.00 -50.006134 · LTG Div 11A 0.00 50.00 -50.006136 · LTG Div 11B 0.00 50.00 -50.006138 · LTG Div 12 0.00 50.00 -50.00

9:44 AM Capital District Key Club11/04/13 Profit & Loss Budget vs. ActualAccrual Basis October 2013

Page 111/15 33


6140 · LTG Div 13 0.00 50.00 -50.006142 · LTG Div 14 0.00 50.00 -50.006143 · LTG Div 15 0.00 50.00 -50.006144 · LTG Div 16 0.00 50.00 -50.006146 · LTG Div 17A 0.00 50.00 -50.006148 · LTG Div 17B 0.00 50.00 -50.006150 · LTG Div 18 0.00 50.00 -50.006152 · LTG Div 19 0.00 50.00 -50.006154 · LTG Div 20A 0.00 50.00 -50.006156 · LTG Div 20B 0.00 50.00 -50.006158 · LTG Div 20C 0.00 50.00 -50.006160 · LTG Div 20D 0.00 50.00 -50.006162 · LTG Div 21 0.00 50.00 -50.006164 · LTG Div 22A 0.00 50.00 -50.006166 · LTG Div 22B 0.00 50.00 -50.006168 · LTG Div 23 0.00 50.00 -50.006170 · Other Officer Expenses 0.00 200.00 -200.00

Total 6100 · Officers Expenses Sep - Mar 0.00 2,550.00 -2,550.00

6200 · Officers Expenses Apr-Sep6202 · Governor 0.00 500.00 -500.006204 · Secretary 0.00 75.00 -75.006205 · Treasurer 0.00 75.00 -75.006206 · Editor 0.00 75.00 -75.006208 · Webmaster 0.00 75.00 -75.006210 · LTG Div 1 0.00 50.00 -50.006212 · LTG Div 2A 0.00 50.00 -50.006213 · LTG Div 2B 0.00 50.00 -50.006214 · LTG 3/8 0.00 50.00 -50.006216 · LTG Div 4A 0.00 50.00 -50.006218 · LTG Div 4B 0.00 50.00 -50.006220 · LTG Div 4C 0.00 50.00 -50.006222 · LTG Div 5A 0.00 50.00 -50.006224 · LTG Div 5B 0.00 50.00 -50.006226 · LTG Div 9 0.00 50.00 -50.006228 · LTG Div 10A 0.00 50.00 -50.006230 · LTG Div 10B 0.00 50.00 -50.006232 · LTG Div 11A 0.00 50.00 -50.006234 · LTG Div 11B 0.00 50.00 -50.006236 · LTG Div 12 0.00 50.00 -50.006238 · LTG Div 13 0.00 50.00 -50.006240 · LTG Div 14 0.00 50.00 -50.006242 · LTG Div 15 0.00 50.00 -50.006244 · LTG Div 16 0.00 50.00 -50.006246 · LTG Div 17A 0.00 50.00 -50.006248 · LTG Div 17B 0.00 50.00 -50.006250 · LTG Div 18 0.00 50.00 -50.00


Page 211/15 34


6252 · LTG Div 19 0.00 50.00 -50.006254 · LTG Div 20A 0.00 50.00 -50.006256 · LTG Div 20B 0.00 50.00 -50.006258 · LTG Div 20C 0.00 50.00 -50.006260 · LTG Div 20D 0.00 50.00 -50.006262 · LTG Div 21 0.00 50.00 -50.006264 · LTG Div 22A 0.00 50.00 -50.006266 · LTG Div 22B 0.00 50.00 -50.006268 · LTG Div 23 0.00 50.00 -50.006270 · Other Offficer Expenses 0.00 200.00 -200.00

Total 6200 · Officers Expenses Apr-Sep 0.00 2,550.00 -2,550.00

7000 · General Expenses7005 · Capital Key 0.00 200.00 -200.007010 · Postage & Delivery 0.00 400.00 -400.007015 · Printing 0.00 500.00 -500.007020 · Supplies 0.00 600.00 -600.007025 · Training Supplies 0.00 600.00 -600.007030 · District Project 0.00 20,000.00 -20,000.007035 · District Website 0.00 500.00 -500.007040 · Badges & Board Shirts 0.00 2,000.00 -2,000.007045 · District Leadership Conference 0.00 1,500.00 -1,500.007050 · Miscellaneous Expenses 275.00 2,350.00 -2,075.007055 · Board Meeting Transportatiion 0.00 1,200.00 -1,200.007060 · Zone Adminstrator Expenses 0.00 1,200.00 -1,200.007065 · Audit of Books 400.00 400.00 0.007070 · D & O Insurance 0.00 400.00 -400.007075 · Scholarships 0.00 7,000.00 -7,000.00

Total 7000 · General Expenses 675.00 38,850.00 -38,175.00

7500 · District Convention7502 · Postage 0.00 300.00 -300.007504 · Printing 0.00 600.00 -600.007506 · Name Tag, Ribbons, etc. 0.00 700.00 -700.007508 · Office Supplies 0.00 700.00 -700.007510 · Program Printing 0.00 2,000.00 -2,000.007514 · Motivational Speaker 0.00 3,500.00 -3,500.007516 · Cotracted Music 0.00 1,000.00 -1,000.007518 · Audio Visual Equipment 0.00 6,000.00 -6,000.007520 · Awards & Trophies 0.00 4,000.00 -4,000.007522 · Souveniers 0.00 15,000.00 -15,000.007524 · Board Clothing Allowance 0.00 2,000.00 -2,000.007526 · Officers Pins and Gifts 0.00 1,000.00 -1,000.007528 · Board and Guest Rooms 0.00 7,000.00 -7,000.007530 · Board & Guest Meals 0.00 6,000.00 -6,000.007532 · ConventionBanquet 0.00 40,000.00 -40,000.007534 · Convention Breakfast 0.00 33,000.00 -33,000.00


Page 311/15 35


7536 · Advisor Luncheon 0.00 3,000.00 -3,000.007542 · Misc General Expenses 0.00 2,500.00 -2,500.007544 · Vehicles 0.00 500.00 -500.007546 · Hotel 0.00 81,000.00 -81,000.00

Total 7500 · District Convention 0.00 209,800.00 -209,800.00

Total Expense 1,495.00 332,575.00 -331,080.00

Net Income 14,980.00 75.00 14,905.00


Page 411/15 36

2013 CAPITAL DISTRICT KIWANIS CONVENTION

FINAL REPORT

The 2013 Capital District Kiwanis Convention was held August 16 – 18, 2013 at the DoubleTree

by Hilton, Williamsburg, Virginia.

