Untitled Document

Local
Members of the Waynesville Club are primarily from Waynesville, Lake Junaluska , Maggie Valley and Clyde . Average membership is 58 and average attendance at meetings is 28-32.

Elected Officers
Officers are elected in April or May and they take office on October 1. The officers include: President, President-Elect, Vice-President, and Treasurer. The Secretary is appointed by the President.

Board of Directors
The Board of Directors meets on the second Wednesday of each month and conducts most of the routine business of the club. Membership consists of all officers of the club and eight members elected at large. The at large members are elected for two year terms with four new members elected each year.

Division
The Waynesville Club is in Division 1 which includes all clubs in the western most counties of North Carolina . The clubs in this Division are: Asheville, North Buncombe-Weaverville, Franklin, and Waynesville.

District
The Carolinas District includes all of North and South Carolina . A District Governor presides over the District. There are 28 Divisions in the District each headed by a Lt. Governor.

Defining Statement : Kiwanis is a global organization of volunteers dedicated to changing the world one child and one community at a time.

To give primacy to the human and spiritual, rather than to the material values of life.
To encourage the daily living of the Golden Rule in all human relationships.
To promote the adoption and the application of higher social, business, and professional standards.
To develop, by precept and example, a more intelligent, aggressive, and serviceable citizenship.
To provide, through Kiwanis clubs, a practical means to form enduring friendships, to render altruistic service, and to build better communities.
To cooperate in creating and maintaining that sound public opinion and high idealism, which makes possible the increase of righteousness, justice, patriotism, and goodwill.

Dues
Dues are $43.50 per quarter or $174 for the year.
The Kiwanis year begins on October 1 and ends on September 30.
Dues are deposited into an "Administrative" account.
The distribution on the dues is as follows:

$92.00 for club administration
$20.00 for Carolinas District Dues
$62.00 to International
     $42.00 Dues
     $8.00 Magazine
     $12.00 Insurance
$174.00 Total

All other administrative expenses are paid from this account.

Projects
All money earned from our various projects is deposited into a “Projects” account. These funds supply money for the Grants Project. Money that will not be spent immediately is invested in several investment accounts until needed. NO monies raised by projects involving the public can be spent for administrative purposes.

Meals
Meals cost $13.00 each, payable to the Treasurer at each meeting you attend. If you write a check for payment of meals, it must be made payable to the Kiwanis Club of Waynesville.

The Pig

A “Pig” is circulated among the members during some meetings to collect money for special occasions. Participation is voluntary.

Attendance
Kiwanis encourages and expects members to attend the regular club meetings weekly and participates in other club sponsored activities as much as possible. Club members are encouraged to attend one (1) interclub a year and one (1) board meeting. These meetings, as well as participation in a sanctioned club activities, can be used as “make-ups” for missing the regular club meeting Attendance records are maintained by the Secretary. Some members have prefect attendance over several years.

Our Kiwanis Administrative Year The Annual Meeting of the Kiwanis Club of Waynesville shall be the second Tuesday in May. The principal item on the agenda for this meeting shall be the election of officers and directors for the ensuing year.

The installation of officers and directors shall be scheduled for the last week in September, if at all possible. The officers and directors assume their offices and responsibilities as of October 1st.

The newly elected President shall have appointed all of the committee chairs, the Club Secretary and any other appointments by not later than July 1st.

All committee chairs shall have there committee members appointed not later than July 15th.

Committees shall provide the Finance Committee with their budget requests by September 1st in accordance with the procedures listed in the Club's Financial Policies.

The Finance Committee shall provide a proposed Administrative Budget and Projects Budget to the Board of Directors by September 30th.

In accordance with the Club Bylaws, the budgets shall be approved by October 15th of the new administrative year.

Attendance of Members Members who miss five (5) consecutive meetings shall be subject to review by the Board.

Luncheon Tab For Guest Speakers The Club's administrative budget shall pay for a maximum of two (2) guest speakers without prior approval of the Board.

Community Survey Ideally, the Club shall conduct a community survey prior to the preparation of the annual Projects Budget.

From the results of this survey, as well as any other in-put from the Club, the selected projects shall be assigned to the appropriate committee to further research and prepare a budget line item request in accordance with the procedures listed in the Club's Financial Policies. This should be completed by the committee as a whole and not unilaterally by the chair.

Since not all projects can be anticipated in advance, and since specific line items cannot always be made by the budget deadline, the guidelines for “Expenditures Not Budgeted” in the Club's Financial Polices shall to be followed.

Projects Follow-Up Once the Board of Directors has approved a committee's project, the chair of the committee shall assign responsibilities to each member of the committee. The committee should meet regularly to assure that all parts of the project are proceeding on schedule. The chair shall provide the Board with a final report when the project is completed.

Monthly Reports The Secretary of the Club is required by Kiwanis International to submit a monthly report by the 10th of the following month. In order to complete this report, all committee chairs shall provide the secretary with a written or E-mail report by the 1st of the following month indicating the committee's activities, Kiwanis members involved, total man hours, funds expended and number of individuals served.

Santa Claus Suit The Club's Santa Claus suit is available for rental to “for-profit” organizations at a cost of $________ for a ______ day period. “Non-profit” organizations may use the suit for no cost. Both “for-profit” and “non-profit” organizations must have the suit dry-cleaned prior to returning it.

