DRAFT

Capital District Kiwanis International

August 8, 2015

2014-2015 Board of Trustees Minutes

Fredericksburg Virginia

Call to Order & Opening Governor Bell

Approval of Agenda Governor Bell

Recognition of Visitors Governor Bell

Approval of Minutes Governor Bell

April 10, 2015

June 25, 2015

House of Delegate

Treasurer’s Report Secretary-Treasurer Varner

CKI

Key Club

Kiwanis

International President’s Visit

Club Service Grants

ICON Dinner

Budget and Finance Committee Past Trustee Collins

Fall Key Leader Budget

A-V Equipment

Bylaws and Policies Committee Past Governor Wolff

Long Range Planning Past Lieutenant Governor Gardner

Formula Report Past Governor Richar

The Eliminate Project Past Governor Tyner

Lieutenant Governor Council Lieutenant Governor Conover

Ad Hoc Committee on Audio Visual Equipment Governor Bell

Additional Business Governor Bell

[The 2015-2016 Board of Trustees will meet 15 minutes after the meeting adjourns.]

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Capital District Kiwanis International

April 10, 2015

2014-2015 Board of Trustees Minutes

Roanoke Virginia

The meeting was called to order by Governor Bell at 10:00 am.

Members present: Governor Bell, Governor-Elect Heppner, Past Governor Zimmerman, Secretary-

Treasurer Varner, and Trustees Morin-Diehl, Morris, Rife, Sparkman, and Zapalowicz

Members absent: Trustee Wolff

Guests Present: Budget and Finance Chair Collins, Parliamentarian McCallum, Lieutenant Governor

Conover, and several other Past Governors and Lieutenant Governors.

The propose agenda was amended to add the visit of the Kiwanis International president, Key Club MNT

resolution and minutes, reimbursement for Key Leader Ambassador.

Trustee Morin-Diehl moved and Trustee Rife seconded a motion to accept the amended agenda.

The motion was approved unanimously.

Trustee Morin-Diehl moved and Trustee Morris seconded a motion to approve the January 31, 2015

Minutes

The motion was approved unanimously.

Trustee Morin-Diehl moved and Trustee Sparkman seconded a motion to approve the February 18, 2015

Teleconference Minutes.

The motion was approved unanimously.

Trustee Morin-Diehl moved and Trustee Rife seconded a motion to approve the March 8, 2015

Teleconference Minutes.

The motion was approved unanimously.

The Financial reports for March 31, 2015 are included in the Board Book.

Finance Committee Chair Collins reported that the Edward Jones statement for March showed a total

value of $627,840. The Committee requests budget from the District Committee Chairpersons s in order

to include them in the 2015-16 budget.

Secretary-Treasurer Varner provided an update on the Districts proposed amendment to the Kiwanis

International Bylaws to allow electronic voting for international officers and legislation. He also

reviewed the Eliminate resolution that would be presented to the House of Delegates on Saturday.

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Secretary-Treasurer Varner on behalf of the Bylaws and Policies Committee presented an amendment

to the District Policies, Section 5. Officers. Sub-section C. Lieutenant Governors as follows:

“(3) Visiting and Evaluation of Clubs. The Lieutenant Governor will visit each of the clubs in the Division a

minimum of three times and file the required reports in a timely manner. The three visits are a Contact

visit, Progress Visit, and a Board visit. The date of the visit and the form must be filled out completely.

Completed forms must be sent to the Capital District Secretary-Treasurer by the due date. Acceptance

of, and mileage reimbursements for, late visits and reports will be at the discretion of the Board of

Trustees.”

The motion was approved unanimously.

Trustee Morin-Diehl moved and Trustee Sparkman seconded a motion to reimburse the Key Club Key

Leader Liaison, Megan Anderson $182.00 for her registration to the 2015 Key Club DCON.

The motion was approved unanimously.

Secretary-Treasurer Varner made note of the Membership totals which show a growth of 161 since

October 1, 2014. Officers were reminded to work with clubs which showed a membership of less than

15.

Governor Elect Heppner moved and Trustee Morin-Diehl seconded a motion to allocate $18,000 for

service project grants to all clubs. The grant would be for up to 50% of the project cost not to exceed

$250 for all new service projects. The motion will be effective immediately.

The motion was approved unanimously.

2015 Club Leadership Conferences

Northern Towson University August 15, 2015

Southeastern William and Mary August 1, 2015

Southwestern Wytheville CC August 29, 2015

Lieutenant Governor Conover reported that the Lieutenant Governors were having a good year.

The Trustee reports are recorded in the Board Book.

Committee Reports (only 5 were submitted) are included in the Board Book.

Past Governor Richar reported that The Formula team is still recruiting members and there is the

prospect of a new club in eastern Henrico/Richmond.

Past Governor Tyner reported that the District had raised 2.2 million dollars which is 67% of our goal and

will save 1.2 million lives.

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Governor Bell reported that rather than being a separate booklet, the 100th Anniversary Book will be a

special edition of The Capital Kiwanian. Pictures are still being solicited of club, division, and region

events to be included.

Secretary-Treasurer Varner moved and Governor Elect Heppner seconded a motion to ratify the minutes

of the 2015 Capital District Key Club House of Delegates minutes and the resolution to continue to

support The Eliminate Project through 2020.

The motion was approved unanimously.

Trustee Morin-Diehl moved and Trustee Zapalowicz seconded a motion to allocate up to $6,600 in

unbudgeted funds for the visit of Kiwanis International President John Button in June.

The motion was approved unanimously.

Governor Bell adjourned the meeting at 12:05 pm.

The next meeting of the Board of Trustees will be Saturday, August 8, 2015 at the Fredericksburg

Hospitality House, Fredericksburg, VA.

Respectfully submitted,

Thomas A Varner

Secretary-Treasurer

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Capital District Kiwanis International April 11-12, 2015

House of Delegates

97th

Annual District Convention

Roanoke Virginia

The House of Delegates at the 97th Annual Capital District Convention was called to order by

Governor Brian Bell at 4:00 pm.

Credentials Committee Chair Past Governor Charles Adams gave the credentials report. 185

delegates representing 88 clubs of the 151 clubs in good standing which is 59.0% of the clubs in

good standing. In addition there were 35 delegates-at-large for a total of 220 delegates. A

quorum was present. The delegates unanimously approved the credentials report.

The delegates unanimously adopted the Standing Rules for the House of Delegates as published

in the convention program.

The delegates unanimously adopted the Orders of the Day.

The House of Delegates was closed by unanimous vote of the delegates.

Trustee John Morris moved the adoption of the revised Capital District Bylaws that had been

previously submitted to each club for their consideration. Secretary-Treasurer Thomas Varner

presented the Bylaws to the House by section. There was no discussion not objection.

