POLICIES and PROCEDURES of the EASTERN CANADA and the CARIBBEAN DISTRICT (EC&C) of KIWANIS INTERNATIONAL Revised for Oct 1, 2019 Policies and Procedures of the Eastern Canada & Caribbean District TABLE OF CHANGES ................................................................................................................................. 6 DEFINITIONS ............................................................................................................................................... 7 OFFICERS - 0.0............................................................................................................................................ 8 Criminal Background Check 0.1 ....................................................................................................... 8 GOVERNOR-1.0 ........................................................................................................................................... 9 Governors Guidebook -1.1 ............................................................................................................ 9 Governor’s Allowance -1.2 ............................................................................................................ 9 Allowable Expenses -1.3.................................................................................................................... 9 Travel – 1.4 .......................................................................................................................................... 9 Rotation of Governor’s Divisional Visits -1.5 .................................................................................. 9 GOVERNOR – ELECT -2.0 ........................................................................................................................ 10 Allowance- 2.1................................................................................................................................... 10 Allowable Expenses -2.2.................................................................................................................. 10 Responsibilities -2.3......................................................................................................................... 10 VICE GOVERNOR -2.5............................................................................................................................... 11 Allowance -2.5.1................................................................................................................................ 11 Allowable Expenses -2.5.2............................................................................................................... 11 Strategic and Long-Range Planning Responsibilities -2.5.3 ....................................................... 11 IMMEDIATE PAST GOVERNOR -3.0 ........................................................................................................ 11 Allowance -3.1................................................................................................................................... 11 Allowable Expenses -3.2.................................................................................................................. 11 DISTRICT TRUSTEE AND DESIGNATE – 4.0.......................................................................................... 12 Responsibilities – 4.0.1.................................................................................................................... 12 Training – 4.0.2 ................................................................................................................................. 12 Allowance -4.0.3................................................................................................................................ 12 Regional Meeting for Election Purposes -4.0.4 ............................................................................. 12 ‘Statement of Intent’ Form for District Trustee Candidates. -4.0.5.............................................. 13 Voting by Secure Electronic Means -4.0.6 ..................................................................................... 13 Regional Returning Officer Job Description -4.0.7 ....................................................................... 14 Election Periods -4.0.8 ..................................................................................................................... 14 LIEUTENANT GOVERNOR AND DESIGNATE-4.1 .................................................................................. 15 Lieutenant Governors Guidebook -4.1.1........................................................................................ 15 Training -4.1.2 ................................................................................................................................... 15 Allowance -4.1.3................................................................................................................................ 15 Club Visits -4.1.4............................................................................................................................... 15 Allowable Expenses -4.1.5............................................................................................................... 15 Service Leadership -4.1.6 ................................................................................................................ 15 New Club Building -4.1.7 ................................................................................................................. 16 Election Periods -4.1.8 ..................................................................................................................... 16 SECRETARY- TREASURER -5.0 .............................................................................................................. 16 Appointment -5.1 .............................................................................................................................. 16 Qualifications -5.2............................................................................................................................. 16 Selection Committee -5.3................................................................................................................. 16 Duties: -5.4 ........................................................................................................................................ 17 Allowance -5.5................................................................................................................................... 18 Terms of Employment -5.6 .............................................................................................................. 18 Signing Limit -5.7.............................................................................................................................. 18 Succession -5.8 ................................................................................................................................ 18 BOARD OF TRUSTEES -6.0...................................................................................................................... 18 Composition -6.1 .............................................................................................................................. 18 Term and Appointment -6.2............................................................................................................. 18 Meetings -6.3..................................................................................................................................... 19 Special Meetings -6.4 ....................................................................................................................... 19 Revised Oct 1, 2019 Page 2 Policies and Procedures of the Eastern Canada & Caribbean District Notice of Meeting -6.5 ...................................................................................................................... 19 Quorum -6.6 ...................................................................................................................................... 19 Conduct of the Meeting -6.7 ............................................................................................................ 19 Agenda -6.7.1 .................................................................................................................................... 19 Meeting Rules -6.7.2......................................................................................................................... 20 Reporting - 6.8 .................................................................................................................................. 20 Insurance - 6.9 .................................................................................................................................. 20 DISTRICT STANDING COMMITTEES -7.0 ............................................................................................... 21 Establishment and Purpose -7.1..................................................................................................... 21 Expenses -7.1.0................................................................................................................................. 21 Secretarial Help -7.1.1 ...................................................................................................................... 21 Finance Committee -7.3 ................................................................................................................... 21 Functions – 7.3.1 .............................................................................................................................