Pennsylvania Key Club

District Board Policy Code

Pennsylvania Key Club District Board Policies

1.0 District Board Travel

1.1 Travel to District Board Meetings

When traveling to District Board Meetings and other Key Club District events, the following shall be the policy adhered to by all District Board members. This policy is designed to keep in mind the need to get to board meetings, while confronting the issue of cost. Any board member who does not follow this procedure will be responsible for paying his/her own travel to and from board meetings.

1.2 Priority of Travel Options

The first option for getting to board meetings is contacting a Kiwanis Committee member. It is the responsibility of the board member to contact a Kiwanis Committee member and make the necessary travel arrangements. If the Kiwanis Committee member is able to transport the board member, but is not contacted, the total travel costs incurred will be the responsibility of the board member.

A. If the option above is not feasible, the second course of action would be for the board member to either have his/her parents drive or for him/herself to drive to the board meeting. If there is another board member in the area, it is recommended that they meet at a centrally convenient location and drive together. The mileage will be reimbursed at a rate of thirty-two (.32) cents per mile.

B. If the options above are not feasible, the third option is to purchase either a bus or train ticket. The cost of the ticket will be reimbursed. Arrangements will be made for the board member to be picked up at either the bus or train station. The board member will be responsible for making arrangements to and from the bus or train station he/she uses.

C. Flying to and from board meetings, special events and/or other district divisional business is not permitted without prior approval and the exhaustion of all other alternatives. The board member is responsible for checking into all other alternatives before seeking permission to fly. Permission to fly to and from board meetings will be granted only by the Key Club District Administrator. If all other alternatives are not exhausted and permission is not given, individuals who purchase tickets for board travel purposes will be responsible for those tickets out of their own personal funds.

1.3 Travel Authorization

Key Club District Board Members will not be permitted to attend out-of-district events without the approval of the Key Club District Administrator.

2.0 District Board Reimbursement

2.1 Request for Reimbursement

Requests for reimbursement must be submitted with a completed voucher and copies of all receipts attached. They will be sent to the District Office for review and processing by Kiwanis Executive Director.

2.2 Telephone

Telephone bills (or copies thereof) must be attached to each voucher for reimbursement. Key Club calls must be highlighted in a recognizable manner or the reimbursement will not be honored. Calls are limited to seven (7) minutes; those calls made to a member of the executive committee may be reimbursed for ten (10) minutes. Only with permission of the Key Club District Administrator can calls exceed these times for Key Club business and still be reimbursed.

2.3 Meals

Meals should be limited as a reimbursable item. Only meals that have been incurred as a result of Key Club business should be submitted.

2.4 Postage and Miscellaneous Expenses

All postage and miscellaneous expenses submitted must have a receipt. If they do not have a receipt, they will not be honored.

2.5 International Convention Stipend

When possible, the District will help to offset the cost of the International Convention. If a Key Club District Board Member is removed or resigns from office during his/her term, he/she must reimburse the district in full.

3.0 District and Divisional Finances

3.1 Contract Authorization

No District Executive Officer or Lieutenant Governor can obligate the Division or District financially for any function. Any contract entered into must be approved by the Key Club District Administrator or the Kiwanis Executive Director and can be signed by only one of these two individuals.

3.2 Responsibility of Unauthorized Contracts

If the above policy is not adhered to, the financial obligations will become the responsibility of the individual(s) involved.

4.0 International and District Candidacy

4.1 Seeking Endorsement

Any Pennsylvania District Key Club member who desires to be a candidate for an International Office must first seek and receive the endorsement of the Pennsylvania House of Delegates or, under extenuating circumstances, must first seek the endorsement of the Pennsylvania District Board of Trustees.

4.2 Relinquishment of Prior Office

Any Pennsylvania District Key Club member who is an International candidate must first resign from any District position (including Governor, Secretary/Treasurer, Bulletin Editor, and Lieutenant Governor) to which he or she has been elected or appointed for the upcoming year in order to run for an International position.