The House of Delegates unanimously approved the Capital District Bylaws.

A copy of the Approved Bylaws will be attached to these minutes for transmission to Kiwanis

International.

Past International Trustee Peuler then read a resolution submitted by the Capital District Board

of Trustees to pledge the reminder of the district’s “fair share” to the Eliminate Project through

individual and club pledges between now and through the year 2020 (or whenever the goal is

met).

Trustee John Morris moved the adoption of the resolution that was read and also given to each

delegate in writing.

The House of Delegates unanimously approved the resolution.

Secretary/Treasurer Thomas Varner delivered the State of the District Address.

There being no further business, Governor Bell recessed the House of Delegates until Sunday,

April 12, 2015 at 7:30 am.

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Governor Bell reconvened the House of Delegates at 7:30 am on Sunday, August 26, 2012.

Credentials Committee Chair Past Governor Charles Adams gave the credentials report. 185

delegates representing 88 clubs of the 151 clubs in good standing which is 59.0% of the clubs in

good standing. In addition there were 35 delegates-at-large for a total of 220 delegates. A

quorum was present. The delegates unanimously approved the credentials report.

The House of Delegates was closed by unanimous vote of the House.

Secretary Varner announced that there was one candidate for the office of 2015-2016

Governor of the Capital District – David Alexander Spotswood Heppner of Kiwanis Club of

Lynchburg.

There being no other candidates, the nominations were closed and David Alexander Spotswood

Heppner was unanimously elected the 2015-2016 Governor for the Capital District by a vote of

acclimation.

Secretary/Treasurer Varner announced that there were two candidates for the office of 2015-

2016 Governor-Elect of the Capital District – Kelly Dee Boswell from the Kiwanis Club of Olney

and Kristina Marie Dlugozima from the Kiwanis Club of Tysons Corner-McLean.

President Brian Egger from the Kiwanis Club of Washington nominated Kelly Dee Boswell and

the candidate accepted the nomination.

President Nicole McDermott from the Kiwanis Club of Tysons Corner/McLean nominated Kristina

Marie Dlugozima and the candidate accepted the nomination.

There being no other candidates, the nominations were closed ballots were distributed to the

delegates. Kelly Dee Boswell was elected to serve as the Governor-Elect of the Capital District

for the 2015-2016 Kiwanis year.

International Trustee Jerry Peuler presented resolutions recognizing and thanking

Jackie and the District Convention Committee

Hotel Roanoke

Steve Siemens

Mayor David Bowers

Drs. Craig and Sharon Ramsey

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And memorials for:

Past Governor Terrell, October 15, 2014

Past Governor Davis, December 7, 2015

Craig Raimey

There being no other business to come before the body, without objection of the House,

Governor Bell adjourned the House of Delegates at 8:30 am.

Thomas A. Varner

Secretary-Treasurer

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Capital District Kiwanis Board of Trustees

Called Meeting 6-25-2015

Indianapolis IN

The meeting was called to order by Governor Bell at 8:15 am.

Members present: Governor Bell, Governor Elect Heppner, Secretary-Treasurer Varner,

Past Governor Zimmerman, Trustees, Morris, Rife, Wolff, and Zapalowicz

Members absent: Trustees Morin-Diehl and Sparkman

The purpose of the meeting was to approve the DLC budgets.

Trustee Wolff moved and Trustee Morris seconded a motion to approve the three budgets as presented.

The Board eliminated monies from the Southwest budget for travel for members of the district.

The Board approved the three budgets.

The meeting was adjourned at 9:00 am.

Thomas A Varner

Secretary-Treasurer

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Jul 31, 15

ASSETSCurrent Assets

Checking/Savings110 · Capital District Circle K 15,598.78120 · Capital District Cirlce K 17,290.03

Total Checking/Savings 32,888.81

Total Current Assets 32,888.81

TOTAL ASSETS 32,888.81

LIABILITIES & EQUITYEquity

32000 · Net Asset Value 35,450.36Net Income -2,561.55

Total Equity 32,888.81

TOTAL LIABILITIES & EQUITY 32,888.81

6:02 PM Capital District Circle K08/02/15 Balance SheetAccrual Basis As of July 31, 2015

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Oct '14 - Jul 15 Budget $ Over Budget

Income500 · Income

505 · Membership Dues 7,330.00 8,000.00 -670.00510 · CDKF Subsidy 0.00 5,000.00 -5,000.00520 · Interest on Savings 31.65 30.00 1.65525 · Youth Outreach Program 75.00 600.00 -525.00529 · FMR District Susidy 2,200.00 2,200.00 0.00530 · Fall Membership Rally Regist 3,662.00 3,475.00 187.00531 · Total K Day Registration 0.00 200.00 -200.00536 · District Converntion Prog Ads 1,075.00 2,500.00 -1,425.00537 · District Convention Registation 28,737.90 18,015.00 10,722.90538 · International Conv Tour Reg 0.00 500.00 -500.00545 · Spring Officer Training 3,818.17 4,800.00 -981.83585 · Miscellaneous Fundraising 25.00 300.00 -275.00595 · CKI Store 67.00

Total 500 · Income 47,021.72 45,620.00 1,401.72

Total Income 47,021.72 45,620.00 1,401.72

Expense600 · CDKF Expenses

605 · GATC Travel for Governor 257.20 350.00 -92.80620 · ICON Registration-Board/OTIC 2,250.00 2,150.00 100.00625 · ICON Lodginh for Board 2,509.45 2,150.00 359.45627 · ICON Travel for Governor 0.00 350.00 -350.00

Total 600 · CDKF Expenses 5,016.65 5,000.00 16.65

650 · Administrative Expenses Oct-Mar651 · Governor 487.00 450.00 37.00652 · Secretary -Treasurer 0.00 50.00 -50.00653 · Editor 0.00 50.00 -50.00654 · LTG - Battlefield 75.00 75.00 0.00655 · LTG - Foothills 95.00 300.00 -205.00656 · LTG- Potomac 258.00 75.00 183.00657 · LTG - NOVA 0.00 100.00 -100.00658 · LTG - Susquehanna 0.00 110.00 -110.00659 · LTG - Tidewater 64.50 100.00 -35.50660 · LTG - Metro Richmond 0.00 100.00 -100.00661 · LTG - Presidential 86.00 250.00 -164.00662 · Club Building/Revialization Com 70.00 20.00 50.00663 · Conference/Convention Com 50.00 50.00 0.00664 · K-Family Com 17.00 20.00 -3.00665 · Laws, Rgulations & Awards 0.00 20.00 -20.00666 · Membership Dev/Educ Com 0.00 20.00 -20.00668 · Service Com 0.00 20.00 -20.00670 · Long Range Planning Com 0.00 20.00 -20.00671 · Public Relations Com 0.00 20.00 -20.00

