Capital District Kiwanis International January 31, 2015 2014-2015 Board of Trustees Fredericksburg VA Proposed Agenda
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January 31, 2015 1 Capital District Kiwanis International January 31, 2015 2014-2015 Board of Trustees Fredericksburg VA Proposed Agenda Call to Order and Opening Governor Bell Approval of Agenda Governor Bell Recognition of Visitors Governor Bell Approval of Minutes Governor Bell November 8, 2014 Treasurer’s Report Secretary-Treasurer Varner December 31, 2014 Financial Statements Finance Committee Report Past Trustee Collins Edward Jones Committee Remarks Policies and Bylaws Committee Past Governor Wolff Amendment to Kiwanis International Bylaws (Update) Capital District Bylaws Amendment (Revised Standard Form) District Policies Changes (Candidate requirements) Secretary’s Report Secretary-Treasurer Varner January 31 Membership Comparison Clubs Under 15 (Review Membership Comparison) Club Bylaw Revisions Unexpended Funds Committee Report Trustee Zapalowicz 2015 DCON (Committee Report in Board Book) 2015 Club Leadership Conferences Trustee Wolff Trustee Morris Trustee Rife Lieutenant Governor Report Class President Conover Trustee Reports Chesapeake Trustee Sparkman Heart of Virginia Trustee Morris Mason-Dixson Trustee Zapalowicz National Capital Trustee Wolff Southeast Virginia Trustee Morin-Diehl Southwest Virginia Trustee Rife Formula Committee Report Past Governor Richar The Eliminate Project Report Past Governor Tyner Committee Memberships (Reports by Trustees) Trustee Rife Trustee Morin-Diehl Trustee Wolff Trustee Zapalowicz Trustee Morris Trustee Sparkman District Project Update Governor Bell Other Business Governor Bell The next meeting of Board of Trustees will be Friday, April 10, 2015 at 10:00 am at the Hotel Roanoke, Roanoke VA. January 31, 2015 2 DRAFT Capital District Kiwanis International November 8, 2014 2014-2015 Board of Trustees Minutes Fredericksburg VA The meeting was called to order by Governor Bell at 1:15 pm Members present: Governor Bell, Past Governor Zimmerman, Secretary-Treasurer Varner, Trustees Morin-Diehl, Morris, Rife, Sparkman, Wolff, and Zapalowicz. Members absent: Governor-Elect Heppner Guests Present: Past Governor Tyner, Budget and Finance Collins, Parliamentarian McCallum, and Past Lieutenant Governor Boswell Without objection Governor Bell declared the agenda approved as amended. Trustee Morin-Diehl moved and Trustee Wolff seconded the motion to approve the minutes of the September 21, 2014 Board meeting. The motion was approved unanimously. Treasurer Varner presented the statements of Allen J Funk Accountant Services for the review of the 2013-2014 Kiwanis Year for the Kiwanis, CKI, and Key Club Districts. Treasurer Varner called the Board’s attention to the October 31, 2014 financial statements in the Board Book for the District, CKI, and Key Club Districts. Budget and finance Chair Collins that the balance in the Edward Jones account as of September 26, 2014 was $602,169.21. This is an increase from the $532,571.22 at the end 2013. Chair Collins reminded the Board that the District Policies require that a reserve equal to the amount of the current budget must be maintained. Currently, our reserve is 2.67 times the budget. Bylaws and Policies Chair Wolff reviewed the District’s bylaw amendment submission for electronic balloting at Kiwanis International. With the Tokyo ICON delegate counts, the 7-year average club participation is now 20% in the Kiwanis International election process. Chairman Wolff presented the newly revised Standards Form for District Bylaws. Chairman Wolff presented five points where the District has options. The board had some concerns about the quorum required for the election of Trustees and Lieutenant Governors. The recommendation was to make them all the same. At Chairman Wolff’s suggestion, Trustee Zapalowicz moved and Trustee Morin-Diehl seconded a motion to refer the amendment back to the committee in order to make the changes suggested. The motion was approved unanimously. 1 January 31, 2015 3 DRAFT Motion made by Trustee Morris and seconded by Trustee Morin-Diehl that the Bylaws and Policies Committee review the residency requirement in our District Policy Code for candidacy of Lieutenant Governor, Trustee, and Governor-elect and report the finding and suggested changes to the February Board of Trustees Meeting. The motion was approved unanimously. Secretary Varner reported that the membership on October 1, 2014 was 4985 and had increase to 5038 and was increasing daily. There are 20 clubs with 15 or fewer members. Ten clubs have either not held elections for their 2015-2015 officers or have not reported them to Kiwanis International. Six Divisions have elected their Lieutenant Governor elects and submitted the proper forms to the Secretary- Treasurer. Secretary