Guide Leadership Entire Manual PDF

LEADERSHIP GUIDE
For Kiwanis secretaries, treasurers, presidents and lieutenant governors
UPDATED 2016
Leadership
Guide
For Kiwanis secretaries,
treasurers, presidents and
lieutenant governors
Updated 2016
Motto
Serving the children of the world
Defining statement
Kiwanis is a global organization of volunteers dedicated to improving the world one child and
one community at a time.
Vision
Kiwanis will be a positive influence in communities worldwide…so that one day, all children
will wake up in communities that believe in them, nurture them and provide the support they
need to thrive.
The Objects of Kiwanis

Object 1: To give primacy to the human and spiritual rather than to the material values of life.
Object 2: To encourage the daily living of the Golden Rule in all human relationships.
Object 3: To promote the adoption and the application of higher social, business, and
professional standards.
Object 4: To develop, by precept and example, a more intelligent, aggressive, and serviceable
citizenship.
Object 5: To provide, through Kiwanis clubs, a practical means to form enduring friendships,
to render altruistic service, and to build better communities.
Object 6: To cooperate in creating and maintaining that sound public opinion and high
idealism which make possible the increase of righteousness, justice, patriotism, and goodwill.
This leadership guide contains useful information for a variety of division and club leaders.
Every Kiwanis club secretary, president and lieutenant governor receives a copy. If other club
leaders could use the information in this guide, please feel free to photocopy and share.
You can download and print additional copies of the guide—and find other resources—
at www.KiwanisOne.org/leadertools.
Table of contents
1 Introduction
S E C R E TA R Y
3 Secretary
25 Treasurer
43 President
77 Lieutenant governor
99 Reference materials
121 Index
WANTED: YOU
You were chosen.
You were elected.
You accepted.
Now it’s time to get started!
It’s an honor to be called to lead by your

fellow Kiwanians. Your club members believe
you have the talent and determination to
fulfill your responsibilities as an officer. In this
guide, you’ll find the tools and resources you
need to lead. Read it.
Digest it. Apply it. The world needs Kiwanis

now more than ever, and with your
leadership, your club will be healthier.
Kiwanis will be stronger.
And you’ll help more children in your

community—and around the world.
Break tradition. The information in this guide is geared toward traditional Kiwanis clubs
that follow a traditional meeting structure. Many groups, such as internet-based clubs,
club satellites and young professionals clubs, have chosen a different format for their
meetings and service initiatives. If you’re in a nontraditional group, feel free to modify
this guide to suit your needs.
KIWANIS INTERNATIONAL LEADERSHIP GUIDE 1

If you cannot do great things, do small things in a great way. —Napoleon Hill
Find more resources online at www.kiwanis.org.

SECRETARY
Your diligence and passion for Kiwanis inspired your fellow Kiwanians to give
S E C R E TA R Y
you one of the most important jobs in your club. By maintaining accurate
club and membership records, keeping official meeting minutes and making
connections in the community, you’ll keep your club informed and engaged. And
your club’s leadership team will be stronger and more efficient, thanks to your
communication skills and attention to detail.
RESPONSIBILITIES
The club secretary ensures club operations run efficiently and manages many of the details that make
the club experience great. The secretary works closely with the president and board of directors and is
responsible for the management of all club records, including minutes and attendance at all club and
board meetings. As an officer of the club and a member of the board of directors, the club secretary
can participate in all board discussions and vote on any question put to vote by the presiding officer.
Club secretaries will find a list of resources at www.KiwanisOne.org/clubsecretary.
QUALIFICATIONS
•• Willing to learn and use Kiwanis online reporting
•• Able to discern and summarize action items and key points from meetings
•• Attentive to detail
•• Organized
DUTIES
•• Manages and maintains club and membership records online
•• Makes club records available upon request
•• Maintains club’s permanent files
•• Keeps minutes of club and board meetings
•• Shares all communications received from Kiwanis International or the district as appropriate
•• Forwards the Club Insurance Resource Guide to the safety coordinator
•• Submits all official reports required by Kiwanis International, the district and the club
•• Orders merchandise from the Kiwanis Family Store
•• Ensures that the club follows current Kiwanis brand standards in its internal communications
and public awareness efforts
•• Performs other duties as may be assigned by the president or board
•• Fulfills all other duties documented in the Standard Form for Club Bylaws

FILES TO BE MAINTAINED BY THE SECRETARY
•• All correspondence
•• Club secretary resources binder
•• Convention information for the district and Kiwanis International
•• District publications
•• Service Leadership Programs documents and communications
•• Kiwanis Family Store catalog, copies of orders
PERMANENT FILES TO BE MAINTAINED BY THE SECRETARY
These files contain records to be passed on to the succeeding secretary or the custodian of the club’s
permanent records.
•• Board meeting minutes
•• Cancelled checks (seven years)
•• Club newsletters
•• Club meeting minutes
•• Financial records and reports
•• Background checks of Kiwanis advisors (seven years)
•• Historic information and materials
•• Invoices
•• Recognitions such as:
•• Legion of Honor
•• Ruby K
•• Life member
•• Significant donations
•• Lists of officers, directors and committees for each year
•• Official documents related to club organization and incorporation
•• Official documents related to club foundation, if applicable
•• Other items of historical significance
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PERMANENT FILES TO BE MAINTAINED BY THE SECRETARY continued
S E C R E TA R Y
Kiwanis International’s online reporting system tracks many permanent records for your club, but this
system has just been introduced in recent years. Be sure you have the last seven years of records in your
files either electronically or in print.
•• Annual club reports of past years
•• Club bylaws
•• Former members’ entry and deletion dates
•• Life Member Status recipients
•• Membership payment of fees and dues
•• Membership: current roster and biographical information
•• Membership records for current members (Kiwanis International forms)
•• Annual billing reports

KiwanisOne.org online reporting system
Club secretaries are charged with completing club reports, managing membership, updating officer
information and more. What would normally require hours of paperwork is now available with just a few
clicks via the KiwanisOne online reporting system.
Registration
All Kiwanis members can create a login for KiwanisOne. Whether or not certain features are available to them
after logging in depends on their roles with the club, division or district. To register your login credentials for
the first time, or to simply reset the ones you already have, the process is virtually the same.
1. In your browser, go to reporting.KiwanisOne.org.

2. Click the Register/Reset Password link at the bottom of the page.
3. Type your email address and click the Submit button.
4. If your email address is already in the database, you’ll receive an email with instructions for setting up
(or resetting) your password. If the email address you enter is not found, you’ll be prompted to send
an email to member services to update your member profile with your new email address.
NOTE: This login page is used to access any and all features built into KiwanisOne. This includes all Kiwanis
club officer features, training features for incoming officers and the Membership Update Center (Key Club,
CKI and Aktion Club).
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Home page
S E C R E TA R Y
When you log in to KiwanisOne, you’ll first be taken to the new Home page. Your name and the name of
your club will be at the top of the page next to the Sign Out button. Beneath that you’ll have the ability
to update your own information with the Edit Profile link.
Click the Secretary icon on the left to get to the Secretary Dashboard.
Secretary Dashboard
The Secretary Dashboard is a way to access club information and reporting features. The dashboard
is broken into multiple sections, each of which is briefly explained below.
NOTE: Club presidents use the Secretary Dashboard too. It’s displayed automatically when a club president
logs in to KiwanisOne. However, there are some features that club secretaries have access to that the club
presidents don’t. The Secretary Dashboard is one of the options available to both.
CLUB ELECTIONS
The club elections section allows for quick and easy editing of the club officers’ roles. Use the dropdown
menu to select which Kiwanis year to view or edit. If no officer is listed for a role, click the plus icon to add a
member to this role. After clicking the plus icon, a window will pop up. Start typing the name of the member
and choose the appropriate member from the results. When finished, click Submit. This will update the
information on the dashboard and in the Kiwanis International database concurrently.
CLUB INFORMATION
This section displays your club’s charter date, division and district. The only field you can edit is the website field.
If your club has a website (or a Facebook page), enter the URL for the website by clicking the plus icon. Make
sure you enter the full address (e.g., http://www.kiwanis.org instead of just www.kiwanis.org). This website
address is automatically posted to the Find A Club locator on kiwanis.org so make sure you keep it updated.
MEETING LOCATIONS
This section allows for editing the meeting locations for your club. This information, much like the website
field, is automatically added to your club’s information on the Find A Club locator on kiwanis.org. Click the
plus icon to add a new meeting location, or click the pencil icon next to an already existing one to edit that
information. Clubs can list more than one meeting date and time.

SPONSORSHIPS
This section will display Service Leadership Program clubs for youth, university students or adults with
disabilities that your Kiwanis club has sponsored. Keep the names of your Kiwanis advisors and faculty
advisors up to date to ensure the right people at the school or club are receiving resources they need.
You can edit advisor information by clicking the pencil icon(s). If the sponsored clubs listed are incorrect,
contact the Kiwanis Helpline at 1-800-KIWANIS, extension 411, or send an email to memberservices@
kiwanis.org. Someone from the member services team can correct this for you.
Additionally, confirm your youth program advisors have successfully completed professional background
checks in this section. This is a requirement for anyone working with youth.
LINKS AND DOWNLOADS

Kiwanis International will update the links and downloads anytime there’s a critical announcement, or when
a new form becomes available that should be quickly accessible to club secretaries or presidents.
SUPPORT
This section of the Secretary Dashboard provides a quick and easy way to send a message to your district or
to the member services team at Kiwanis International. Simply choose which office you’d like to contact, type
in your message and click the Submit button. Since you’re already logged in to KiwanisOne, the respective
team will know who the message is coming from and will respond to your message as soon as possible.
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Member Admin
S E C R E TA R Y
The Member Admin section is only available to the club secretary. It allows for adding, deleting or editing
member information, as well as a way to search for and export member information to an Excel spreadsheet.
The Member Admin page by default displays a list of all current members of your club. Use the tabs just
above the member list to switch between active, corporate, honorary, satellite and even former members
of your club. Click the appropriate icon in a specific member’s row to view, edit or delete the information.
NOTE: Only club secretaries are granted the ability to edit or delete a member’s information in the system.
To add a new member, click the New Member button. You’ll start by entering the new member’s first and last
name, email address, and then selecting the type of membership (e.g., corporate, honorary, etc.). The system
will guide you through the process step by step. Make sure to fill in required fields marked with an asterisk
before submitting the new member’s information.
Monthly Report
A club secretary is required to submit monthly reports about a Kiwanis club’s activities and successes.
Here are a few tips that will help you get started with the online monthly report features of KiwanisOne.
To access the Monthly Report launch page, log in to KiwanisOne and then click on Monthly Report in the
navigation menu at the top of the page.
To see a current tutorial about how to complete the monthly report, please visit www.KiwanisOne.org/
reporting.
NAVIGATING THE MONTHLY REPORT LAUNCH PAGE

The first thing to look at when opening the Monthly Report Launch page is the “How it works” help button.
Click the question mark in order to read how the monthly report is organized.
The new monthly report format is simpler and shorter. Most of the responses can be made with a single
mouse click.
Kiwanis International realizes that these reports serve two purposes. They help measure our progress
together as a worldwide organization, and they help local clubs record and measure their impact locally.
Because of this, the monthly report incorporates the use of “Other” responses where the details of club
activities may be recorded.

You will find “Other” responses under each of the following:
•• Mentoring and education
•• Partnerships
•• Service projects
•• Community alliances
•• Recognition of community members
•• Funding support
MONTHLY REPORT TIPS

•• The currency used for all of monthly reports will be set by the system based on what currency is saved
for your club in the Kiwanis International database. If, for some reason, your club does not have a
currency saved to your records in the Kiwanis database, the system will prompt you to add it.
•• Reports can be edited, saved and submitted as many times as needed. If a report is submitted with an
error or an adjustment is needed, go back to the report and make edits by clicking on the edit (pencil)
icon. When ready, submit the report again.
•• The club annual report will be compiled automatically at the end of the year if all of monthly reports
have been filed for the Kiwanis year using the online system. There is an opportunity to review and
approve all of the information before officially submitting the annual report in November.
Annual club report
The fourth tab is where you complete the annual club report. This information helps provide a snapshot of
your club’s activities for the year. Not only does this data provide your district with information to recognize
your club’s accomplishments, it also gives Kiwanis International an understanding of what our clubs are
doing in communities around the world.
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Finances
S E C R E TA R Y
Open (unpaid) orders for your club are listed on the Finances page. These invoices include dues, new
member fees, etc. Select one or more invoices using the checkboxes and you’ll see a Pay & Print option
appear at the bottom of the page. You may also select the top checkbox to select all invoices, and then
print and pay them all at one time.
The compiled invoices will show as itemized expenses on the printout. The printout will also include
instructions on where to send payment(s).
New in 2014, open orders and invoices may be paid through an online payment system using a credit or
debit card. Instructions are available within the online system.
Stuck? Need help?
If you encounter an issue as you begin to use KiwanisOne’s reporting features, don’t worry. It’s easy to get
help. Here are a few great resources:
•• Discover videos and articles about the online reporting system at www.KiwanisOne.org/reporting.
•• Find tools and support articles/videos just for club secretaries like you at www.KiwanisOne.org/
clubsecretary.
•• Be empowered to do what you need to do using the tips in this guide. Read the instructions carefully.
•• If these resources don’t provide what you need, send an email to [email protected]
describing your issue with as much detail as possible. One of the team members will get back to you
as quickly as possible.
Don’t forget: Many of the basics for navigating the member website and online reporting can be found
at www.KiwanisOne.org/support.

Resources
Board of directors meeting minutes
Sample format: Option 1
Board meeting minutes

(Sample format – option 1)
Kiwanis club of ___________________________ Date: ______________
Board members present:
Board members absent:
Quorum present (simple majority): Yes or No
Guests:
Roll call
Secretary’s report
• Minutes from previous meeting (officially accepted by the board after review)
• Official correspondence
Treasurer’s report (officially accepted by the board after review)
• Administrative and service accounts

• Approval for payments not within the approved annual budget
Membership committee report
• Applications for membership

• Resignations or changes in club roster
Other committee reports
Unfinished business from a previous board meeting
New business
Strategic discussion about areas of concern
Division business
District business
Kiwanis International business
Download this document at www.KiwanisOne.org/clubsecretary. Personalize it to reflect your club’s board

meeting agenda and the space you need to take the minutes.
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S E C R E TA R Y
Board meeting minutes
(Sample format – option 2)
Kiwanis club of ___________________________ Date: ______________
Board members present:
Board members absent:
Quorum present (simple majority): Yes or No
Guests:
Roll call
Consent agenda (officially accepted by the board in a single vote)
• Secretary’s report and minutes

• Treasurer’s report
Action agenda (each item is voted on individually)
• Committee reports that require action

• Funding requests outside of the approved budget
Information agenda
• Committee reports that do not require action
Future business
Download this document at www.KiwanisOne.org/clubsecretary. Personalize it to reflect your club’s board

meeting agenda and the space you need to take the minutes.

Resources
Secretary’s monthly checklist
June and July (before your term of office)
FF Make plans to attend your Kiwanis district convention. When you go, you’ll have a chance to take
part in club secretary education, improve your skills and meet Kiwanis members from your region.
FF Review report forms, board meeting agendas/minutes and club procedures for carrying out your
responsibilities. Check out the resources at www.KiwanisOne.org/clubsecretary.
FF Meet with the current club secretary to discuss the position and determine how you’ll facilitate
a smooth transition.
August (before your term of office)
FF Schedule an organizational board meeting and budget planning session with the incoming board and
committee chairmen by late September. Find a budget worksheet in the club secretary resources binder
or at www.KiwanisOne.org/clubsecretary. Plan to adopt the club budget by October 1.
FF Work with the incoming president to establish a mutually convenient time for a weekly discussion
throughout the year for planning, problem solving and follow-up.
FF Assist your incoming club president with committee assignments, organizing meetings and developing
club goals.
FF Assist the incoming president in scheduling and conducting the club president’s planning conference
before September 30. (See the president’s resource section for more details.)
FF Create a club calendar that includes:
•• official due dates for reports and forms
•• a schedule of Kiwanis International, district, division and club activities and events
•• Service Leadership Programs events for those clubs you sponsor
FF Attend your district convention and participate in club secretary education. Take a copy of the club
secretary workbook, found in the club secretary resources binder, with you.
September (before your term of office)
FF Review Kiwanis International, district and division award programs. Check out the recognition pages in
the reference materials section of this guide or the awards and recognition link at www.KiwanisOne.org/
clubsecretary for details.
FF Record scheduled dates of lieutenant governor’s and governor’s official visits to your club and club board
meetings.
FF Communicate the board meeting schedule for the year to the club board of directors.
FF Receive the club secretary resources binder from your current club secretary by the end of the month
and review its contents. To check for updates and to prepare fillable forms, including the member activity
report, go to www.KiwanisOne.org/clubsecretary after October 1, the date your term begins.
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October
S E C R E TA R Y
FF Review and update your club’s annual membership roster online by October 10 to ensure proper invoicing.
FF Review sample board meeting agendas and meeting minutes formats in this guide or download an
editable version at www.KiwanisOne.org/clubsecretary.
FF Consider any proposed resolutions or amendments to the Kiwanis International Bylaws that your club
would like to have presented at the Kiwanis International convention. Submit your proposals to the
Kiwanis International Office by October 31.
For every club meeting:

•• Work with your club president to develop the agenda.
•• Check with the program committee chairman for program information, setup needs and greeters.
•• Take attendance.
For monthly board meeting:

•• Send an agenda, the previous month’s board meeting minutes and a meeting reminder
to board members.
•• Sort correspondence, bills received, etc., for your report to the board.
•• Take minutes.
•• Collect committee reports.
Submit these items by the 10th of the month:

•• Submit September’s monthly report online (if it hasn’t been completed by the outgoing
secretary during September).
November
FF Review general liability insurance information with the club board of directors. Club and optional
insurance resource guides are mailed to each club secretary in November but it can also be found
at www.KiwanisOne.org/liability.