Total 650 · Administrative Expenses Oct-Mar 1,202.50 1,850.00 -647.50

675 · Adminstrative Expenses Apr-Sep676 · Governor 0.00 200.00 -200.00677 · Secretary-Treasurer 0.00 75.00 -75.00678 · Editor 0.00 75.00 -75.00679 · LTG - Battlefield 0.00 75.00 -75.00680 · LTG - Foothills 0.00 95.00 -95.00681 · LTG - Potomac 0.00 75.00 -75.00682 · LTG - Presidential 0.00 95.00 -95.00683 · LTG - NOVA 0.00 75.00 -75.00684 · LTG - Susquehanna 0.00 95.00 -95.00685 · LTG - Tidewater 0.00 75.00 -75.00686 · LTG - Metro-Richmond 0.00 75.00 -75.00689 · K-Family Com 0.00 20.00 -20.00694 · Technology Com 70.00 100.00 -30.00

Total 675 · Adminstrative Expenses Apr-Sep 70.00 1,130.00 -1,060.00

6:03 PM Capital District Circle K08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Oct '14 - Jul 15 Budget $ Over Budget

700 · Fall Membership Rally701 · Camp Lodging 4,055.51 4,000.00 55.51702 · Camp Meals 977.33 775.00 202.33704 · Supplies/Decorations 213.18 100.00 113.18705 · Souvenir T-Shirts 756.56 800.00 -43.44

Total 700 · Fall Membership Rally 6,002.58 5,675.00 327.58

710 · District Convention714 · Paid Meals 0.00 17,250.00 -17,250.00715 · Registration Materials 262.30 200.00 62.30716 · Convention T-Shirts 1,109.03 375.00 734.03717 · Registration Packet Printing 0.00 140.00 -140.00719 · Conventions Program Printing 566.19 450.00 116.19720 · Decorations 423.57 200.00 223.57721 · Awards 925.00 1,000.00 -75.00722 · Registration (Badges & Ribbons) 0.00 100.00 -100.00723 · Board Pins and Certificates 194.32 50.00 144.32724 · Governor's Reception 0.00 400.00 -400.00725 · Workshop Materials and Gifts 0.00 150.00 -150.00726 · Keynote Speaker Fees 200.00 200.00 0.00727 · CKI Store 1,022.64710 · District Convention - Other 25,143.02

Total 710 · District Convention 29,846.07 20,515.00 9,331.07

729 · Spring Officer Tng Conf731 · Food & Beverage 0.00 2,350.00 -2,350.00732 · Hotel Accomodations 3,961.25 2,250.00 1,711.25733 · Printing/Copying 269.49 200.00 69.49734 · Supplies/Decorations 5.29

Total 729 · Spring Officer Tng Conf 4,236.03 4,800.00 -563.97

739 · International Convention Tour740 · Convention Registraton 5.30 850.00 -844.70742 · Hotel Accomodations 0.00 850.00 -850.00743 · Spirit Pack 167.73 500.00 -332.27

Total 739 · International Convention Tour 173.03 2,200.00 -2,026.97

749 · District Board Expenses610 · District Officer Traning Conf 123.33 500.00 -376.67750 · District Officer Badges & Pins 139.91 150.00 -10.09751 · Board Meeting Lodging 94.96 350.00 -255.04752 · Board Meeing Supplies 63.61 200.00 -136.39753 · Board Meeting Meals 478.57 400.00 78.57754 · Dsitrict Board Shirts 527.64 400.00 127.64

Total 749 · District Board Expenses 1,428.02 2,000.00 -571.98

759 · Mandatory Expenses760 · Web site Hosting Service 98.00 100.00 -2.00761 · 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 199.95 200.00 -0.05

Total 759 · Mandatory Expenses 597.95 1,750.00 -1,152.05

769 · Other Expenses615 · CKI Leadership Acad Scholarship 0.00 250.00 -250.00771 · Tomorrow Fund Donation 250.00773 · Miscellaneous Exenses 760.44 250.00 510.44

Total 769 · Other Expenses 1,010.44 500.00 510.44

6:03 PM Capital District Circle K08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Oct '14 - Jul 15 Budget $ Over Budget

779 · Total K Day781 · Food & Beverage 0.00 125.00 -125.00783 · Printing/Copying 0.00 25.00 -25.00784 · Supplies/Decorations 0.00 50.00 -50.00

Total 779 · Total K Day 0.00 200.00 -200.00

Total Expense 49,583.27 45,620.00 3,963.27

Net Income -2,561.55 0.00 -2,561.55

6:03 PM Capital District Circle K08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Jul 31, 15

ASSETSCurrent Assets

Checking/Savings4010 · Capital District Key Club 94,436.794020 · Captial District Key Club 102,164.85

Total Checking/Savings 196,601.64

Total Current Assets 196,601.64

TOTAL ASSETS 196,601.64

LIABILITIES & EQUITYEquity

32000 · Net Asset Value 156,983.89Net Income 39,617.75

Total Equity 196,601.64

TOTAL LIABILITIES & EQUITY 196,601.64

5:55 PM Capital District Key Club08/02/15 Balance SheetAccrual Basis As of July 31, 2015

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Oct '14 - Jul 15 Budget $ Over Budget

Income5000 · Income

5050 · Membership Dues 63,314.00 68,000.00 -4,686.005200 · Savings Account Interest 152.71 250.00 -97.295330 · International Convention 38,739.50 40,000.00 -1,260.505390 · District Project 19,173.48 6,500.00 12,673.485500 · DCON Registration 187,799.31 195,000.00 -7,200.695550 · Fall Rally 11,760.00 17,000.00 -5,240.005700 · Miscellaneous 1,030.00

Total 5000 · Income 321,969.00 326,750.00 -4,781.00

Total Income 321,969.00 326,750.00 -4,781.00

Expense6000 · Conferences & Training

6010 · Governor's International Tng 419.22 900.00 -480.786020 · International Leadership Tng 41,547.23 44,000.00 -2,452.776060 · Spring Leadership Conference 749.09 5,000.00 -4,250.916070 · February Leadership Conf 1,892.71 4,000.00 -2,107.296080 · Fall Leadership Conf 4,297.31 5,500.00 -1,202.696090 · Fall Training Rally 11,954.22 16,000.00 -4,045.786095 · Other Leadership Conferences 1,545.51 2,500.00 -954.49

Total 6000 · Conferences & Training 62,405.29 77,900.00 -15,494.71

6100 · Officers Expenses Sep - Mar6102 · Governor 298.676118 · LTG Div 4A 78.996154 · LTG Div 20A 43.166156 · LTG Div 20B 43.166100 · Officers Expenses Sep - Mar - Other 0.00 3,200.00 -3,200.00