Kiwanians Registered 386

First Timers 95

Guests 85

Delegates 195

Delegates at Large 36

President-Elects 95

Club Secretaries 45

Lieutenant Governor-Elects 12

The Capital District Kiwanis Board of Directors met Friday from 10:00 am until noon. The Past

Governors Luncheon was attended by 15 Past Governors. The Leadership Team Luncheon was

attended by a total of 47 Lieutenant Governors and Lieutenant Governor-Elects and 2 guests

from Key Club.

There was a total of 17 Exhibitors of which two were Non-Kiwanis Exhibitors who each paid

$100 for their space. Program Booklet advertising totaled $1,875.00. The tour to Bacon’s

Castle and Smithfield netted $256.90.

Friday afternoon the Achieving Club Excellence (ACE) and Certified Leadership Education for

Presidents (CLE) workshops were held.

The 2013 Service Project—the Eliminate Mini-Golf Project exceeded expectations. The purpose

of the Eliminate Mini-Golf Project was twofold--first to raise funds for The Eliminate Project and

second to introduce members to the alignment of clubs after Redivisioning. Although the

number of Kiwanians actually playing golf was less than anticipated, the total funds raised were

in excess of what was anticipated because of the competition between divisions for a Zeller

based on total funds raised by the division. The service project raised $7,838.83 for Eliminate

through hole-sponsorships and player fees. David Diesselhorst designed and built the course.

The Committee wishes to thank David for his contribution to the project.

Come to Rio Carnivale, the Friday evening social, was hosted by the Kiwanis Club of Toano.

Members enjoyed a dinner of Latin and American Food and danced to music provided by DJ Bill

Wren.

11/15 37

2

The Awards Breakfast opened with Clyde Haulman, Mayor of the City of Williamsburg,

extending a welcome to the Williamsburg area. Elizabeth Miller, Coordinator of Community

Engagement, within The College of William and Mary’s Office of Community Engagement spoke

on “A Call to Dangerous Unselfishness”.

The Fellowship Luncheon was coordinated by John Tyner, District Eliminate Project Chair.

Immediate Past Governor Jeffrey Wolff and Robert Allen, Jr., MD shared their experiences

during field visits to UNICEF clinics where they witnessed firsthand The Eliminate Project in

action. Immediate Past Governor Jeffrey Wolff visited Cambodia; and Dr. Allen visited Guinea-

Conakry. Clubs announced their total giving to Eliminated during the Parade of Checks.

Thirty workshops were presented. Subjects included Foundations – KIF and CDKF, Club Bylaws

and Policies, Club Growth, SLP Programs, new service projects, the Capital Kiwanian as a

resource, Board of Directors Orientation, Fundraising, New Secretaries Training, Experienced

Secretaries Training, Communications and Public Relations, New and Seasoned Kiwanian

Orientation. Key Leader Program, President-Lieutenant Governors meet with Governor-Elect,

The Eliminate Campaign, All Keyed Up about Kiwanis, SLP Kiwanis Advisors Panel, Workshop

with International Trustee, Club Treasurer Training, Risk Management/Insurance, How to

connect the generation to Kiwanis today, Stop Advising and Start Leading, Your Children are the

Foundation Blocks for the Future, Make them Priority One.

Division 23 Key Club held their Division Council Meeting Saturday morning at the DoubleTree.

Following their meeting members worked at The Eliminate Mini-Golf Course.

At the Governor’s Reception Shanty Grass performed maritime music from the War of 1812.

Past Governor John Tyner and Governor Carolyn Richar presented Zeller’s during the reception.

The Governor’s Banquet began with the introduction of Kiwanis Leaders. We were honored by

the attendance of Raeford Penny, 2013-2014 Key Club International President, and Eric Yoon,

2013-2014 Key Club International Trustee. Benjamin Durham, III, Capital District CKI Governor

and Garrett Fraino, Capital District Key Club Governor introduced the District Leadership Team

and later in the evening shared their vision for their organization for the coming year. Governor

Carolyn Richar reviewed the highlights of her year as Governor of the Capital District. During

dinner entertainment was provided by The Strolling Silver String from the Norfolk Public

Schools.

The Inspirational Breakfast speaker was Immediate Past International President Alan Penn.

Alan and Jeri included the Capital District Convention in their visit to Colonial Williamsburg.

Alan based his message on a scene in the movie “Lord of the Rings” where a young man steps

forward to say he will return the ring, and others joined him. His message was that Kiwanians

need to follow the example of those young men and accept the challenges in our communities

and the world.

11/15 38

3

Kiwanis International Trustee Dennis Oliver retired the 2012-2013 Officers, Trustees, Lieutenant

Governors and thanked the Committee Chairs. Then the 2013-2014 Officers, Trustees, and

Lieutenant Governors were installed and the Committee Chairs introduced.

The Convention closed with the singing of “Auld Lang Syne”.

Recommendations from the Committee:

The Meals and Catering Chair recommends breakfast be served buffet style. To expedite

serving, members could be directed to the buffet upon arrival. The program book could read

“Breakfast Served from 7:00 am to 7:30 am.” Program begins at 7:35 a.m. At the Governors

Banquet each member of the Leadership Teams was assigned a table. Numbers were placed on

the tables. It is recommended that a RESERVED sign be placed on the table in addition to the

numbers.

Although the Late Registration fee encourages Kiwanians to register before a certain date,

those who miss the date are resistant, some even angry, when asked to pay the late fee. They

do not feel there is any additional cost incurred by the District nor is there any additional

benefit received. It is recommended that the term “Free Registration” not be used. Perhaps

“Early Bird Special” would be more favorably received.

The absence of the Kiwanis Store was not an issue. The sale of shirts by the Capital District

Kiwanis Foundation may have eased the sense of loss of the Store.

At Governor-Elect Scott Zimmerman’s request a liaison from the Capital District Kiwanis

Foundation was added to the Convention Committee. This facilitated working with the

Foundation to meet their needs.

I believe the addition of a District Convention Registration Specialist and District Convention

Program Editor as listed in the District Policy Statement will be helpful. There is a learning

curve to working with the registration program. By the time the Registrar understands the

program, it is time to pass it on to the next Registrar. The Program Booklet can be

standardized, and information that is the same from year to year will not need to be retyped.


