Policy No. 1 : District
Policies and District Board Procedures
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| | Purpose :
To define District Policies and District Board Procedures.
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a. |
A District Policy is a basic principle which is
required to be put to the delegates at any District Convention, to be circulated
and voted upon in the same manner as any Bylaw amendment. Any addition or
amendment to a District Policy shall be submitted for approval in accordance with
our District Bylaws.
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Examples : A District Policy covers those matters which
directly affect e.g. national projects; candidates for office; electioneering
etc.
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b. |
A District Board Procedure is the established method or
manner adopted by the District Board for the administration of the
District.
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| | Examples : applications for and
organisation of District Conventions; implementation of Strategic Plan;
development of training programmes; specific financial provisions (establishing
and use of reserves, district board members' travel, defining district board
members' reimbursable costs), operating procedures.
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Adopted unanimously at the 1999 District
Convention. Amended at 2008 District Convention. Updated 26 March, 2019
to change terminology ("district board procedure" instead of "trustee procedure") to
correspond to the new district bylaws adopted at the 2015 NZ-SP district
convention.
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Policy No. 2 :
Electioneering and Promotional Materials
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| | Purpose :
To establish the criteria for the election materials for candidates for
election to office.
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Any candidate whose name is properly submitted
to District Secretary as a candidate for office is obliged to ensure that any
electioneering or promotional material which is issued or distributed on behalf of
such candidate is confined to one (1) A4 size sheet of paper or smaller in English,
plus one (1) A4 size sheet or smaller in French. Both sides of the sheet may be
used.
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Amended at the 1996 District Convention.
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Policy No. 3 :
Raffles
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| | Purpose : To
establish a policy for the running of raffles by the clubs of the district.
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| The District Governor has the discretion to
approve or decline any application in writing from any club wishing to operate a
raffle, subject to the following requirements : |
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1. |
Details of the purpose of the raffle. |
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2. |
Confirmation that two-thirds of the club membership have
agreed to conduct the raffle. |
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3. |
Confirmation that the prizes or the equivalent value in cash
is to hand before the sale of tickets commences. |
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4. |
An undertaking from New Zealand clubs that the raffle will be
governed by the Gaming Act 2004 and any subsequent amendments. |
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5. |
For clubs in other countries of the district, an undertaking
is required that any raffle will be conducted in accordance with local laws and
regulations.
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Adopted at the 1975 District Convention.
Amended at the 2007 District Convention.
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Policy No. 4 :
Nominations for International Office
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| | Purpose :
To establish a nominating procedure for those wishing to stand for election to
any Kiwanis International office.
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Any member of this District who is either
seeking or intended to be nominated by another for election to any Kiwanis
International Board office or any Kiwanis Asia-Pacific office shall first give
notice of intent in writing in the form of a proposed resolution seeking endorsement
of the District House of Delegates to the candidacy of the member. Such notice shall
be provided to the District Secretary at least 60 days prior to the date of the next
District Convention.
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In extenuating circumstances limited solely to
timing of an unexpected vacancy where consideration of endorsement by the District
House of Delegates cannot be reasonably arranged the members proposal to seek
candidacy maybe considered and, if thought fit, endorsed by the District Board of
Trustees in authority during the administrative year in which the election will take
place.
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Adopted at the 1992 District Convention.
Amended at the 2000, 2008 and 2014 District Conventions.
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Policy No. 5 :
Lt. Governor Substitutes
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| | Purpose :
To allow for consistent representation and communication with the French
Divisions.
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In the case of a substitute representative to a
District Board of Trustees meeting representing an apologising officer resident in
any division of the New Zealand - South Pacific District, the Governor can, at the
time of approving the substitute representative, agree to reimburse all or part of
the travel costs of such substitute representative up to the agreed budget amount
and such agreement should be recorded in writing to the District
Secretary.