November (cont.)
to board members.

•• Submit October’s monthly report online.
•• Update membership information online and submit appropriate fees for new members
to the Kiwanis International Office.
December
FF Ensure the person in charge of communications, including your club newsletter, is receiving timely
information on club, division, district and Kiwanis International programs, projects and events to keep
all members informed. Facilitate communication when needed. See that the communications person
has up-to-date address lists.


to board members.

•• Submit November’s monthly report online.
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January
S E C R E TA R Y
FF Share Kiwanis International convention information with club members.
FF Conduct your quarterly review of your member roster and make updates online.
FF Help coordinate your annual club meeting between January 1 and May 15. Be prepared to present
your secretary’s report. (See the president’s resource section for more details.)
FF If you are also serving as club treasurer, file a Form 990, 990-N or 990EZ with the Internal Revenue
Service (IRS) by February 15 (U. S. clubs only). Get information at www.KiwanisOne.org/form990.


to board members.

•• Submit December’s monthly report online.
February
FF If you are also serving as club treasurer, file a Form 990, 990-N or 990EZ with the Internal Revenue
Service (IRS) by February 15 (U.S. clubs only). Get information at www.KiwanisOne.org/form990.


February (cont.)

to board members.

•• Submit January’s monthly report online.
March
FF Review Kiwanis International, district and division award programs. Is your club on target?
Check out the recognition pages in the reference materials section of this guide or the awards
and recognition link at www.KiwanisOne.org/clubsecretary for details.
FF Report your club’s two delegates and two alternates for the Kiwanis International convention to the
Kiwanis International Office by April 30 on the delegate certification form, available at
www.kiwanis.org/convention.
FF Report your club’s three delegates for your district convention to your district office by the
required deadline.
FF Submit to your district office any business matters your club would like propose at the district
convention. Check with the district office to learn the proper deadline.

•• Work with your president to develop the agenda.

•• Send an agenda, the previous month’s board meeting minutes and a meeting reminder to
board members.
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March (cont.)
S E C R E TA R Y

•• Submit February’s monthly report online.
April
FF Finalize plans for delegates, alternates and other club members to attend the Kiwanis International
convention. If you haven’t already reported your club’s two delegates and two alternates to the
Kiwanis International Office on the delegate certification form, available at www.kiwanis.org/
convention, be sure to do so by April 30.
FF Conduct your quarterly review of your club’s member roster and make updates online.


to board members.

•• Submit March’s monthly report online.

May
FF Submit the Annual Report of Club Election online by June 1.

FF Finalize plans for delegates, alternates and other club members to attend the Kiwanis International
convention. Members may still register; see the registration form for instructions. Be sure the
delegate certification form, available at www.kiwanis.org/convention, has been filed with the Kiwanis
International Office.
FF If you have already chosen your club’s three delegates for your district convention, share their
information with your district office by the required deadline.
FF When you receive the annual club mailing from the Kiwanis International Office, look for updates for the
club secretary resource binder.


•• Send an agenda, the previous month’s board meeting minutes and a meeting reminder to
board members.

•• Submit April’s monthly report online.
•• Update membership information online and submit appropriate fees for new members to the
Kiwanis International Office.
June
FF The Annual Report of Club Election is due June 1. Be sure to file election results with the
Kiwanis International Office and your district office online.
FF Finalize plans for delegates and other club members to attend your district convention.
Be sure you’ve reported your delegates to the district office.
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June (cont.)
S E C R E TA R Y

to board members.

•• Submit May’s monthly report online.
July
FF Honor outgoing club leaders by making a donation in their names to the Kiwanis International
Foundation or ordering gifts from the Kiwanis Family Store. To ensure delivery in time for year-end
ceremonies, allow three to six weeks plus shipping time for items requiring personalization.
Delivery lead times may be longer if you wait until August or September to order.
FF Complete applications to honor club, division or district leaders with Life Member status.
FF Meet with the incoming secretary to discuss duties and recommend areas for improvement. Work
closely with the incoming secretary for the next few months and see that he or she attends club
secretary education (before September 30).
FF Conduct your quarterly review of your member roster and make updates online.


July (cont.)

to board members.

•• Submit June’s monthly report online.
August
FF Assist your incoming president with planning for the club president’s address in October.
(See the president’s resource section for details.)


to board members.

•• Submit July’s monthly report online.
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September
S E C R E TA R Y
FF Review installation ceremony plans with your club president. (See the president’s resource
section for more details.)
FF Order Kiwanis International awards earned by members.
FF Review and update your club’s annual membership roster online by October 10 to ensure proper
club invoicing.
FF If your club would like to propose resolutions or amendments to the Kiwanis International Bylaws
at the Kiwanis International convention, submit your proposals to the Kiwanis International Office
by October 31.
FF Update and pass on the club secretary resource binder to the incoming club secretary by the end of
the month. To check for updates, go to www.KiwanisOne.org/secretary.


to board members.

•• Submit August’s monthly report online. Determine when you’ll submit your September monthly
report: either by you before September 30 or by the incoming club secretary by October 10.
October (following your term of office)
FF Pass on materials and records to the incoming club secretary. The secretary is custodian of current
records, reports and minutes. At the end of the year, file your club’s records in permanent files.
(See the detailed list of records earlier in this guide.)
Congratulations on your year of excellence!

You make a living by what you earn; you make a life by what you give. —
Anonymous

TREASURER
Being elected treasurer of your Kiwanis club is proof that your fellow members see
you as a person of integrity—with an aptitude for finance. You’ve been entrusted
the important responsibilities of collecting and disbursing your club’s funds and
maintaining accurate records. You—along with the club board—are responsible for
your club’s solvency and financial stability. Take pride in your leadership role. You’ve
earned your club’s trust.
RESPONSIBILITIES
The treasurer works with the club secretary to coordinate the club’s financial responsibilities and records.
TREASURER
The treasurer often serves as an advisor to the club on financial matters, including setting a club budget.
A Kiwanis club’s treasurer is an officer of the club and a member of its board of directors, entitled
to participate in all board discussions and eligible to vote on any question put to vote by the
presiding officer.
The treasurer is responsible for collecting all funds due to the club and for keeping the records
of membership fees and dues, unless these responsibilities are delegated to the secretary.
Club treasurers will find a list of resources at www.KiwanisOne.org/leadertools.
QUALIFICATIONS
•• Knowledgeable about bookkeeping and accounting
•• Attentive to detail
•• Organized
DUTIES
•• Guides the board in preparing an annual budget before the start of the fiscal year
•• Coordinates the collection and disbursement of money
•• Receives and promptly deposits all funds paid to the club
•• Disburses funds as directed by the club board
•• Maintains the club’s financial accounts and records
•• Reconciles cash accounts on a monthly basis
•• Prepares and disburses bills to members
•• Provides a monthly financial report to the board
•• Compiles an annual financial summary of income and expenditures for the annual club meeting
•• Makes club records available upon request
•• Performs other duties as may be assigned by the president or board
• Fulfills all other duties documented in the Standard Form for Club Bylaws

Dues and fees
Kiwanis International dues and fees:*
US$52: Kiwanis International dues
US$13: Liability insurance (North America and the Caribbean only)
US$4: Directors and officers insurance (North America and the Caribbean only)
US$8: Magazine publication (for English-speaking members in North America)
In addition to Kiwanis International dues and fees, each district also has dues and fees.
These are unique for every district and are set by the house of delegates at a district event.
The club also has the option to set dues and fees that are retained directly by the club to cover or offset
club operations. These monies stay in your club’s administrative account.
For North American clubs only, when your club receives an invoice from Kiwanis International for continuing
members or new members, both the Kiwanis International and district costs are included when applicable.
Also, Kiwanis International collects fees for the Kiwanis International European Federation. To simplify the
payment process for clubs, Kiwanis International collects all of the dues and fees mentioned above and then
distributes them appropriately.
Some divisions request a voluntary contribution to either the division or the lieutenant governor.
*Depending on your country’s GDP and location, Kiwanis International dues and fees may be adjusted.
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Club accounts
While some clubs may have the need for several separate accounts, every club has a minimum of two:
the administrative account and the service account.
The administrative account is for all administrative expenses of the club. The majority of these funds comes
from annual club dues, meeting meals (if applicable) and membership fees from new members.
The service account is for the service programs of the club. Basically, the income for this account is derived
from fundraising projects in which the public participates or from designated contributions.
Article 8, Section 1, of the club bylaws stipulates: “Monies received for club service activities, regardless
of source, may be used only for service activities.” The service account covers expenses for all club service
activities, as well as all educational, religious and charitable activities. The service account can also cover
expenses associated with sponsorship of a Kiwanis Service Leadership Program (SLP) for youth, adults with
TREASURER
disabilities or university students.
Generally, money from any activity in which only members participate is deposited into the administrative
account. However, income from some members-only fundraisers that are designated by the board as service
fundraising projects may also go into the service account.
Administrative accounts Administrative accounts

receive income from: cover the expenses for:
•• Dues •• Kiwanis International and district dues

•• Membership fees •• Kiwanis International and district conventions
•• Meals (if applicable) •• Magazine subscriptions (if applicable)
•• Assessments •• Meals (if applicable)
•• Club newsletters (if applicable)
•• Club programming expense
•• All or part of the expenses associated with liability
insurance (if applicable)
Service accounts receive income from: Service accounts cover expenses for:
•• Fundraising projects in which the •• Club service activities

public participates (may be net of •• Charitable, educational and religious activities of
expenses) the club
•• Members-only fundraising projects •• Expenses associated with sponsorship of a
that are designated by the board as Kiwanis Service Leadership Program
service fundraising projects
•• All or part of the expenses associated with liability
insurance (if applicable)

REMEMBER:
•• Income from fundraising projects in which the public participates MUST go into the
service account.
•• Administrative and service accounts must be maintained and reported separately.
Accounting system
Accounting systems will differ, depending upon services and equipment available to the treasurer.
Be sure that, when you develop your club accounting system, you:
•• Identify all sources of income

•• Identify all disbursements
•• Create accurate financial reports
•• Permit the accurate billing of members
•• Report the financial standing of each member at any time
•• Provide the secretary with data to prepare a statement of delinquent members for the president
or board (such information is strictly confidential)
Kiwanis International has established a relationship with a preferred vendor that specializes in not-for-profit
accounting software. For more information, visit www.KiwanisOne.org/clubtreasurer.
Annual audit
The bylaws of every club require an annual audit of club accounts, which can be completed by either a
qualified accounting firm not affiliated with any club member or a standing financial review committee, as
provided in club policy.
REMEMBER:
•• The audit is required by the bylaws of every club.
•• The audit may be completed by the club’s financial review committee or a qualified accounting firm.
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FILES TO BE MAINTAINED BY THE TREASURER
•• Club checkbook
•• Paid invoices file
•• Cash receipts file (deposit records)
•• Bank statements and reconciliations
•• Treasurers reports
•• Budget files
•• Official documentation required by state or local law
TREASURER
PERMANENT RECORDS TO BE MAINTAINED BY THE TREASURER
At the end of the fiscal year, you’ll need to pass on certain files to the club secretary or the custodian of
the club’s permanent records.
•• Cancelled checks (seven years)

•• Financial records and reports
•• Invoices
•• Official documents related to the club foundation, if applicable
Incorporation
Each club in the United States and in some countries is required to be incorporated. Incorporation is
typically completed at the time of the new club chartering. However, it’s important to ensure that your club’s
paperwork has been filed. Check in your club files for a copy of the original paperwork. Kiwanis International
and your state or local government agency will need a copy of these files. Be aware that incorporation must
be renewed annually or according to your incorporation laws.
All clubs are required to be incorporated. Call Kiwanis member services at 1-800-KIWANIS,
or +1-317-875-8755, ext. 411, for additional information.

For U.S. clubs only
U.S. revenue act regarding fundraising solicitations
United States legislation requires that any fundraising solicitation by or on behalf of Kiwanis clubs and
Kiwanis districts must include an express statement that “contributions or gifts to the club are not deductible
as charitable contributions for federal income tax purposes.” The statement must be in a conspicuous and
easily recognizable format on all solicitations, whether in written or printed form, by television or radio,
or by telephone.
990 tax form
The IRS requires that all U.S.-based Kiwanis clubs submit a 990 form annually. Not filing this form in a timely
manner may put your club’s incorporation status at risk, resulting in the loss of its 501(c)4 tax exempt status.
This form is due February 15, assuming a fiscal year end of September 30. For more information, go to
www.KiwanisOne.org/form990.
Kiwanis International has established a relationship with a preferred vendor that specializes in not-for-profit
accounting software that includes a simple method for submitting your 990 form. For more information, visit
www.KiwanisOne.org/form990.
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REMEMBER
•• Report club finances promptly each month.
•• Maintain separate reporting for administrative and service accounts.
•• Reconcile bank accounts monthly.
•• Give receipts for funds received.
•• Require an invoice or a check request for checks written.
•• Act as cashier at meetings (when needed).
•• Provide records for annual audit.
•• Retain records for seven years.
TREASURER

Resources
Monthly financial report: Administrative account
This sample financial report for the club’s administrative account is only intended as a guide. The list of accounts
below has been condensed. Treasurers may adapt and expand the accounts as needed for their clubs.
KIWANIS CLUB OF ____________________________________________________________
MONTHLY FINANCIAL REPORT FOR MONTH ENDING _______________________________
BUDGETED CURRENT YEAR

AMOUNT MONTH TO DATE
ADMINISTRATIVE INCOME
Membership dues and fees
Meals/guarantee assessment
New member fees
Interest income
Drawings
Other
Totals:
ADMINISTRATIVE EXPENDITURES
Meals/guests
Meals/members
New member fees
Club newsletter
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ADMINISTRATIVE EXPENDITURES CONTINUED
Committee expenses
• Membership
• Marketing
Delegates to:
TREASURER
• Kiwanis International convention
• District convention
Gifts and flowers
President’s gifts
Social activities
Installation event
Secretary salary/expenses
Insurance and payroll taxes
Office expenses
Totals:

ADMIN SERVICE ALL
ACCT ACCT FUNDS
BANK AND CASH
Balance summary:
Beginning of the month
Current month income
Less current month expenses
End of the month
Total funds in savings
Total funds in checking
Other investments
Total cash & investments:

(should equal total balance of all funds)
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Resources
Monthly financial report: Service account
This sample financial report for the club’s service account is only intended as a guide. The list below has
been condensed. Treasurers may adapt and expand the accounts as needed for their club.
KIWANIS CLUB OF ____________________________________________________________
BUDGETED CURRENT
YEAR TO DATE
AMOUNT MONTH
SERVICE INCOME
Fundraising activities
Interest income
TREASURER
Totals:
SERVICE EXPENDITURES
Club
Division
District
Youth services
• Terrific Kids
• Bring Up Grades
• Read Around the World
• Young Children: Priority One
Service Leadership Programs
• Builders Club
• Kiwanis Kids
• Aktion Club
• Circle K International
• Key Club
• Key Leader
Human and spiritual values
Community services
Fundraising costs
Liability insurance expense
Directors and officers insurance
District foundation
Kiwanis International Foundation
Total service account expenditures:
Net service account activity:

Resources
Sample of Monthly financial report: Administrative account
This sample financial report for the club’s administrative account is only intended as a guide. The list of accounts
below has been condensed. Treasurers may adapt and expand the accounts as needed for their clubs.
KIWANIS CLUB OF ____________________________________________________________
J une

ADMINISTRATIVE INCOME

( Assumes 7 7+35+23) x 26 3,510 3,510
Meals/guarantee assessment 10,000 800 7, 2 00
New member fees ( Assumes 50+ 1 5+ 1 0) 1 50 75
Interest income
Drawings 2,000 167 1, 5 0 3

Other Member Fundraisers 1,500 1,500
Totals: 1 7,160 967 13,788
ADMINISTRATIVE EXPENDITURES
and Speakers 720 60
Meals/guests
6 per mo. @ 1 0 540
Meals/members ( 20x 1 0 x 50) 1 0,000 800 7, 2 00
Membership dues and fees ( 7 7+3 5) x 26 2 ,912 2 ,912
New member fees ( 50+1 5) x 2 130 65
Club newsletter
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ADMINISTRATIVE EXPENDITURES CONTINUED
Committee expenses
• Membership 500
• Marketing 300
Delegates to:
TREASURER
2x 750
• Kiwanis International convention 1,500 1, 500
• District convention 3x 200 600 2 00 2 00
Gifts and flowers 1 00 60
President’s gifts 1 00
Social activities 75
Installation event 1 50
Secretary salary/expenses
Insurance and payroll taxes
Office expenses 73 32
Totals: 1 7,160 1,060 12 ,509