The Finance Committee There shall be a Finance Committee composed of the Vice President, Treasurer and three (3) members-at-large appointed by the President. The Vice President shall chair the committee.

Responsibilities of the Finance Committee The primary responsibility of the Finance Committee is to prepare the Club Administrative and Project Budgets for presentation to the Board for approval. The budgets shall be prepared based on the following procedures:

1. An orientation of all of the Committee Chairs (and any others who have budget requests – including the administrative section of the budget) to review policies and procedures as the first step in the annual budget making process.

2. The proposed budget is to be completed no later than September 30th for presentation to the Board of Directors. In accordance with the Club Bylaws, the budget shall be approved by October 15th of the new administrative year.

3. The approved budget shall be presented and explained to the membership at a regular weekly meeting.

4. The Finance Committee shall instruct the Treasurer to report the Club's financial situation at each regular monthly Board of Directors meeting.

6. A partial list of types of expenditures that should be designated as “Administrative” and “Projects” is included in a later section. Money received from the public, with few exceptions, should be used for projects.

7. The Finance Committee shall be responsible for the annual audit and filing of the IRS Form 990.

Requests For Projects Funding The purpose of policy is to clarify funding request procedures and to provide an orderly process by which the Board and its committees can make decisions about these requests.

1. The chair of each committee shall provide the Finance Committee with their budget requests not later than August 1st. To facilitate this, the incoming president must appoint all committee chairs by July 1st .

3. Funds requested by organizations shall not be used for administrative purposes: i.e. staff salaries, clerical assistance, utilities, rent, etc.

4. No line item in the budget is to be considered an automatic annual appropriation.

5. Funds that are approved in the budget for a specific project do not need to be approved again by the Board prior to requesting a check.

6. Budgeted funds may be requested by submitting a proper check requisition form.

7. Budgeted funds that are not requested during the current year will go back into undesignated funds to be considered in the following year's budget.

8. The Board or, at the direction of the Board, the Finance Committee shall have the authority to reduce the committees' budgets in the event that receipts do not meet budget expectations.

9. The Club should feel free to obtain the financial statement of any group or cause and to be assured that the assistance the Club gives is properly directed and accounted for.

Expenditures Not Budgeted Items not approved in the original budget shall be presented to the Board or, at the direction of the Board, the Finance Committee to make a recommendation for Board action.

Remember that expenditure of funds and projects undertaken in the name of the Kiwanis Club are statements of policy and should always be endorsed by the Board of Directors before any commitment is made or they are initiated. This applies even if there is no expenditure of funds required.

Restricted Funds The funds from the Scott Family Account shall only be used in accordance with the provisions set forth as a requirement of that donation.

The Edward Jones Account funds are only to be utilized for funding the Club's Scholarship Program.

District, International & Division Dues

Club Officer Expenses
Blueridger Expenses
Postage & Post Office Box
Annual Audit
Banquet & Party Expenses
Speaker Gifts
Speaker Lunches
Prospective Member's First Meal (if not paid by sponsors)
New Member Fees
Membership Supplies
Past President's Plaque
Member Reimbursement For Kiwanis Events (see separate policy)
Carwash Ticket Costs
Any Member Related Expenses (Misc)

Kiwanis International Foundation
Carolinas District Foundation
Member Recognition (Hixon, Hyatt, Burnette, Life Fellows, etc.)
All Project Committee Expenses
Flag Fundraiser Expenses
BBQ Fundraiser Expenses
Key Club Advisor Convention Expenses
Scholarships
Grants

All nominees for office in the Kiwanis Club of Waynesville shall be given a complete list of job responsibilities for the office for which they are nominated. They shall also be given a list of training classes, district and international meetings and conventions. The officers affected are strongly encouraged to attend these functions, represent the Club and vote in accordance with the directive of the Board of Directors. These meetings provide opportunities to improve your leadership skills, learn more about Kiwanis beyond our own club and to obtain new ideas that will benefit the Club in the future. The Club feels so strongly that these meetings provide valuable information, not only for the individuals but for the Club, that the Club provides funds to help with expenses. The Club realizes that the total cost of attending is not covered.

Club Leadership Training – registration, meals and travel up to $100 per member. In accordance with the Club Bylaws, the President- designate and Secretary-designate shall attend. Total commitment for the Club is $200 per year.

District Convention – registration, room, meals and travel up to $300 per delegate for three (3) delegates. In accordance with the Club Bylaws, the President and President Elect are to be two of the delegates with the third chosen by the Board of Directors. In the event that the President or President Elect cannot attend, the Board shall designate their replacements. Total commitment for the Club is $900 per year.

Midyear Conference – registration, room, meals and travel up to $300 per member for two (2) members. The Board shall designate those members. Total commitment for the Club is $600 per year.

For continental United States – registration, room, meals and travel up to $825 per delegate for two (2) delegates. In accordance with the Club Bylaws, the President and President-designate shall attend. In the event that the President or President-designate cannot attend, the Board shall designate their replacements. Total commitment for the Club is $1650.

For foreign countries, Hawaii and Alaska – same applies as for continental United States except per delegate reimbursement to be determined based on location, cost and funding available.

If the meeting and convention funds budgeted for a year are not spent in that year, they will be rolled over into the next budget year into meetings and conventions line items to be use to increase participation of members at meetings or increase the Club's share of expenses on an as needed basis (Board approval required).