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 Districts’ events, the following shall be the policy adhered to by all District Board members. This policy is designed keeping in mind the need to get to the 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 the board meetings.

1.2 Priority of Travel Options

  • A. The first option for getting to the board meetings is to always contact 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 is able to transport the board member, but is not contacted, the total travel costs incurred will be the responsibility of the board member.
  • B. If option A 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 twenty seven (30) cents per mile.
  • C. If options A and B 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 train or bus station site where the board meeting is held. The board member will be responsible for making arrangements to and from the bus/train station he/she uses.
  • D. Flying to and from board meetings, special events, 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 District Key Club Administrator. Again, 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 funds.

1.3 Travel Authorization

Key Club board members will not be permitted to attend out-of-district events without the approval of the District Key Club 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 Treasurer who, after review and adjustment, will send the voucher to the District Office.

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 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.

3.0 District and Divisional Finances

3.1 Contract Authorization

No District Officer or Lieutenant Governor can obligate the Division or District financially for any function. Any contract entered into must be approved by the District Administrator or the Kiwanis Secretary/Treasurer 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 (such as Governor, Secretary/Treasurer, Bulletin Editor, or Webmaster) to which he or she has been elected or appointed for the upcoming year in order to run for an International position for the upcoming year.

5.0 Awards Program

5.1 Individual Key Club Member Awards

  • A. Bob Bagans Unsung Hero Award
    • Bob Bagans, our Pennsylvania District Administrator, contributes a lot of his time and effort to the District without seeking much personal recognition. This award is designed to recognize those Key Club members who, like Bob, work hard but receive little thanks. To be considered for the Bob Bagans Unsung Hero Award, a Key Club member must:
    • Contribute to his/her club’s efforts without being an officer in his/her club.
    • Be nominated by his/her Club President or Advisor through the submission of the appropriate form.
      Awards will be presented to one member from each division. The recipient will be selected by the Lieutenant Governor of each respective division from the forms that they receive.
  • B. Thomas Muchler Distinguished President’s Award
    • In order for a club President to be recognized as distinguished, the individual must:
    • Be officially trained as defined in the statement at the end of this section.*
    • Submit four (4) Bi-Monthly Reports that are postmarked to the District Secretary/Treasurer and respective Lieutenant Governor on or before the fifth (5th) of the month.
    • Conduct one (1) event for the District Youth Serving Youth Project
    • Ensure that all other club officers are distinguished
  • C. Distinguished Vice President’s Award
  • In order for a club Vice President to be recognized as distinguished, the individual must:
    1. Be officially trained as defined by the statement at the end of this section.*
    2. Submit four (4) Bi-Monthly Reports that are postmarked to the District Secretary/Treasurer and respective Lieutenant Governor on or before the fifth (5th) of the month.
  • D. Distinguished Secretary Award
  • In order for a Club Secretary to be recognized as distinguished, the individual must:
    1. Be officially trained as defined in the statement at the end of this section.*
    2. Submit a Club Officer Election report form that is postmarked to the District Administrator on or before September 30th.
    3. Submit four (4) Bi-Monthly Reports that are postmarked to the District Secretary/Treasurer and respective Lieutenant Governor on or before the fifth (5th) of each month.
  • E. Distinguished Treasurer Award
  • In order for a Club Treasurer to be recognized as distinguished, the individual must:
    1. Be officially trained as defined in the statement at the end of this section.*
    2. Ensure that their club’s dues are received and processed by the Key Club International office on or before November 1st.
  • F. Distinguished Bulletin Editor Award
  • In order for a Club Bulletin Editor to be recognized as distinguished, the individual must:
    1. Be officially trained as defined in the statement at the end of this section.*
    2. Submit four (4) Bi-Monthly Reports that are postmarked to the District Secretary/Treasurer and respective Lieutenant Governor on or before the fifth (5th) of each month.
  • G. Distinguished Webmaster Award
    • In order for a Club Webmaster to be recognized as distinguished, the individual must:
    • Be officially trained as defined in the statement at the end of this section.*
    • Submit four (4) Bi-Monthly Reports that are postmarked to the District Secretary/Treasurer and his or her Lieutenant Governor on or before the fifth (5th) of each month.
    • If a club has a person fulfilling the responsibilities and duties of the Webmaster and Bulletin Editor as a combined position, then the following award applies:
  • H. Distinguished Bulletin Editor/Webmaster Award
    • In order for a Club Bulletin Editor/Webmaster to be recognized as distinguished, the individual must:
    • Be officially trained as defined in the statement at the end of this section.*
    • Submit four (4) Bi-Monthly Reports that are postmarked to the District Secretary/Treasurer and his or her Lieutenant Governor on or before the fifth (5th) of each month.
  • I. Oratorical Contest
    • The Oratorical Contest requires the contestant to develop and present a five (5) minute speech on a topic announced prior to District Convention. The presentation is judged and awarded on the criteria found in the Contests and Awards section of the International Guidebook. The first place winner will present his/her speech at a general session.
  • J. Sandy Nininger Award
    • Sandy Nininger was a former Key Club member who was awarded the First Medal of Honor during World War Two (for more information about Sandy Nininger, see the Contests and Awards Section of the International Guidebook). The Sandy Nininger Award is given to a Key Club member who has given of his or her self “above and beyond the call of duty” and has demonstrated the determination of Sandy Nininger. A Key Club member may nominate one outstanding member. The signatures of the faculty advisor and club president must accompany the nomination. If the club president is being nominated, the club vice president may sign in his/her place. Please note that any Key Club members serving on the District or International Board cannot be nominated for this award.
      *To be officially trained means that a Club Officer has attended a Zone or Divisional Training Conference led by a Zone Administrator. A District Officer may train a Club Officer with the permission from a Zone Administrator. This training will then count as one of the criteria for distinguished status.