Total 6100 · Officers Expenses Sep - Mar 463.98 3,200.00 -2,736.02

6200 · Officers Expenses Apr-Sep 0.00 3,200.00 -3,200.007000 · General Expenses

7005 · Capital Key 0.00 200.00 -200.007010 · Postage & Delivery 92.28 400.00 -307.727015 · Printing 149.36 500.00 -350.647020 · Supplies 89.13 600.00 -510.877025 · Training Supplies 758.29 700.00 58.297030 · District Project 18,740.17 7,000.00 11,740.177035 · District Website 0.00 500.00 -500.007037 · Governor's Project 356.00 0.00 356.007040 · Badges & Board Shirts 419.84 2,000.00 -1,580.167045 · District Leadership Conference 557.14 1,500.00 -942.867050 · Miscellaneous Expenses 1,537.49 2,350.00 -812.517055 · Board Meeting Transportatiion 0.00 1,500.00 -1,500.007060 · Zone Adminstrator Expenses 0.00 1,500.00 -1,500.007065 · Audit of Books 400.00 400.00 0.00

Total 7000 · General Expenses 23,099.70 19,150.00 3,949.70

7500 · District Convention7502 · Postage 0.00 600.00 -600.007504 · Printing 134.16 600.00 -465.847506 · Name Tag, Ribbons, etc. 565.35 700.00 -134.657508 · Office Supplies 606.46 700.00 -93.547510 · Program Printing 1,679.67 2,000.00 -320.337514 · Motivational Speaker 3,000.00 3,500.00 -500.007516 · Cotracted Music 1,025.00 1,000.00 25.007518 · Audio Visual Equipment 7,771.30 10,500.00 -2,728.707520 · Awards & Trophies 2,050.66 4,000.00 -1,949.347522 · Souveniers 13,186.77 14,700.00 -1,513.237524 · 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 7,458.73 7,000.00 458.737530 · Board & Guest Meals 4,895.75 6,000.00 -1,104.257532 · ConventionBanquet 36,459.68 40,000.00 -3,540.32

5:57 PM Capital District Key Club08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Oct '14 - Jul 15 Budget $ Over Budget

7534 · Convention Breakfast 30,253.57 35,000.00 -4,746.437536 · Advisor Luncheon 905.24 3,000.00 -2,094.767542 · Misc General Expenses 873.72 2,500.00 -1,626.287544 · Vehicles 204.64 500.00 -295.367546 · Hotel 85,311.58 88,000.00 -2,688.42

Total 7500 · District Convention 196,382.28 223,300.00 -26,917.72

Total Expense 282,351.25 326,750.00 -44,398.75

Net Income 39,617.75 0.00 39,617.75

5:57 PM Capital District Key Club08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Jul 31, 15

ASSETSCurrent Assets

Checking/Savings1000 · BB&T Bank

1010 · Capital Dsitrict Kiwanis Intern 7,776.901020 · Capital District Kiwanis Intern 57,347.39

Total 1000 · BB&T Bank 65,124.29

Total Checking/Savings 65,124.29

Total Current Assets 65,124.29

Other Assets18000 · Edward Jones Account 527,325.94

Total Other Assets 527,325.94

TOTAL ASSETS 592,450.23

LIABILITIES & EQUITYEquity

32000 · Unrestricted Net Assets 593,259.69Net Income -809.46

Total Equity 592,450.23

TOTAL LIABILITIES & EQUITY 592,450.23

5:52 PM Capital District Kiwanis International08/02/15 Balance SheetAccrual Basis As of July 31, 2015

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Oct '14 - Jul 15 Budget $ Over Budget

Income4000 · Income

4400 · Membership Dues 156,512.00 163,000.00 -6,488.004450 · Money Market Interest 104.68 100.00 4.684470 · KIF Funds 3,131.00 1,500.00 1,631.004480 · 2013 DCON -245.004500 · Club Leadership Conferences

4515 · Nothern CLC 200.004525 · Southeast CLC 775.004500 · Club Leadership Conferences - Other 1,292.65 18,000.00 -16,707.35

Total 4500 · Club Leadership Conferences 2,267.65 18,000.00 -15,732.35

4600 · District Conventions4605 · Meal Packages 38,507.87 20,383.00 18,124.874606 · A La Carte Meals 4,966.00 7,236.00 -2,270.004610 · Late Registrations 0.00 500.00 -500.004615 · Past Governor Luncheon 1.00 375.00 -374.004620 · Leadership Luncheon 1,165.00 1,500.00 -335.004623 · Speak Easy-Friday Night 0.00 11,250.00 -11,250.004625 · Friday Night Activity 100.004650 · Program Advertisements 900.00 1,500.00 -600.004652 · Commercial Exhibits 100.004675 · Capital Dsitrict 367.094690 · Rebate to Master Account 0.00 970.10 -970.10

Total 4600 · District Conventions 46,106.96 43,714.10 2,392.86

4700 · Other Events4720 · International Convention Dinner 4,520.654725 · ICON Shirts 4,946.054760 · Eliminate Ties 515.204770 · Miscellaneous Inocme 477.004775 · Button Visit 1,188.004780 · Key Leader Scholarships 13,715.004795 · KI PG ICON Dinner 4,023.47

Total 4700 · Other Events 29,385.37

4800 · 2012-13 Income 300.00

Total 4000 · Income 237,562.66 226,314.10 11,248.56

Total Income 237,562.66 226,314.10 11,248.56

Expense5000 · Expenses

5100 · Travel & Administration5105 · District Governor 3,620.75 5,000.00 -1,379.255110 · District Governor-Elect 2,559.82 3,000.00 -440.185115 · District Secretary/Treasurer 2,787.08 3,500.00 -712.925120 · Immediate Past Governor 1,672.10 2,000.00 -327.905125 · Chesapeake Bay Trustee 542.40 800.00 -257.605135 · Heart of Virginia Trustee 635.60 800.00 -164.405140 · Mason Dixson Trustee 208.00 800.00 -592.005145 · National Capital Trustee 48.00 800.00 -752.005150 · Southeast Virginia Trustee 96.00 800.00 -704.005160 · Southwest Virginia Trustee 742.54 800.00 -57.465162 · Division 1 Lieutenant Governor 1,405.605164 · Division 2 Lieutenant Governor 524.405166 · Division 3 Lieutenant Governor 1,335.205170 · Division 5 Lieutenant Governor 916.005171 · Division 6 Lieutenant Governor 270.405172 · Division 7 Lieutenant Governor 732.005173 · Division 8 Lieutenant Governor 45.605174 · Division 9 Lieutenant Governor 555.205176 · Division 10 Lieutenant Governor 333.605178 · Division 11 Lieutenant Governor 445.205180 · Division 12 Lieutenant Governor 1,123.205182 · Division 13 Lieutenant Governor 202.88