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Such substitute representative shall be a club
member nominated by the serving Lt. Governor, and may attend the meeting as the
formal representative of the apologising officer and will be extended all speaking
rights and courtesies available to the apologising officer except that the
substitute representative may not vote at the meeting.
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Adopted at the 2000 district convention and amended
at the 2005 district convention.
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Policy No. 6 :
District Projects Funding
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| | Purpose : To
provide adequate financing of district type projects to ensure they are able to
survive on a continuing basis as district signature projects and for the benefit of
the community at large.
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That the District Board of Trustees shall
establish a fund on an annual basis to provide for the continuing funding support of
district projects as approved by the members at any New Zealand-South Pacific
District Convention. Such projects shall be voted on by members in accordance
with the provisions in Policy No 1 (a) and shall continue on an ongoing basis until
the members at a Convention shall otherwise determine.
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| Funding shall be determined as
follows : |
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a. |
The amounts of funding necessary for such projects shall be
determined by the District Board of Trustees annually and an amount per member
calculated and advised to all clubs, provided that the amounts shall not exceed any
maximum as set out in the respective policies. |
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b. |
The amount required from each club shall be established by the
District Board of Trustees before 28 February in each year and such amounts shall be
paid by the clubs no later than 31 May in each year.
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All contributions made by a club each year to
District Projects shall be recognised as a club project.
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Adopted at 2008 District Convention.
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Policy No. 7 :
District Support - Science Fairs
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| | Purpose :
To show that the District understands the importance of Science Fairs for our
youth and the future of science in our country and therefore encourages Kiwanis
clubs to be involved at the crucial local and provincial levels.
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Each year this district shall support the
Regional Science Fairs programme by encouraging the involvement of Kiwanis
Clubs.
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Adopted at 2010 District Convention. The
previous Policy #7 regarding "Realise the Dream" support was rescinded at the 2010
convention.
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Policy No. 8 :
District Project - Key Club Scholarship
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| | Purpose :
This District has established an annual scholarship to be awarded to a Key
Club member in recognition of service and devotion to the objects of Key Club.
To continue our support each year we need to provide for sufficient funding
for such a scholarship.
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Each year this District shall provide one
scholarship to a Key Club member who has shown outstanding service and dedication to
the objects of Key Club. Each club shall pay to the District for each of its
members a sum as provided for in the district projects funding
policy. The total amount to be funded by all the clubs shall not exceed
the sum of $NZ2000.
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Adopted at 2008 District Convention, amended at the
2019 district convention.
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Policy No. 9 :
District Project - South Pacific Islands Support Project
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| | Purpose :
To provide support for the children of South Pacific Islands with the supply
of school books, school supplies, clothes and other such commodities to improve
their education, health and well being. For a long time, many clubs have
provided resources and financial assistance for shipments to the South
Pacific.
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Each year this District, in conjunction with the
Kiwanis clubs of the South Pacific, shall ship at least one container load of
resources and equipment to the South Pacific to be distributed for the benefit of
the children and schools in the South Pacific. Each club shall pay to the
district for each of its members a sum as provided for in the
district projects funding policy. The total amount to be
funded by all the clubs shall not exceed the sum of $NZ6000.
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Adopted at 2008 district convention, amended at the
2016 district convention.
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Policy No. 10 :
District Convention Standing Rules
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| | Purpose :
To establish a standard for district convention standing rules. These rules
are to be confirmed or modified by the house of delegates at each district
convention for use at that district convention.
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Rule 1 : The official languages of this
convention shall be either English or French, with simultaneous interpretation into
French or English, if requested by any group of two or more delegates.
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Rule 2 : Any main motion or amendment
shall be written in English, signed by the maker and seconder, and presented to the
district secretary before it is moved.
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Rule 3 : During any voting session, only
delegates may be seated in the area designated for delegates.
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Rule 4 : The house of delegates shall not
be closed.
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Rule 5 : No delegate shall speak more than
three minutes at a time by the orders of the day or by a majority vote of the
delegates.
