KIN CANADA Successful Club Manual 2017 - 2018 Last Updated: July 01, 2017 This manual is a copyrighted publication of Kin Canada. It was prepared by the National Education and Training Committee, which encourages clubs to reproduce this document without permission for the purposes of more effective operation and administration of the club. Reproduction in whole or in part for any other use is covered under copyright law. Permission to do so may be requested by contacting: National Headquarters, 1920 Rogers Dr., P.O. Box 3460, Cambridge, ON N3H 5C6 Phone: 1-800-742-5546 (PICK-KIN), Fax 519-650-1091 E-mail: [email protected] Attention: Executive Director. Clubs and individuals who have recommendations / corrections to this manual are encouraged to send them to [email protected] PRINTING INDIVIDUAL SECTIONS The Successful series have compiled all the information Kin members need into 4 manuals. By viewing the index of each manual you should be able to find anything you need. In our continued efforts to be green, rather than print the entire manual, you can print just the sections you need. You can highlight the information and copy to a separate file or highlight and print just the highlighted section. NETC Vision Statement: To provide excellent training and education opportunities NETC Mission Statement: To provide dynamic, ongoing training and education that enables and inspires members and Kin Canada to achieve their highest potential Successful Club Manual 2017-2018 Page ii Table of Contents – Successful Club Manual 1 Planning Your Year ............................................................................................................. 6 1.1 Time Line ...................................................................................................................... 6 2 To fail to plan is a plan to fail .............................................................................................. 7 2.1 Assigning Priorities ....................................................................................................... 8 2.2 Delegate ........................................................................................................................ 9 3 Leadership .......................................................................................................................... 12 3.1 Managing the discussion ............................................................................................. 13 3.2 Conflict during meeting .............................................................................................. 14 3.3 Decision Making Process ............................................................................................ 14 4 Club Administration........................................................................................................... 15 4.1 The Facilities ............................................................................................................... 15 4.2 Rules of Order ............................................................................................................. 15 4.3 House Rules ................................................................................................................ 16 4.4 Classes of Club Membership ...................................................................................... 17 4.5 Club Elections ............................................................................................................. 19 4.6 Year End Transfer of Power ....................................................................................... 20 4.7 Project Planning and Review ...................................................................................... 23 4.8 Auxiliary Bodies ......................................................................................................... 23 4.9 Property of the Association ......................................................................................... 24 4.10 Corporate Status .......................................................................................................... 24 5 Reporting Forms ................................................................................................................ 26 5.1 National Dues Billings ................................................................................................ 26 5.2 New Member’s Registration Form ............................................................................. 26 5.3 Membership Status Report Form ................................................................................ 27 5.4 Membership Application Form ................................................................................... 27 5.5 Annual Club Reporting Form ..................................................................................... 27 5.6 Annual Club Insurance Reporting Form ..................................................................... 27 6 Meetings ............................................................................................................................. 32 6.1 Purpose of Meetings ................................................................................................... 32 6.2 Chair Of the Meeting .................................................................................................. 34 6.3 Agenda ........................................................................................................................ 35 6.4 Executive meeting ....................................................................................................... 40 6.5 Motion Blank .............................................................................................................. 41 7 Committees ........................................................................................................................ 42 7.1 Authority & Responsibility ......................................................................................... 42 7.2 Membership Committee.............................................................................................. 48 7.3 Service Committee ...................................................................................................... 48 7.4 Education Committee.................................................................................................. 49 7.5 Social Committee ........................................................................................................ 50 7.6 Sports Committee........................................................................................................ 53 7.7 Inter-club Committee .................................................................................................. 53 7.8 History......................................................................................................................... 54 7.9 Public Relations .......................................................................................................... 54 7.10 Finance Committee ..................................................................................................... 63 Successful Club Manual 2017-2018 Page iii 7.11 Nominations Committee ............................................................................................. 63 7.12 Communication Committee ........................................................................................ 64 8 Zone, District & National Meetings: ................................................................................. 67 8.1 Fall Leadership Conferences....................................................................................... 67 8.2 Spring Zone Meetings ................................................................................................. 68 8.3 District Conventions ................................................................................................... 68 8.4 National Convention ................................................................................................... 68 9 Kin Publications ................................................................................................................. 69 9.1 "The Cross and the Square": ....................................................................................... 69 9.2 “Only In Canada: Kinsmen and Kinettes”: ................................................................. 69 9.3 KIN Magazine:............................................................................................................ 69 10 Initiation Ceremonies ......................................................................................................... 70 10.1 New Member Initiation ............................................................................................... 70 10.2 Honourary Member Induction .................................................................................... 72 10.3 Installation of Incoming Executive: ............................................................................ 73 11 Founder’s Night celebration .............................................................................................. 79 12 Life Memberships .............................................................................................................. 81 12.1 Granting a Life Membership ....................................................................................... 81 12.2 Organizing the evening ..............................................................................................