5.0 Duties and Responsibilities for the District Board of Trustees

District Governor

  • Prepare and distribute at least four newsletters to club presidents and at least 10 monthly newsletters to the district board. Cover important topics in a timely manner, including:
    • Major Emphasis Program
    • Youth Opportunities Fund
    • Kiwanis family
    • New-club building
    • Pennsylvania District Convention
    • International convention
  • Prepare and distribute tentative dated agendas for each district board meeting including the annual house of delegates
  • Develop materials and institute a training program for district officers, preferably before the international convention, covering these topics:
    • Major Emphasis Program
    • Youth Opportunities Fund
    • Kiwanis family
    • Planning service projects and programs
    • Suggested calendar
    • Position responsibilities
    • Emphasis on club building and reactivation
    • Guidelines for divisional meetings
  • Provide written directives and assist district committees in their operation.
    • Appoint at least the following standing committees:
      • Public Relations
      • Kiwanis Family Relations
      • Major Emphasis Program
    • Appoint convention committees as needed.
    • Thoroughly explain committee responsibilities.
    • Schedule committee meetings at district board meetings.
    • Provide follow-up directives on a quarterly basis.
    • Implement use of a committee report form and record in district minutes.
  • Attend the following gatherings:
    • Pennsylvania District Convention at the beginning and end of term
    • Governor/Administrator Training Conference
    • Governor’s forum at the international convention
    • All district board meetings including the board trainer
    • Kiwanis district convention or mid-winter conference
    • Circle K International district convention
  • Promote new clubs and club membership growth
  • Promote dues collection
  • Participate in the following meetings/events:
    • Kiwanis District Board Meeting
    • CKI District Board Meeting
  • Consider holding a district-wide Kiwanis-family event (optional)
  • Demonstrate a strong relationship with the district administrator
    • Provide written directives for the district administrator outlining how he/she can assist the district.
    • Provide time at board meetings for board district administrator’s report.
    • Communicate at least four times per month with the board district administrator.
    • Provide opportunity at the Pennsylvania District Convention for the district administrator to address the entire convention.
  • File all reports required by the Key Club International Office or Board within specified time limits.
  • Contact the administrator prior to each board meeting to prepare the agenda.
  • Strive to make all communications timely, well written, free of mistakes, and follow the Key Club graphics standards.

5.2 District Secretary/Treasurer

  • Prepare and distribute at least three newsletters to club treasurers and at least 10 monthly newsletters to the district board. Cover important topics in a timely manner, including:
    • Role of club secretary
    • Role of club treasurer
    • Club roster collection
    • District and international dues collection
    • Fundraising project ideas
    • Upcoming district events
    • Other responsibilities/duties of club secretary/treasurer
  • Assist as needed in developing materials for district officer training at the end of his/her term of office.
  • Receive and track club monthly report forms
  • Distribute copies of all district board minutes to district board officers and the Kiwanis International Office, preferably within 14 days of the board meeting.
  • Prepare and distribute most recent monthly financial reports and dues reports to the district board with Pennsylvania Kiwanis Executive Director
  • Attend the following gatherings:
    • Pennsylvania District Convention at the beginning and end of term
    • Either district secretary’s or treasurer’s forum at the international convention
    • All district board meetings including the board trainer
  • Present a secretary-treasurer’s report at all official board meetings including the annual House of Delegates.
  • Submit a district convention report (including contest winners and election results) to the Kiwanis International Office, preferably within 14 days of the convention.
  • Produce and distribute a club officer directory to clubs and district officers within specified time limits, and produce addendums to the club officer directory as needed.
  • Send notification of delinquent dues status to Key Club presidents, school principals, presidents of sponsoring Kiwanis clubs and faculty advisors at appropriate times with Pennsylvania Kiwanis Executive Director
  • Demonstrate a strong relationship with the district administrator by sending all copies of the district secretary-treasurer’s board newsletter to the Kiwanis Executive Director and communicating at least once per month with him/her.
  • Strive to make all communications timely, well written, free of mistakes, and follow the Key Club graphics standards.