Resources
Sample of Monthly financial report: Service account
This sample financial report for the club’s service account is only intended as a guide. The list below has
been condensed. Treasurers may adapt and expand the accounts as needed for their club.
KIWANIS CLUB OF ____________________________________________________________
J une
BUDGETED CURRENT
YEAR TO DATE
AMOUNT MONTH
SERVICE INCOME
Fundraising activities 6,696 5,000
Interest income 24 6 18
Totals: 6,720 6 5,01 8
SERVICE EXPENDITURES
Club Scholarships 4,000 2,000 2,000
Division
District
Youth services
• Terrific Kids 200 200
• Bring Up Grades 200 200
• Read Around the World
• Young Children: Priority One 1 00 1 00
• Builders Club
• Kiwanis Kids
• Aktion Club
• Circle K International 500 500
• Key Club 500 500
• Key Leader ( 2 @ 225) 450 450
Human and spiritual values 50
Community services 200
Fundraising costs
Liability insurance expense
Directors and officers insurance
District foundation 1 0x 26 260 260
Kiwanis International Foundation 1 0x 26 260 260
Total service account expenditures: 6,720 2,000 4,470
Net service account activity: 0

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Resources
Project budget template
The template is provided in club committee chairman education as a tool to submit committee/project/
event financial needs to the treasurer or the club board.
BUDGETED AMOUNT
Income
TREASURER
Totals:
Expenses
( )
( )
( )
( )
( )
Totals: ( )
Income total
Expenses total ( )
Net

Resources
Check request form
Sample format
To document expenses and reimbursement requests, use a form like this.
KIWANIS CLUB OF KIWANIS CLUB OF
REQUEST FOR CHECK OR MEMBER REQUEST FOR CHECK OR MEMBER

EXPENSE REIMBURSEMENT EXPENSE REIMBURSEMENT
Instructions: Give this form, along with any Instructions: Give this form, along with any
documentation of the expense, to the treasurer documentation of the expense, to the treasurer
for disbursement action. for disbursement action.
Pay to_________________________________ Pay to_________________________________
Amount $____________ ._________ Amount $____________ ._________
For____________________________________ For____________________________________
______________________________________ ______________________________________
Charge to: Charge to:
_____ Administrative account _____ Administrative account
_____ Service account _____ Service account
Date________________________20_________ Date________________________20_________
By____________________________________ By____________________________________
Signature of member (other than treasurer) Signature of member (other than treasurer)
For treasurer’s use: For treasurer’s use:
Date________________________20_________ Date________________________20_________
Check number_______________ Check number_______________
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Resources
Treasurer’s monthly checklist
July, August and September (before your term of office)
FF Meet with the president-elect and the current treasurer to review responsibilities and
current procedures.
FF Review the resources in this guide and at www.KiwanisOne.org/leadertools, including the sample forms.
FF Attend the budget planning meeting, which will be scheduled by the president-elect. The club’s annual
budget is due, if possible, before October 1—and no later than October 15.
Monthly duties
TREASURER
FF Prepare the monthly report for the board.
FF Receive all funds paid to the club and deposit them promptly.
FF Prepare and disburse invoices to members.
FF Reconcile cash accounts.
FF Pay all expenses in a timely manner.
Yearly duties
FF Pay club dues and fees to Kiwanis International. (Due in December.)

FF Pay dues and/or member fees for your sponsored Service Leadership Program clubs.
FF Ensure the club has an annual audit of club accounts.
FF File a Form 990, 990-N or 990EZ with the Internal Revenue Service (IRS) by February 15 (U. S. clubs only).
Get information at www.KiwanisOne.org/form990.
FF Mail club donations to the Kiwanis International Foundation annual campaign in November or with your
annual dues and fees in December.
July, August or September of your term in office
FF Meet with your president-elect and the incoming treasurer to review responsibilities and
current procedures.
FF Transfer all materials to the incoming club treasurer before October 1.
Congratulations on your year of success!

I’ve learned that people will forget what you said, people will forget what you did, but people will never
forget how you made them feel. — Maya Angelou

PRESIDENT
Your Kiwanis club elected you president because you have the quality of character to
lead. As president, you’ll ensure your club functions effectively. You’ll lead your club
in projects that benefit your community. You’ll develop initiatives to increase club
membership. Above all, you’re charged with developing servant leaders who’ll fulfill the
Kiwanis mission at the club level and beyond. Prepare well, and you’ll be a leader who
inspires, counsels and steers your club in the directions of membership and service.
RESPONSIBILITIES
As presiding officer of the club and the board, the president works closely with the board of directors and
committee chairmen to establish and follow a strategic plan, set goals for improving the members’ club
experience and increase the impact of the club’s service in the community by adding new members to the
club. Club presidents will find a list of resources at www.KiwanisOne.org/clubpresident.
QUALIFICATIONS
•• Empowers and inspires members
•• Manages time well
•• Builds relationships with community leaders
•• Facilitates club meetings
••
PRESIDENT
Leads by example
DUTIES
• Establishes a strategic plan for the club including goals for membership and community service
• Motivates members and committees to achieve those goals
• Organizes an effective leadership team by appointing and training effective committee chairmen
• Encourages club leaders to participate in the education course provided for their roles
• Supports committee activity to ensure a successful club experience
• Ensures that the club continues to be relevant to the community and to the members through
periodic assessments
• Gains an understanding of sponsorship responsibilities to Service Leadership Programs
• Provides club members with Kiwanis’ Youth Protection Guidelines
• Facilitates fun, educational and efficient club meetings
• Leads effective and efficient board meetings
• Implements a succession plan for future leaders ensuring a seamless transition
• Communicates regularly with club members to keep them informed about the business
and activities of the club
• Rewards and recognizes member and committee achievements
• Fulfills all other duties documented in the Standard Form for Club Bylaws
You’re a Kiwanian because you care. So imagine what could happen if your club could do even more.
Imagine how many more smiles your club would cultivate. The Formula is your opportunity to shape the
future of your club.
The Formula is a member-led, multi-year initiative to strengthen Kiwanis membership in existing clubs and
expand Kiwanis’ reach to communities that don’t yet have the benefit of a Kiwanis club. The Formula is part
of a strategic plan that leverages a structure to prepare Kiwanis for its next century of impact. It looks to
cultivate an environment of continual self-improvement among members and clubs.
When we share Kiwanis with others, our clubs become stronger, new clubs open and communities benefit
from stronger, better Kiwanis service. So make your membership count. Make your club—and your
community—a better place with The Formula. It’s simple:
Take something you love
Share it with others
Make it a part of your life
The Formula is members loving, sharing and living their Kiwanis experience.
As club president, your priority towards membership is to appoint a membership committee chairman.
This person will be the primary point of contact when it comes to coordinating membership drives,
receiving information about new resources, and keeping the board informed about ongoing and intentional
membership activities.
As this effort continues to move forward, information and resources focused on membership will be
available at www.kiwanis.org/theformula.
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Club committees and their leadership
Start building your leadership team by choosing reliable and collaborative committee chairmen. Your club
committees plan fundraising events, invite and educate new members, and develop service projects—for
the most part, this is where the actual work takes place. Your club’s committee chairmen play a key role in
connecting new and seasoned members to the work your club does in your community and beyond. That’s
why you’ll want to be thoughtful in who you choose to put in committee leadership roles. Together you and
your committee chairmen will establish goals for the year. You’ll give them guidance, share some general
expectations and schedule regular checkpoints. Consider these lists of general committee chairman duties
as you determine who might be a good fit to lead each committee.
GENERAL DUTIES OF COMMITTEE CHAIRMEN
TASK LIST: Before their year of service

FF Attend club committee chairman education.
FF Become familiar with your club’s bylaws and policies and procedures.
FF Schedule an organizational meeting in August.
FF Select the members of the committee.
FF Create subcommittees if needed.
FF Develop a committee budget (get board approval if necessary).
FF Develop a communications plan for the year.
FF Determine if the current committee has unfinished goals or commitments the committee is
PRESIDENT
expected to complete.
FF Review and establish long-range and annual goals with the incoming president.
FF Develop an action plan based on goals.
TASK LIST: Ongoing

FF Plan and conduct regular committee meetings and activities.
FF Manage the committee’s budget.
FF Work with other committees in the club.
FF Monitor progress toward committee goals.
FF Write and submit monthly reports to the president and secretary.
FF Attend club board meetings and report on committee plans and achievements.

Starting with this general list, meet with each committee leader to negotiate specific goals, responsibilities
and timelines. Together, consider these questions.
•• What’s the role of a committee chairman?

•• Is there a written job description available?
•• What details are included in the club bylaws or policies and procedures?
•• What are the committee’s long-range and annual goals?
•• What resources are available for committee leaders?
Also, encourage your chairmen to attend club leadership education for committee chairmen at your district
convention or available online at www.KiwanisOne.org/leadertools.
YOUR CLUB’S COMMITTEES

Each club has a list of standing committees within its bylaws, and many clubs have continued to add
committees for different functions, such as support for specific fundraisers and service activities.
Your standing committees likely include:
Financial review*
Membership
Invitation
Retention
Education
Public relations
Programs
Club meetings
Special events
Service and fundraising

Community services
Kiwanis International Global Campaign for Children
These topics can be divided into separate committees or even subcommittees, depending on your club
preference.
*The only committee required by the Kiwanis International Standard Form for Club Bylaws is an annual financial review committee, unless the
club hires a qualified accounting firm to conduct its annual financial examination.
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What other special committees does your club have?______________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Will any of these special committees have completed their task by the end of the current year? Will there be
any additional committees added during your year as president? ____________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
TIMELINE
By July 15, appoint all committee chairmen.
PRESIDENT
By August 1, chairmen will select members for each committee.
During August, committees will meet to review materials, goals and timelines. They’ll form project
schedules and submit a budget proposal for board consideration before the end of September.
If a community analysis is part of your plan, schedule the service and fundraising committee to conduct
and complete it by October 1. Consider using the “Rediscovering your community” tool to help with this
process available at www.Kiwanis.org/ACEtools.

Club president-elect/vice president
The roles of president-elect and vice president are already defined in your club bylaws and policies.
DUTIES AND RESPONSIBILITIES

•• Serves as an officer on the board of directors
•• Serves a one-year or two-year term, as provided in club policy
•• Attends board of directors meetings
•• In the absence of the president, presides at club meetings and board of directors meetings, in
accordance with club policy
•• Performs other duties as assigned by the president or the board of directors
Throughout the year, the president-elect or vice president prepares to assume the leadership role of
president by working closely with the club president and attending the division council meetings, district
conventions and possibly the Kiwanis International convention. It’s the club president’s job to include these
leaders in discussions and meetings, delegate tasks to them and encourage their participation in club
leadership education.
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Board of directors
THE CLUB PRESIDENT’S ROLE ON THE BOARD
•• Presides over board meetings
•• Sets the board meeting agenda
•• Calls special meetings of the board, if necessary
•• Establishes goals for the club, in consultation with the club board of directors, which align with
the club’s strategic plan
•• Serves as ex-officio member of all standing and special committees
PURPOSE OF THE CLUB BOARD

Every Kiwanis club has a board of directors to ensure smooth club operations, to lead club initiatives,
and to create and uphold the club’s vision—all with the club’s best interests in mind. Most of the board’s
tasks are related to these functions: administration, decision making and strategic planning. Some
administrative tasks include:
•• Determining the good-standing status of members in accordance with club policy

•• Setting an annual budget (before October 15 each year)
•• Assuring the club complies with applicable governmental rules and regulations
•• Overseeing the implementation of club policy
•• Assuring the club is meeting its financial obligations, including the annual review of financial
statements by either a standing financial review committee or a qualified accounting firm
PRESIDENT
NOTE: A board member may not also be part of the financial review committee.
There might also be other duties assigned to the board in your club bylaws and policies.
STRUCTURE OF THE CLUB BOARD

As stated in the Standard Form for Club Bylaws and Policies, the club board includes:
•• Officers
•• President
•• President-elect
•• Immediate past president
•• Vice presidents (if any)
•• Treasurer
•• Secretary or secretary-treasurer if the position is combined
•• Directors
•• Other positions as may be required by the laws of local jurisdiction*
*Generally, this applies only to clubs in Europe and Asia-Pacific.

Board officers’ terms vary, but all begin on October 1. Club officers serve one- or two-year terms and
directors serve one-, two- or three-year terms. However, if your club chooses to elect directors for two-
or three-year terms, stagger the terms so that only one-half or one-third of the directors are up for
election each year.
BOARD MEETINGS
The board meets regularly at a designated place and time. The board may also hold special meetings at the
call of the president via a majority vote of the board, provided at least 48 hours notice is given to all board
members of the date, time, place and topic. The board may meet and conduct business by any method that
allows all participants to simultaneously communicate with each other. This may include online technology
such as GoToMeeting or Skype, conference calls or email. Participation in the conversation, however it takes
place, constitutes attendance. Attendance is important to determine that a quorum was present if any
action was taken. For a club board meeting, a quorum is defined as more than half of the board members.
When in doubt, Kiwanis will refer to “Robert’s Rules of Order” as the guidelines for how to conduct a board
meeting. If any verbal votes are unclear, hold a roll call to capture each vote.
The board may take no action that conflicts with the best interests of the club and its members. Other than
disciplinary measures, an action of the board may be rescinded or amended by two-thirds vote of the club
members present and voting, provided at least 14 days notice is given to all club members.
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Board of directors meeting
Here are two suggested board meeting agenda formats that you may use. Or create your own.
The key is to have an agenda.

Roll call confirming quorum is present*
Secretary’s report
•• Minutes from previous meeting (officially accepted by the board after review)
•• Official correspondence
Treasurer’s report (officially accepted by the board after review)
•• Administrative and service accounts

•• Approval for payments not within the approved annual budget
Membership committee report
•• Applications for membership

•• Resignations or changes in club roster
Other committee reports
Unfinished business from a previous board meeting
PRESIDENT
New business
Strategic discussion about areas of concern
Division business
District business
Kiwanis International business
*A quorum is defined as more than half of the board members. Without a quorum, the board should not take any
formal action.

Confirm quorum is present*
Consent agenda: A consent agenda groups together non-controversial items that require board action but
not discussion or debate. If any board member wants to discuss something on the consent agenda, he or
she asks for it to be moved to the action agenda instead. After any requested items are moved from consent
to action, the consent agenda is voted on as a whole, thus saving time.
•• Secretary’s report and minutes

•• Treasurer’s report
Action agenda: The action agenda includes items expected to require normal discussion and deliberation.
This includes any items that were specifically moved from the consent agenda. Each item on the action
agenda is discussed and voted on individually.
•• Committee reports that require action

•• Funding requests outside of the approved budget
Information agenda**: The information agenda consists of items provided for information only that do
not require board action. Board members may request topics be moved from the information agenda to the
action agenda if they believe action is necessary at this board meeting.
•• Committee reports that do not require action
Future business
*A quorum is defined as more than half of the board members. Without a quorum, the board should not take any
formal action.
**Option 2: All business, whether unfinished or new, falls under consent, action or information. If time runs short,
information agenda items can be shared electronically after the meeting.
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Club meeting
Protocol
Kiwanis protocol is all about good manners, dignity and respect. As president, you set the tone for your club.
These guidelines were designed help you when you’re planning and carrying out club meetings. You don’t
need to do every task yourself, but it’s important to make sure everything’s covered.
•• Designate specific people to greet members as they arrive.

•• Put out flags, banner, bell, gavel, name badges, lectern and guest badges. Check audiovisual aids
before the meeting.
•• Seat visiting Kiwanis leaders (governor, lieutenant governor, etc.) at the head table, if applicable,
and recognize them once during the meeting; they don’t need to be recognized by each program
participant. If your club has invited the governor or lieutenant governor, assume all expenses with
the exception of transportation.
•• Make complimentary meal arrangements for guests in advance.
•• Traditionally, members rise and applaud when their lieutenant governor or governor, a member of the
Kiwanis International board, a past president of Kiwanis International or other distinguished Kiwanian
is introduced. Let a few club members know this in advance so they can set the stage for the rest of
the club.
•• When both the district governor and the host lieutenant governor are present at a club meeting,
as president you’ll introduce the lieutenant governor who, in turn, introduces the governor.
•• Introduce inter-club delegations, visiting Kiwanians, potential members, representatives of
Service Leadership Programs and other guests.
PRESIDENT
•• Develop a standard timed agenda, designate who will have the floor for each action, brief all
participants on their roles and begin and end the meeting on time (see sample agenda on page 55).
•• At every meeting, recognize the achievements of members and committees and express thanks
on behalf of the club.
COURTESIES TO SPEAKERS
This checklist will make it easy for you or a member in charge of speaker visits to welcome and
introduce your guests.
•• Inform a speaker of:

– the date, time and place of the meeting
– any requests for speech content in advance of or after the meeting
– the approximate size of the audience
– the meeting agenda, time allotted for the speech and adjournment time
– equipment available to the speaker (projector and screen, lectern, etc.)
•• Request the spelling and pronunciation of the speaker’s name and a resume for publicity
and an introduction.

