POLICIES and PROCEDURES of the EASTERN CANADA and the CARIBBEAN DISTRICT (EC&C) of KIWANIS INTERNATIONAL Revised for Oct 1, 2020 Policies and Procedures of the Eastern Canada & Caribbean District TABLE OF CHANGES ................................................................................................................................................ 7 DEFINITIONS .............................................................................................................................................................. 8 OFFICERS -0.0 ............................................................................................................................................................ 9 Criminal Background Check -0.1 ..................................................................................................................... 9 GOVERNOR -1.0 ....................................................................................................................................................... 10 Executive Officers’ Guidebook -1.1 ............................................................................................................... 10 Governor’s Allowance -1.2 ............................................................................................................................. 10 Allowable Expenses -1.3 ................................................................................................................................. 10 Travel -1.4 ......................................................................................................................................................... 10 Rotation of Governor’s Divisional Visits -1.5 ............................................................................................... 10 GOVERNOR-ELECT -2.0 .......................................................................................................................................... 11 Allowance -2.1 .................................................................................................................................................. 11 Allowable Expenses -2.2 ................................................................................................................................. 11 Responsibilities -2.3 ........................................................................................................................................ 11 VICE GOVERNOR -2.5 .............................................................................................................................................. 12 Allowance -2.5.1 ............................................................................................................................................... 12 Allowable Expenses -2.5.2 .............................................................................................................................. 12 Long-Range and Strategic Planning Responsibilities -2.5.3 ...................................................................... 12 IMMEDIATE PAST GOVERNOR -3.0 ....................................................................................................................... 12 Allowance -3.1 .................................................................................................................................................. 12 Allowable Expenses -3.2 ................................................................................................................................. 12 DISTRICT TRUSTEE AND DESIGNATE -4.0 ........................................................................................................... 13 Responsibilities -4.0.1 ..................................................................................................................................... 13 Training -4.0.2 .................................................................................................................................................. 13 Allowance -4.0.3 ............................................................................................................................................... 13 Regional Meeting for Election Purposes -4.0.4 ............................................................................................ 13 ‘Statement of Intent’ Form for District Trustee Candidates. -4.0.5 ............................................................. 14 Voting by Secure Electronic Means -4.0.6 .................................................................................................... 14 Regional Returning Officer Job Description -4.0.7 ...................................................................................... 15 Election Periods -4.0.8 .................................................................................................................................... 15 LIEUTENANT GOVERNOR AND DESIGNATE -4.1 ................................................................................................ 16 Lieutenant Governors Guidebook -4.1.1 ....................................................................................................... 16 Training -4.1.2 .................................................................................................................................................. 16 Allowance -4.1.3 ............................................................................................................................................... 16 Club Visits -4.1.4 .............................................................................................................................................. 16 Allowable Expenses -4.1.5 .............................................................................................................................. 16 Service Leadership -4.1.6 ............................................................................................................................... 16 New Club Building -4.1.7 ................................................................................................................................ 17 Election Periods -4.1.8 .................................................................................................................................... 17 SECRETARY-TREASURER -5.0 .............................................................................................................................. 17 Appointment -5.1 ............................................................................................................................................. 17 Qualifications -5.2 ............................................................................................................................................ 17 Selection Committee -5.3 ................................................................................................................................ 17 Duties -5.4 ........................................................................................................................................................ 18 Allowance -5.5 .................................................................................................................................................. 19 Terms of Employment -5.6 ............................................................................................................................. 19 Signing Limit -5.7 ............................................................................................................................................. 19 Succession -5.8 ............................................................................................................................................... 19 BOARD OF TRUSTEES -6.0..................................................................................................................................... 19 Composition -6.1 ............................................................................................................................................. 19 Term and Appointment -6.2 ............................................................................................................................ 19 Meetings -6.3 .................................................................................................................................................... 20 Face-to-Face Meeting -6.3.1 ........................................................................................................................... 20 Revised Oct 1, 2020 Page 2 Policies and Procedures of the Eastern Canada & Caribbean District Teleconference Call Meetings -6.3.2 ............................................................................................................. 20 Special Meetings -6.3.3 ................................................................................................................................... 20 Notice of Meeting -6.3.4 .................................................................................................................................. 20 Quorum -6.3.5 .................................................................................................................................................. 20 Conduct of the Meeting -6.4 ........................................................................................................................... 20 Agenda -6.4.1 ................................................................................................................................................... 20 Meeting