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Rule 6 : No delegate may address the
assembly a second time on the same question until all delegates who desire to speak
on the topic have spoken.
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Rule 7 : The maker of a motion shall be
entitled to speak first in support of such motion or may immediately yield the floor
to another delegate.
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Rule 8 : Debate shall alternate between
those speaking for and those against the motion.
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Rule 9 : A delegate shall not speak for or
against a motion and move to close debate on the same recognition.
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Rule 10 :
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a. |
Candidates for office may have one nominating speech not to
exceed five minutes by the proposer, or the seconder, but not
both. |
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b. |
Candidates for office may have up to ten minutes to address
the convention.
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Rule 11 : Any candidate who is unopposed
for office may be elected by a voice vote.
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Rule 12 : Debate on any proposed
resolution or amendment to the bylaws, including amendments thereto, shall be
limited to 45 minutes.
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Rule 13 : A motion to move the previous
question will not be in order until 15 minutes of debate has taken place or until
there are no more speakers.
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Rule 14 : Nominating speeches for officers
may not be waived except in cases where there is only one candidate
nominated.
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Rule 15 : If the first session of the
house of delegates is a morning session, it shall be adjourned at or near
noon. Subject to the discretion of the chair, no proposed amendment to the
bylaws, or other remit or resolution shall be introduced later than 15 minutes
before the scheduled adjournment of any morning or afternoon session. Any
proposed amendment not duly considered on that day shall be considered during the
second session of the House of Delegates.
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Rule 16 : Any of the above rules except
for Rules 1 and 2 may be suspended by a majority vote of delegates.
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Rule 17 : "Roberts Rules Of Order Newly
Revised" shall be the parliamentary authority for all matters of procedure not
specifically covered by the bylaws of Kiwanis International, and of this District,
and these standing rules.
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Adopted at 2014 District Convention.
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Policy No. 11 :
Kiwanis Support for the Threads Across the Pacific Project
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| | Purpose :
To formalize the New Zealand - South Pacific district's support of the Threads
Across the Pacific Project. The object of the Threads project is to provide
support to the women and children of Vanuatu, to teach them sewing skills which they
can use to make clothes for their families and crafts, etc. to sell, providing
income for their villages. Threads currently shares space in containers going
to Vanuatu under the South Pacific Islands Support Project, and has a close
connection with Kiwanis through this. With the involvement of Kiwanis, Threads
will receive valuable ongoing support for transporting sewing machines and fabrics
needed in the sewing workshops and sponsorship opportunities that may be created by
Kiwanis.
| a) |
That the NZ-SP District of Kiwanis International formally supports the
Threads Across the Pacific (Threads) project set up in 2015 by Kiwanis member
Caroline Mason to support the women and children of Vanuatu. The project
teaches sewing skills which the women can use for the benefit of their
families and villages. New sewing machines are donated to Vanuatu
schools for the use of both senior school children and Ni-Vanuatu
women. |
| b) |
That the new name for the joint project will be Kiwanis Threads across
the Pacific. |
| c) |
That there will be no expectation that the New Zealand - South Pacific
District of Kiwanis or any member clubs are required to contribute funds to
Threads.
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Adopted at 2018 District Convention. Note
that the wording of this policy as provided to clubs in early August 2018 for
consideration and as minuted in the convention minutes differs very slightly and in
non-significant ways from the wording of the policy printed in the annex to the 2018
convention booklet. The text above is a mix of the two variants.
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Policy No. 12 :
Divisions and their Boundaries
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| | Purpose :
To define the number of and the boundaries of divisions in the NZ-SP
District.
The District shall be comprised of three divisions being New Zealand and Vanuatu
(Division 1), New-Caledonia and Wallis and Futuna (Division 6) and French
Polynesia (Division 7). These divisional boundaries will be effective from
1 October, 2023.
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Adopted at 2022 District Convention.
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