Penelope J. McClellan-Siggins, Chair

2012-2013 District Convention

11/15 39

November 9, 2014

CAPITAL DISTRICT BOARD AGENDA ITEM

District Reimbursement Options

Our Capital District Bylaws, Article XV - Finance, Section 2, states that “Not later than October 15, the District Board of Trustees shall approve a budget of estimated revenues and expenses, including capital expenditures, for the year.” This is where it is important for the budget to be as inclusive as possible for all contingencies. Our Capital District Policy Statement Section 15 – Finances, Subsection C – Reimbursement, covers the official policy for reimbursing officers, trustees, lieutenant governors and lieutenant governors-designate, upon the completion of the required paperwork.

What is NOT covered are any guidelines for members who elect to request reimbursement for those activities required by their district committee duties or asked of them individually by the District leadership. These duties include instructors or presenters at training/education sessions, subject matter experts invited to regional or divisional meetings outside their home region, designated activities of the Growth Team, as well as specific ad hoc duties requested of members by the sitting governor. At the moment such expenses are covered willy-nilly out of any funds available even, if needed, from the district reserve funds, as designated by the Board of Trustees or by the secretary-treasurer at his/her discretion. Some items to be noted are:

1. District reimbursement should only be considered for activities conducted outside a member’s own region.

2. In such circumstances, reimbursement should be considered for mileage only.

3. Other than mileage, other reimbursement should be handled on a case-by-case basis through budgeted district or regional funds.

4. With our convenient on-line registration available, reimbursement may also need to address the issue of who fronts the credit card charges for those register with a card (currently about $.68 per transaction).

11/15 40

The real question to be addressed is to require the District, district committees, midwinter conference and district convention committees, in the formulation phase, to provide budgets that include a line item for possible reimbursement for those program participants essential for the successful completion of the task at hand.

1. With the current policy that certain topics are required to be presented at MWCs and DCON, it becomes very important the district subject matter committees plan for such activities, much the way that the Education Committee does now. This, of course, assumes that such committees are staffed to the point where a regional representative can handle his/her own region.

2. Officially-invited program speakers to MWCs/ICON are covered by the event budget, but for others invited by the District Leadership such expenses, if any, must be borne in that officer’s budget unless specifically approved by the Board to be funded elsewhere.

3. In order to contain, as well as track, reimbursement expenses, budgets must be more completely planned for before being presented to the Finance Committee for its recommendation before transmittal to the Board for approval.

While many people tend to resist the need for thorough planning of a year’s activities, the Board owes it to our members to have coherent policy for requesting reimbursement for their time and energy working towards our district goals. There are many members, due to their personal situation, who choose to not make any such request, but those who do should have an expectation that some of their costs may be covered before they agree to a request for their services.

Ultimately the Board can, in its judgment, approve any request that comes before it, but the Board will still need to know from where the funds will come. Those of us who have to make up our activity budgets would be better served if we were inclusive in our needs, rather than count on ad-hoc requests during the year.

A moment of gong-banging here --- with a vigorous successful growth picture, it would be easier to guide the District, but we still need our “complete” budgets.

JT2/NatCap

11/15 41

Budget Submission Yes No

Capital District

Kiwanis International

Meeting Name:

Proposed Meeting Date:

Income Expenses

#

Fee Per

Person Total Fees #

Cost Per

Person Total Cost

Registration Fees Meal Expenses

Kiwanians 65 25.00$ 1,625.00$ Cont. Breakfast 65 2.00$ 130.00$

Guests -$ Subway Lunch 65 5.00$ 325.00$

VIPs 2 -$ -$ Meal #3 -$

SLP Members 10 5.00$ 50.00$ Meal #4 -$

Other: Please Specify -$

130 455.00$

77 1,675.00$

Total Cost

Are meals included in this registration fee? Yes VIP Expenses

If yes, skip to alternative income. VIP Hotel Rooms 150.00$

If no, please detail meal income. VIP Meals 14.00$

Misc. -$

#

Fee Per

Person Total Fees Registration Expenses Total Cost

Meals Served Envelopes

Meal #1 -$ Name Tags

Meal #2 -$ Tag Holders

Meal #3 -$ Signs

Meal #4 -$ Tent Cards

Tickets

0 -$ Printing

Misc.

Expected

Income Other Items Total Cost

Alternative Income Room Rental 950.00$

Gifts 40.00$

Flowers 20.00$

Postage

Telephone

Honor Guard

-$ Audio/Visual Aids

Publicity

Entertainment

Please list any other events you plan on having at the meeting: Speakers

Awards

Other: Please Specify


Misc.

TOTAL INCOME 1,675$ TOTAL EXPENSES 1,629$

NET INCOME 46$

Note: Please make sure that total income equals total expenses (or net income equals zero).

Event #1

Event #2

Event #3

Event #4

Instructions: Please complete all

spreadsheet cells highlighted in

pink. Make sure that total income

equals total expenses (or net

income equals zero) before

submitting to the Budget & Finance

Committee for review.

Chesapeake Bay Regional Conference

18 Jan, 2014

Source #1

Source #2

Source #3

Source #4

11/15 42

National Capital Region Mid-Winter Conference

Leisure World, Silver Spring, MD

Saturday, March 8, 2014

REVENUE

Registrations

Kiwanians -- 160 @ $25.00………………………………….. $4,000

Presenters -- 9 @ 20.00………………………………….. 180

Vendors -- 7 @ 20.00………………………………….. 140

Subtotal anticipated income ………………………… 4,320

EXPENSES

Meal functions for 160 @ $20.00.…………………………………….. 3,200

Administrative

Printing………………………………………………………… 325

Registration materials………………………………………….. 200

Hands-on service project………………………………………. 130

Posters/artwork………………………………………………… 40

Subtotal, expenses……………………………………… 3,895

Net Reserve……………………………………………………………. 425

NOTE: NatCap Region anticipates sponsor clubs will pay for invited SLP members

10/27/13

11/15 43


Capital District


Meeting Name:


Income Expenses

#

Fee Per

Person Total Fees #

Cost Per

Person Total Cost


Kiwanians 300 30.00$ 9,000.00$ Meal #1 370 20.00$ 7,400.00$

Guests 10 30.00$ 300.00$ Meal #2 -$

VIPs 10 -$ -$ Meal #3 -$

SLP Members 50 10.00$ 500.00$ Meal #4 -$


360 7,400.00$

370 9,800.00$

Total Cost


If yes, skip to alternative income. VIP Hotel Rooms 400.00$

If no, please detail meal income. VIP Meals 10 30 300.00$

Misc. 100.00$

#

Fee Per


Meals Served Envelopes 50.00$

Meal #1 -$ Name Tags 100.00$

Meal #2 -$ Tag Holders 100.00$

Meal #3 -$ Signs 100.00$


Tickets

0 -$ Printing 500.00$

Misc. 100.00$

Expected



500.00$ Gifts 200.00$

Flowers

Postage

Telephone

Honor Guard 50.00$

500.00$ Audio/Visual Aids 300.00$

Publicity

Entertainment


Awards



Misc.


