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Kiwanis International Policies and Procedures

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Kiwanis International Policies and Procedures Kiwanis International Policies and Procedures As revised by the Kiwanis International Board April 24, 2021 Table of Contents (Rev. 10/19) POLICIES F. KIWANIS INTERNATIONAL SUBSIDIARIES 1. Kiwanis Youth Programs A. DEFINITIONS 2. Kiwanis Canada 1. Policy 3. Kiwanis International Foundation (Kiwanis 2. Procedure Children’s Fund) B. INTERNATIONAL ADMINISTRATION 4. Circle K International 1. (Vacant) G. SERVICE LEADERSHIP PROGRAMS 2. (Vacant) 1. General Information 3. International Board 4. Finance 5. Int’l. Convention Fund-Raising Activities PROCEDURES 6. KIWANIS Magazine 7. Language 100: INTERNATIONAL 8. Equal Employment Opportunity 100 – 119: Kiwanis International Board 9. Extension of Kiwanis 120 – 129: International Committees 10. Risk Management Program 130 – 144: International Conventions 11. Definition of Conduct Unbecoming 145 – 149: International Councils 12. Club Member Accused of ‘Conduct Unbecoming’ 150 – 159: International Office 13. District Officer Accused of Conduct Unbecoming 160 – 169: Official Publications 14. Kiwanis International Officer Accused of Conduct 170 – 174: Insurance Unbecoming 175 – 176: Kiwanis Marks 15. Conflict of Interest 178 – 184: Travel Management 16. Criminal History Background Checks 185 – 199: Miscellaneous 17. Conduct with Youth 200: DISTRICTS 18. Accountability of Kiwanis International Officers 200 – 219: District Organization 19. Social Media Guidelines 220 – 229: District Officers and Committees 20. Government Relations 230 – 249: District Financial Matters 21. Compliance with Anti-Bribery Statutes 250 – 259: District Conventions and Conferences 22. Document Retention and Destruction 260 – 269: Districts - Miscellaneous 23. Protection of Whistle Blowers 24. Endorsement of Candidates for Kiwanis 300: CLUBS International Offices 300 – 319: Club Organization 25. Additional Officers or Agents 320 – 339: Club Officers C. GENERAL 340 – 345: Club Membership 1. Anniversary of Kiwanis 346 – 349: Club Meetings 2. Contributions to Kiwanis International 350 – 359: Club Financial Matters 3. Contributions to or Endorsement of Other 360 – 369: Club Status Organizations 370 – 379: International Extension 4. Use of Name or Emblem 380 – 399: Clubs - Miscellaneous 5. Kiwanis International Foundation (Kiwanis 400: SERVICE Children’s Fund) 400 – 409: Service Projects 6. Alcohol Guidelines 410 – 429: Working with Other Organizations 7. Unscheduled Presidential Visit Requests 430 – 449: Sponsored Programs 8. Corporate Partnerships 9. Kiwanis International Directory 500: CIRCLE K 10. Disclosure and Integrity of Information 500 – 529: Circle K International 11. Depraved or Unacceptable Behavior in Relation to 530 – 539: Circle K Districts Children or Youth 540 – 549: Circle K Clubs 12. Accountability of District Grant Funds 600: (VACANT) D. CLUBS 1. Clubs 700: FINANCE 2. Fund Raising 700 – 709: Accounting/Funds 3. Club Foundation 710 – 714: Budget E. KIWANIS INTERNATIONAL AFFILIATES 715 – 719: Audit 1. Districts 720 – 729: Assets 2. Regions 730 – 739: Liabilities 3. Kiwanis International-European Federation (KIEF) 740 – 754: Revenue 4. Kiwanis Asia-Pacific (ASPAC) 755 – 769: Expenses 770 – 779: Sponsored Organizations and Program 780 – 799: Finance-Miscellaneous (07/17) KIWANIS INTERNATIONAL POLICIES (This section revised per K.I. Board Action as of October 2020) A. DEFINITIONS 1. Policy A policy is a basic principle by which the International Board guides the affairs and organization of Kiwanis International. (5/83) 2. Procedure A procedure is an established method or manner by which the Bylaws, and Policies of Kiwanis International are implemented. (5/83) B. INTERNATIONAL ADMINISTRATION 1. (Formerly “Purposes and Objectives of Kiwanis International” – now vacant) (4/14) 2. (Formerly “Vision Statement” – now vacant) (4/14) 3. International Board (4/14) a. Purpose and Accountability: The Board is accountable to the membership for the organization’s performance through all of its activities. The purpose of the Board, working solely on behalf of the membership, is to assure that Kiwanis International achieves its strategic objectives. (1/08) b. Governing Style: The Board will govern with an emphasis on: (1) Outward vision, (2) Encouragement of diversity of viewpoints, (3) Strategic leadership more than its own administrative detail, (4) Clear distinction of Board and Executive Director roles, (5) Collective rather than individual decisions, (6) The future rather than the past or present; (7) Proactive rather than reactive; and (8) Open, efficient, and productive meetings. (1/08) c. Code of Ethics and Conduct To ensure the confidence of clubs and members and the reputation of Kiwanis International among the public and to fulfill