•• Ask a member to greet the speaker and introduce him or her to you and other members. Make sure the
speaker is given a guest or speaker’s badge and seated at the head table. Have a cup or bottle of water
at his or her place (or the podium).
•• Before the presentation, offer a brief, formal introduction of the speaker. Say thank you to a speaker with
an inexpensive token of appreciation. Consider making a donation on his or her behalf to a cause that
reflects the club’s focus on service and community. A day or two after the speaker’s visit, send a note of
appreciation from the club.
•• Many clubs make it a practice to rise and applaud when the speaker is introduced or at the conclusion
of the presentation. If this isn’t happening naturally and you’d like to introduce your club to the practice,
present the idea to your club members at an appropriate time.
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Club meetings
Sample agenda
PERSON START END
RESPONSIBLE TIME TIME
Opening activity _________________________ ___________ ___________

(This may include a song, an inspirational thought, an invocation or a simple welcome.)
Introductions _________________________ ___________ ___________

(Visiting district and division officers, new members, inter-clubs, other guests)
Communications received _________________________ ___________ ___________

Announcements
• Board actions _________________________ ___________ ___________
• Projects _________________________ ___________ ___________
• Meetings _________________________ ___________ ___________
Committee chairmen reports _________________________ ___________ ___________

Recognition of members
• Induction ceremony _________________________ ___________ ___________
• Awards received _________________________ ___________ ___________
PRESIDENT
• Newspaper publicity _________________________ ___________ ___________
• Birthdays _________________________ ___________ ___________
• Anniversaries _________________________ ___________ ___________
• Club achievements _________________________ ___________ ___________
• Extend greetings and thanks _________________________ ___________ ___________
to visitors for attending
Presentations
• Certificates and other awards _________________________ ___________ ___________
One-minute education spot _________________________ ___________ ___________

Program
• Introduction _________________________ ___________ ___________
• Program _________________________ ___________ ___________
• Thanks _________________________ ___________ ___________
• Extend appreciation to visitors for attending __________________________ ____________ ___________
Adjournment _________________________ ___________ ___________

Induction of new members
The induction of new members is a special opportunity to welcome people into your club. This step is a
memorable experience that helps the new members feel like they’re a part of something important—your
club. When you invest in their introduction, you let new members know they’re valued and appreciated.
Some clubs have a formal—or maybe even unique—tradition for welcoming new members. That’s great!
Whatever your club’s method, you can use these ideas to help make the experience personal. Regardless of
how you do it, be sure that it happens, it’s timely and it reflects your club’s style and spirit.
IDEA 1: OPEN WITH THE KIWANIS OBJECTS

Ask the sponsoring member and the new member to come to the front of the room. Introduce the new
member to everyone in attendance (or have the new member introduce him- or herself ). As a way to
reaffirm everyone’s commitment to the ideals of the club, read the six Objects of Kiwanis. These Objects
have been unchanged since 1924, and every member who has joined since has agreed to these common
principles. Offer the new member his or her Kiwanis membership pin and certificate.
IDEA 2: STICK TO A SCRIPT

Here’s a suggested format for those clubs that prefer to follow a formal script.
PRESIDENT:
Kiwanians care about their community. They join clubs to connect with other servant leaders, to multiply their
impact and to make the community better. They give their time and talents to enrich the lives of children.
Today we’re pleased to welcome _______________ (new member) to our club. He/she is sponsored by
__________________________ (sponsoring Kiwanian). _________________________ (sponsor), would you
please introduce us to __________________________ (new member)?
SPONSOR:
Thank you. I take great pride in presenting our newest member, _____________________ (new member).
(share information that the new member is comfortable sharing)
I’m honored to share the benefits of belonging to Kiwanis; meaningful service, great friendships, and lots of
fun with _________ (new member). I know you will receive great satisfaction from serving others. On behalf
of our club, I’d like to say thank you—for caring about our community—and for joining Kiwanis to make it
better. Thank you for offering your time and talents to improve the lives of children.
PRESIDENT:
________________ (New member), you join a 100-year strong global organization—one that will serve even
more children in its second century of existence. Are you ready to join thousands of others in this quest?
(wait for response)
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Are you ready to dream? Are you ready to have fun? Are you ready to bring smiles to the faces of children
and hope to families in our community? Are you ready to make a difference? (wait for response)
_____________________________ (sponsor), please present the Kiwanis pin and membership certificate to
_________________________ (New member).
_____________(New member), by presenting you with this certificate of membership, I welcome you, on
behalf of the entire membership, into the Kiwanis Club of __________________ (club name).
_______________________ (sponsor), the club thanks you for your willingness to share the values of service
and fellowship in Kiwanis with ____________ (new member). A new member for our club means new ideas,
new enthusiasm, greater fellowship—and greater service. New members help us become more impactful,
more relevant and more diverse.
(If there is some recognition for the sponsor, it can be presented now.)
Today our club has added more hearts and hands to serve the community. Let’s all stand and welcome
______________________________ (new member)! (Applause) I would encourage you to introduce
yourself to __________________________ ________ (new member) and let him/her know why you love our
club and what you love to do for our club and community. Thank you!
Transition timeline
PRESIDENT
Your year of service as club president involves two big transitions for your club: your preparation as incoming
president and your follow-through as you become immediate past president. Here’s a synopsis of some of the
tasks the club president will coordinate to make the transitions seamless.
By September 30, host your club president’s planning conference to plan for the coming Kiwanis year (see
pages 58–59 for details).
At the first or second regular club meeting in October, schedule your club president’s address to
introduce new club leadership and to share major goals, the annual budget and a schedule of events for the
upcoming year (see page 60 for details).
During a regular club meeting between January 1 and May 15, hold your annual club meeting to elect
officers and directors for the following year and hear annual reports from the club president, secretary and
treasurer (see pages 61-63 for details).
At the end of September or beginning of October, conduct the installation of club officers and directors
(see pages 64–68 for details).

Resources
Club president’s planning conference
(previously named club president’s education of incoming officers and appointees)
This conference is designed for club leaders to plan for the coming Kiwanis year.
PERSON RESPONSIBLE
New club president
PURPOSE OF THE CONFERENCE

•• To review the club organization and the specific responsibilities of each elected and appointed
leadership position in the club
•• To review and finalize the goals, actions and timelines for overall club improvement and each
committee and special appointment
•• To review Kiwanis International, district and division goals for the club and incorporate these into the
club’s goals
•• To review the preliminary budget (income and expenses) for the club to accomplish its goals (The board
of directors approves final budget by October 1, or no later than October 15.)
•• To present a calendar of upcoming club, division, district and Kiwanis International events
TIMEFRAME
Complete the conference by September 30.
MEETINGS IN PREPARATION FOR THE CONFERENCE

•• Appointments, goals, actions, timelines (June–August). Use this guide as a tool to help you
work individually with each elected and appointed club leader to establish a clear understanding of
responsibilities and agree to a set of goals and timelines.
•• Club leadership education (August–September). Before your term of office begins, encourage
board members and committee chairmen to participate in education for their specific position online,
at your district convention or during a designated training session. Completing this education in
advance of your year of service helps each person understand how his or her role contributes to the
plan for the club.
•• Committee organizational meetings (August). Ensure club committees conduct organizational
meetings to develop goals into preliminary plans of action and to prepare a net operating budget. Each
committee chairman will bring his or her meeting results and be prepared to present goals, timelines
and proposed budgets to the club leaders.
•• District convention (April–September) and Kiwanis International convention (June/July). Attend
as a club delegate. Workshops conducted during these conventions provide a wealth of information
useful to clubs in the areas of service, membership and club operations.
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TASKS TO COMPLETE IN PREPARATION FOR THE CONFERENCE
•• Gather Kiwanis International, district and division goals for presentation at the conference.
•• Ask the incoming club secretary to bring these items for the conference:
•• Calendar of official due dates for reports and forms
•• Schedule of Kiwanis International, district, division and club activities and events
•• A copy of the club bylaws
•• Current information about the Distinguished Criteria
•• Ask the incoming treasurer to bring the preliminary budget.
PRESIDENT

Resources
Club president’s address
(previously known as club president’s conference)
PERSON RESPONSIBLE
New club president
TIMEFRAME AND PURPOSE

The club president addresses the club members during the club’s first or second regular club meeting
in October, introducing new club leadership and sharing major goals, the annual budget and a schedule
of events for the upcoming year
TASKS AND TOPICS

Thank the immediate past president and the outgoing leadership team.
Introduce and show appreciation to the incoming club leadership team:
•• Officers
•• Board of directors
•• Committee chairmen
•• Special appointments
Announce the club’s major goals and objectives for the year and what is needed and expected from
members for the club to have a great year.
Announce the goals for Kiwanis International and the district for the year.
Have the secretary present the secretary’s report.
Distribute the club roster.
Distribute and review club bylaws.
Distribute the club calendar.
Distribute and review Kiwanis Youth Protection Guidelines. Find them at www.kiwanis.org/youthprotection.
Have the treasurer present the annual budget.
Have committee chairmen and others announce upcoming events or special plans.
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Resources
Annual club meeting (election of officers)
Guidelines
From Standard Form for Club Bylaws, Article 3.3 and Policy E, www.KiwanisOne.org/newclubbylaws
PURPOSE
To elect officers and directors and hear annual reports from the club president, secretary and treasurer
TIMEFRAME
Hold your annual club meeting during a regular club meeting between January 1 and May 15. Be sure to
announce the date at least 30 days in advance.
5 weeks in advance: The president appoints a nominating committee to make nominations and prepare a
ballot to elect officers and directors.
2 weeks in advance: The nominating committee submits a list of nominees. For officers, that means no
more than two nominees for each office. For directors, that means no more than the number of director
positions to be filled plus three candidates. The president-elect is the sole candidate for president
nominated by the committee.
1 week in advance: Nominations from the floor may be made for any position to be filled.
At the election meeting: Volunteers will be appointed to prepare the ballot, count votes and certify results.
PRESIDENT
(Additional nominations from the floor may be made at this meeting, if desired.)
HOW NOMINATIONS ARE MADE

For nominations, follow the order listed in Article 4.1:
•• President
•• Treasurer
•• Secretary
•• Vice president(s)
•• Directors
Here’s some sample language for nominations from different audiences.
By the nominating committee

President: “We will have the report of the nominating committee.”
Chairman of the nominating committee: “The nominating committee submits the following
nominations: For president, Bob Adams; for immediate past president...” (etc., for each office to be filled).

From the floor
President: “For president, Bob Adams is nominated by the nominating committee. Are there any further
nominations for president?”
Member: “I nominate Shanice Walker.”
President: “Shanice Walker is nominated. Are there any further nominations for president?”
If there are no further nominations for president:
President: “If not, nominations for president are closed.” (Follow the same procedure until all
nominations from the floor for all officers and directors are completed and nominations are closed.)
VOTING PROCEDURE
Your club’s election day is one of the most exciting meetings of the year. It’s the day you, as club president,
make an investment in the future of your club—as well as your club members—by “voting in” the next
round of club leaders. To ensure smooth operations on election day, it helps to follow a process. Fortunately,
Kiwanis has one. And it’s easy to follow.
Step 1: Ensure that a quorum is present. A quorum is most commonly defined as more than half. However,
for the club elections to be valid, a quorum is defined as at least one-third of the members. Because each
member in good standing may vote electronically or by paper ballot for annual club elections, these
members count toward your quorum.
Step 2: The president announces the offices to be filled and the candidates who have been nominated.
Step 3: Votes may be cast in four different ways: paper ballot, electronic voting, common consent or voice
vote. Votes aren’t cumulative. Candidates who receive a majority of votes cast are elected.
When the number of nominees for any office is the same as the number of vacancies, the president can
declare candidates elected by “common consent” or by a “voice vote.” Here’s how it works:
By common consent
President: Announce the office and the candidate. For example: “If there is no objection, the chairman
declares Laura Conaway elected president.”
By voice vote
President: “As many as are in favor of Laura Conaway for president, say aye. Those opposed, say no. The
ayes have it, and Laura Conaway is elected president.”
If there have been no additional nominations from the floor, the entire slate recommended by the
nominating committee can be elected similarly, one at a time.
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ELECTION DAY TIPS
•• Only active members in good standing may vote.
•• For any office in which there are more nominees than vacancies, vote by ballot.
•• Candidates must receive a majority of votes cast to be elected.
•• You can define voting by proxy or absentee in your club policy.
•• Your club can choose to give members the option of voting electronically via a secure website or by
paper ballot. (Email is not an option. And currently, electronic voting is not permitted for club matters
other than elections.)
•• Depending upon your own bylaws and policies, the secretary can either (1) be elected at the annual
meeting by the club membership, or (2) be appointed within one week after elections are held.)
Want more detail on election processes? You can find it in your club bylaws or in the Standard Form
for Club Bylaws at www.KiwanisOne.org/newclubbylaws.
PRESIDENT

Resources
Installation of club board members and officers
Arrangements worksheet
This worksheet is designed to help you assign tasks for this event to be conducted at the end of September
of the beginning of October. While the club president is responsible for the installation of club board
members and officers, it’s common for a guest of honor—such as the lieutenant governor—to preside
over the ceremony.
PERSON RESPONSIBLE
PRELIMINARY ORGANIZATION
•• Plan the budget.

•• Arrange the date with your lieutenant governor.
•• Select and contract the site.
•• Arrange the meal and the entertainment.
•• Order the pins and awards.
PROGRAMS
•• Design the program.

•• Determine the quantity and place your order.
•• Take the programs to your event site.
•• Distribute the programs.
PARTICIPANTS
•• Prepare the list of honored guests.

•• Prepare the list of outgoing and incoming officers and
directors with a pronunciation guide for the installing officer.
•• Invite spouses and other special guests, including presidents
and faculty advisor(s) of CKI, Key Club, Builders Club, Kiwanis
Kids or Aktion Club.
•• Confirm attendance and make reservations for expected
attendees.
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PERSON RESPONSIBLE
SEATING ARRANGEMENTS
•• Follow club tradition to determine seating. Generally, a head
table includes the incoming and retiring presidents, the
lieutenant governor (or other installing officers), the master
of ceremonies and speakers (if any). If spouses are invited, the
spouses of these participants also are seated at the head table.
•• Use place cards for honored guests.
•• Fill out and arrange nametags on the head table.

DECORATIONS
•• Order centerpieces for tables.
•• Pick up and arrange the decorations.

PRESIDENT

Resources
Sample agenda
OPENING ACTIVITY
WELCOME
INTRODUCTION OF HEAD TABLE
INTRODUCTION OF OTHER GUESTS
INTRODUCTION OF ENTERTAINMENT
SPECIAL PRESENTATIONS
Recognition of outgoing directors and officers
Recognition of immediate past president
Achievement awards and recognition
INSTALLATION
Suggested order of installations:
•• New directors
•• Vice president(s)
•• Treasurer
•• Secretary
•• President
ACKNOWLEDGMENTS
CLOSING
ADJOURNMENT
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Resources
Suggested scripts
Recognize outgoing directors and officers who will not be holding another office in the new year. Here’s how
the presentation would flow. The installing officer asks the outgoing officers and board members to stand.
Then the installing officer thanks each outgoing leader for his or her contributions in the past year. Finally,
the installing officer asks the membership to recognize the leaders with applause.
Now, it’s time to introduce the new officers. Here are suggested scripts for each position. Please note that if
the installing officer is a member of the club, you’ll want to replace “your” with “our” in the scripts.
Directors
Ask the new directors to come forward as their names are announced.
“The board of directors of a club is composed of you, the elected directors and the officers. The board
of directors handles most of the business of the club–an important responsibility. You’ll set strategic
direction, implement club policies, approve the club’s budget, support committee activities and oversee the
administrative tasks of the club. I know you will accept these responsibilities with a desire to see that this
club has the best year ever. Thank you for stepping up to play this important role. It’s my pleasure to formally
install each of you as a director of this club.”
Vice president
Ask the vice president to come forward as his/her name is announced.
PRESIDENT
“As an officer of the club, you contribute your vision and ideas to your club’s leadership team. I would ask
that you consider the remarks made to your new president as being addressed to you also. I formally install
you as vice president of this club.”
(If the club has more than one vice president, these remarks must be adjusted accordingly.)
Treasurer
Ask the new treasurer to come forward as his/her name is announced.
“As treasurer, you have been elected to an office that demands absolute integrity and financial and
accounting skills. It is your role to deposit and disperse the funds of the club upon the direction of the board
of directors. You’ll also report on the club’s finances at each board meeting. Thank you for stepping into this
significant role. I formally install you as treasurer of this club.”
Secretary
Ask the new secretary to come forward as his/her name is announced.
“In Kiwanis, the club secretary is the master of details. Your role in handling club affairs—the details of
the club and board meetings, the reports, correspondence and records—is essential for the club to run
smoothly. Thank you for taking on this important role. I formally install you as secretary of this club.”