NET INCOME -$


Event #1

Event #2

Event #3

Event #4


spreadsheet cells highlighted in pink.

Make sure that total income equals

total expenses (or net income equals

zero) before submitting to the

Budget & Finance Committee for

review.

Southeast Virginia MidWinter Conference

January 25, 2014

Exhibit space

Source #2

Source #3

Source #4

11/15 44


Capital District


Meeting Name:


Income Expenses

#

Fee Per

Person Total Fees #

Cost Per

Person Total Cost


Kiwanians 50 25.00$ 1,250.00$ Meal #1 50 20.00$ 1,000.00$

Guests -$ Meal #2 -$

VIPs -$ -$ Meal #3 -$

SLP Members -$ Meal #4 -$


50 1,000.00$

50 1,250.00$

Total Cost


If yes, skip to alternative income. VIP Hotel Rooms

If no, please detail meal income. VIP Meals 100.00$

Misc.

#

Fee Per


Meals Served Envelopes

Meal #1 -$ Name Tags

Meal #2 -$ Tag Holders

Meal #3 -$ Signs


Tickets

0 -$ Printing

Misc.

Expected



Gifts

Flowers

Postage

Telephone

Honor Guard

-$ Audio/Visual Aids

Publicity

Entertainment


Awards



Misc. 100.00$


NET INCOME -$


Event #1

Event #2

Event #3

Event #4


spreadsheet cells highlighted in

pink. Make sure that total income

equals total expenses (or net

income equals zero) before

submitting to the Budget & Finance

Committee for review.

2014 SWVA Regional Conference

March 29, 2014

Source #1

Source #2

Source #3

Source #4

11/15 45

Trustee Report for September 14, 2014

Status of Midwinter conference , such as location, conference chair and cost

• Chesapeake Bay Region Midwinter conference is scheduled for January 18,

2014 at Chesapeake College, Wye Mills, MD. Charles Marks has taken the role as

chair, after the death of Bob. Tentative cost is set at $25.00 per person. The

Cadby Theater and classrooms total rental cost is $950.

I have made contact with Presidents of Region 4 clubs, waiting for a response.

The region is presently without a Lt. Governor but do plan to have

representatives from Division 4 participate in all phase of planning. Budget has

been submitted to Capital District secretary.

Do plan to attend council meetings and bring as much cohesiveness to the

divisions as possible once we find a Lt. Governor.


Rose Poole

Trustee of Chesapeake Bay Region

11/15 46

Trustee Report for September 14, 2014

Status of Midwinter conference , such as location, conference chair and cost

• Chesapeake Bay Region Midwinter conference is scheduled for January 18,

2014 at Chesapeake College, Wye Mills, MD. Charles Marks has taken the role as

chair, after the death of Bob. Tentative cost is set at $25.00 per person. The

Cadby Theater and classrooms total rental cost is $950.

I have made contact with Presidents of Region 4 clubs, waiting for a response.

The region is presently without a Lt. Governor but do plan to have

representatives from Division 4 participate in all phase of planning. Budget has

been submitted to Capital District secretary.

Do plan to attend council meetings and bring as much cohesiveness to the

divisions as possible once we find a Lt. Governor.


Rose Poole

Trustee of Chesapeake Bay Region

11/15 47

TRUSTEE’S REPORT

HOV REGION

NOVEMBER 9, 2013

Status of midwinter conference, such as location, conference chair and cost. HOV Midwinter will be held on February 1, 2014 at Albemarle High School in Charlottesville. The Conference Chair is Bob Pflugfelder, Immediate Past President of the Charlottesville Club. We are considering a $25 to $30 per person charge, but it depends on the cost estimate that we receive from the caterer. Plan for developing regional teamwork with all divisions involved, such as frequency of

meetings and or teleconferences with Lieutenant Governors, joint division meetings,

projects and k-family activities in the region.

I have created a HOV Regional Council. It consists of the current Lieutenant Governors of the Kiwanis clubs, CKI clubs and Key clubs in the Kiwanis HOV Region and our current and past Trustees. I have scheduled monthly conference calls. We had good participation from the SLPs on the first call, but not the last two. They cannot be faulted for the last one because we were sabotaged by the new Kiwanis conference call system. Divisions 10 and 11 are talking about holding a joint division meeting during this Kiwanis year, perhaps in January to spur attendance at Midwinters. If Divisions 10 and 11 do not have a joint DCM in January, there will probably be a joint division council meeting of all three divisions at Midwinters. Sana Vohra, the Metro Richmond CKI LTG, is spearheading a project attempting to get multiple Kiwanis clubs to work with CKI to raise money for Eliminate. They have had at least one event, a hike, in conjunction with the Richmond Hiking Club. We currently have no other regionwide projects or k-family activities, but that is a matter that will be discussed in the HOV Regional Council conference calls. Potential new club sites

Division 9: Charlottesville and Shenandoah Valley are looking at starting Aktion clubs. Charlottesville is looking at a Young Professionals as either a new club or as a club satellite. Carolyn Richar has discussed a new club in Luray with Dennis Baugh. According to Ralph Combs, LTG in Division 8, a new club was attempted there two years ago, but nothing materialized. Luray falls between the edges of Divisions 8 and 9 and we are not sure which Region is would be considered a part of. Division 10: A Rivers Bend club never materialized, although it may become a club satellite of Chester. The Division is moving forward with plans for a new club in Dinwiddie. They have had several meetings with County leaders and one open meeting for potential members. They

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are at least 4 to 6 months away from being in a position to charter a new club. Prince George is on hold until there are more people from Prince George County in the Fort Lee Club. Division 11: The LTG is not aware of any new club efforts in this Division. Carolyn Richar had been trying to help her son start a Young Professionals club in the VCU area, but I do not know where that stands.