Varner presented a Visit Form for the Trustees to complete and submit to the Secretary- Treasurer. The Trustees are required to make one official visit to each of their division’s council meetings annually. This form will present a standardized way of reporting on the meetings and will allow the tracking of which clubs are present. Trustee Wolff moved and Trustee Morin-Diehl seconded a motion to accept the forma and require each Trustee to complete it. The motion was approved unanimously. Secretary-Treasurer Varner moved and Trustee Morin-Diehl seconded a motion that Trustees, Lieutenant Governors, and Committee Chairpersons will take action so that each committee is fully staffed as stated in the applicable committee policy with serving committee members. This will be a joint effort of the officers and chairs. The motion was approved unanimously. Lieutenant Governor McCallum presented the Lieutenant Governor Council report. He reported they were having monthly teleconferences with the Governor present on alternate months. This month’s call emphasized committee membership. District Eliminate Chair Tyner reported that the District had exceeded 50% of its fundraising target. With the sale of the Odenton Maryland property values at over $150,000 that can be used for recognition. Trustee Wolff moved and Trustee Morin-Diehl seconded a motion that $500 be used towards matching the purchase of a Centennial Zellar. Each Kiwanian would have to provide $1000 of the total $1500 cost to purchase the award. The motion was approved unanimously. A written report was submitted by Formula Chair Richar requesting endorsement of a regional organization of the Growth Team in the District. Trustee Morris moved and Trustee Wolff seconded a motion to support the concept. It was suggested that Past Governors be approached to serve in these new positions. The motion was approved unanimously. 2 January 31, 2015 4 DRAFT Secretary-Treasurer Varner gave the 2015 DCON report on behalf of Cahir Bledsoe. Past Kiwanis International President Steve Siemens be the Keynote speaker and will present other sessions as needed. The Mayor of Roanoke will present the welcoming remarks at the Saturday breakfast. Reusable banners will be purchased for the convention. Secretary-Treasurer Varner moved and Immediate Past Governor Zimmerman seconded a motion to approve the presence of outside vendors at the convention. The motion was approved unanimously. Trustee Zapalowicz presented the report of the committee to look at unexpended funds in the budget. The board was concerned that there were no clear cut goals or objectives. After an informative discussion, Trustee Wolff moved and Trustee Morin-Diehl that the report be referred back to the committee. The motion was approved unanimously. Trustees Wolff, Rife, and Morris reported on the statues of the plans for the educational conferences in their area. The Southeast area is the only one without a location and a firm date. Governor Bell presented an update on the District Project to produce and sell a photo album of club and individual Kiwanis activities during the Centennial Year. Secretary-Treasurer Varner announced that the 2015 District Leadership Conference and K-Family Weekend will be jointly held April 24-26, 2015. It will be held at the Fredericksburg Hospitality House. The next meeting of the Board of Directors will be Saturday, February 14, 2015 at 1:00 pm at the Fredericksburg Hospitality House. The Lieutenant Governor council will meet at 10:00 am on Saturday, February 14 at the Fredericksburg Hospitality House. The meeting was adjourned at 4:50 pm. Respectfully submitted, Thomas A Varner Secretary-Treasurer 3 January 31, 2015 5 11:15 AM Capital District Circle K 01/06/15 Balance Sheet Accrual Basis As of December 31, 2014 Dec 31, 14 ASSETS Current Assets Checking/Savings 110 · Capital District Circle K 23,116.12 120 · Capital District Cirlce K 17,267.08 Total Checking/Savings 40,383.20 Total Current Assets 40,383.20 TOTAL ASSETS 40,383.20 LIABILITIES & EQUITY Equity 32000 · Net Asset Value 35,450.36 Net Income 4,932.84 Total Equity 40,383.20 TOTAL LIABILITIES & EQUITY 40,383.20 Page 1 January 31, 2015 6 11:18 AM Capital District Circle K 01/06/15 Profit & Loss Budget vs. Actual Accrual Basis October through December 2014 Oct - Dec 14 Budget $ Over Budget Income 500 · Income 505 · Membership Dues 5,650.00 8,000.00 -2,350.00 510 · CDKF Subsidy 0.00 5,000.00 -5,000.00 520 · Interest on Savings 8.70 30.00 -21.30 525 · Youth Outreach Program 75.00 600.00 -525.00 529 · FMR District Susidy 2,200.00 2,200.00 0.00 530 · Fall Membership Rally Regist 3,137.00 3,475.00 -338.00 531 · Total K Day Registration 0.00 200.00 -200.00 536 · District Converntion Prog Ads 0.00 2,500.00 -2,500.00 537 · District Convention Registation 196.60 18,015.00 -17,818.40 538 · International Conv Tour Reg 0.00