President-elect
Ask the president-elect to come forward as his/her name is announced.
“You have been selected to lead your club during the following year. I ask that, like the vice president, you
would consider the remarks made to your new president as being addressed to you also. As you serve on the
board this year, take advantage of opportunities to learn about the president’s role, build relationships and
plan for your year as president. Thank you for your leadership and dedication. I hereby formally install you
as president-elect of this club.”
Immediate past president

Ask the immediate past president to come forward as his/her name is announced.
“Your club benefits from the immediate past president continuing for one more year as a member of the
board of directors. Your experience as club president this past year will empower you to be an essential
mentor and colleague for your successor and a valued advisor on the business of the club. It’s my pleasure
to present to you your past president’s pin, and by so doing, to charge you with sharing your wisdom and
lending a hand as you remain a member of the board for one more year. Congratulations to you on your
excellent work and dedicated service this past year. We thank you for your continued dedication
to your club.”
President
Ask the president to come forward as his/her name is announced.
“You have been elected to the highest office your club can bestow upon you. It is an office of great honor—
and great responsibilities. The success of your club in this new year will depend upon your leadership at club
and board meetings and as you counsel and inspire your club’s committees. In our community, you’ll be the
face of Kiwanis and your club. Guided by your club’s vision, you and your board will set goals for improving
your members’ club experience and increasing the impact of your club’s service in the community. Thank you
for dedicating yourself to this leadership position. I hereby formally install you as president of this club, and I
sincerely hope that your administrative year will exceed your expectations.”
CONCLUSION
“I congratulate your club on the excellent board directors and officers installed on this day, and wish for
them and your club a most successful year. Thanks to each and every one of you for stepping into your
leadership roles. And thanks to the club members for your support of these leaders. I can assure you of
the complete cooperation and assistance of the division, district and Kiwanis International officers and
committee chairmen.”
NOTE: On some occasions, time simply will not permit more than a very brief installation ceremony.
In such cases, modify the program to fit your situation.
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Resources
President’s monthly checklist
April–June (before your term of office)
FF Announce date, time and location of club leadership education courses as soon as they
become available.
FF Schedule a summer planning meeting with Kiwanis club leadership, Kiwanis club advisor(s)
of any Service Leadership Programs and the officers of the sponsored club.
FF Seek advice from current officers for next year and assist them in making the current year
highly successful.
FF Attend the Kiwanis International convention and make plans to attend your district convention.
FF Mark your calendar with division council and club opening dates for the year.
FF Apply for any Kiwanis International Foundation grants by April 15.
July (before your term of office)
FF Select committee chairmen and special appointees. Meet with each chairman to establish goals
and expectations.
FF Encourage each committee chairman to complete a club committee chairman education session.
FF Work with the membership committee chairman to develop a solid membership plan.
Consult www.kiwanis.org/theformula for resources and guidance.
PRESIDENT
FF Arrange a meeting with the current president. Seek advice on areas of improvement in the club.
Ask about conducting a community survey and a club assessment to help develop goals for the
upcoming year. You may wish to download the “Rediscovering your community” tool from
www.kiwanis.org/ACEtools to help.
FF Report to your club about your attendance at the Kiwanis International convention.
FF Finalize plans to attend the district convention as one of your club’s three delegates.
FF Complete a club president education session before September 30.

FF Work closely with the incoming club secretary to ensure that he or she attends a club secretary
education session before September 30.
FF Provide the program committee chairman with a schedule of meeting dates and encourage him
or her to develop a program assignment schedule for the calendar year.
FF Finalize a membership plan with the membership committee.

August (cont.)
FF Schedule a budget planning session with the board and committee chairmen for late September.
Approve the club budget before October 15 (preferably by October 1).
•• Determine the need for director’s and officer’s liability insurance with club board.
•• Consider what financial assistance will be given to delegates and alternates attending the
Kiwanis International convention.
•• Consider what financial assistance will be given to delegates attending your district convention.
•• Consider a club donation to the Kiwanis International Foundation annual campaign.
FF See that your club treasurer receives copies of pertinent information from the incoming secretary.
FF Arrange a meeting with the current and incoming treasurers. Review responsibilities and procedures
at that meeting.
FF Accompany Key Club, Builders Club and Kiwanis Kids advisors to visit school principals to reinforce
the sponsored club support for the coming year. Confirm sponsorship needs of Circle K International
and Aktion Clubs as well.
FF Develop an agenda for the club president’s planning conference. See pages 58–59 for more details.
Conduct this session before September 30.
FF Review Kiwanis International awards programs as well as any awards programs offered by your division
or district. This information is in the reference materials section of this guide.
FF Make plans for any joint service, social and/or fundraising activities for the year with your club’s
sponsored Service Leadership Program clubs.
FF Make plans for Kiwanis Family Month (November).
FF Make certain every officer, board member and committee chairman is prepared to “hit the ground
running” on October 1.
FF Plan the club president’s address, which will be at the first or second club meeting in October.
See page 60 for more details.
FF Report to your club about what you learned at your district convention.
FF Extend invitation(s) to sponsored Service Leadership Programs club president(s) and faculty advisor(s)
to attend the club officer installation event.
FF Encourage representatives from your Key Club to attend Key Leader weekends.
FF Raise awareness in your community by using the Kiwanis brand consistently. Make sure
your membership committee follows the latest Kiwanis brand guide available at
www.KiwanisOne.org/awareness.
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October–September
For every board meeting:
•• Coordinate with the club secretary to prepare the meeting agenda.
•• Review progress on each goal and project.

•• Coordinate with the club secretary to prepare the meeting agenda.
•• Confirm program/speaker (if applicable).
•• Evaluate the past month’s meetings and adjust as needed.
•• Confirm new-member inductions for the meeting and have supplies ready.
•• Begin and end the meeting on time.
October
FF Before your first board meeting, review the minutes of past month’s board meeting.
FF Finalize this year’s goals and budget at this board meeting. Send club goals to your lieutenant governor.
FF Before your first club meeting, review a sample agenda, included in this guide.
PRESIDENT
FF Announce and make preparations for the lieutenant governor’s visit.
FF Ask the membership committee to submit a news release about the installation of club officers to the
local newspaper. Encourage the chairman to publicize club news throughout the year.
FF Consider any proposed resolutions or amendments to the Kiwanis International Bylaws that your club
would like to have presented at the Kiwanis International convention. Submit your proposals to the
Kiwanis International Office by October 31.
FF Be the first to induct a new member. Challenge others to follow your example.
FF Consider applying for a Kiwanis International Foundation grant by November 15.
November
FF Make certain all club, division, district and Kiwanis International news, projects and events are
communicated through newsletters and announcements. Make sure members learn something about
Kiwanis each week.
FF Observe Kiwanis Family Month. Designate weeks to recognize the Circle K International, Key Club,
Builders Club, Aktion Club and Kiwanis Kids clubs that your club sponsors.
FF Take part in Giving Tuesday. For more information, check out www.kiwanis.org/foundation.

December
FF Make plans to interact with your club’s Service Leadership Programs for January through May.
FF Encourage members to attend mid-year conferences.
FF Continue to encourage club members to register for and attend the Kiwanis International convention.
FF Check in with committee chairmen to talk about progress toward goals.
January
FF With the club secretary, review first quarter club and board meetings; committee programs/projects;
and involvement in division, district and Kiwanis International events and programs. Look for areas
of success as well as needed improvements.
FF Make plans for your club’s involvement in Kiwanis One Day.
FF Conduct the annual club meeting/election of officers between January 1 and May 15. See pages 61–63
for more details.
February
FF Make certain your Circle K International and Key Clubs elect and report new officers to your district
and the Kiwanis International Office.
FF Appoint a nominating committee at least five weeks before the annual club meeting.
FF Ensure your Key Clubs and Circle K International clubs are represented at district conventions.
FF Remind Key Clubs and Circle K International clubs to attend their district’s education session.
March
FF Ensure plans are completed for Kiwanis One Day participation.

FF Review Kiwanis International award programs, as well as district, division and club award programs.
Determine if your club is on target. Look for additional opportunities at www.kiwanis.org/recognition.
FF Encourage club members who plan to attend the Kiwanis International convention to submit their
registration forms at www.kiwanis.org/convention.
FF Elect two primary delegates and two alternate delegates to represent the club at the Kiwanis
International convention at least 60 days before the convention.
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March (cont.)
FF Consider items of business to be proposed at your district convention.

FF At least 30 days before your district convention, elect three delegates to represent your club
at the event. Encourage the Circle K International and Key Clubs you support to attend their
district conventions.
FF Consider applying for a Kiwanis International Foundation grant by April 15.
April
FF Ensure club involvement in Kiwanis One Day. Celebrate your successes!

FF Elect two delegates and two alternates to represent your club at the Kiwanis International convention.
FF Assist your Service Leadership Program clubs with end-of-year recognition activities. Invite club
members’ parents and have Kiwanis membership materials available for them. Present mementos to
outgoing officers and faculty advisors.
FF Meet with incoming president. Offer advice on areas of potential improvement in the club.
FF Participate in Kiwanis International Foundation’s Skip-a-Meal.
FF Remind the incoming president to attend the club leadership education session offered in your area.
Contact district office for details.
PRESIDENT
May
FF Finalize plans for delegates, alternates and other club members to attend the
Kiwanis International convention.
FF Consider items of business to be proposed at the district convention.
FF Elect three delegates to represent your club at the district convention.
FF Ensure your Circle K International and Key Clubs are represented at their conventions.
June
FF Review Kiwanis International award programs, as well as district, division and club award programs.
Determine if your club is on target. Look for additional opportunities at www.kiwanis.org/recognition.
FF Involve your successor in club operations and procedures and encourage early preparation for next year.

June (cont.)
FF Finalize plans for delegates and other club members to attend the district convention.
July
FF Review club and member accomplishments and recognize contributions.

FF Ask club members who attended the Kiwanis International convention to report to your club about
the business that was conducted and their experiences.
FF Remind the president-elect to accompany Builders Club, Key Club and Kiwanis Kids committee
chairmen to visit the school principals to ensure the sponsored programs plans are made for the
coming school year. Also, set up a meeting with the college/university officials on the campuses of
your sponsored Circle K International clubs.
FF Plan the installation ceremony, which is usually conducted at the end of September or the beginning
of October. Work with your secretary to make certain the merchandise order is submitted for items
traditionally used by your club to honor incoming and outgoing officers and other club leaders (officer
pins, plaques, certificates, etc.) and allow three to six weeks plus shipping time for items requiring
personalization. Invite the incoming lieutenant governor to install incoming officers.
August
FF Assist incoming president with planning for upcoming year.
September
FF Work with the secretary to order any awards earned by club members.
FF Ask club members who attended the district convention to report to your club about the business
that was conducted and their experiences.
FF Conduct an installation ceremony.
FF Submit a club gift to the Kiwanis International Foundation by September 30 either online or postmarked
by that date for appropriate recognition.
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FF Pass president’s materials to incoming club president.
Your district needs strong leaders. Consider becoming a lieutenant governor.
PRESIDENT

If your actions inspire others to dream more, learn more, do more and become more,
you are a leader. —
John Quincy Adams

LIEUTENANT GOVERNOR
Your fellow Kiwanians have elected you to one of the key leadership positions
in your district. Your responsibilities include helping clubs maintain or increase
their membership, opening new clubs, ensuring participation in club leadership
education, and increasing club members’ engagement and morale.
The energy that you give this position will go a long way toward maintaining the
health and vitality of the clubs in your division and, by extension, Kiwanis.
RESPONSIBILITIES
Just as the club president is the leader of the club, the lieutenant governor is the leader of the division.
The lieutenant governor invests balanced efforts in working with existing clubs and opening new
clubs to strengthen Kiwanis within the communities in the division. This position is the connection
between the clubs and the global Kiwanis organization when it comes to communication, resources,
education opportunities and information. The lieutenant governor works closely with club leadership,
specifically club presidents, to ensure that they feel supported and have access to information to
continuously improve their members’ experience.
QUALIFICATIONS
•• Familiar with communities in their division
•• Knowledgeable of basic Kiwanis club operations
•• Willing to learn and use Kiwanis online reporting
•• Aware of Kiwanis tools and resources
•• Organized and able to manage time well
•• Able to build relationships with club leaders within the division
LIEUTENANT
DUTIES
GOVERNOR
•• Directly support the clubs as they create and/or implement the strategic plan
•• Works with the master or certified instructor to coordinate a classroom offering
of club president education
•• Actively contributes to the fulfillment of the district strategic plan, as requested
•• Develops a division action plan, which includes a division membership plan
•• Serves as the leader for the division membership team
•• Coordinates assistance to clubs by communicating with the certified club counselors in the
division, the district membership team members and Kiwanis International

•• Drives membership in the division by assisting current clubs in their invitation
and member engagement efforts
•• Identifies communities as potential new-club locations
•• Leads the club-opening team in the division
•• Connects a sponsoring club with a new-club site
•• Mentors new clubs
•• Continually is a resource to clubs in the areas of membership, service, branding
and financial viability
•• Visits clubs in the division
•• Evaluates, coaches, supports and provides positive reinforcement to Kiwanis clubs
in the division
•• Provides tools and resources to address areas of opportunity
•• Shares key messages with clubs
•• Encourages participation in club leadership education opportunities
•• Participates in lieutenant governor orientation
•• Facilitates division council meetings
•• Hosts the governor’s visit (if applicable)
•• Ensures a seamless transition among preceding, current and succeeding
lieutenant governors
•• Helps identify the new lieutenant governor-elect
•• Serves on the district board of trustees (if applicable)*
*Depending on the district; not all lieutenant governors serve on the district board of trustees. This is commonly referred to as
the “trustee system, regional system or regional trustee system.” Contact your district office if you have questions about your
involvement with the district board.
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Appointment of division leadership team
To be successful as the division’s leader, you’ll need help from a division leadership team. Some key team
members may be suggested by district policy or division tradition. Others will be based on your analysis
of your needs for a productive and successful year. Discuss existing division leadership positions with the
current lieutenant governor, past lieutenant governors and others whose advice you value.
Possible division appointments include a committee chairman for the governor’s visit and experts who can
provide direct support for club committees.
For each position, define the tasks, identify the necessary skills and personally ask the member to be a part
of your team.
Use the position appointment form to help you define and build your team.
Sample format for position appointment
Position title:_______________________________________________________________________________
Responsibility(ies): __________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Primary tasks and target dates for completion of each:
TASKS COMPLETION DATES

_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
LIEUTENANT
GOVERNOR
Personal characteristics needed to be successful: _________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Person accepting position: ___________________________________________________________________
Address: __________________________________________________________________________________
Phone number: ____________________________________________________________________________
Email address: _____________________________________________________________________________

Division action plan
Effective leaders have a clear understanding of the responsibilities and expectations of their office as it
relates to Kiwanis International, the district and the clubs. The lieutenant governor establishes a clear vision
for the year ahead through development of division goals. Choose division goals that are specific and
attainable. Outline specific steps and a timeframe for completing each step. Define who is responsible for
each step, and communicate steps and responsibilities to everyone who has a role in achieving each goal.
Distribute a draft of a division action plan, including goals, steps and timeframes at the preliminary
division council meeting. Following discussion, develop and distribute a final action plan to all club and
division leaders. This can serve as the basis for the lieutenant governor’s regular progress checks with the
people responsible.
Clubs are asked to identify their annual goals by October 1. This includes membership goals, committee
goals and those specific to board activity. Request a copy of these goals from each club, and consider how
they impact the collective division goals. Having these goals in hand will also give the lieutenant governor
an immediate opportunity to discuss areas that are important to the club and to better identify what kind of
support they may appreciate.
As part of the division action plan, include a division membership plan that specifically outlines the
membership goals within each club as well as plans for club openings. See pages 81–82 to better
understand the division membership plan.
Sample format for division action plan
Goal: (A specific statement of desired result and completion date).
ACTION STEPS PERSON RESPONSIBLE COMPLETION DATE PROGRESS DATES
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
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Division membership plan
The lieutenant governor is responsible for accomplishing the membership goals within the division during
the year. This effort is in collaboration with your division membership team, which includes certified club
counselors, who focus on existing clubs, and a club opener. Specifically, the division membership team
monitors and encourages strengthening membership in all existing clubs and the opening of new clubs.
Here’s how to create a membership plan:
Before the year begins
1. Attend lieutenant governor orientation and familiarize yourself with the resources provided by Kiwanis
International at www.kiwanis.org/theformula.
2. Get membership information from the current lieutenant governor for each club. As you meet the
incoming officers of each club, discuss membership goals and support for new clubs within the division.
Take special note of clubs that have been recently organized.
3. Identify potential sites for new clubs and initiate the club-opening steps.
4. Consider how you’ll communicate the division’s membership priorities and progress throughout the
year to club leaders and members. Make use of:
•• Education sessions
•• Division newsletters
•• Official club and board visits
During the administrative year
1. Make progress on opening a new Kiwanis club during the first half of the year (October–March).
2. Strengthen an existing Kiwanis club.
3. Ensure that support and mentoring is continuing for clubs that have been organized within the past
12 months.
4. Lead by example: Fulfill your commitments to participate personally in specific membership activities.
5. Continue to communicate the division’s membership priorities and progress. LIEUTENANT
6. Recognize the clubs and individuals who achieve their membership goals. GOVERNOR
7. Sponsor a member into your own club early in the year.
8. Offer advice to your successor on division membership for the next administrative year.