5.2 Club Awards

  • A. Distinguished Club Award
    • The Distinguished Club Award, also known as the Achievement Award, is designed to recognize Key Clubs who have had an outstanding year of club service and administration. This award is judged and awarded on the basis of criteria stated in the Contests and Awards section of the International Guidebook.
  • B. Builders Club Partnership Patch
    • The Pennsylvania District of Key Club International encourages its Key Clubs to join with their respective Kiwanis Clubs to co-sponsor a Builders Club in a middle or junior high school in their district and/or area. To receive the Builders Club Partnership Patch Award, a Key Club must participate in a joint project with its respective Builders Club.
  • C. DOME Award
    • The Development of Membership Expansion Award is designed to recognize clubs that display a significant membership increase at the time of their first dues payment, which must be received and processed by Key Club International on or before December 1st in order to qualify for the award. Clubs that display a ten (10) member increase from the previous year’s records will receive a certificate and clubs that display a twenty (20) member increase from the previous year’s records will receive a banner patch.
  • D. Early Bird Dues Payment
    • The Pennsylvania District of Key Club International has always encouraged the early payment of District and International Dues. In order for a Key Club to receive the Early Bird Dues Patch, a Key Club’s District and International dues must be received and processed by Key Club International on or before November 1st.
  • E. Governor’s Cup Award
    • At the start of every Key Club year, the Pennsylvania District Governor may choose a special project on which he/she would like the Pennsylvania District to focus throughout the upcoming year. The Governor’s Cup Award is designed to recognize one club that has fulfilled the requirements set by the District Board’s Governor’s Project Committee each year. In addition to fulfilling the set requirements, clubs should also try to emphasize the importance of the Governor’s Project throughout the year.
  • F. John G. Miller Longevity Award
    • One of Pennsylvania’s past District Administrators, John G. Miller, served as an advisor to Moon Township High School for nearly forty (40) years. Named after John G. Miller, the John G. Miller Longevity Award recognizes Faculty and Kiwanis Advisors who have shown dedication and commitment to Key Club International while serving as advisors for fifteen (15) years or more. The awards are presented based on the previously stated qualifications.
  • G. Key of Honor Award
    • The Key of Honor Award is the highest honor given by the Pennsylvania District Board that can be bestowed upon an adult involved with Key Club International (i.e. Kiwanians, advisors, parents, etc.). The Key of Honor Award is presented to an individual who has made an outstanding contribution to Key Club(s) in the Pennsylvania District. Please note that the recipient should have gone above and beyond the scope of what is normally expected. Nominations for the Key of Honor Award must be made by the recipient’s local Key Club.
  • H. Single Service Award
    • The Single Service Awards are designed to recognize clubs as well as well as individual club members who volunteered the most hours of service during the current Key Club year. The Single Service Awards are presented in three (3) different categories:
    • High Individual Service Hours Award
    • High Club Total Service Hours Award
    • High Club Service Hours Award (calculated by dividing the total number of service hours by the total number of members)
  • I. Year-in-Review Contest
    • The Year-in-Review Contest is designed to acknowledge all of the service that a particular club has performed throughout the year. The Year-in-Review Contest is divided into two (2) different divisions:
    • Traditional Scrapbook Division: Refer to the Contests and Awards section of the Key Club International Guidebook for the official guidelines.
    • Non-Traditional Scrapbook Division: Refer to the Contests and Awards section of the Key Club International Guidebook for the official guidelines.
  • J. Single Service Contest Award