5:50 PM Capital District Kiwanis International08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Oct '14 - Jul 15 Budget $ Over Budget

5184 · Division 14 Lieutenant Governor 445.205185 · Division 15 Lieutenant Governor 885.605186 · Division 16 Lieutenant Governor 397.205187 · Division 17 Lieutenant Governor 564.005199 · Travel & Administration Other 0.00 8,500.00 -8,500.00

Total 5100 · Travel & Administration 23,093.57 26,800.00 -3,706.43

5200 · Club Leadership Conferences5215 · Northern CLC 1,200.005225 · Southeast CLC 2,361.005200 · Club Leadership Conferences - Other 0.00 18,000.00 -18,000.00

Total 5200 · Club Leadership Conferences 3,561.00 18,000.00 -14,439.00

5300 · District Convention - General5303 · Past Governor's Lunch 0.00 330.00 -330.005304 · Leadership Lunch 0.00 1,320.00 -1,320.005309 · Friday Night Activity 4,650.73 11,250.00 -6,599.275310 · Meals 27,997.90 23,916.00 4,081.905321 · Governor's Reception 0.00 90.00 -90.005327 · VIP Rooms 3,081.82 4,394.00 -1,312.185330 · VIP Meals 0.00 1,152.00 -1,152.005331 · Speaker Meals 0.00 60.00 -60.005333 · Programs/Tickets 1,696.61 1,500.00 196.615334 · Registration Supplies 568.98 500.00 68.985335 · Convention Totes 1,656.095336 · Signs, Banners, & Tent Cards 135.84 600.00 -464.165339 · Photocopying 0.00 350.00 -350.005345 · Postage & Supplies 250.12 300.00 -49.885348 · Flowers 400.97 400.00 0.975352 · Band for Friday Evening 250.005354 · Color Guard Honorarium 0.00 250.00 -250.005355 · Luncheon Speaker Honorarium 593.705356 · Governor's Banquet Entertainmen 0.00 600.00 -600.005357 · Audio/Visual 334.84 3,000.00 -2,665.165360 · Hospitality Room 0.00 500.00 -500.005363 · Publicity 0.00 500.00 -500.005364 · Telephone, Internet, Pay 0.00 300.00 -300.005365 · P O Box 0.00 50.00 -50.005366 · Fund Raiser Expenses 232.745367 · Domain Reg Website Hosting 0.00 175.00 -175.005369 · Trustee and Governor Gifts 0.00 175.00 -175.005370 · Speakers Fees 2,045.50 1,000.00 1,045.505385 · Donation to Eliminate 6,450.005391 · Transition Team Lunch 0.00 330.00 -330.005395 · Tours 1,128.005399 · Reserve 62.30 2,500.00 -2,437.70

Total 5300 · District Convention - General 51,536.14 55,542.00 -4,005.86

5400 · District Conv - Officer Stipend5405 · Chesapeake Bay Trustee 500.00 500.00 0.005415 · Heart of Virginia Trustee 0.00 500.00 -500.005420 · Mason Dixon Trustee 500.00 500.00 0.005430 · National Captital Trustee 0.00 500.00 -500.005435 · Southeast VirginiaTrustee 500.00 500.00 0.005440 · Southwest Virginia Trustee 500.00 500.00 0.005445 · Division 1 Lieutenant Governor 400.00 400.00 0.005450 · Division 2 Lieutenant Governor 400.00 400.00 0.005455 · Division 3 Lieutenant Governor 400.00 400.00 0.005460 · Division 4 Lieutenant Governor 0.00 400.00 -400.005465 · Division 5 Lieutenant Governor 400.00 400.00 0.005467 · Divsion 6 Lieutenant Governor 400.005470 · Division 8 Lieutenant Governor 400.00 400.00 0.005475 · Division 9 Lieutenant Governor 800.00 400.00 400.005480 · Division 10 Lieutenant Governor 400.00 400.00 0.005485 · Division 11 Lieutenant Governor 400.00 400.00 0.005490 · Division 12 Lieutenant Governor 400.00 400.00 0.00

5:50 PM Capital District Kiwanis International08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Oct '14 - Jul 15 Budget $ Over Budget

5495 · Division 13 Lieutenant Governor 400.00 400.00 0.005500 · Division 14 Lieutenant Governor 400.00 400.00 0.005505 · Division 15 Lieutenant Governor 400.00 400.00 0.005510 · Division 16 Lieutenant Governor 0.00 400.00 -400.005515 · Division 17 Lieutenant Governor 400.00 400.00 0.005550 · Division 1 LTG Designate 400.00 400.00 0.005555 · Division 2 LTG Designate 0.00 400.00 -400.005560 · Division 3 LTG Designate 400.00 400.00 0.005565 · Division 4 LTG Designate 400.00 400.00 0.005570 · Division 5 LTG Designate 400.00 400.00 0.005572 · Division 6 LTG Designate 400.00 400.00 0.005573 · Division 7 LTG Designate 0.00 400.00 -400.005575 · Division 8 LTG Designate 400.00 400.00 0.005580 · Division 9 LTG Designate 400.00 400.00 0.005585 · Division 10 LTG Designate 0.00 400.00 -400.005590 · Division 11 LTG Designate 0.00 400.00 -400.005595 · Division 12 LTG Designate 0.00 400.00 -400.005600 · Division 13 LTG Designate 400.00 400.00 0.005605 · Division 14 LTG Designate 0.00 400.00 -400.005610 · Division 15 LTG Designate 388.60 400.00 -11.405615 · Division 16 LTG Designate 0.00 400.00 -400.005620 · Division 17 LTG Designate 400.00 400.00 0.005655 · Southeast Virginia 345.00 400.00 -55.005660 · Southwest Virginia 400.00 400.00 0.005666 · DCON Mileage Pool 3,759.37 8,500.00 -4,740.63

Total 5400 · District Conv - Officer Stipend 16,492.97 25,100.00 -8,607.03

5700 · Int Con Officer Stipend5705 · District Governor 600.00 600.00 0.005710 · District Governor Elect 1,400.00 1,400.00 0.005715 · District Secretary Treasurer 1,029.60 1,400.00 -370.405720 · Immediate Past Governor 1,400.00 1,400.00 0.005735 · Heart of Virginia Trustee 500.005740 · Mason Dixon Trustee 800.005750 · National Capital Trustee 575.005755 · Southeast Virginia Trustee 800.005760 · Southwest Virginia Trustee 800.005765 · Division 1 LTG Designate 800.005775 · Division 3 LTG Designate 1,600.005786 · Divsion 6 LTG Designate 800.005795 · Division 9 LTG Designate 800.005799 · ICON Other Office Stipend 0.00 18,400.00 -18,400.005805 · Division 11 LTG Designate 800.005815 · Division 13 LTG Designate 800.005825 · Division 15 LTG Designate 800.005700 · Int Con Officer Stipend - Other 0.00 18,400.00 -18,400.00

