Capital District Kiwanis International May 19, 2012 Board of Trustees Meeting Minutes

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1 Capital District Kiwanis International May 19, 2012 Board of Trustees Meeting Minutes [Full text documents considered at this meeting are available in the May 19 Board Book on District Web.] The meeting was called to order by Governor Wolff at 1:00 pm. Board members present were Governor Wolff, Governor-Elect Richar, Past-Governor Dudey, Secretary/ Treasurer Varner, and Trustees Bell, Grubbs, Hand, Lurie, Poole, Rife, Thrush, and Tyner. Budget and Finance Committee Chair Ganse, Historian John Fox, and Young Children Priority 1 Chair Bernice Oden were present. Guests present were PLG Jackie Lowe and Norman Poole. The agenda was approved as presented. The February 4 minutes were amended with the addition of Trustee Lurie moving and Trustee Grubbs seconding the motion to hold the 2013 DCON in Roanoke. Trustee Hand moved and Trustee Tyner seconded the motion to approve the February 4 minutes as amended and the March 4 Teleconference minutes. The motion The Board went into Executive Session to discuss matters pertaining to absences of members of the Board of Trustees at 1:19 pm. The Executive Session was adjourned at 1:35 pm and the meeting continued. Secretary s Report Secretary Varner amended the list of submitted Lieutenant Governor Reports to add Division 1 s 2 nd and Board visits; and Division 11 s 2 nd and Board visits. District membership update - As of April 30, the District membership was down 45 since September, However, Since October 1, 2011, the district has added 78 members. There are no clubs on the unpaid dues report. Club Monthly Reports: Severna Park and Ocean View Beach, Norfolk have submitted their reports and were removed from the list. Letters will be sent to the clubs missing two or more reports. Jon Rife will determine why Farmville has not been submitting their reports. Governor Elect Richar moved and Trustee Hand seconded a motion to suspend the Young Professional Educators and the York Kiwanis clubs from District activities until their reports are current. The motion passed unanimously and the clubs will notified be the letter with copies to the Lieutenant Governor and Trustee. 1

2 Clubs fewer than 15: Fort Hill Trustee Rife moved that no action be taken until the August meeting. Trustee Grubbs seconded the motion and it was Western Allegheny and Young Professional Educators were placed on probation and must submit a growth plan by the August Board meeting and have at least 15 members by the February 2013 meeting of the Board of Trustees. The Secretary will notify the clubs of the Board s actions with copies to the Lieutenant Governor and Trustee. Franklin Trustee Thrush reported that the club is debating whether to keep or surrender their charter. The Secretary will notify the club they must a growth plan by the August Board meeting and increase their membership to a minimum of 15 prior to the February, 2012 meeting of the Board of Trustees. Growth Plans The Trustees reported on growth in their respective regions. Northern Virginia Region Lieutenant Governor Dlugozima reported that the Division 20 is looking at two potential sites: one in the Centerville/Chantilly area and one in the Ashburn area. The latter may move towards Sterling. Trustee Lurie reported that Division 10 is looking to build a club in the Greensville area and possibly another club in the mid-county area between Manassas and Woodbridge. Potomac Region Trustee Tyner reported that Division 1 is concentrating on building SLP clubs. Division 17 is not interested in building new clubs however they are looking at a Young Professionals Club in Rockville. Division 22 is working on building a new club in Solomons. Mason Dixon - Trustee Hand reported that Division 9 is looking to build a new Northeast Club. Lieutenant Governor is trying to reactivate the Taneytown Club. Division 12 No new cub building plans Division 14 is talking about a club in Boone. Heart of Virginia Trustee Bell reported Division 4 has no new clubs planned. Division 18 is having their second meeting to start a club on Fort Lee. Southwest Trustee Rife reported that Division 2 is working to save the Fort Hill Club. Division 3 has no new club plans Division 8 is looking to build a new club in Lebanon. 2

3 Hampton Roads Trustee Thrush reported that Division 13 has no new clubs panned. Division 16 - reported a possible new club at the Oceana Naval Air Station. Division 21 Franklin and Portsmouth are talking about surrendering their charters. Division 23 Toano still does not have a permanent meeting location. There are no new club building plans. DelMarVa Trustee Poole reported that Division 11 is looking at a new club in the Middletown. Division 15 No new clubs planned. Presidential Trustee Grubbs reported Division 5 has no new clubs planned. Budget and Finance Committee Division 19 is looking to build a new club in Woodstock. Chairman Ganse presented the committee report and the status of the Edward Jones account. They were unanimously approved by the Board. Chairman Ganse presented an amendment (Amendment #3) to the District Bylaws. The purpose is to address the Board s decision to fund District Convention fixed expenses from the District Budget beginning with the administrative year. Bylaws and Policies Committee The Board considered five additional recommendations for changes to the District Bylaws proposed by the Bylaws and Policies Committee. The purpose of District Bylaw Amendment #1 addresses the Board s decision to fund District Convention fixed expenses from the District budget beginning with the administrative year. It also clears up repeated word/phrase usage, and changes reference of the Capital Builder to Capital Kiwanian. The purpose of District Bylaw Amendment #2 clarifies that Lieutenant Governors-Elect are not district officers. 3