    • The Single Service Contest is designed to recognize clubs who have completed outstanding single service projects through unselfish efforts. The single service projects are judged based on the requirements found in the Contests and Awards section of the International Guidebook. In order to recognize more clubs, Single Service Awards are presented in four ranks: Bronze, Silver, Gold and Platinum. Please note that the judges of the Single Service Contest will select one of the four winners to move on to the Single Service competition held at the Key Club International Convention.
  • K. Youth Serving Youth Awards
    • The Youth Serving Youth Project, which is chosen at the beginning of every Key Club year, focuses on a specified organization or cause that provides service to our homes, schools, and communities. The Youth Serving Youth Awards are designed to recognize clubs that have contributed to the specified Youth Serving Youth Project throughout the current Key Club year. The five different Youth Serving Youth Awards given are:
    • Club Participation patches (given to the clubs that donated money and/or dedicated service hours to the Youth Serving Youth Project)
    • Highest Donation Collection Award (granted to the Key Club donating the largest total donation to the specified Youth Serving Youth Project)
    • Highest Service Hours Award (granted to the Key Club with the highest total number of service hours dedicated to the specified Youth Serving Youth Project)
    • Highest Club Average Award (granted to the Key Club with the largest total amount of donations per member to the specified Youth Serving Youth Project- calculated by dividing the total amount of donations by the total number of members)
    • Highest Club Service Hours Average Award (granted to the Key Club with the highest total number of service hours per member dedicated to the specified Youth Serving Youth Project- calculated by dividing the total number of service hours by the total number of members)
  • L. Club Poster Contest
    • The Club Poster Contest is designed to recruit new members for Key Club International as a whole organization. Posters submitted in the contest cannot bear the name of any school, club, or district. Refer to the Contests and Awards section of the International Guidebook for more information about the guidelines for the Club Poster Contest.
  • M. Club Video Contest
    • Videos made for the Club Video Contest should be promoting Key Club International as a whole organization and/or promoting the specific club within their respective schools/communities. Refer to the Contests and Awards section of the International Guidebook for more information about the guidelines for the Club Video Contest.
  • N. Major Emphasis Program Award
    • The Major Emphasis Program Award is given to the Key Clubs that, through unselfish efforts, have produced the best Major Emphasis Program Projects throughout the current Key Club year. Please refer to the Contests and Awards section of the International Guidebook for more information.

6.0 District Mailing Policy

6.1

The Key Club District provides resources to mail to all of our 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 Officers (Governor, Secretary/Treasurer, Bulletin Editor, and Webmaster) as well as all Key Club District Committees are strongly urged to have newsletters and other informational pieces in each mailing. However, the pieces should be thoughtful, well-organized and contain useful, current information. Simply a newsletter or memo to include in a mailing for no other purpose than inclusion in the mailing is not sufficient. The submitted piece must have a message in order to make a worthwhile contribution to the mailing. The Key Club District Administrator and/or Key Club District Assistant Administrators 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. 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 District Officer (Governor, Secretary/Treasurer, Bulletin Editor, and Webmaster) and/or District Committee shall be permitted to undertake a general mailing on his/her own to all Club Presidents and/or 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 Officer or Committee decides to undertake on his/her own without prior approval, a general mailing to all Club Presidents and/or Advisors, the individual who initiates such a mailing will be responsible for personally incurring the cost associated with this mailing. They 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 03/2008

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