5.3 District Bulletin Editor

  • Prepare and distribute at least five articles of correspondence for district board members (memos, newsletters, reports, etc).
  • Prepare and distribute at least three online publications to clubs. Cover the following topics in each publication:
    • Major Emphasis Program
    • Youth Opportunities Fund
    • International representative’s message
    • Governor’s message
    • Club/Division highlights
  • Cover the following topics in at least ONE online publication:
    • Pennsylvania District Convention promotion
    • Pennsylvania District Convention summation
    • International convention promotion
    • International convention summation
  • Assign officers to write and contribute articles for district publications. Help these officers meet your publication standards by sharing suggestions on how to write articles and notifying them of deadlines. Be sure to edit their contributions to adhere to Key Club graphic standards.
  • Update and maintain district website weekly.
  • Attend the following gatherings:
    • Pennsylvania District Convention at the beginning and end of term
    • Bulletin editor and/or webmaster’s forum at international convention
    • All district board meetings including the board trainer
  • Present a communications coordinator’s report at all official board meetings including the annual house of delegates
  • Strive to make all communications timely, well written, free of mistakes, and follow the Key Club graphics standards.

5.4 Division Lieutenant Governor

  • The Lieutenant Governor shall assist the Governor in the work of the district within his/her respective division and shall attend all conventions, conferences, and meetings of the Board of Trustees including:
    • Pennsylvania District Convention at the beginning and end of term
    • District Lieutenant Governor’s forum at the International Convention
    • All district board meetings including the board trainer
  • Each Lieutenant Governor shall preside at all divisional meetings and shall hold a minimum of two (2) such meetings, which may include Officer Council Meeting (OCMs) to plan and inform members, about division, district, and international activities during the term in office.
    • Note: One divisional meeting shall be held in January or February for the purpose of electing a successor to the office of Lieutenant Governor prior to the Pennsylvania District Convention.
  • Be an enthusiastic supporter of Key Club to the division in planning and promoting rallies, service projects, and social activities in the division.
  • Work with the corresponding zone administrator to conduct club officer trainings.
  • Submit monthly reports updating on division and district activities.
  • Participate actively on district committees and complete all assigned directives.
  • Publish a monthly newsletter to be sent to club presidents, faculty and Kiwanis advisor(s), and the corresponding zone administrator.
  • Encourage all club officers to fulfill their district outlined responsibilities, including the submission of monthly reports and club dues.
  • Assist in chartering new Key Clubs in division.
  • Strive to make all communications timely, well written, free of mistakes, and follow the Key Club graphics standards.

6.0 Club Monthly Report

6.1 Report Submission

Club Officers are required to submit monthly reports that start with the April report due on May 5th through the March report due April 5th.

6.2 Report Schedule

The following table represents the report schedule submission. Upon completion, please send to your Lieutenant Governor, Kiwanis/Faculty Advisor, and reports@pakeyclub.org.

Report #MonthReport Due Date
1AprilMay 5th
2MayJune 5th
3June/July/AugustSeptember 5th
4SeptemberOctober 5th
5OctoberNovember 5th
6NovemberDecember 5th
7DecemberJanuary 5th
8JanuaryFebruary 5th
9FebruaryMarch 5th
10MarchApril 5th

7.0 Distinguished Club Officer Awards

The Pennsylvania District Distinguished Club Officer program shall provide recognition to individual club officers for their performance.
* Note: Club officers do not need to apply for this award. It will be awarded to the officer if all requirements are met.

A. Thomas Muchler Distinguished Club President’s Award
In order for a Club President to be recognized as distinguished, the individual must:

  1. Complete designated section in monthly report and ensure club secretary submits six (6) monthly reports that are emailed and postmarked to the District Secretary/Treasurer and respective Lieutenant Governor by the report deadline.
  2. Have Key Club conduct one (1) event for the District Youth Serving Youth Project and submit the "Distinguished Club President YSY Project Completion Form" by the designated date to the District Secretary/Treasurer.
  3. Ensure that all other club officers are distinguished.