4 The purpose of District Bylaw Amendment #4 is to list the District Policy Statements as a governing document and authority in multiple sections throughout the District Bylaws. The purpose of District Bylaw Amendment #5 is to add the requirement of attendance at the District Board Meetings to the duties of the Governor-Elect and the Trustees. The purpose of District Bylaw Amendment #6 is to clarify the location for the rules of the House of Delegates as being in the Standing rules rather than the Orders of the Day. The Board then considered six amendments to the District Policy Statements submitted by the Bylaws and Policies Committee. These amendments are effective when passed by the Board of Trustees. The purpose of District Policies Statements Amendment #1 is to transfer the responsibility of submitting Capital District Foundation Bylaw amendments to Kiwanis International from the Foundation Secretary to the District Secretary. Amendment #1 was unanimously passed. The purpose of District Policy Statements Amendment #2 is to add the District Trustee and Lieutenant Governor Pledge Forms to the Policy Statements in Appendix G. Amendment #2 was unanimously passed. The purpose of the District Policies Statements amendment #3 is to fold the Capital District Policies and Procedures for Conventions/Conferences into Section 9 Conventions Procedures to streamline the District s governing policies into a single document. When moved into the District Policy statements, the numbering/format will be adjusted to reflect that of the Policy Statements. (See section 19 of this Policy Code) Amendment #3 was unanimously passed. The purpose of District Policies Statements amendment #4 is to clarify what it means to be in good standing. 4

5 Governor-Elect Richar moved and Trustee Tyner seconded a motion to amend Section 4 Membership E, (1) (b) read The club has at least fifteen (15) members. The amendment was Trustee Hand moved and Trustee Lurie seconded a motion to amend Section 4 Membership E, (1) (c) to read Current with Monthly Reporting. The amendment Amendment #4 as amended was unanimously passed. The purpose of District Polices Statements amendment #5 specifies the use of the Division Election Conference Minutes Form as the means of certifying a Lieutenant Governor/Lieutenant Governor-Elect election and adds the form to the Policies as Appendix H. Amendment #5 was unanimously passed. The purpose of District Policies Statements amendment #6 is to make biennial background checks a requirement for all district officers, candidates for district offices, SLP district committee chairs and members and Kiwanians and non-members working on behalf of the district or attending overnight events with youth under age 18. It incorporates the requirement to the section for each officer. Trustee Hand moved and Trustee Thrush seconded an amendment to require the District to pay the cost of the Background Check. Therefore, Section 30 B (1) should read, Responsibility For Costs The District shall be responsible for the costs. The amendment Trustee Grubbs moved and Trustee Thrush seconded an amendment to delete everything after members) in Section 30 A. (2), and for all adults both Kiwanians and non members registered for, participating in, or staying overnight at any event organized by the district involving youth under age 18. Trustees Bell, Grubbs, Lurie, Poole, Rife, Thrush, Tyner, IPG Dudey, and Secretary Varner voted for the amendment and Trustee Hand and GE Richar voted against the amendment. Motion passed. Amendment #6 as amended was unanimously passed. District Committees Governor-elect Richar presented the Conventions and Meetings Committee report. The Conventions and Meetings Committee moved that the 2015 District Convention be held in Roanoke form April 10-12, GE Richar, Secretary Varner, IPG Dudey, Trustees Bell, Grubbs, Lurie, Poole, Rife and Tyner voted for the recommendation. Trustees Hand and Thrush abstained. The motion passed. Long Range Planning Committee requested a reimbursement for $ to cover mileage for Co-chairs Judy Pantelides and Smith for visits and presentations to the seven Regional Midwinter Conferences. Motion by Trustee Hand and seconded by Immediate Past Governor Dudey to approve reimbursement. Motion Motion by Governor-Elect Richar and seconded by Trustee Tyner to ratify the Governor s appointment of Penny McClellan-Siggins to be the 2013 District Convention Chair in Williamsburg. 5

6 The next edition of The Capital Kiwanian will be available the first of June. Edition one was well received but we still need to encourage our members to open and read it. ICON updates - To date we have 147 Kiwanians and 28 guests for a total of 175 who have registered to attend the convention in New Orleans. The district caucus will begin at 7:30 am in the hotel. Governor Wolff announced that he will be appointing a chair and committee to review and update, if needed, the regional organization. The biennial review was mandated in the reshaping initiative. In addition the committee will be asked to look at the divisions to determine their viability and structure. MNT campaign - PG Tyner gave an update on the campaign in the district. To date we have over $300,000 in hand with pledges for an additional $300,000. All 21 divisions and 80 of the 164 clubs have MNT representatives. Five divisions have 100% coverage. (5, 10, 14, 17, and 22) There are 5 model clubs, 2 major donors and 75 Zellers. Kiwanis International has collected 12.5 million dollars. The next meeting will August 24, 2012 at the Hyatt Regency Reston. The meeting was adjourned at 4:57 pm. 6