Potential areas of goal setting
•• Impact on the community

•• Net membership for the division, ___ percent ( ___ members)
•• Club opening and development
•• Inclusion of Circle K International and Key Club International alumni and Service Leadership Program
parents as prospective members
•• Orientation of all new members
•• Engagement of current members
•• Regular recognition of members for achievements
•• Membership sucess of Service Leadership Programs such as Kiwanis Kids, Builders Clubs, Key Clubs, CKI,
Aktion Clubs and Key Leader (where applicable)
•• Positive publicity in the community
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Lieutenant governor’s preliminary evaluation of clubs
(To be completed in June for each club in the division.)
Your success as lieutenant governor ultimately depends on the success each club in the division has in
strengthening the quantity and quality of membership and service during the administrative year. Your
ability to help clubs grow, provide better service to the community and meet the needs of their members
starts with gaining a thorough knowledge of each club’s strengths and weaknesses. Establish a positive,
helpful relationship with the incoming club presidents and maintain this relationship throughout the year.
Steps
1. Meet with the current lieutenant governor and discuss each club. Note the lieutenant governor’s
impression of noteworthy strengths and possible improvements.
2. Obtain copies of each club’s monthly reports (October–April) from the lieutenant governor. Note
positive and negative trends of each club. These reports will be available to you electronically once your
term has officially begun.
3. Contact the incoming club presidents in every club. Give them your mailing address, phone number(s)
and email address. Encourage them to contact you whenever you can help. Ask for their impressions
of current club status including club strengths and potential challenges for the upcoming year. Record
these comments. Discuss their clubs’ goals and how those goals will address the potential challenges
they may face during their term.
LIEUTENANT
GOVERNOR

Evaluation of clubs and boards
The lieutenant governor may be asked by the district to complete an evaluation. These are not required by
Kiwanis International but may be a great reference throughout the year as you track conversations and visits.
Resources that may be helpful to you in your evaluation include the sample club meeting agenda on
page 55 and the sample board meeting agendas on pages 51–52. Remember that each club may have its
own unique format.
These are some of the primary areas to note:
•• Club meeting
– Meeting place
– Welcome activities
– Conduct of meeting
– Fellowship
– Program planning
•• Board meeting
– Attendance
– Budget and bylaws adherence
– Committee activities
– Record keeping
– Timeliness of reports and payments
•• Special areas
– Service Leadership Programs participation
– Young Children: Priority One
– District and Kiwanis International convention representation
– Revision of club bylaws
– Club incorporation
– Charitable foundation
•• Club’s request for materials
•• Additional information of special value to governor, district secretary and district committees
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Sample board meeting evaluation
Club name: Kiwanis Club of __________________________________________________________________
Incoming club president: ____________________________________________________________________
Incoming club president telephone number: ____________________________________________________
Incoming club president email: _______________________________________________________________
Comments about club strengths/concerns: ______________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Review of monthly reports: (Note significant trends in areas such as new members, membership
engagement, meeting attendance, meeting programs, service opportunities, fundraising efforts.)
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Incoming club president comments about the club:_______________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________ LIEUTENANT
GOVERNOR
_________________________________________________________________________________________

Sample club meeting evaluation
CLUB MEETING DATE: ___________________________/_________/____________
Excellent Good Fair Poor Ideas for improvement
Opening ceremonies
Recognition of guests
Committee action
Reports (Make them concise,
indicate progress.)
Service to community
Program
Advance arrangements
Introduction
Speaker
Thank-you
Membership
Involvement
Fellowship
Invitation
Retention
Inter-clubbing
Budget
Publicity
Promotion of Kiwanis Objects
Participation in division,
district and Kiwanis
International activities
*Note: For suggestions on improving weak areas of the club, refer to www.kiwanis.org/theformula.
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Division council
PURPOSE
Kiwanis International encourages every lieutenant governor to organize a division council. Through regularly
scheduled council meetings, the lieutenant governor has an opportunity to work with club and division
leaders to:
•• Address common club concerns

•• Share ideas and successes
•• Evaluate progress in achieving club, division and district goals
•• Resolve minor club problems before they become serious
•• Track report filings
•• Promote division, district and Kiwanis International programs
•• Coordinate implementation of division-wide projects and events such as the district governor’s visit and
the opening of a new Kiwanis club
Also, at a division council meeting held before April 15, a new lieutenant governor and his or her successor
must be elected. Consult your district bylaws for the proper procedure and allow time for that process on
the agenda.
SIZE AND MAKEUP

In most Kiwanis divisions, council membership includes the lieutenant governor and club presidents. Many
councils also include club secretaries, the lieutenant governor-elect, division appointees, and the lieutenant
governors or representatives of CKI and Key Club.
MEETINGS
Ideally a council would meet monthly. If monthly meetings are not feasible, plan at least one council
meeting per quarter. Periodic electronic communications are encouraged.
At least two council meetings can be conducted in conjunction with other activities club presidents are
expected to attend:
LIEUTENANT
1. Club president education (May/June). This is your first opportunity to meet with the incoming club GOVERNOR
presidents. Take advantage of this time to discuss the details of club, division and district goals and
seek input on location(s) for a new club in the division. Their support will be important in the
club-opening process.
2. Division elections. Carefully review district bylaws for requirements such as written notification, the
definition of a quorum and the deadline for completion. The immediate past lieutenant governor will
usually preside during the conference.

SUGGESTED AGENDA ITEMS FOR DIVISION COUNCILS CONDUCTED THROUGHOUT
THE YEAR
•• Progress report on club, division and district goals
•• Reports by each club on major accomplishments, upcoming events and current concerns
•• Promotion of upcoming division, district and Kiwanis International events and projects
•• Discussion of membership efforts: Have each club report progress in their invitation and retention of
members. Connect clubs needing assistance with stronger clubs in the division and devote a segment
of the meeting to sharing ideas and strategies to enhance the quality of the club experience.
•• Promotion of upcoming Kiwanis Kids, Builders Club, Key Club, CKI, Aktion Club and Key Leader events
and projects
•• Brief reports by division appointees (when appropriate)
•• Update of division calendar
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Governor’s official visit
PURPOSE
•• A division-wide celebration with the governor, hosted by the lieutenant governor and clubs in the
division
•• An opportunity for the governor to connect and provide support to club members and leaders in the
division
ATTENDANCE
•• All Kiwanians in the division are invited to attend. When the schedule and event details are final,
encourage clubs to register. It’s common for a club to have enough members attending to qualify as an
inter-club.
•• Club and division leaders traditionally attend a division council meeting before the event.
•• Leadership of Kiwanis Service Leadership Programs is also invited (Kiwanis Kids, Builders Clubs, Key
Clubs, CKI and Aktion Clubs).
•• Invite local media as guests of the division.
PLANNING
Governor’s official visits are varied. Some are dinner events with a formal program; some are service projects.
Ask the governor if he/she has a preference. Remember, this is an opportunity for them to connect with the
clubs in your division and celebrate accomplishments in key areas such as membership and club-opening
efforts, fundraising, and community impact. So create an event that best accommodates the purpose.
While you are lieutenant governor-designate, establish a special division committee to plan and carry out
all arrangements. Meet with this committee to determine specific obligations and timeframes. Follow up
regularly to make certain all deadlines are met.
The event committee will:

•• Plan the budget. Determine all expenses, including guests’ meals, and establish per-club or per-person
cost. Make certain all expenses will be covered.
•• Establish date with governor. Will the governor’s spouse/partner attend? Are district leaders or special
guests accompanying the governor? Will the governor be staying overnight? Does the governor
want to schedule time for a private meeting with the lieutenant governor? Are there special needs or
LIEUTENANT
GOVERNOR
arrangements? Clarify division financial obligations.
•• Determine the specific site, schedule and menu, and sign the contract. Make certain space is sufficient
for the event and that room is available for a division council meeting before the event.
•• Organize a tentative schedule for the day, including the lieutenant governor’s private meeting with the
governor, division council meeting, speaking obligations, and special activities for the governor. Send
the schedule in advance to the governor for review.
•• Confirm speakers, presenters, entertainment, etc.
•• Prepare and distribute invitations/registration forms to clubs, special guests and Service Leadership
Program clubs.

Depending on the formality of the event, the committee may also:
•• Determine a specific program agenda for the dinner, including introductions, speakers, governor’s
address, entertainment, special recognitions and presentations. The agenda should be timed. Involve
other members of the Kiwanis family in the program/event as appropriate.
•• See that all introductions, recognitions and presentations are prepared. Organize the head table and all
needed materials and equipment (place cards, centerpieces, lectern, gong, gavel, banners, flags, signs,
name tags, sound system, etc.).
•• Develop and produce printed programs (if applicable).
Suggested agenda
An official visit to a division provides a governor with an outstanding opportunity to work directly with club
leaders, to provide information, motivate and gain feedback.
For those events that have a formal program, here is a suggested agenda:
1. Call to order by lieutenant governor
2. Invocation (optional)
3. Introduction of district officers and district chairmen present
4. Roll call of clubs
5. Introduction of governor (who presides from this point on)
6. Relation of the division to district goals

a. Service
b. Membership
c. Club opening
d. Aktion Club , CKI, Key Club, Builders Club and Kiwanis Kids club opening
e. Attendance at Kiwanis International convention
f. Attendance at district convention and events
7. Review of the status of clubs in the division

a. Membership strengthening and club opening
b. Activities completed or in progress
c. Discussion of plans for coming months
8. Status of CKI, Key Club, Builders Club, Kiwanis Kids and Aktion Club
a. Cooperative effort and supervision by sponsoring clubs
b. Assistance needed by clubs (Service Leadership Programs)
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9. Assistance needed by clubs
a. Administration concerns
b. Fundraising
c. Young Children: Priority One
d. CKI, Key Club, Builders Club, Kiwanis Kids and Aktion Club
e. Other service areas (community and youth services, human and spiritual values)
f. Public relations
g. Club meeting programs (program sharing)
h. Kiwanis education
10. Upcoming events

a. Club
b. Division
c. District
11. The district looks to the days ahead

a. Comments by the governor on strengths and opportunities
b. Discussion on how the clubs and division leadership can help
12. If relevant, allow time on the agenda for the election of a new lieutenant governor and lieutenant
governor-elect. See district bylaws for proper process.
13. Adjournment
LIEUTENANT
GOVERNOR

Club president education
PURPOSE
To prepare the incoming club presidents to successfully carry out their responsibilities
PEOPLE RESPONSIBLE
A certified instructor has been selected by your district and educated by Kiwanis International to facilitate
this education program in each division. The incoming lieutenant governor coordinates date, location,
invitations and other logistics.
WHO ATTENDS
Incoming club presidents and the incoming lieutenant governor. Those who are absent from the
education session are encouraged to complete the requirement through the online education course
at www.KiwanisOne.org/cle. If possible, the incoming leader may also attend a makeup session with the
certified instructor or at the district convention if it is offered at that event.
TIMEFRAME
The classroom session should be conducted in April, May or June. Any makeup sessions or online course
completions should be completed before October 1.
RESOURCE MATERIALS
•• Club president education instructor guide
•• Club president education participant workbook
•• Other information and materials from your district
EQUIPMENT NEEDED
The instructor may need an easel pad and markers, an LCD projector and a screen.
SETUP
The ideal setup for maximum participation is an arrangement of tables so participants face each other,
encouraging interaction.
PLANNING
•• Determine date, time and location with your Kiwanis certified instructor.
•• Arrange a planning meeting with the certified instructor at least three to four weeks before the session
to discuss the topics to be covered and the role of the lieutenant governor in the agenda. The certified
instructor will take the lead, however there may be opportunities for you to be involved.
•• Send invitations to the incoming club presidents and request an RSVP at least one month before the
education session.
•• Make follow-up telephone calls to the invited attendees one week before the education session.
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Resources
Lieutenant governor’s monthly checklist
March–May (before your term of office)
FF Plan to attend the lieutenant governor education conference.

FF Become familiar with your district website. Look for the most current district policies and bylaws. Verify
dates, times and locations of significant events and finalize plans to attend.
FF Request names and contact information of incoming club presidents and secretaries in the division.
FF Appoint members of the division leadership team and create a team roster. Include each incoming club
president and secretary, appointments, your predecessor and successor (if known). Forward a copy of
the roster to the district office and each team member.
FF Contact the certified instructor in your division to coordinate the site, date(s) and time for club president
education. Classroom education sessions are encouraged in April, May or June.
FF Introduce yourself to your Circle K International and Key Club counterparts who were elected in
February, March or April.
FF Make plans to attend Kiwanis International and district conventions.
June (before your term of office)
FF Contact each incoming club president in the division. Encourage them—as well as other members
of their club leadership teams—to attend the education available for their position either through
a classroom or online course prior to October 1. This is especially important for club presidents and
club secretaries but courses are also offered for board members, committee chairmen and many
other leaders.
FF Join the current lieutenant governor as he or she visits clubs to begin your preliminary evaluation.
(See page 83 for more details.)
FF Meet with your division membership team to discuss plans for the coming year. This team includes
the certified club opener and the certified club counselors.
FF Identify a new-club site and key dates for inviting new members.
FF Attend the Kiwanis International convention. Encourage attendance from incoming club presidents,
LIEUTENANT
GOVERNOR
secretaries and division leadership team.
FF Plan your division council meetings, monthly or at least one per quarter.
July (before your term of office)
FF Make an effort to get to know each incoming club president in the division. Perhaps invite them to a
dinner to get to know you and each other.

FF Ask each president-designate to make a commitment to sponsor a new member during the month
of October.
FF Complete your site survey for a new club and submit the case for a new club to the governor at your
district convention.
FF Invite and sponsor a new member for induction into your club. Schedule an induction ceremony in
October to demonstrate your emphasis on membership.
FF Review your notes from district convention and devise an implementation plan for programs that will
benefit your clubs.
FF Start working on your division action plan, including the division membership plan.
FF Request details about installation events from clubs in your area and consider attending.
October–September
For every month:

•• Review each club’s monthly report and look for opportunities to celebrate accomplishments and
offer support.
•• Communicate with each club president.
•• Compare available information to the division action plan to ensure goals are on track.
•• Review the progress of the club-opening team.
•• Review the progress of club counselors appointed to struggling clubs.
For every quarter:

•• Conduct a division council meeting. Refer to pages 87–88 to help you create an agenda that
accomplishes your purpose.
•• Visit clubs in your division.
October
FF Review the annual goals for each club. Based on these goals, complete your division action plan,
including the division membership plan, and submit it to the governor.
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November
FF Promote Kiwanis Family Month, Kiwanis International Foundation Week, Key Club International Week
and Key Leader weekends.
January
FF Make plans to attend the Kiwanis International convention. Encourage club members in your division to
do the same. Check www.kiwanis.org/convention to ensure you register when the rates are best.
February
FF Invite all potential candidates for lieutenant governor-elect to discuss responsibilities and duties of
this position.
March
FF Schedule the division elections at the next division council meeting. The past lieutenant governor is
encouraged to chair this portion of the meeting. Review district bylaws for requirements such as written
notification, the definition of a quorum and the deadline for completion.
April
FF Plan to attend the upcoming district convention. Some districts start in May.
FF Encourage members to attend and send delegates to the district convention.
LIEUTENANT
May
GOVERNOR
FF Arrange a time to meet with the lieutenant governor-designate in June, following his or her attendance
at the lieutenant governor education conference.

June
FF Encourage clubs to attend and send delegates to the district convention.

FF Meet with the lieutenant governor-designate and offer support.
FF Attend the Kiwanis International convention.
July
FF Plan to attend the upcoming district convention.

FF Review the progress of the club-opening team, if a club is not yet completed.
FF Review the progress of club counselors appointed to struggling clubs.
August
FF Attend your district convention.

FF Follow up with clubs to ensure a strong finish to the end of the Kiwanis year.
September
FF Meet with your successor to ensure a smooth transition from one lieutenant governor to the next.
FF As immediate past lieutenant governor, serve as chairman of the division elections. Review district
bylaws for requirements such as written notification, the definition of a quorum and the deadline for
completion.
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Notes

I have been impressed with the urgency of doing. Knowing is not enough; we must apply.
Being willing is not enough; we must do. —
Leonardo da Vinci

REFERENCE MATERIALS
As a club leader, it’s your job to keep your club healthy and your members
engaged. Use these tools to recognize achievements, raise funds and maintain
your club’s good health.
Find more helpful resources online at www.kiwanis.org.
Awards and recognition programs
When you present awards and recognize members, you keep everyone in your club engaged
and motivated throughout the year. Take time to celebrate contributions and achievements.
Club awards
Your club can make the work of running your club fun and rewarding by recognizing members’
hard work and accomplishments. It’s also thoughtful to share a small gift with guests and speakers
at your club. Find ideas for recognition and awards at www.kiwanis.org/recognition. Looking for
items to give? Check out the selection of Kiwanis-branded items at the Kiwanis Family Store
(www.kiwanis.org/store).
District awards
Your district will have a suite of awards and recognition opportunities for your club and members.
Look for them on your district website, at district and division conferences and in materials provided
by your district office. Contact your district for details.
Kiwanis International awards
Your club has the opportunity to earn recognition from Kiwanis International too. There are so many
opportunities to shine! Here’s a quick look at the different types of recognition available to both clubs
and individual members. Please note that some types of recognition honor achievements and others
honor clubs and individuals for their financial contributions. Visit the websites listed in each section to
stay up to date on the latest recognition opportunities. There’s almost always something new!