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Capital District Kiwanis

Mason Dixon Region Report

Nov. 4, 2013

Division 6 Jan Dudey, Lt. Governor

Pikesville Kiwanis Club still trying to reorganize.

Potential Key Club at Roland Park Country School. Sponsoring Club will be Hampden-Midtown.

Division 7 Richard Steinberg, Lt. Governor

Westminster Breakfast Club handed in their charter.

Westminster Club is checking into a location for the Regional Midwinter, scheduled

for March 15, 2014

Division 8 Ralph Combs, Lt Governor

Completed Contact visits

Division 8 completed their first PCM.

Ted Zapalowicz

Trustee

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Capital District Kiwanis

Mason Dixon Region Report

Regional Midwinter Conf.

Scheduled for March 15, 2014

Jan Dudey will serve as Chair.

Location is being coordinated by Lt Gov. Richard Steinberg and The Westminster Club.

Ted Zapalowicz,

Trustee

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National Capital Region

Trustees Report for September 14, 2013

Status of midwinter conference, such as location, conference chair, and cost

Once again, National Capital Midwinter Conference will be held on Saturday, March 8, 2014 at

the Leisure World Clubhouse #1 in Silver Spring, MD. Conference Chair will be Div 3 LTG Kelly

Boswell, with close assistance from Div 1 LTG Jacquie Felton and Div 2 LTG David Lurie. While

cost has yet to be determined, we anticipate it will be in line with previous amounts, for which

registration has been $25.00.

Plan for developing regional teamwork with all divisions involved, such as frequency of meetings

and/or teleconferences with Lieutenant Governors, joint division meetings, projects, and k-family

activities in the region.

Currently under development by the respective LTGs

Potential new club sites

Currently being agonizingly debated in each division.

Having fun,

JT2

Regional Trustee

Please keep you report short and concise. If you are able to get back to me with a written report I will

have them for the meeting and include them in the Board Book.

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Report to Capital District Kiwanis Board Meeting, September 14, 2013 The Southeast Virginia MidWinter Conference will be held Saturday, January 25, 2014 at the Smithfield Center in Smithfield, Virginia. The chair will be Lt. Governor Wesley Brown. The cost will be between $30.00- $35.00 per member. The cost of the facility is $600.00. We are meeting and have our next meeting scheduled for October 3, 2013. We will have a budget to submit to the finance committee prior to the November board meeting. I plan to meet monthly with the Lt. Governors of my region. We hope to have some joint divisional projects and will consistently work to better Kiwanis throughout the entire region. Potential new club building sites are Franklin, North Suffolk, Key Club at Suffolk High School and hope to re-start the CKI club at Old Dominion University. Respectfully submitted, Carla Carla E. Morin-Diehl, Southeast Virginia Trustee

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SWVA Trustee Report for September 14, 2013 As SWVA region is beginning a new administrative year under Governor Scott Zimmerman, the LTG’s from soon to be Division 17,16, and 15 look forward to working with Governor Scott. Plans are in the works for a tele-conference or Skype with LTG David Yates of Division 17, LTG Jack White of Division 16 and LTG Hiawatha Nicely of Division 15 to work on a regional basis for growth of membership and retention of members, and discussion for potential new clubs. Jon Rife SWVA Trustee

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SWVA Board Book Report----- TRUSTEE Meeting ON November 9TH

2013

We have our Mid-Winter Conference scheduled for March 29th

at New River Community College at Dublin, Va.

Our Three LTG’s are busy planning the agenda. Dr. Bob Allen will conduct one of our workshops on Project

Eliminate. We plan to conduct the mandatory training session as recommend by Gov. Scott and the Board. Our

Budget should be summited for Board approval during the November 9th

meeting.

Division 15--- LTG Hiawathan (Hi) Nicely of Danville has been visiting his clubs since June. He has installed every

club’s officers and has visited every club at least twice with one exception. This club will be installed on

November 7th

. Hi feels his club visits and relationship building will pay dividends during this Kiwanis year. Hi

plans a Divisional Council meeting late November or December. I hope to attend his DC meeting.

New club starts have been discussed with all clubs, but unfortunately there is no activity at this time. One club is

considering an Aktion club. Membership growth is important to all clubs; Roanoke, Botetourt, and Farmville are

having early success.

Andree’ Browles, PLTG from Roanoke did an outstanding job last year with Division 15 and Hi is continuing in her

footsteps. Because of their successive planning and always looking in the future, they have Chris Bryant as LTG-

Elect and I am sure he will continue their success.

Division 16---LTG Jack White from Abingdon has made his visits to Division 16 clubs to install officers and

directors. He feels there are lots of opportunity for growth within the Division. The Wythe club has already

hosted a Membership Night with invited prospects at the local Presbyterian Church. They had a special program

with three new members signed up and the prospect of several more. Abingdon has also placed more

emphasis on new members and even without a formal membership campaign has added 3 new members. LTG

Jack will continue to work with all of the clubs to encourage retention of members and new member growth.

On SLP’s in Division 16, there are no plans currently for any more at this time. Clubs currently sponsor Key Clubs

and Builders Club within their community but unfortunately there are no plans to increase their number at the

present time.

Division 17---- CLE training was attended by all President-Elect in the division. Training was made available on

June 8th

with a make-up on July 24th

. LTG David Yates thinks training for President-Elect and club leaders has

given him an opportunity to help plan for a successful year with each club. He has installed all clubs and will

plan a Division Council meeting early next year.

On Growth he is emphasizing that each club has a plan to support Governor Scott’s goal of at least one new

member net per club. With the President-Elect training and Division Council meetings scheduled, he thinks

Division 17 will continue to increase membership.

On SLP’s there are no plans currently to add any in the division, and no new clubs planned.

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CAPITAL DISTRICT KIWANIS INTERNATIONAL

Annual Committee Goals & Budget Request

Committee: Date:

Chairperson: Kiwanis Year:

To be completed by the Committee Chairperson and submitted to the District Secretary and

supervising District Trustee no later than June 30th.

Committee Goal Completion

Date

The Capital District, Kiwanis International administrative year runs from October 1 until September 30 of

the following year.

For each budget item listed above fill in the item, the reason you are requesting these funds and the

amount requested. Be explicit with your request. “Travel” is not an acceptable item. The purpose and

projected mileage is if it is in keeping with your goals.

Some items you may want to consider are:

� Committee meetings including travel by committee members

� Handouts and materials, such as paper and printing to prepare handouts for training sessions or

meetings [Electronic communications should always be used as a first option.]

