The statements
as set forth herein are intended to establish the policies and procedures of
the Capital District with regard to Regional Mid-Winter Conferences. These
policies and procedures should be kept on file by the Capital District
Secretary-Treasurer for future distribution to Governors, Governors-Elect,
Meeting Chairpersons, and the Permanent Committee for District Meetings.
REGIONAL
MID-WINTER CONFERENCES
A.
DATES
The Capital District Region Mid-Winter Conferences shall be held
annually during the period of mid-January to the end of March. The meetings
should not be less than one (1) days or more than two (2) days in duration. All
dates must be submitted for approval to the Meetings Committee before the
District Leadership Conference. The Meetings Committee has the overall
responsibility for ensuring District-wide Mid-Winter decisions are made
eighteen months in advance. If no
District-wide Mid-Winter Conference is scheduled, the District Board will
direct the regions to hold Regional Mid-Winter Conferences during the year
under consideration.
B. DESIGNATION
OF REGIONAL CONFERENCE COMMITTEE
The
Regional Conference Committee shall be comprised of the District Trustee, the
Lt. Governors, the Meetings Committee member, and the Training and Education
Committee member for that region. This committee shall meet at least six (6)
months in advance so preparations can be organized. An invitation should be
extended, through the Region’s Lieutenant Governors to the clubs in that region.
This invitation shall include dates, location, registration forms, proposed training
sessions, and meal plans.
C. DESIGNATION
OF THE REGIONAL MID-WINTER CONFERENCE CHAIRPERSON
The Regional Conference Committee shall appoint a Meeting
Chair. It should be noted that the
duties of the Meeting Chair are time consuming, especially the final three (3)
months prior to the Meeting. It is
essential that the Meeting Chair understands and is willing to commit to a
position that will have constraints on personal time and obligations.
D. RESPONSIBILITIES
OF THE CAPITAL DISTRICT GOVERNOR AND GOVERNOR-ELECT
The Governor and Governor-Elect will
attend all Regional Mid-Winter Conferences.
The Governor has the overall responsibility for the concept,
format, and content of a block of core training
to be conducted at all district Regional Mid-Winter Conferences so that there
is continuity in training throughout the District. The concept of the Training Plan shall be
implemented and integrated into the Mid-Winter Program. .
E. RESPONSIBILITIES OF THE CAPITAL DISTRICT
SECRETARY-TREASURER
The District Secretary-Treasurer shall be the Treasurer for all Regional
Planning Committees. All budgets should be submitted to the District
Secretary-Treasurer by each Regional Meeting Committee for approval by the
Finance Committee. All income and expenses for the Regional Mid-Winter
Conference shall be submitted to the District Secretary-Treasurer and he shall
be responsible for the payment of all invoices incurred by the Regional Meeting.
The District Secretary-Treasurer, as the agent for the Capital
District, shall sign all contracts with the Meeting Facility and all other
contracts.
The District Secretary-Treasurer shall be responsible for the
financial accounting of the Regional Meetings, to include the twenty-five cents
($0.25) per regional membership from the District.
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F. RESPONSIBILITIES OF THE REGIONAL
MID-WINTER CONFERENCE CHAIR
1. Upon the announcement of the selection of the Chair, the
Capital District Secretary-Treasurer will forward a copy of this manual to the
Chair. This manual shall be returned to
the Meetings Committee member of the region at the time the chair submits the
final report of the Meeting.
2. When
the Meeting Facility has been determined by the Regional Mid-Winter Conference Committee,
the Chair shall begin negotiating with the Sales Associate of the Facility for
adequate conference rooms, and dining facilities. A commitment IN WRITING shall be obtained
from the Sales Associate outlining costs for the meeting.
Once the formal written
contracts are developed, the Capital District Secretary-Treasurer reviews the
contracts and, if satisfactory, signs them as the Capital District Agent.
Contracts shall be periodically reviewed by the Chair and the Sales Associate
for any necessary changes. Any contract
requiring a change shall be rewritten and signed by the Capital District Secretary-Treasurer.
The contract with the Meeting Facility shall clearly stipulate
that bills will be submitted to and paid by the District Secretary-Treasurer or
designated representative in accordance with the terms of the contract.
3. The
Chair shall develop an on-going schedule for Regional Mid-Winter committee
meetings. This plan shall begin no later
than six (6) months prior to the Conference.
It should outline dates, location of meetings and transactions for the
meetings.
4. The
Chair shall develop a Financial Plan, detailing proposed income and
expenses. The Chair shall present the
plan to the Capital District Secretary-Treasurer for approval by the Finance
Committee. If approved, the Capital
District Finance Chair the immediate Past Governor, presents the plan to the
District Board of Trustees for approval.
When approved, it becomes the Budget for the Regional Mid-Winter Conference.
5. The Chair shall oversee the accuracy of bills and forward
them to the Capital District
Secretary-Treasurer for payment
6. An
invitation, inviting Kiwanians to the Conference, shall be made by the Lt.
Governors of the region, at least three (3) months prior to the scheduled
Regional Mid-Winter Conference. This invitation should include dates,
registration forms, location, and directions.
7. The
Chair shall give the final meal count to the facility’s Sales Associate, prior
to the meal functions, as specified in
the facility’s contract. The payment of the meal function is based on this
count. If the attendees number more or
less, this figure must be verified and approved by the Conference Chair and the
District Secretary-Treasurer before payment.
8. In
addition to the educational program, the chair shall include a presentation by
the District Convention Host Committee in order to promote the District
Convention.
9. Candidates
for District or International offices may be invited to participate in
accordance with Election Policies of the Capital District.
G. FINANCIAL PLAN/BUDGET
Administrative and complimentary expenses are procured from
charges for registration, and a meal surcharge as required. The registration fee should be set at a
reasonable cost. Meal costs should be
secured in writing from the Meeting Facility at the time the contracts are negotiated..
The object is that the Meeting does not incur a deficit.
The Financial Plan shall include the
following line items:
1. Cost of registration, meals, and lodging
as required
2.
Estimated Committee expenses, such as: a)
Audio/Visual equipment, b) Publicity, c) Postage, d) Supplies,
e) Badges and Holders, f) Youth Activities.
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3. Complimentary expenses are:
a. Cost
of registration, all meals, all functions of the Conference and lodging as
requested for:
i. Governor
and spouse
ii. Governor-Elect
and spouse
b.
Cost of registration and meals for International President or Trustee.
4. The
Meeting Committee may elect to absorb, in a duly approved motion of the
Committee, certain other expenses
provided that no deficit is created.
5. Should
any financial matters become objects of dispute; the Conference Chair will
immediately seek counsel with the District Governor and Secretary-Treasurer. In
the event expenses exceed income, the deficit shall henceforth be a financial
obligation of the Capital District.
H. FINAL MEETING REPORT
Within, but not later than thirty (30) days after the close of
the Regional Mid-Winter Conference, the Conference Chair shall file with the
Capital District Governor and Secretary-Treasurer a copy of a complete and
detailed report on the events of the Conference, including the detailing of
income and expenditures. Also included will be an attendance report detailing
the number of Kiwanians registered for the Conference; the number of First Time
Conference attendees; Capital District clubs in the region registered and in
attendance, identifying those Kiwanis clubs with no one in attendance at the
meeting and the number of Presidents-Elect and Lt. Governors-elect attending.
Submitted by the District Meetings Committee and approved by the
Capital District Board on
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