FOR MEMBERS
•• Life Member status
•• Legion of Honor
•• Ruby K pin for inviting five or more new members
•• Distinguished member award
•• Kiwanis International Foundation Leadership Society—foundation contribution of US$250
•• Kiwanis International Foundation George F. Hixson Fellowship—foundation contribution
of US$1,000
•• Kiwanis International Foundation Tablet of Honor—foundation contribution of US$2,000
•• G. Harold Martin Fellow—Key Club Youth Opportunities Fund contribution of US$250
•• Carthage-Pullman Society Fellow—Circle K Tomorrow Fund contribution of US$250
•• Sapphire Circle Honorary Fellow—Circle K Tomorrow Fund contribution of US$1000
FOR THE CLUB

•• Sponsor banner patch for Kiwanis Kids, Builders Club, Key Club, CKI or Aktion Club
•• Kiwanis International Foundation banner patch—club contribution to the
Kiwanis International Foundation Annual Campaign
•• Kiwanis International Foundation banner patch—club contribution to the
Foundation Skip-a-Meal program
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Membership recognition
The Formula recognition program honors Kiwanians for strengthening, opening and helping Kiwanis
clubs increase membership between October 1, 2013 and September 30, 2018. It’s also a way for them
to show what they’ve done—and maybe even to inspire others. After all, sharing what we love about
Kiwanis is how we ensure that our clubs continue to make a difference in our communities ... and
perpetuate Kiwanis service into its second century of service. Learn more about the program by
visiting www.kiwanis.org/formularecognition.
Legion of Honor
The Legion of Honor program is a way your club and Kiwanis International can recognize club members
who have accumulated a total of 25 or more years (not necessarily without interruption) of membership
in one or more Kiwanis clubs.
Even a club organized within the past 25 years may have a member entitled to Legion of Honor recognition
because of membership before joining the present club.
Appropriate Legion of Honor lapel pin and/or certificates may be ordered from the Kiwanis Family
Store catalog. These specify either “25 years” or some other multiple of five greater than 25—30, 35, 40,
etc. Recognize Legion of Honor members in the same way each time an additional five years of service
is accumulated.
Kiwanis International Foundation awards
You and your club can extend your Kiwanis impact and earn recognition by supporting the Kiwanis
International Foundation. Refer to page 114 to learn more about recognition programs offered
by the Kiwanis International Foundation. You can also learn more at www.kiwanis.org/foundation.
Global Campaign for Children: The Eliminate Project
The Eliminate Project donations will continue to come in after the formal conclusion of the campaign.
Discover opportunities for recognition at the individual and club level for Kiwanis clubs and the Service
Leadership Programs you support at www.TheEliminateProject.org.

Insurance
The Kiwanis International Comprehensive General Liability Insurance Program provides legal liability
insurance for clubs, members and Service Leadership Program organizations when they become legally
obligated to pay damages to third parties for bodily injury or property damage associated with a Kiwanis-
family-sponsored function or activity.
This insurance covers clubs in the United States, Canada and the Caribbean. Clubs pay per member for
this coverage, which is submitted with the payment of Kiwanis International dues. Clubs are authorized to
allocate from revenue of fundraising projects, as an expense, all premium charges.
The provisions of the policy apply to most normal liability exposures of Kiwanis clubs. As with most
insurance policies, there are exclusions, limitations and restrictions. For a list of these exclusions, see the
Club Insurance Resource Guide. Kiwanis International strongly urges its member clubs not to conduct events
that would involve: (1) the use or operation of a mechanical amusement device or ride owned or operated
by a Kiwanis club or Kiwanis club member, or (2) the detonation of fireworks or explosive devices detonated
directly by a Kiwanis club, Kiwanis club member or other named insured. This is a legal liability policy, and
it does not provide medical payment benefits or any other voluntary payment coverages. However, Kiwanis
International provides medical payment coverage on a self-insured basis.
More information is contained in the Club Insurance Resource Guide, which is sent to your club secretary
annually. Or find it at www.KiwanisOne.org/liability.
Owners of premises and other facilities used by Kiwanis may be included as additional insureds with respect
to their liability for the Kiwanis use of their property. When required, Certificates of Insurance will be issued
in their favor upon request. Contact Hylant at [email protected] or at 301 Pennsylvania Parkway, Suite
201, Indianapolis, IN 46268-1396, USA, 800-678-0361 (U.S. and Canada) or +1-317-817-5000 (worldwide).
Kiwanis International’s liability limit of US$1 million for each occurrence is provided by the primary policy.
Additional limits of umbrella coverages are provided in amounts that vary depending on market pricing and
availability. This summary contains only some of the principle provisions of this insurance and is not to be
considered a contract of insurance.
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Branding and public awareness
Your club is part of something big—a global organization with clubs in more than 80 countries—and a
global brand that every Kiwanis club and every Kiwanis member shares. When you’re promoting your club in
your community, be sure you’re using the most current Kiwanis International branding. That way everything
you do will also support your fellow Kiwanians and their clubs around the world. The more we share our
brand, the more we can do for children in our own communities and around the world.
You can find resources to support your club’s public awareness efforts at www.KiwanisOne.org/awareness.
Download logos at www.kiwanis.org/logos and our latest brand guide at www.kiwanis.org/brandguide.

Club publications
Club newsletter
Newsletters keep club members in touch and can improve member engagement. You can deliver your club
newsletter in several ways—online on a website, via email or in print form.
In some clubs, the secretary prepares the club newsletter. In others, a member appointed by the president as
newsletter editor prepares it. Look for newsletter resources at www.kiwanis.org.
Here are some factors to consider.
BRANDING
Be sure your newsletter includes the latest Kiwanis International branding. Find logos at
www.kiwanis.org/logos and a brand guide at www.kiwanis.org/brandguide.
SCHEDULING
A good newsletter reaches all members in advance of the meeting for which it is prepared. Start with a
simple schedule based on your meeting schedules.
CONTENT
Consider these ideas for your publication:
•• Announcements of upcoming service initiatives, club meeting programs and other activities
•• Tips on leadership, service and club management
•• Reports on committee and club achievements and recognition of individual achievements
•• Stories about the Service Leadership Programs your club sponsors (Kiwanis Kids—including K-Kids,
BUG and Terrific Kids—Builders Club, Key Club, Key Leader, CKI or Aktion Club)
•• Information on upcoming division, district and Kiwanis International activities (publicity at the club level
adds greatly to their success)
•• Information on official action by the board of directors or the club
•• A brief report on the past week’s meeting
•• Official calls of meetings at which members will be asked to vote and the wording of any proposed
bylaw amendment or resolution
•• Relevant community news and events
•• Biographical sketches of new members
•• A reminder to members to bring guests
•• Items of general interest about individual members—for example, a promotion, marriage, retirement,
award, or a new child or grandchild
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Club websites
More clubs are using a club website to get their message out and attract attention.
Currently more than 600 Kiwanis clubs use the Club Management System, which includes club website
hosting and simple tools for creating your club website. The system offers a model site that is completely
user-friendly and branded according to Kiwanis guidelines. Find out how to create or enhance your club
website at www.KiwanisOne.org/webtools.

Kiwanis International publications
Kiwanis magazine
Kiwanis magazine, an official publication of Kiwanis International, is delivered to all members of English-
speaking clubs in the United States and Canada and can be purchased for other members and nonmembers
through the Membership Information Form.
STORY SUBMISSIONS
Clubs and members are encouraged to submit their stories of Kiwanis achievements by email to
[email protected] or by mail to Kiwanis magazine, 3636 Woodview Trace, Indianapolis, IN 46268,
USA. The magazine receives many reports, so the publications staff cannot promise if or when a story will
be used. However, all submissions are considered and appreciated.
PHOTOGRAPHS
Kiwanis magazine uses high quality, professional photography. Large, high-resolution digital, color images
are preferred. Anyone appearing in a photo in any publication of clubs should sign a photo release.
For more information about Kiwanis magazine, go to www.kiwanismagazine.org.
Kiwanis International Update
A monthly email newsletter, Kiwanis International Update is available to members and nonmembers
worldwide at no cost. The publication shows off inspiring stories from clubs worldwide and delivers news
and resources from Kiwanis International. It is available in Chinese, Dutch, English, French, German, Italian,
Japanese and Spanish.
To subscribe, visit www.kiwanis.org/email.
Kiwanis-family publications
Kiwanis International publishes print or electronic periodicals for Key Club and Circle K International.
Key Club magazine

www.keyclub.org/magazine
Key Club magazine is published digitally and in print. Print issues of Key Club magazine are mailed to
each club’s school address. Ask your Kiwanis club’s Key Club advisor to confirm that the magazines are
distributed to students.
CKI magazine
www.circlek.org/magazine
CKI magazine is only published digitally. Your Kiwanis club’s CKI advisor should promote new
magazine issues to members of your sponsored CKI club.
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Kiwanis International websites
www.kiwanis.org
This site is offered primarily for the public, displaying the inspiring achievements of Kiwanis clubs
worldwide and raising awareness about the organization and its purpose.

Service Leadership Programs overview
Kiwanis has been sponsoring youth programs since the first Key Club was chartered in 1925. Since then, other
programs have been added—including Aktion Club for adults with disabilities—and each has enjoyed
membership success. Around the world, these Service Leadership Programs (or SLPs) have become core projects
of sponsoring Kiwanis clubs. Each SLP belongs to one of two categories: service clubs or programs/initiatives.
Service clubs
AKTION CLUB
Established: 1987
Mission: Aktion Club provides adults living with disabilities with an opportunity to develop initiative, to learn
leadership skills and to serve their communities.
Members: Adults (18 and older) who have a disability
Statistics: 12,000 members, 490 clubs, 8 nations
Website: www.aktionclub.org
Notes: Since this is a club for adults with disabilities, be careful not to identify all SLPs collectively as “youth
programs.” Aktion Club has seen membership success in 10 years.
CIRCLE K INTERNATIONAL (CKI)
Established: 1936
Mission: CKI is an international student-led organization seeking to develop college and university students
into a global network of responsible citizens and leaders with a lifelong commitment to service.
Members: Students enrolled at an institution of higher education
Statistics: 13,500 members, 450 clubs, 19 nations
Website: www.circlek.org
Note: CKI is governed by a student board comprised of current members.
KEY CLUB
Established: 1925
Mission: Key Club is an international student-led organization providing its members with opportunities to
perform service, build character and develop leadership.
Members: High school students age 14–18
Statistics: 270,000 members, 5,000 clubs, 31 nations
Website: www.keyclub.org
Notes: Key Club has seen a progressive increase in membership for many years. Like CKI, Key Club is governed
by a student board of current members.
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BUILDERS CLUB
Established: 1975
Mission: Builders Club is an international student-led organization providing members with opportunities to
Members: Middle school students age 11–14
Statistics: 46,000 members (estimated), 1,500 clubs, 18 nations
Website: www.buildersclub.org
Notes: Builders Club has also seen an increase in membership in the last few years. Currently, Kiwanis tracks
the number of clubs worldwide, with corresponding estimates of membership numbers.
K-KIDS
Established: 1990
Mission: K-Kids is an international student-led organization providing members with opportunities to
Members: Elementary school students age 6–12
Statistics: 37,000 members (estimated), 1,200 clubs, 8 nations
Website: www.kiwaniskids.org
Notes: As with Builders Club, Kiwanis tracks the number of clubs worldwide, with corresponding estimates
of membership numbers.
Programs/initiatives
KEY LEADER
Key Leader is a weekend experiential leadership program for students age 14–18. The curriculum focuses
on “service leadership” and has modules on five major principles: integrity, personal growth, respect,
community and pursuit of excellence. The weekend experience includes full group sessions led by a trained
lead facilitator and small discussion groups called “neighborhoods.” A challenge course of team-building
activities is also a featured component. Since 2005, there have been more than 21,000 graduates around
the world. A team of Kiwanis volunteers from the district coordinates marketing and on-site logistics
and generates financial support for students to attend. That team is led by a district chairman and site
coordinator (for each event) appointed by the district governor.
Website: www.key-leader.org

KEY CLUB INTERNATIONAL ALUMNI AND CIRCLE K INTERNATIONAL ALUMNI
Alumni outreach initiatives started in 2010. The purpose is to identify and retain former Key Club and CKI
members and engage them in the continuing work of Kiwanis International. This engagement could include
any or all of the following:
•• Be encouraged to continue to live the objects of Key Club and/or Circle K in their daily lives.
•• Support and expand Kiwanis Service Leadership Programs through advocacy, advising, and/or
club opening.
•• Take the next step in their service club journey by joining or forming a Kiwanis club.
•• Contribute financially to Kiwanis International and its foundation.
Alumni who opt in to the program, and who currently are not Kiwanis members, are considered Associate
Members of Kiwanis International.
Websites: w
ww.circlek.org/alumni
www.keyclub.org/alumni
TERRIFIC KIDS
Terrific Kids is a student-recognition program that promotes character development, self-esteem and
perseverance. “Terrific” is an acronym for Thoughtful, Enthusiastic, Respectful, Responsible, Inclusive,
Friendly, Inquisitive and Capable. Students work with the classroom teacher to establish goals to improve
behavior, peer relationships, attendance or school work. All students who achieve their goals after a
specified time are recognized as Terrific Kids. Recognition includes receiving a pin as a Terrific Kid; a pizza,
ice cream or other food-themed party; and presentation of certificates and other giveaways. Kiwanis clubs
provide financial sponsorship for the program and help to plan and develop the recognition ceremony.
BRING UP GRADES (BUG)
Bring Up Grades (or BUG) is designed to provide recognition to students who raise their grades into an
acceptable range and then maintain or continue to raise them from one grading period to the next.
Recognition includes placement on the school’s BUG Honor Roll; a pizza, ice cream or other food-themed
party; and presentation of certificates and buttons. Kiwanis clubs provide financial sponsorship for the
program and help to plan and develop the recognition ceremony.
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Important websites
PROGRAMS:
www.aktionclub.org
www.buildersclub.org
www.circlek.org
www.key-leader.org
www.keyclub.org
www.kiwaniskids.org (landing page for all elementary school programs)
ALUMNI:
www.circlek.org/alumni
www.keyclub.org/alumni
CLUB BUILDING:
www.kiwanisone.org/charter
ADVISORS/SPONSORS:
www.kiwanisone.org/advisor
YOUTH PROTECTION GUIDELINES:

www.kiwanisone.org/youthprotection
BULLY PREVENTION:
www.kiwanisone.org/bullyprevention

Sponsorship of a Service Leadership Program
The role of the sponsoring Kiwanis club
•• Initiates organization of the sponsored club

•• Obtains approval of school officials for its establishment if it is a school-based organization
•• Assists with inviting initial members
•• Schedules the organization meeting
•• Files the Petition for Charter
•• Plans for the Charter Presentation event
•• Provides continuous coordination, counsel, assistance and instruction as agreed to in the
sponsorship requirements
Sponsorship obligations
These guidelines will help you powerfully and positively influence the Service Leadership Program clubs
you lead. (These only pertain to sponsored clubs, not programs/initiatives.)
1. Appoint a Kiwanian or a committee of Kiwanians to be Service Leadership Program (SLP) advisors.

2. Attend SLP meetings and events.
3. Maintain an expense line item in the service account.
4. Meet with the school principal or facility manager each year.
5. Ensure all dues and fees are paid.
6. Make sure SLP officers receive proper training.
7. Schedule an annual meeting with Kiwanis and SLP leadership.
8. Host or participate in joint activities.
9. Invite SLP club members to attend Kiwanis meetings.
10. Ensure SLP members are provided training opportunities beyond the club level.
Find sponsorship resources, including an online sponsorship toolkit, at www.kiwanis.org/advisor.
112 WWW.KIWANIS.ORG +1-317-875-8755

The foundation makes different kinds of gift opportunities available to Kiwanians—and each makes a
difference in ways that would otherwise remain beyond the resources of Kiwanis clubs and districts.
TODAY. With annual gifts, donors extend their impact immediately by supporting programs and initiatives
that help Kiwanians change the lives of children today. From foundation grants to scholarship programs, our
foundation reaches children in communities near and far.
TOMORROW. With our Global Campaign for Children, the Kiwanis family makes a positive impact on the
health and welfare of children worldwide. The campaign gift a club or person makes now will change the
world tomorrow. Currently Kiwanis has joined forces with UNICEF through 2015 for The Eliminate Project:
Kiwanis eliminating maternal and neonatal tetanus. Our goal is to raise US$110 million—helping the Kiwanis
family save or protect 61 million mothers and babies. It’s a monumental effort . . . to protect one of the most
intimate bonds on Earth.
FOREVER. With a planned gift to our foundation, a donor can change children’s lives even beyond his or
her own lifetime. A donor’s estate doesn’t have to be large to make a difference. The Kiwanis International
Foundation can help people explore gifts that make sense for their circumstances—and make kindness a
part of their legacy.
Impact and programs
You can help make the future better for children around the world and for members of Kiwanis’ youth
programs. That’s what makes the Kiwanis International Foundation special. Every gift brings a change to a
child’s life—and every changed life is a measure of your success.
GRANTS
Twice each year, the Kiwanis International Foundation Board of Trustees reviews grant applications
from Kiwanis clubs and districts. The board selects the ones to which our foundation will grant financial
assistance, helping fund projects and events that those clubs and districts couldn’t afford to support on their
own. In addition, matching grants are available for district foundations.
A donor’s generosity also supports our foundation’s grants for Kiwanis Service Leadership Programs. These
programs’ members belong to the Kiwanis family—including the 37,000 members of K-Kids (age 6–12),
the 267,000 members of Key Club International (the oldest and largest service organization for teens) and
many others. When the foundation receives a gift, a donor helps Kiwanis-family members of all ages build
leadership skills and experience the joy of service.