� Training for committee members

Some items typically denied by the Budget and Finance Committee include:

� Travel by the committee chairperson to conventions and conferences

� Gifts and rewards for committee members

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Jen

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CKI

Jen

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6/15/2013

Jen

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Jennifer Wolff

Jen

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2013-2014

Jen

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Produce a sponsorship packet to get outside funds for student events and training.

Jen

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11/1/2013

Jen

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Create a monthly email for Advisors from the Administrator

Jen

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10/1/2013

Jen

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Build 4 new CKI Clubs within the District

Jen

Typewritten Text

9/30/2014

CKI ADMINISTRATOR BUDGETOCTOBER 1, 2013 THROUGH SEPTEMBER 30, 2014

VarianceMonth Event Location Expense Budget from 12-13October-11 Fall Membership Rally Front Royal, VA Mileage & Meeting Incidentals $200.00 $0.00

Travel Various Divisional Visits & Meeting Incidentals $100.00 $0.00

November-11 District Board Meeting Fairfax, VA Mileage & Meeting Incidentals $200.00 $0.00Travel Various Divisional Visits & Meeting Incidentals $100.00 $0.00

December-11 No Expenses

January-12 District Board Meeting Fairfax, VA Mileage & Meeting Incidentals $100.00 $0.00Travel Various Divisional Visits & Meeting Incidentals $100.00 $0.00

February-12 CKI District Convention Fairfaxn, VA Mileage & Meeting Incidentals $300.00 $0.00Travel Various Divisional Visits & Meeting Incidentals $100.00 $0.00

March-12 Spring Officer Training Conference Fredericksburg, VA Mileage & Meeting Incidentals $100.00 $0.00Key Club District Convention Baltimore, MD Mileage & Parking $100.00 $0.00Travel Various Divisional Visits & Meeting Incidentals $180.00 $0.00

April-12 Governors/Administrators Training Conference Indianapolis, IN Airfare & Taxi $400.00 $0.00Travel Various Divisional Visits & Meeting Incidentals $150.00 $0.00

May-12 No Expenses

June-12 Circle K International Convention Nashville, TN Airfare & Taxi $450.00 ($250.00)1 Registration Fee $200.00 $0.00Hotel $600.00 $0.00

July-12 No Expenses

August-12 Kiwanis District Convention Reston, VA Registration & Mileage $300.00 $0.00Travel Various Divisional Visits & Meeting Incidentals $100.00 $0.00

September-12 Kiwanis-Family Weekend Front Royal, VA Registration Fee $105.00 $0.00Registration Fee for Assistant $105.00 $0.00Mileage & Meeting Incidentals $100.00 $0.00

Travel Various Divisional Visits & Meeting Incidentals $100.00 $0.00

Total Operating Budget $4,190.00 ($250.00)

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CAPITAL DISTRICT KIWANIS INTERNATIONAL Annual Committee Goals & Budget Request

Committee: Date: Chairperson: Kiwanis Year: To be completed by the Committee Chairperson and submitted to the District Secretary and supervising District Trustee no later than June 30th.

Committee Goal Completion Date

The Capital District, Kiwanis International administrative year runs from October 1 until September 30 of the following year. For each budget item listed above fill in the item, the reason you are requesting these funds and the amount requested. Be explicit with your request. “Travel” is not an acceptable item. The purpose and projected mileage is if it is in keeping with your goals. Some items you may want to consider are:

Committee meetings including travel by committee members Handouts and materials, such as paper and printing to prepare handouts for training sessions or

meetings [Electronic communications should always be used as a first option.] Training for committee members

Some items typically denied by the Budget and Finance Committee include: Travel by the committee chairperson to conventions and conferences Gifts and rewards for committee members

Kiwanis Education 05/28/2014

Don L, Dudey 20130-014

Recruit 4 new Certified Instructors (CI) for the Capital District so that we can have at least 2 CI's per region

05/31/2014

Conduct the 5 mandatory training sessions at all 8 Midwinter Conferences this year as directed by the District Board

04/01/2014

Conduct the Club Leadership Education (CLE) Program to all Divisions on a regional basis

08/01/2014

Evaluate all CI's at least once during the Administrative by the District Master Trainer 09/30/2014

Follow the Governor's and Governor-elect's guidance in planning, developing and conducting the training program for the 2014 DCON

08/30/2014

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February 8, 2012

Budget Item Rationale Amount

Return electronic copy to the District Secretary and your supervising District Trustee. [email protected]

Travel for CLE training outside CI's own region

CLE training requires 3-4 CI;s to travel outside their region to conduct this training. We do not have a CI in every region to date.

$750.00

Travel and lodging for Master Trainer to evaluate all CIs during this Administrative Year

Part of the responsibility of the Master Trainer is to evaluate all CIs each year. This will require her to visit 4-5 midwinter conferences and/or CLE training sessions

$1,000.00

Travel for all CIs to a District Education Training Conference

Each year all CIs need to gather to discuss the CLE program, Midwinter training and DCON training requirements.

$750.00

Travel and lodging for CIs to Midwinter Conferences outside their own region

There may be times when a CI needs to travel to a midwinter conference when other CIs are not available within that region

$750.00

Photo coping for training sessions Photo coping of handouts and student materials for any class the CI may be teaching

$250.00

Don Dudey

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February 8, 2012



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CAPITAL DISTRICT KIWANIS INTERNATIONAL

Annual Committee Goals & Budget Request

Committee: Date:

Chairperson: Kiwanis Year:

To be completed by the Committee Chairperson and submitted to the District Secretary and

supervising District Trustee no later than June 30th.

Committee Goal Completion

Date

The Capital District, Kiwanis International administrative year runs from October 1 until September 30 of

the following year.

For each budget item listed above fill in the item, the reason you are requesting these funds and the

amount requested. Be explicit with your request. “Travel” is not an acceptable item. The purpose and

projected mileage is if it is in keeping with your goals.

Some items you may want to consider are:

� Committee meetings including travel by committee members

� Handouts and materials, such as paper and printing to prepare handouts for training sessions or

meetings [Electronic communications should always be used as a first option.]