B. Distinguished Club Vice President’s Award
In order for a Club Vice President to be recognized as distinguished, the individual must:

  1. Complete designated section in monthly report and ensure club secretary submits six (6) monthly reports that are emailed and postmarked to the District Secretary/Treasurer and respective Lieutenant Governor by the report deadline.

C. Distinguished Club Secretary Award
In order for a Club Secretary to be recognized as distinguished, the individual must:

  1. Submit a Club Officer Election report form that is e-mailed and postmarked to the District Administrator on or before September 30th.
  2. Complete designated section in monthly report and submit six (6) monthly reports that are emailed and postmarked to the District Secretary/Treasurer and respective Lieutenant Governor by the report deadline.

D. Distinguished Club Treasurer Award
In order for a Club Treasurer to be recognized as distinguished, the individual must:

  1. District and International Dues must be submitted before November 1st – Early Bird Dues Deadline. (Note: The Key Club International Dues Report will be used to determine submission date.)
  2. Complete designated section in monthly report and ensure club secretary submits six (6) monthly reports that are emailed and postmarked to the District Secretary/Treasurer and respective Lieutenant Governor by the report deadline.

E. Distinguished Club Bulletin Editor Award
In order for Club Bulletin Editor to be recognized as distinguished, the individual must:

  1. Complete designated section in monthly report and ensure club secretary submits six (6) monthly reports that are emailed and postmarked to the District Secretary/Treasurer and respective Lieutenant Governor by the report deadline.

F. Distinguished Club Webmaster Award
In order for a Club Webmaster to be recognized as distinguished, the individual must:

  1. Complete designated section in monthly report and ensure club secretary submits six (6) monthly reports that are emailed and postmarked to the District Secretary/Treasurer and respective Lieutenant Governor by the report deadline.

G. Distinguished Club Bulletin Editor/Webmaster Award
If a club has a person fulfilling the responsibilities and duties of the Webmaster and Bulletin Editor as a combined position, then this award applies. In order for a Club Bulletin Editor/Webmaster to be recognized as distinguished, the individual must:

  1. Complete designated section in monthly report and ensure club secretary submits six (6) monthly reports that are emailed and postmarked to the District Secretary/Treasurer and respective Lieutenant Governor by the report deadline.

8.0 Contests, Awards, Recognition, and Scholarships

8.1 Contests

Key Club International Contests are divided into two types:

  • Entries to be submitted directly to Key Club International
  • Entries to be submitted to the Pennsylvania District
    • A. Submitted to Key Club International
      For the following contests, clubs or individuals may apply directly to Key Club International using the contest guidelines and forms found in the annual Key Club International Guidebook and Key Club International Website.
      • a. International Key of Honor
        The Key of Honor is the highest recognition award presented by Key Club International. The recipient shall be 1) an individual who has made a life-long positive impact upon youth in general and Key Club in specific, or 2) an organization that should be so honored for a long-term support of youth and the Key Club program.
        • Note: Nominations must be received at the Key Club International Office on or before the first Friday following January 5th of each year.
      • b. International Oratorical Contest
        The subject for all orations is to be predetermined and can be found on Key Club International’s Website (http://www.keyclub.org). The subject matter of the oration and the presentation must be original and completely developed by the each orator.
        • Note: A Key Clubber must attend the International Convention to participate. Time and place of contest will be announced at the convention.
      • c. Membership Growth Awards
        The Club Membership Growth Award program shall provide recognition to individual existing Key Clubs for exhibiting outstanding club membership growth in a single year.
        • Note: This award is based through International Growth Reports by Key Club International. No further submission is needed by a club or individual.
      • d. Partners in Service Award
        The Partners in Service Award is given to each Key Club, which, through its unselfish service efforts, has participated in at least one project with each YSY partner during and administrative year.
        • Note: To be eligible for the award, the report form must be received by the Key Club International Office, no later than the first Friday in May.
    • B. Submitted to the Pennsylvania District
      For the following contests, clubs or individuals must use contest guidelines found in the annual Key Club International Guidebook and submit their entries to the Pennsylvania District for judging. It is advised that the Key Club International board occasionally changes guidelines after the Guidebook is printed. Judging occurs at the annual Pennsylvania District Convention. Key Club International sets contest rules. Contest winners, if they meet the criteria, are then forwarded to Key Club International for judging according to the International guidelines. At the District Convention contest room, the entries are to be submitted by a Key Club member that is responsible for the entry.
      • a. Club Poster
        The poster should be designed to recruit new members for Key Club, and should not bear the name of any school, community, or district.
        • Note: This contest is due in the district contest room before the general session on Friday evening. There will be first, second, and third place winners in the Pennsylvania District. The first and second place contest winners from the district will be eligible to compete in the International contest, if the entry meets the criteria.
      • b. Club Video
        The video should be promotional for Key Club as an organization and/or the Key Club within its respective school/community.
        • Note: This contest is due in the district contest room before the general session on Friday evening. There will be first, second, and third place winners in the Pennsylvania District. The first and second place contest winners from the district will be eligible to compete in the International contest, if the entry meets the criteria.
      • c. Distinguished Club Award
        The Distinguished Club Award program shall provide recognition to individual Key Clubs for their overall performance in the combined areas of club administration, membership and leadership development, Kiwanis family involvement, service and fund-raising as judged against a pre-established standard of excellence. This award is based upon the score achieved on the Annual Club Achievement Report form. The minimum scores needed to be designated as a Distinguished Club or Distinguished Club-Diamond Level will be provided to the district administrator by Key Club International. Clubs approved as distinguished will receive a banner patch dispensed by the Pennsylvania District of Key Club International on behalf of Key Club International
        • Note: Entries shall use the official Key Club International Annual Achievement Report form
      • d. Major Emphasis Program Contest
        The Major Emphasis Program Award is given to the Key Club, which, through its unselfish efforts, has produced during the year the best Major Emphasis project.
        • Note: This contest is due in the district contest room before the general session on Friday evening. There will be first, second, and third place winners in the Pennsylvania District. Only the first place winner in the district competition will be eligible for entry in the International contest, if the entry meets the criteria.
      • e. Oratorical Contest
        The subject for all orations is to be predetermined by Key Club International and posted on the Key Club International website. The subject matter of the oration and the presentation must be original and completely developed by each orator.
        • Note: A Key Clubber must attend the District Convention to participate. International judging criteria is used for this contest. Registration takes place at the District Convention. There will be first, second, and third place winners in the Pennsylvania District. The first place winner will present his/her speech at a district general session. The winners are not forwarded to compete in the International contest.
      • f. Single Service Contest
        The Club Single Service Award program shall provide recognition to individual Key Clubs for their single best service project.
        • Note: This contest is due in the district contest room before the general session on Friday evening. Entries should use the official Single Service Report form and shall be submitted to the district for competition. Pennsylvania District Awards are structured in four classes, platinum, gold, silver, and bronze with first, second, and third place winners. The district will forward four first-place winners to the International competition (one for each category), if the entry meets the criteria.
      • g. Year in Review Contest – Traditional Scrapbook
        A Key Club may enter a scrapbook containing pictures, souvenirs, examples, newspaper clippings, etc., of its activities during the club administrative year, defined as being from District Convention to District Convention.
        • Note: This contest is due in the district contest room before the general session on Friday evening. There will be first, second, and third place winners in the Pennsylvania District. The first and second place contest winners from the district will be eligible to compete in the International contest, if the entry meets the criteria.
      • h. Year in Review Contest – Non-Traditional Scrapbook
        A Key Club may enter a non-traditional scrapbook or composition of other media containing pictures, souvenirs, examples, newspaper clippings, or other representations of its activities during the club administrative year, defined as being from District Convention to District Convention.
        • Note: This contest is due in the district contest room before the general session on Friday evening. There will be first, second, and third place winners in the Pennsylvania District. The first and second place contest winners from the district will be eligible to compete in the International contest, if the entry meets the criteria.