Total 5700 · Int Con Officer Stipend 14,304.60 41,600.00 -27,295.40

5900 · Other District Events5905 · Leadership Team Education Conf 10,939.00 10,000.00 939.005910 · International Convention Dinner 4,357.565925 · 2014 K-Family Weekend 8,617.37 9,600.00 -982.635950 · Int Pres Visit 8,349.045980 · Key Leader Pilot 1,850.005995 · Club Service Grants 4,750.00

Total 5900 · Other District Events 38,862.97 19,600.00 19,262.97

5:50 PM Capital District Kiwanis International08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Oct '14 - Jul 15 Budget $ Over Budget

6000 · Service Leadership Programs6005 · Aktion Club 0.00 1,110.00 -1,110.006010 · Builders Club 0.00 1,900.00 -1,900.006015 · Circle K International 4,390.41 4,540.00 -149.596020 · Kiwanis Kids 0.00 2,200.00 -2,200.006025 · Key Club Intenational 0.00 1,000.00 -1,000.006030 · Key Leader 5,171.55 2,500.00 2,671.556032 · Key Leader Scholarhips 5,155.006034 · SLP Matching Scholarhips 5,000.00 5,000.00 0.006040 · SLP Conf Travel (+Gov-Elect) 0.00 800.00 -800.00

Total 6000 · Service Leadership Programs 19,716.96 19,050.00 666.96

6100 · District Committees6115 · Budget and Finance 1,092.576120 · Youth Protection Manager 348.00 1,500.00 -1,152.006125 · Club Growth 0.00 600.00 -600.006130 · Public Relation 587.09 1,000.00 -412.916150 · Kiwanis Education 503.81 1,500.00 -996.196160 · New Club Building 59.94 1,000.00 -940.066175 · Children & Youth 10.13 400.00 -389.876195 · Membership 0.00 1,250.00 -1,250.00

Total 6100 · District Committees 2,601.54 7,250.00 -4,648.46

6200 · Staff Expenses6205 · District Sec/Treas Contract 25,000.00 30,000.00 -5,000.006215 · The Capital Builder Editor 7,000.00 6,000.00 1,000.006220 · The Capital Kiwanian Designer 7,000.00 6,000.00 1,000.00

Total 6200 · Staff Expenses 39,000.00 42,000.00 -3,000.00

6300 · General Expenses6305 · Awards & Trophies 711.27 800.00 -88.736310 · Pins & Certifcates 0.00 700.00 -700.006315 · Director & Office Insurance 363.00 800.00 -437.006320 · Annual Audit of Books 600.00 800.00 -200.006325 · Hosting of Intl. Trustee 0.00 500.00 -500.006335 · Office Supplies 1,189.88 1,000.00 189.886340 · Telephone/Internet 2,533.40 2,600.00 -66.606345 · Postage & Postate Meter 593.61 750.00 -156.396350 · Bonding of Sec/Treas 0.00 600.00 -600.006355 · Interantional Candidate Support 306.40 2,000.00 -1,693.606356 · ICON Promotion 0.00 300.00 -300.006360 · Eliminate Ties 15.156370 · Bank Fees 46.49 200.00 -153.516380 · Board Meeting Expenses 1,368.23 2,500.00 -1,131.776385 · Background Checks 313.00 1,000.00 -687.006396 · Internet Applications 606.54 1,300.00 -693.46

Total 6300 · General Expenses 8,646.97 15,850.00 -7,203.03

6500 · Miscellaneous Expenses6515 · ICON Shirts 5,127.856520 · KI PG ICON Dinner 4,091.986500 · Miscellaneous Expenses - Other 8,828.19

Total 6500 · Miscellaneous Expenses 18,048.02

Total 5000 · Expenses 235,864.74 270,792.00 -34,927.26

8100 · 2013-2914 Expenses8105 · 2014 DCON Expenses 2,507.38

Total 8100 · 2013-2914 Expenses 2,507.38

Total Expense 238,372.12 270,792.00 -32,419.88

Net Income -809.46 -44,477.90 43,668.44

5:50 PM Capital District Kiwanis International08/02/15 Profit & Loss Budget vs. ActualAccrual Basis October 2014 through July 2015

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Budget and Finance Committee

July 18, 2015

Fredericksburg Hospitality House

2014-2015 Board of Trustees

1. The committee recommended that the 2016 DCON Budget be approved as amended.

2. The committee recommended that the attached West River Key Leader budget be approved.

2015-2016 Board of Trustees

3. The committee recommended that the 2015-2016 Key Club budget be approved as submitted.

4. The committee recommended that the 2015-2016 CKI budget be approved as submitted.

5. The committee recommended that the 2015-2016 Kiwanis budget be approved as amended.

This includes funds to purchase AV equipment for the CKI, Key Club, and Kiwanis DCON’s. 10

projectors, 10 screens, and storage boxes will be purchased. This equipment will only be used at the

DCON’s.

The committee did not recommend the purchase of AV equipment for the general sessions as

the cost for purchase, maintenance, and storage would exceed the cost to rent the equipment for the

three sessions each year.

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A B C D E F G H I J K L M N

Qty Unit Total

Package Income 185 160.00$ 29,600.00$ Meals Qty Unit Total

Friday Casino Leadership Lunch Friday 60 $23.00 1,380.00$

Saturday Breakfast Saturday Breakfast (3) 224 $20.00 4,480.00$

Saturday Lunch Saturday Lunch (3) 296 $23.00 6,808.00$

Saturday Banquet Saturday Banquet (3) 225 $38.00 8,550.00$

Sunday Breakfast Sunday Breakfast (3) 224 $20.00 4,480.00$

Total Meals - Package 29,600.00$ Governor's Reception - Bartenders (3) 2 $45.00 90.00$

Total Meals 25,788.00$

Registration Income Qty Unit Total

Kiwanians - Late Fees 10 25.00$ 250.00$

Guests - Late Fees 10 25.00$ 250.00$ Other Qty Unit Total

SLP Members (30) + VIPs (13) 43 -$ -$ Friday Casino (Equipment & Labor) 3,000.00$

Friday Casino 40 50.00$ 2,000.00$ VIP Rooms (1) - 12 x 3 nites each 36 122.08$ 4,394.88$

Leadership Lunceheons 60 25.00$ 1,500.00$ VIP Meals (3) 12 124.00$ 1,488.00$

Saturday Breakfast - A la Carte (2) 39 28.00$ 1,092.00$ Speaker Meals (3) 3 20.00$ 60.00$