� Training for committee members

Some items typically denied by the Budget and Finance Committee include:

� Travel by the committee chairperson to conventions and conferences

� Gifts and rewards for committee members

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CSB

Typewritten Text

CSB

Typewritten Text

Young Children

CSB

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July 16, 2013

CSB

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CSB

Typewritten Text

Cassandra Conover

CSB

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2013-14

CSB

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Training of Kiwanians on early childhood devlopment-the first 2000 days at DCON08-17-2013

CSB

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CSB

Typewritten Text

CSB

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CSB

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To train or speak to Kiwanians at various midyear conferences

CSB

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TBA

CSB

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To attend second annual Early Childhood conference in order to get more information for Capital district

CSB

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TBA

CSB

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CSB

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To establish partnerships with business organizations and community/civic organizations in order to provide opportunities for service projects; i.e. United Way

CSB

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07/18/13 first meeting

February 8, 2012


Return electronic copy to the District Secretary and your supervising District Trustee.

[email protected]

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CSB

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Early Childhood conferenceRepresentation of Capital District $500

CSB

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Training materials - handouts, posters, etc.

CSB

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Provide materials that could be used at local club meetings

CSB

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$200

CSB

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Travel expenses-mileage, gas, food

CSB

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Outreach to clubs throughout Capital District

CSB

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$300








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February 8, 2012



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MEMORANDUM

To: Capital District Kiwanis Board of Trustees

From: Jennifer Wolff, District Administrator

Date: November 9, 2013

Subject: November 2013 Report of Capital District CKI

Membership Dues and Club Status: Oct 1 reset the rosters so clubs are currently updating memberships. We will have a more accurate membership total at the next Kiwanis District Board meeting. District Board Status: The District Board currently has no vacant officer positions. Kiwanis Committee on CKI: We have a vacancy in the CKI Presidential Division for a Zone Administrator. That is the area around UVA, JMU, Mary Baldwin, and Shenandoah. Board Meetings: The CKI Board had a meeting at Kiwanis Family Weekend, plus will be meeting next weekend. District Convention: Our DCON will be February 21-‐23, 2014 at the Hyatt Fairfax at Fair Lakes hotel. We are expecting close to 200 attendees. The students went with a Disney theme: “The Wonderful World of Service.” There will be a casino night run by our Kiwanians from last year, with funds raised going to the Eliminate Project. More details will be released after next weekend’s board meeting.

Fall Membership Rally: Our FMR in September was a success. We had 105 students in attendance and they raised over $3,000 for the Eliminate Project during their auction. In Kiwanis Service,

Jennifer Wolff

Administrator

Capital District CKI

From the Desk of Jennifer Wolff 14034 Rose Lodge Place ! Chantilly VA 20151 ! (703) 615-5490 ! [email protected]

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CAPITAL DISTRICT KIWANIS INTERNATIONAL Quarterly Committee Report & Committee Evaluation

Committee: Date: Chairperson: To be completed by the Committee Chairperson and submitted to the District Secretary and supervising District Trustee no later than 21 days before each quarterly District Board Meeting. 1. COMMITTEE MEMBERSHIP Committee fully staffed: Yes ___ No ___ [Note: Regions without representation below.] 2. KIWANIS YEAR GOALS (list all committee’s annual goals)

GOAL % Complete

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February 8, 2012

3. CHALLENGES OR ASSISTANCE NEEDED (use continuation sheet if necessary): 4. COMMENTS (use continuation sheet if necessary): SIGNED: ____________________________________________________________________________________________________________

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On 10/1/2013, all clubs should have distributed the new Youth Protection Guidelines to your members. One of the requirements of the guidelines is that each club conducts criminal background checks on ALL members that serve as advisors to any Service Leadership Program club, program or activity. One of the Best Practices recommendations is that your club develops a club policy on how they are going to conduct your criminal background checks. Although Kiwanis International has an example posted on their website, the Capital District has also developed an example for our clubs. Both of these are guides and you are free to develop a policy that best suits your club. As you review the Capital District example for suggestions and begin preparing your policy, there are several points that you should consider:

• Who do you want to conduct criminal record checks on?

• Who will your club use to do the actual checks?

• Who is going to pay for the checks?

• How are “not clear” results going to be handled?

• You will need to develop a list of crimes that determine “not clear”. It is suggested that KI Policy 197 be used and it is an attachment to the Capital District example. Note that KI is developing a definition of “moral turpitude” and should have one by April 2014.

• How will your club handle confidentially of the information received? It is suggested, but not required, that the clubs look at the benefits of using Safe Hiring Solutions, KI’s preferred provider. Pricing and other information about SHS is attached.

The Youth Protection Manager, Dennis Baugh, will be conducting training at all of the Midwinters. In preparing their agendas, each region should decide how to best get as many members at these sessions as possible. Finally, for now, please review the template and consider implementing it. But you should know that both KI and the Capital District are considering changes to the template. If you choose to adopt a policy now and that happens, we'll work with you to make any changes as smooth a transition as possible. For additional information or questions, contact Dennis Baugh at 540-292-0468 or [email protected], or Mike Rind, [email protected].

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February 8, 2012



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197 - CRIMINAL HISTORY BACKGROUND CHECKS

This procedure shall apply whenever a clear criminal history background check is required

to be conducted and verified by Kiwanis International. (4/10) (4/13)

197.2 - Convictions that Cause Ineligibility

A criminal history background check is considered “not clear” if it indicates: a

felony or misdemeanor involving moral turpitude; a felony or conviction or

registration of a violent and/or sexual nature, involving any type of abuse of a

child, involving threatening or intimidating behavior, or otherwise of a physical

nature; or a felony related to larceny or theft. Following are examples of these

types of convictions; however, this list does not constitute the full breadth of

convictions: (4/10) (1/11)

A. Felonies or registrations of a physical nature

• Abuse, aggravated abuse, or neglect of an elderly person or disabled adult

• Adult abuse, neglect, or exploitation of aged persons or disabled adults

• Aggravated assault

• Aggravated battery

• Battery

• Carjacking

• Child abuse, aggravated child abuse, or neglect of a child

• Contributing to the delinquency or dependency of a child

• Exploitation of an elderly person or disabled adult

• False imprisonment

• Home-invasion robbery

• Incest

• Kidnapping

• Leading, taking, enticing or removing a minor beyond the state limits or

concealing the location of a minor with criminal intent pending dependency

proceedings or proceedings concerning alleged abuse or neglect of a minor

• Lewdness and indecent exposure

• Luring or enticing a child

• Manslaughter, aggravated manslaughter of an elderly person or disabled

adult, or aggravated manslaughter of a child

• Homicide

• Obscenity

• Possessing an electric weapon or device, destructive device, or other weapon

at a school-sponsored event or on school property

• Prostitution

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• Resisting arrest with violence