the Board’s role of stewardship and leadership to the organization, Kiwanis International expects all members of the International Board to conduct themselves according to the highest ethical, professional, and moral principles. Each Board member and candidate for any Board office shall annually acknowledge, by signature, that he/she has read, understands, and accepts personal responsibility to adhere to the standards of conduct stated in this policy. (4/12) Page 1 (10/20) Kiwanis International Policies Each Board member shall, to his/her utmost ability: • Personally comply with all applicable laws and regulations, including but not limited to those regarding audits, conflict of interest, whistle blowers, disclosure and integrity of information, board governance, executive director compensation, document retention and destruction, and anti-bribery. (6/16) • Personally comply with Kiwanis International Bylaws, Policies, and Procedures; (6/16) • Never knowingly allow Kiwanis International to violate any applicable laws and regulations; • Act with integrity, honesty, and trustworthiness and not engage in unethical practices, deceive others, or misrepresent Kiwanis in any business dealings; • Treat others equitably, fairly, and with respect and not engage in any form of discrimination or harassment; • Be loyal to Kiwanis International and its mission, above any loyalty to a particular individual or group of individuals; • Demonstrate care for clubs and club members and the communities they serve, including the highest regard for the safety, health, and welfare of the public; • Make responsible decisions for the future of the organization, ensuring Kiwanis resources are prudently managed and expended; • Practice transparency and accountability to clubs, members, and the public; • Not use the name of Kiwanis or their Board position for personal benefit or advantage; • Help create a cooperative and productive working environment at Board meetings and other Kiwanis functions; • Respect and protect any privileged or confidential information, including the private information of members and donors, and support the final decisions of the Board; • Fulfill the duties of office to which they are elected and not attempt to exercise individual authority outside the purview of his/her office; • Interact with Staff in a professional and respectful manner, following agreed channels of communication and authority; • Not engage in any conduct that would tarnish the good reputation of Kiwanis or undermine the public’s trust. • Shall not nominate or second the nomination of any candidate for a contested election at any level of the organization. (4/17) (4/12) Alleged violations of these standards of conduct shall be reported to the Executive Director, who shall inform the Executive Board Committee. If the Executive Director and Executive Board Committee determine that further investigation is warranted, the process shall be conducted in the same manner as violations of conduct unbecoming, including the right to defend him/herself, as defined in the International Bylaws. After the process is completed, any Board member found to have violated these standards of conduct shall be subject to disciplinary action as determined by the Board, up to and including suspension of duties or removal from office. (4/12) d. Cost of Governance The Board will invest in its governance capacity, including skills, methods, and supports to assure governing with excellence. (1/08) 4. Finance (4/14) a. Accounting Records and Procedures: Accounting records will be maintained and accounting procedures will be followed in accordance with generally accepted accounting principles. (5/83) Page 2 (10/20) Kiwanis International Policies b. Budgetary Controls: Kiwanis International will control its finances through an adequate budget system, and financial matters will be conducted on sound, conservative principles. The annual budgets for operations and capital expenditures shall be approved by the International Board. (5/83) c. Reserves: Adequate operating and special reserves will be maintained to assure the financial soundness of Kiwanis International. (5/83) 5. International Convention Fund-Raising Activities: No individual, club, division, or district shall be permitted to conduct fund-raising activities at or in conjunction with the Kiwanis International Convention. (2/95) 6. KIWANIS Magazine The primary official publication of Kiwanis International shall be KIWANIS magazine. KIWANIS magazine will include articles of general public interest and articles promoting the purposes and objectives of Kiwanis International. All advertising must meet the standards established by the International Board. (5/83) (10/10) 7. Language a. Printed Materials: English shall be the official language of Kiwanis International for literature, printed materials,
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