Saturday Lunch - A la Carte (2) 111 31.00$ 3,441.00$ SLP Meals (3) 10 20.00$ 200.00$

Saturday Banquet - A la Carte (2) 40 50.00$ 2,000.00$ Registration Supplies--Badges,Holder,Ribbons/Tickets 500.00$

Sunday Breakfast - A la Carte (2) 39 28.00$ 1,092.00$ Program 1,500.00$

Total Registration Income 11,625.00$ Signs, Banners and Tent Cards 600.00$

Photocopying 350.00$

Other Qty Unit Total Souvenirs 500.00$

Program Advertisements-Pages 13 $50.00 650.00$ Governor's Banquet Entertainment 600.00$

Program Advertisements-Premium 3 $200.00 600.00$ Flowers 400.00$

Program Advertisements-Sponsors 1 $100.00 100.00$ Postage and Supplies 300.00$

Program Advertisements-Sponsors 2 75 150.00$ Casino Night Donation 11,250.00$

Commercial Exhibits 2 $100.00 200.00$ Color Guard Honorarium 250.00$

Complimentary Sleeping Rooms(1) 3 -$ Telephone/Internet/PayPal Fees 300.00$

Sleeping Room Rebate to Master Account(1) 8.9 $109.00 970.10$ Audio Visual 2,000.00$

Total Other Income 2,670.10$ Publicity 500.00$

Governor & Spouse/International Counselor Gift 175.00$

Post Office Box 50.00$

Total Income 43,895.10$ Domain Registration and Website Hosting 175.00$

Speakers Fees 1,000.00$

Hospitality Suite Contents 500.00$

Summary Total Income $43,895.10 Total Other Expenses 30,092.88$

Total Expenses $55,880.88

Expected Profit -$11,985.78 Total Expenses 55,880.88$

Income Expense

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Miscelleaneous Income and Expenses

ICON

Dinner

ICON

Shirts Button Visit

Income 4,520.65 4,946.05 1,188.00

Expenses 4091.98 5127.85 8394.04

428.67$ (181.80)$ (7,206.04)$

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Division Club Name Club Key Grant DateLTG

Approval

Trustee

Approval

Check

Number

Check

Date Amount

Completion

Acceptance

K0302 Fairfax K04592 6/15/2015 X X 11238 6/18/2015 250.00$

K0303 La Plata K16691 7/2/2015 X X 11259 7/2/2015 250.00$

1 K0303 Leisure World, Silver Spring K06223 7/7/2015 X X 11320 7/29/2015 250.00$

2 K0303 Waldorf K09782 7/7/2015 X X 11269 7/7.2015 250.00$

3 K0309 Alleghany Highlands K01092 7/13/2015 X X 11277 7-15-205 250.00$

4 K0309 Charlottesville K00733 7/13/2015 X X 11278 7-15-205 250.00$

5 K0311 Midlothian K13086 7/24/2015 X X 11319 7/28/2015 250.00$

6 K0312 Tabb K16828 6/8/2015 X X 11237 6/18/2015 250.00$

7 K0313 Downtown Hampton K17790 6/8/2015 X X 11238 6/18/2015 250.00$

8 K0314 Chesapeake K01698 6/8/2015 X X 11245 6/18/2015 250.00$

9 K0314 Churchland, Portsmouth K07460 6/8/2015 X X 11243 6/18/2015 250.00$

10 K0314 Great Bridge-Chesapeake K11467 6/8/2015 X X 11240 6/18/2015 250.00$

11 K0314 Ocean View Beach, Norfolk K07526 6/8/2015 X X 11242 6/18/2015 250.00$

12 K0314 Portsmouth K00195 6/8/2015 X X 11244 6/18/2015 250.00$

13 K0314 Virginia Beach K04356 7/22/2015 X X 11316 7/22/2015 250.00$

14 K0315 Lynchburg K00196 7/1/2015 X X 11257 7/1/2015 250.00$

4,000.00$

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August1,2015AdditionalClarificationofReimbursementPoliciesforDistrictOfficersRecommendedbyunanimousvoteoftheBylawsandPoliciesCommitteeonAugust6,2015Proposal:AmendSection15–Finances,SubsectionC.Reimbursementasfollows:(2)DistrictTrustee.DistrictTrusteesshallreceive:

(a) registration fees, meal costs, cost of all functions, and lodging (if needed) for the Regional Conference associated with the one visit required as counseling Trustee. These costs will be included in the Conference budget. Other reimbursable expenses may be granted as provided in the Conference budget. (b) round-trip mileage, registration fees, meal and function costs, and lodging for a maximum of three nights for District Convention and Conferences and Meeting up to budgeted stipend. Other reimbursable expenses may be granted as provided in the Capital District Budget. To qualify for reimbursement as provided in the Capital District Budget for attendance at the District meetings Convention, the individual must have attended all Board meetings and Delegate sessions at the District Meetings Convention. (c) an expense reimbursement that approximates the anticipated expenses related to attending the International Convention with the actual amounts determined on an annual basis by Board of Directors. To qualify for reimbursement as provided in the Capital District Budget for attendance at the International Convention, the individual must have attended all Delegate sessions at the Convention. Valid reimbursable expenses for attending the International Convention include:

1. Round-trip economy class airfare for the officer only or actual mileage driven round-trip to convention city as long as it does not exceed the cost of a round-trip economy flight from the officer’s nearest airport.

2. Airport or hotel parking 3. Early registration fees for International Convention (including ticketed meal sessions) 4. Lodging in a standard room for a maximum of four nights at the assigned District

hotel or equivalent hotel at the same or lower rate than that charged at the District’s assigned hotel.

(3) Lieutenant Governor. Lieutenant Governors shall receive:

(c) stipend for District Conventions and Conferences. Other reimbursable expenses may be granted as provided in the Capital District Budget. In order to qualify for reimbursement as provided in the Capital District Budget for attendance at the district meetings, the individual must have attended all Board meetings and Delegate sessions at District Meetings. round-trip mileage, registration fees, meal and function costs, and lodging for a maximum of two nights for District Convention up to budgeted stipend. Other reimbursable expenses may be granted as

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provided in the Capital District Budget. To qualify for reimbursement as provided in the Capital District Budget for attendance at the District Convention, the individual must have attended all Delegate sessions at the Convention. No Stipends will be paid if the Lieutenant Governor Designate is currently serving as Lieutenant Governor and has not submitted their club visit reports.