8.2 Awards

The following awards are given by the Pennsylvania District of Key Club International. Selection of the awards are done either prior to or at the annual District Convention.

  • A. Submitted to the Pennsylvania District
    • a. Pennsylvania District Key of Honor
      The Key of Honor is the highest award that can be bestowed upon an adult such as a Kiwanian, a Key Club faculty advisor, parent or community member by the Pennsylvania District of Key Club International. The award is given to the person who has made a positive impact upon youth and the Key Club program in Pennsylvania. The recipient, nominated by his/her local Key Club, must have gone beyond the scope of what is normally expected. The PA District Board of Key Club decides the recipient of this award.
      • Note: The entry must be postmarked by the designated date and sent to the District Administrator to be eligible. This entry form will not be accepted at District Convention.
    • b. Pennsylvania District Robert “Bob” E. Bagans Unsung Hero Award
      Bob Bagans, the former Pennsylvania District Administrator, contributed much to the District. This award recognizes those Key Clubbers who, just like Bob, work hard yet receive little thanks. The Bob Bagans Unsung Hero Award is given to those Key Clubbers who contribute to their club’s efforts without being an officer in that club. An award is presented to one member from each division, as selected by the division Lt. Governor from the forms submitted by the individual Key Club Presidents and Advisors.
      • Note: The entry must be postmarked by the designated date to the Division Lt. Governor to be eligible. This entry form will not be accepted at District Convention.
    • c. Pennsylvania District Sandy Nininger Award
      A Key Club may nominate one outstanding Key Club member, except those members who are on the District Board or International Board, who demonstrates the determination of Sandy Nininger; a former Key Club member awarded the first Medal of Honor in World War II. The PA District Board of Key Club decides the recipient of this award. A Key Clubber may not write the nomination for him/herself.
      • Note: The entry must be postmarked by the designated date and sent to the District Administrator to be eligible. This entry form will not be accepted at District Convention.
    • d. Pennsylvania District Service Hours Awards
      The District Service Hours Awards are designed to recognize clubs as well as an individual club member who volunteered the most Key Club service hours during the current Key Club year. Awards are presented in three different categories; highest individual, highest club total, highest club average per member.
      • Note: The entry must be sent to the District Administrator by the designated date or brought to the District Convention contest office before Friday’s General Session.
    • e. Pennsylvania District Youth-Serving-Youth (YSY) Awards
      YSY Awards are designed to recognize those clubs who have contributed to the Youth Serving Youth project of the year. Four different awards are given by the Pennsylvania District: Highest Club Total Raised, Highest Club Average Raised Per Member, Highest Club Service Hours, and Highest Club Average Service Hours Per Member. Banner patches are presented to all clubs who participate.
      • Note: The entry must be sent to the District Administrator by the designated date or brought to the District Conventioncontest office before Friday’s General Session.

8.3 Recognitions

The following awards are given by the Pennsylvania District of Key Club International. Selection of the awards are done either prior to or at the annual District Convention.