• Robbery

• Sexual activity with or solicitation of a child by a person in familial or

custodial authority

• Sexual battery

• Sexual misconduct

• Unlawful sexual activity with minors

• Voyeurism

• Disorderly conduct

• Domestic violence

B. Felonies related to larceny, theft, or moral turpitude (“contrary to community

standards of justice, honesty, or good morals”)

• Coordinating the commission of theft in excess of $3,000

• Dealing in stolen property

• Larceny and grand larceny

• Identity theft

• Arson

• Arrest without violence – three (3) or more incidents

• Contraband

• Driving while intoxicated – three (3) or more incidents

• Extortion

• Forgery

• Petit theft (as larceny)

• Exhibiting weapons or firearms at school events, on school property, or

within 1,000 feet of a school

• Trespassing – three (3) or more incidents

• Vehicular homicide

• Welfare and unemployment fraud

C. Misdemeanors

• Battery, if the victim of the offense was a minor

• Luring or enticing a child

• Drugs or paraphernalia

• Concealed weapon

• Petit theft (as a misdemeanor) – three (3) or more incidents

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D. Other Types of Convictions

Other types of felony convictions will be reviewed on a case-by-case basis by

the Executive Director or designee.

E. Legally Reversed or Overturned Convictions

Any conviction legally reversed or overturned by the proper authorities shall not

be considered when evaluating the background check.

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DRAFT #3 – NOT FOR DISTRIBUTION – DRAFT #3 10/29/2013 Dennis Baugh, Youth Protection Manager

1

Sample Policy and Procedures for Clubs

On Criminal History Background Checks Capital District

Applicability: To ensure the highest standards of leadership and that adults working with youth are of the utmost

moral fiber, the Kiwanis Club of requires a clear criminal history background check for (select

those that apply to your club, unless required):

⌧ Required: any member serving as advisor to any Service Leadership Program club, program or activity.

� Encouraged: all club members who will be working with youth or who may not have undergone a

background check.

� Not Required: A check shall not be required if the individual has had a check by SHS within the past two

years because he or she attends Key Club International Conventions or Key Leader events.

Options

� All officers and Directors as criteria for holding office.

� All persons making a new application for membership.

Clear Check: Successful completion of the background check (a "clear check") is based on verification that none of

the convictions stated in Kiwanis International Procedure 197 (see attached). A club cannot or subtract from this

list.

Service Provider:

This club shall use the following options for their criminal history background check service provider (check all that

apply):

� Local Courts, etc. (specify)

� Local Police of Sheriff’s office (specify)

� Local vendor/provider of background checks (specify)

� Safe Hiring Solutions, Kiwanis International preferred vendor.

An exception to the above will be for those Service Leadership Program advisors that are employed by a school

system or club members who, by virtue of their employment, have had a current (not older than two years)

criminal background check completed. These individuals will be required to provide the Club Secretary proof that

they have a “clear check”.

Criteria: All background checks shall be reviewed and evaluated by the Club Secretary, or other designed Club

Officer, and determined to be clear or not clear, based on the criteria established by Kiwanis International and the

Capital District.

Notification: The person being checked and the Club President shall be advised by the Club Secretary if a check

indicates a problem or concern that requires further investigation or is determined to be not clear.

Validity: Background checks are valid for a period of two years. All relevant persons who have not had a criminal

history background check conducted and verified as clear within the past two years are required to a have new

check.

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2

Copy: An individual may receive a copy of his/her background check by requesting it in writing.

Responsibility for Costs: (select the appropriate option)

� The Club shall be responsible to pay the charges. Checks shall be conducted as inexpensively as

reasonably possible to assure accurate results.

� Each individual member responsible for a background check will be responsible to pay the cost. Checks

shall be conducted as inexpensively as reasonably possible to assure accurate results.

� Each applicant for membership will be responsible to pay the cost. Checks shall be conducted as

inexpensively as reasonably possible to assure accurate results.

Convictions that Cause Ineligibility: A criminal history background check is considered "not clear" if it

indicates: a felony or misdemeanor involving moral turpitude; a felony or conviction or sex offender

registration of a violent and/or sexual nature, involving any type of abuse of a child, involving threatening or

intimidating behavior, or otherwise of a physical nature; or a felony related to larceny or theft. The club shall

refer to the representative examples of such convictions found in Kiwanis International Procedure (see

attached). Other types of felony convictions will be reviewed on a case-by-case basis by the Club Secretary.

Any conviction legally reversed or overturned by the proper authorities shall not be considered when

evaluating the background check.

Discipline: A check that is not clear causes automatic denial of the right to participate in the event in

question or to hold the office or position in question or to be a candidate for such office or position.

Appeal: Anyone subject to action as a result of a background check shall have the right to appeal such action.

However, they will not have a right to appeal or retry the original conviction.

1. Appeal Committee

The Secretary and President of the Club will constitute the Appeal Committee.

2. Appeal Process

The action resulting from a conviction shown on a background check may be appealed by the

following process:

A. The appeal must be submitted in writing to the Club Secretary within thirty (30) days from

notification, stating the grounds of the appeal. The appeal may only come from the person who

has been checked.

B. The Club Secretary shall refer the matter to the Club President within fifteen (15) days of

receipt.

C. The Club President shall consider the merits of the appeal within ten (10) days to determine if a

hearing is warranted.

D. If a hearing is warranted, the Club President and Secretary shall meet within thirty (30) days to

consider the grounds of the appeal and the alleged facts. The person making the appeal shall be

given twenty (20) days’ notice of meeting and shall have the right to attend at his/her own

expense.

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3

E. The appellant shall have the option to have legal counsel present, at his/her own expense. If

the appellant has legal counsel present, the club may also wish to have legal counsel present

and/or seek the guidance of the District Risk Manager.

F. The Appeals Committee shall hear testimony and consider the evidence presented. All parties

shall be allowed to ask questions of witnesses. The hearing shall be recorded.

G. The Appeals Committee shall report its findings to the appellant within fifteen (15) days after

meeting.

H. If the Appeals Committee cannot come to a consensus, the Club’s Board of Directors shall have

final authority on these matters.

Attachment: Kiwanis International Procedure 197, in part

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Documents

Capital District Kiwanis International...Fredericksburg Hospitality House I Fredericksburg VA. The meeting was adjourned at 12:21 p.m. Respectfully submitted, Thomas A. Varner Secretary/Treasurer