(4) Lieutenant Governor Designate. Lieutenant Governors Designate shall receive:

(a) the cost of lodging and meals for the District Leadership Conference (if held). Other reimbursable expenses may be granted as provided in the Capital District Budget. (b) reimbursement for costs of attending the District Convention as provided in the Capital District budget round-trip mileage, registration fees, meal and function costs, and lodging for a maximum of two nights for District Convention up to budgeted stipend. Other reimbursable expenses may be granted as provided in the Capital District Budget. To qualify for reimbursement as provided in the Capital District Budget for attendance at the District Convention, the individual must have attended all Delegate sessions at the Convention. (c) registration fees for the K-Family weekend. Other reimbursable expenses may be granted as provided in the Capital District Budget. To receive reimbursement, the Lt Governor Designate must attend the entire weekend. (dc) an expense reimbursement that approximates the anticipated expenses related to attending the International Convention with the actual amounts determined on an annual basis by Board of Directors. To qualify for reimbursement as provided in the Capital District Budget for attendance at the International Convention, the individual must have attended all Delegate sessions at the Convention. Valid reimbursable expenses for attending the International Convention include:

1. Round-trip economy class airfare for the officer only or actual mileage driven round-trip to convention city as long as it does not exceed the cost of a round-trip economy flight from the officer’s nearest airport.

2. Airport or hotel parking 3. Early registration for International Convention (including ticketed meal sessions) 4. Lodging in a standard room for a maximum of four nights at the assigned District

hotel or equivalent hotel at the same or lower rate than that charged at the District’s assigned hotel.

Process:TheDistrictBoardofTrusteeswouldneedtoapprovalthisproposalbyasimplemajoritytoincorporatethechangetothedistrictpolicycodeeffectiveimmediately.

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August1,2015DistrictPolicyonYouthOutreachFundsRecommendedbyunanimousvoteoftheBylawsandPoliciesCommitteeonAugust6,2015Proposal:CreateSection34–YouthOutreachFunds

A. CKIYouthOutreachFund.a. Background-Basedonitssize,CKI(CircleK)memberduesdonotfullyfundtheirdistrict

operations.TheCKIYouthOutreachFundallowsCapitalDistrictKiwanisclubswhodonotpresentlysponsoraCKIclubtodonatedirectlytotheCKIdistrictoperationsaccount.

b. SolicitationofFunds–TheCKIDistrictGovernorandAdministratorcanandshouldmakeonerequestannuallyofKiwanisclubsintheCapitalDistrictthroughwhatevermeanstheyfeelaremostapplicabletogetdonationsfortheYouthOutreachFunds.

c. HandlingofFunds–FundsreceivedfromKiwanisclubsshouldbesenttotheCKIDistrictAdministratorsothattheyaretrackedproperlyandclubsareacknowledgedfortheirdonations.ThosefundsaretheneitherdirectlydepositedorsenttotheKiwanisDistrictSecretary/TreasurerfordepositingtotheCKIdistrict’soperationalaccountandupdatedintheCKIdistrict’sfinancialrecords.

d. Oversight–WhiletheCKIDistrictBoardofTrusteesmayassignexpensestobeusedagainsttheYouthOutreachFundscollectedintheirbudget,ultimatelytheKiwanisDistrictFinanceCommitteeandBoardofTrusteeshavefinalapprovaloveranymajorchangestothetheCKIbudget.

B. KeyLeaderYouthOutreachFund.a. Background–Approvedbythe2013-14KiwanisDistrictBoard,thepurposeofthisfundis

toallowKiwanisclubswhocan’tidentifypotentialKeyLeaderstudentattendeestodonatetheamountofafullorpartialKeyLeaderregistrationtotheDistrict’sOutreachFund,sothatthefundscouldbematchedwithastudentwhowantstoattendtheeventbutlacksthefinancialresourcestodoso.

b. SolicitationofFunds–TheKeyLeaderDistrictChairandhis/hercommitteecanandshouldmakeonerequestannuallyofKiwanisclubsintheCapitalDistrictthroughwhatevermeanstheyfeelaremostapplicabletogetdonationsfortheKeyLeaderYouthOutreachFund.

c. HandlingofFunds–FundsreceivedfromKiwanisclubsshouldbesenttotheKeyLeaderDistrictChairsothattheyaretrackedproperlyandclubsareacknowledgedfortheirdonations.ThosefundsaretheneitherdirectlydepositedorsenttotheKiwanisDistrictSecretary/TreasurertobedepositedintheKiwanisoperationalaccountandcreditedtotheKeyLeaderOutreachFundlineitem.

d. GrantingofFunds–TheKeyLeaderDistrictChairandtheircommitteeshallsolicitforpotentialstudentattendeeswhoareinneedoffinancialassistancetoattendtheirfirstKeyLeaderevent.ThiscanbedonethroughtheassistanceoftheKeyClubDistrictCommittee.Oncethesestudentsareidentified,itisatthediscretionoftheKeyLeaderDistrictChairtoregisterthestudentsandnotifytheKiwanisDistrictSecretary/TreasurertomakepaymenttoKiwanisInternationalforthesestudentfromtheOutreachFund.

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e. Oversight–ThesupervisingTrusteeshouldbenotifiedofallscholarshipsprovidedforeachKeyLeadereventandcanreportonthistotheCapitalDistrictFinanceCommitteeorBoardofTrusteesasneeded.

Background:Basedonitssize,CKI(CircleK)memberduesdonotfullyfundtheirdistrictoperations.Asaresult,CKIhasgottenannualsubsidiesfromtheCapitalDistrictKiwanisFoundationforsomeofitsdistrictactivitiesandithasalsosoliciteddirectlyfromKiwanisclubsviatheCKIYouthOutreachFund.TheCKIYouthOutreachFundallowsKiwanisclubswhodonotsponsoraCKIclubtodonatedirectlytotheCKIdistrictoperationsaccount.ThesefundswhenreceivedbyeithertheCKIDistrictAdministratororKiwanisDistrictSecretary/TreasureraredepositeddirectlyintoCKI’soperationalaccountandreflectedintheirbudget.Inthe2013-14Kiwanisyear,asimilarfundwasestablishedbyKiwanisDistrictBoardactionforKeyLeader.ThepurposewastoallowKiwanisclubswhocouldn’tidentifypotentialstudentattendeestodonateafullorpartialKeyLeaderregistrationamounttotheDistrict’sOutreachFund,sothattheKeyLeaderDistrictChaircouldmatchupthefundswithastudentwhowantedtoattendbutlackedthefinancialresourcesneededtoattend.TherehasneverbeenanyformaldeclarationofeitheroftheseprocessesinourDistrict’sPolicyCode,soessentially,wearesimplycodifyingcurrentpractice.Process:TheDistrictBoardofTrusteeswouldneedtoapprovalthisproposalbyasimplemajoritytoincorporatethechangetothedistrictpolicycodeeffectiveimmediately.

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