  • A. Submitted to the Pennsylvania District
    • a. Builders Club Co-Sponsor Banner Patch
      The Pennsylvania District of Key Club International encourages a Key Club and Kiwanis Club to initiate and co-sponsor a Builders Club in the middle or junior high school. A banner patch is awarded to the sponsoring Key Club for performing joint service projects.
      • Note: The entry must be sent to the District Administrator by the designated date or brought to the District Convention contest office before Friday’s General Session.
    • b. John G. Miller Longevity Certificate
      The John G. Miller Longevity Certificate was established to recognize the faculty and Kiwanis advisor who have shown dedication and commitment to Key Club by serving as an advisor for 15 years or more. This award was named after John G. Miller who was a past Key Club District Administrator and past advisor to the Moon Township High School Key Club.
      • Note: The entry must be sent to the District Administrator by the designated date or brought to the District Convention contest office before Friday’s General Session.
    • c. William “Bill” S. Brandamore Kiwanis Family Award
      Every Key Club is encouraged by the Pennsylvania District of Key Club International to work closely with the fellow branches of the Kiwanis family. This award is given to those Key Clubs that have done an excellent job of joining forces with other Kiwanis family clubs through meetings, projects, and activities.
      • Note: The entry must be sent to the District Administrator by the designated date or brought to the District Convention contest office before Friday’s General Session.
  • B. No Official Entry Needed – Key Club International
    • a. Development of Membership Expansion (DOME) Award
      The Development of Membership Expansion (DOME) Award is designed to recognize those clubs who have shown a significant membership increase at the time of the first dues payment. The payment must be submitted by December 1st of the school year. Those clubs showing a ten member increase over the previous year will receive a certificate and those with a twenty-member increase will receive a banner patch.
      • Note: The entry is based through International Membership Reports by Key Club International. No further submission is needed by a club or individual.
    • b. Early Dues Banner Patch Award
      The Pennsylvania District encourages the early payment of District and International dues. A Key Club is awarded an Early Bird Dues Patch when the dues are paid by on or before November 1st.
      • Note: The entry is based through International Dues Reports by Key Club International. No further submission is needed by a club or individual.
    • c. UNICEF Banner Patch
      UNICEF, the only organization of the United Nations dedicated exclusively to children, works with other United Nations bodies, governments, and non-governmental organizations to assist in children’s needs through community-based services in primary health care, basic education, and safe water and sanitation in more than 140 developing countries. This banner patch recognizes clubs that have donated over $250.00 this year to UNICEF.
      • Note: The entry is based on Key Club International Donation Reports by Key Club International. No further submission is needed by a club or individual.

Scholarships

A. Pennsylvania Kiwanis Foundation Scholarships
The Pennsylvania Kiwanis Foundation offers scholarships to Pennsylvania Key Club members. Applicants should follow all instructions on the form to apply. Scholarship forms can be found on the website: http://www.pkfonline.org.

District Mailing Policy

Effective Use of District Funds

The Key Club District provides resources to mail to all Club Presidents, Faculty Advisors, and Kiwanis Advisors. While the need to communicate is great, the need to make the most effective use of the money spent on communication is important. With these thoughts in mind, the following shall be the Mailing Policy of the Pennsylvania District Board of Trustees.

A. All Key Club District Executive Officers (Governor, Secretary/Treasurer, Bulletin Editor) as well as all Key Club District Committees are strongly urged to have newsletters, committee information, and other informational documents in each mailing. All documents should be reviewed by a Kiwanis Committee member and contain useful, current information. The submitted document(s) must have a message in order to make a worthwhile contribution to the mailing. Members of the Kiwanis Committee reserve the right to determine if a submitted piece is worthy of inclusion in the mailing.

B. A schedule of District mailings shall be developed at the start of each Key Club administrative year and distributed to all Key Club District Board Members by the Kiwanis Executive Director. While subject to minor change, the schedule will be generally adhered to. No other mailings will be considered unless emergency or other very unusual circumstances warrant.

C. No Executive District Officer (Governor, Secretary/Treasurer, or Bulletin Editor) and/or District Committee shall be permitted to undertake a general mailing on his/her own to all Club Presidents, Faculty Advisors, and/or Kiwanis Advisors. All general mailings of this nature will originate from the District Office in accordance with the specified schedule. This does not mean individual needs cannot be addressed on a case-by-case basis. This policy applies only to the general mailings to all club officers and advisors. If a Key Club District Executive Officer or District Committee decides to undertake on his/her own without prior approval, a general mailing to all Club Presidents, Faculty Advisors, and/or Kiwanis Advisors, the individual who initiates such a mailing will be responsible for personally incurring the cost associated with this mailing. He/she will not be reimbursed for the costs that are incurred.

D. The above rules apply to the general mailings going only to the clubs in the entire district and do not apply to the information Lieutenant Governors mail within their divisions or to correspondence among board members.

Revised January 2014

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