RECOGNITION
Generosity is an important part of donors’ lives. That’s why recognizing their kindness is important to us.
In fact, the Kiwanis International Foundation celebrates gifts in several ways. With each gift, we extend
your Kiwanis impact . . . and our deepest thanks.
THE HERITAGE SOCIETY
Mark your membership in the Heritage Society when you make a documented planned gift of US$10,000
or more.
MARY AND BO SCHAFER LEGACY SOCIETY
Membership is our foundation’s way of recognizing a documented planned gift of US$50,000 or more.
FOUNDERS CIRCLE
When your cumulative gifts as an individual or a couple amount to US$25,000 or more, you receive
membership in the Founders Circle. Honorees may opt instead for the Founders Circle eagle.
GEORGE F. HIXSON FELLOWSHIP
Individuals, Kiwanis clubs, divisions and districts establish an individual’s membership through a
US$1,000 contribution. Progressive recognition for further Hixson Fellowship giving is also available.
KIWANIS LEADERSHIP SOCIETY
When you make a gift of US$250 or more, our foundation recognizes your leadership—making you a
member of the Kiwanis Leadership Society. Clubs or individuals can also give US$250 or more to recognize
another person.
TABLET OF HONOR
You can recognize extraordinary people with a gift of US$2,000 or more, made in the name of an individual,
couple or group.
More recognition information can be found at www.kiwanis.org/foundation.

Contact us at
3636 Woodview Trace
Indianapolis, Indiana 46268-3196
800-KIWANIS (U.S. and Canada), +1-317-875-8755 (worldwide)
[email protected]
114 WWW.KIWANIS.ORG +1-317-875-8755

Kiwanis International’s governing documents
Kiwanis International’s governing documents guide Kiwanis leaders at the club, division and district levels.
They include the Kiwanis International Bylaws, Kiwanis International Board Policies and Procedures, the
Standard Form for District Bylaws and the Standard Form for Club Bylaws.
The Kiwanis International Bylaws can only be amended by the House of Delegates at the Kiwanis
International convention (though some provisions can be amended at a meeting of the Kiwanis
International council). The Kiwanis International board can revise Policies and Procedures at any time.
The Standard Forms for Club Bylaws and District Bylaws are generally revised only in accordance with
amendments to the Kiwanis International Bylaws, though the board can revise them at anytime, if
deemed necessary.
The most current version of each document is available at www.kiwanis.org.

Club status
“In good standing” status

To be “in good standing,” a Kiwanis club must comply with the Essential Actions of a Kiwanis club as defined
by the Kiwanis International board, which are:
A. Comply with all the provisions of the Bylaws and Policies and Procedures of Kiwanis International, its
district and its federation (if any)
B. Comply with the current Standard Form for Club Bylaws, modified as approved by the international
board of trustees
C. Implement community-service projects, including those that support Young Children: Priority One
D. Sponsor or support a Kiwanis Kids program, Builders Club, Key Club, CKI club, Aktion Club or Kiwanis
Junior club (where possible)
E. Maintain an active, privileged and senior membership of not less than fifteen (15); set a goal of a net
increase of at least one (1) member per year; and stage pre-induction orientation and formal induction
of new members
F. Pay dues, subscriptions and other obligations to Kiwanis International, its district and its federation (if
any), within ninety (90) days after such amounts are due
G. Meet at least twice monthly with a well-managed, informative and fun club meeting which contains an
informative program and follows a timed agenda
H. Schedule board meetings at least once a month
I. Monies received from fundraising projects in which the public participates, or from members or others
for the service activities sponsored by the club, shall be segregated from the administrative funds and
shall be used only for charitable, educational, religious and eleemosynary activities
J. Complete the annual club organization, including the election and reporting of officers and the
appointment of committees
K. Have club officers participate in club leadership education
L. Participate in district and division activities, including the fulfillment of its club delegate obligation to
district conventions
M. File all reports as required by Kiwanis International and by the district and federation (if any)
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Clubs not current with financial obligations
A. Charter suspension: When a club fails to pay its international, district, or federation financial obligations
exceeding US$150 billed by and payable to Kiwanis International within ninety (90) days after such
amounts are due, the club shall be considered not current with its financial obligations and placed on
charter suspended status.
B. Club delegate representation prohibited: A club not current with its financial obligations or having
outstanding dues obligations is not entitled to be represented by delegates at any district, federation
(if any), or international conference or convention.
C. Written notice and status report: A notice of and reasons for not being current with its financial
obligations will be sent no later than one hundred and twenty (120) days after the indebtedness is
due to the last reported president and secretary of the club by the Executive Director or designee,
and copies shall be sent to the district.
D. Charter revocation: When a club fails to pay its international, district or federation financial obligations
to Kiwanis International within eight (8) months after such amounts are due, under the International
Bylaws, the club charter shall be revoked at the next Kiwanis International board meeting. Whenever
the Kiwanis International board shall direct revocation of a club charter for nonpayment of financial
obligations, the club’s last reported president and secretary shall be notified immediately of such action
by the Executive Director or designee, and copies shall be sent to the district. The club’s last reported
president and secretary and the district shall be informed of the pending charter revocation two (2)
months prior to the charter revocation date.
E. Return to “in good standing” status: If, at any point in this process prior to charter revocation, the club
pays its full indebtedness, the club shall then be returned to “in good standing” status and shall be so
notified by the Executive Director or designee.
Clubs at risk for low membership

A. Conditions and notice: Within thirty (30) days after the September 30 certified membership is released,
the Executive Director or designee will notify each district of the clubs in their district whose September
30 certified membership is below fifteen (15). Such clubs will be considered at risk.
B. Assistance: During the period a club is deemed to be at risk, Kiwanis International and/or the district
will provide membership development programs to assist the club in the process of increasing its
membership to a level wherein the club can function fully and fulfill its responsibilities of a club as
required in the Essential Actions.

Reports, verifications and forms for the
administrative year
Some reports and verifications that are to be filed by the president and/or secretary during the
administrative year are listed below. See the Kiwanis Family Store catalog at www.kiwanis.org/store
for other helpful materials and ordering information.
REQUIRED
Annual report of club election
Completed by: secretary
Purpose: To notify Kiwanis International and the district of club officers for the coming administrative year.
Information will appear in the Kiwanis International directory.
Due date: June 1
Annual club report

Completed by: president and secretary
Purpose: To report club activities and service for the year.
Due date: November 30
Membership information form
Purpose: To add, delete or transfer a member, to change member information, or to add a nonmember
subscription to Kiwanis magazine. Available online at www.kiwanis.org. For information, go to
www.KiwanisOne.org/reporting.
Due date: Submit to Kiwanis International immediately upon completion.
Club president/secretary change notification
Notification is made through the online club management system.
Due date: Submit to Kiwanis International immediately upon change of president/secretary information.
Federal Income Tax Report Form 990/Form 990EZ
Completed by: treasurer (U.S. clubs only)
Assistance is available from the local IRS center or the district Kiwanis office. The IRS has the authority to
charge a penalty for failure to file or for filing late.
Due date: February 15
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OTHER
Official monthly report
Purpose: To report administrative and service activities of the club during the month. For more information,
go to www.KiwanisOne.org/reporting.
Due date: 10th of every month
District convention delegate certification and registration
Completed by: attendees
Purpose: To register convention attendance and reserve accommodations. Contact your district office with
any questions.
Due date: Follow due date instructions on form.
Kiwanis International convention delegate certification
Completed by: attendee or secretary
Purpose: To designate official voting representatives of the club to the Kiwanis International convention.
Information is sent to registered convention attendees from Kiwanis International with instructions for
completion by the club secretary. Form is available at www.kiwanis.org/convention
Due date: April 30
Kiwanis International convention registration and housing
Completed by: attendees to convention
Purpose: To register convention attendees and reserve hotel accommodations. Registration and housing
forms are sent in the December issue of the Kiwanis magazine and are also available at
www.kiwanis.org/convention.
Due date: Follow due date instructions in the memo received.
Annual report for not-for-profit corporations
In some areas (states, provinces, countries), a not-for-profit corporation such as an incorporated Kiwanis club
is required to file an annual report. Check with a local tax attorney or appropriate governmental officer to
determine whether this applies to your club.
Due date: Varies

Reports to governmental bodies relative to employee coverages
Completed by: secretary or treasurer
In some areas, governmental bodies require employers’ (including Kiwanis clubs that employ administrative
secretaries, etc.) reports and payments and Federal Unemployment Tax reports for certain employees.
Requirements vary from country to country. Check local governmental offices.
Due date: Varies
U.S. revenue act regarding fundraising solicitations
Completed by: fundraising chairman (U.S. clubs only)
Legislation requires that any fundraising solicitation by or on behalf of Kiwanis clubs and Kiwanis districts
must include an express statement that contributions or gifts to (insert club name) are not deductible as
charitable contributions for federal income tax purposes. The statement must be in a conspicuous and
easily recognizable format on all solicitations, whether in written or printed form, by television or radio, or
by telephone.
Due date: Before any fundraising activity
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INDEX
Administrative account 27, 32-33, 36-37 Club leaders
Board of directors responsibilities 49-50
Aktion Club 108
Club president education 92
Annual audit 28 Club secretary education 14
Committee chairmen 45-47
Annual club meeting 61
Lieutenant governor’s position
description 77-78
Annual club report 10, 118
President’s position description 43
Annual report of club election 118 Secretary’s position description 3
Treasurer’s position description 25
Awards 99-101
Vice president’s position description 48
awards 101
Club meeting 53-55
Club president’s address 60

Board of directors 49-52
Meeting agenda 51-52 Club president’s planning conference 58–59
Meeting minutes 12-13
Club publications 104
Bring Up Grades (BUG) 110
Club status 116-117
Builders Club 109
Committees 45-47
Bylaws 115
Budget
Delegate certification 119
Administrative 27, 32-33, 36-37
Service 35, 38 Division action plan 80
Fundraising 27-28
Division membership plan 81-82
Budget worksheet 32-35
Division council 87-88
Dues and fees 26

Check request form 40
Club insurance resource guide 102

Elections
Circle K International 108 Annual club meeting 61-63
Annual report of club election 118
Nominating committee 61-62
Evaluation of clubs 83-86

Foundation (Kiwanis International Foundation) Magazine (Kiwanis magazine) 106
101, 113-114
Meetings
Annual club meeting 61
Global Campaign for Children 101 Board meeting 49-52

Agenda 51-52
Governing documents Minutes 12-13
Bylaws 115 Club meeting 53-55
Agenda 55
Governor’s official visit 89-91
Protocol 53-54
Division council 87-88
Governor’s official visit 89-91
Incorporation 29
Member Admin 9
Induction of new members 56-57
Membership
Installation of club officers 64-68
Induction of new members 56-57
Insurance 102 Legion of Honor 101
Monthly financial report 32-35

Key Club International 108
Key Leader 109 Online reporting system 6

Kiwanis International Foundation 101, 113-114
Kiwanis International publications 106-107 Permanent files

KiwanisOne.org online reporting system 6-11 For secretary 4-5
For treasurer 29
President 43-75
Liability insurance 102
President-elect 48
Lieutenant governor 77-96
President’s monthly checklist 69-75
Lieutenant governor’s monthly checklist 93-96
Public awareness 103
Publications
Club newsletter 104
Kiwanis magazine 106
Kiwanis-family publications 106
122 WWW.KIWANIS.ORG +1-317-875-8755

Recognition Vice president 48
Awards 99-101
Kiwanis brand guide 103
Kiwanis International Foundation 101, Websites
113-114
Club websites 105
Reports Resources 124
Monthly financial report 32-35
Secretary 3-23
Secretary Dashboard
Monthly Report 9
Secretary’s monthly checklist 14-23
Service account 27-28, 35, 38

Aktion Clubs 108
Alumni 110
Bring Up Grades (BUG) 110
Builders Clubs 109
Circle K International 108
K-Kids 109
Key Club International 108
Key Leader 109
Terrific Kids 110
Sponsorship role and obligations 112
Tax Form (990) 30
The Eliminate Project 101
The Formula 44
Treasurer 25-41
Treasurer’s monthly checklist 41

Website resources
Kiwanis International websites are full of helpful resources. Use these urls to find what you need.
WEB PAGES OR WEBSITE URL

Awards and recognition www.kiwanis.org/recognition
Brand guide www.kiwanis.org/brandguide
Club leader tools www.KiwanisOne.org/leadertools
Club leadership education www.KiwanisOne.org/cle
Club secretary resources www.KiwanisOne.org/clubsecretary
Club president resources www.KiwanisOne.org/clubpresident
Club website resources www.KiwanisOne.org/webtools
Kiwanis Family Store www.kiwanis.org/store
Kiwanis International convention www.kiwanis.org/convention
Kiwanis International Foundation www.kiwanis.org/foundation
Kiwanis logos www.kiwanis.org/logos
Kiwanis magazine www.kiwanismagazine.org
Kiwanis One Day www.KiwanisOne.org/oneday
Liability insurance resources www.KiwanisOne.org/liability
Membership resources www.kiwanis.org/theformula
Online reporting www.KiwanisOne.org/reporting
Public awareness www.KiwanisOne.org/awareness
Secretary dashboard www.KiwanisOne.org/reporting
Service Leadership Programs advisors/sponsors www.KiwanisOne.org/advisor
Standard Form for Club Bylaws www.KiwanisOne.org/newclubbylaws
The Eliminate Project www.TheEliminateProject.org
The Formula www.kiwanis.org/theformula
Website tutorials & support www.KiwanisOne.org/support
Youth Protection Guidelines www.kiwanis.org/youthprotection
124 WWW.KIWANIS.ORG +1-317-875-8755

LEADERSHIP GUIDE
3636 Woodview Trace, Indianapolis, IN 46268 USA

U.S. & Canada: 1-800-KIWANIS, ext. 411 Worldwide: +1-317-875-8755
www.kiwanis.org
GIGR-615-4_EN Updated 2016

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LEADERSHIP GUIDE

For Kiwanis secretaries, treasurers, presidents and lieutenant governors

The Objects of Kiwanis

You were elected.

Now it’s time to get started!

It’s an honor to be called to lead by your

Digest it. Apply it. The world needs Kiwanis

And you’ll help more children in your

KIWANIS INTERNATIONAL LEADERSHIP GUIDE 1

Find more resources online at www.kiwanis.org.

KIWANIS INTERNATIONAL LEADERSHIP GUIDE 3

KIWANIS INTERNATIONAL LEADERSHIP GUIDE 5

1. In your browser, go to reporting.KiwanisOne.org.

KIWANIS INTERNATIONAL LEADERSHIP GUIDE 7

LINKS AND DOWNLOADS

NAVIGATING THE MONTHLY REPORT LAUNCH PAGE

KIWANIS INTERNATIONAL LEADERSHIP GUIDE 9

MONTHLY REPORT TIPS

Annual club report

Stuck? Need help?

KIWANIS INTERNATIONAL LEADERSHIP GUIDE 11

Board meeting minutes

Kiwanis club of ___________________________ Date: ______________

Board members present:

Board members absent:

Quorum present (simple majority): Yes or No

Treasurer’s report (officially accepted by the board after review)

• Administrative and service accounts

Membership committee report

• Applications for membership

Other committee reports

Unfinished business from a previous board meeting

Strategic discussion about areas of concern

Kiwanis International business

Download this document at www.KiwanisOne.org/clubsecretary. Personalize it to reflect your club’s board

Kiwanis club of ___________________________ Date: ______________

Board members present:

Board members absent:

Quorum present (simple majority): Yes or No

Consent agenda (officially accepted by the board in a single vote)

• Secretary’s report and minutes

Action agenda (each item is voted on individually)

• Committee reports that require action

• Committee reports that do not require action

Download this document at www.KiwanisOne.org/clubsecretary. Personalize it to reflect your club’s board

KIWANIS INTERNATIONAL LEADERSHIP GUIDE 13

June and July (before your term of office)

August (before your term of office)

September (before your term of office)

For every club meeting:

For monthly board meeting:

Submit these items by the 10th of the month:

For every club meeting:

For monthly board meeting:

KIWANIS INTERNATIONAL LEADERSHIP GUIDE 15

Submit these items by the 10th of the month:

For every club meeting:

For monthly board meeting:

Submit these items by the 10th of the month:

Kiwanis club of _____________ Date:

Kiwanis club of _____________ Date: