The Board of Trustees

The ten-member District Board of Trustees shall be composed of
The Governor
·   Shall be elected at the Annual K-T District Convention
·   Shall be the Executive Officer of the K-T District
·   Shall conduct Board Meetings
·   Shall serve as the TAG Team Chair
  The Governor-Elect
·   Shall be elected at the Annual K-T District Convention
·   Shall serve as the TAG Team Vice-Chair
The Immediate past Governor
·   Shall continue to serve on the board for one additional year
·   Shall serve as the District TAG Team Coordinator
The Executive Director (Secretary-Treasurer
·   Shall assume name change in keeping with the job description and alignment movement with Kiwanis International
·   Shall be a non-voting member of the board
Six Trustees:
·    Shall each be elected from a region during the Spring Regional Mid-Year Meeting within the district
·    Shall be elected to 3-year staggered terms           
·    Shall serve as a Counselor to a region
·    Shall serve as the Regional TAG Team Coordinator

Qualifications for Governor and Governor-Elect

Prior to the 2015-2016 administrative year a candidate for Governor and Governor-Elect shall meet the same qualifications as are currently in effect and as they are identified in the current K-T District's Policy & Procedures Manual as follows:
a)     Be an active or senior member in a K-T District Club in good standing.
b)     Have served a full term as President of a K-T District Club.
c)     Have served a full term a Lt. Governor in a K-T District Division
d)     Have the endorsement of his/her club and division.
 
Effective with the 2015-2016 administrative year a candidate for Governor and Governor-Elect shall meet the same qualifications as they have always been before plus have additionally served as a Trustee for a minimum of two years.

 In case of a vacancy in the office of Trustee

The District Board can appoint a member from the same region who meets the qualifications to serve as a Trustee, to fill the unexpired term of office.
A person appointed to fill a one-year unexpired term may run for re-election for a full three-year term; a person appointed to fill a two-year vacancy may not run for re-election.
A Past Governor may be appointed to fill an unexpired term.

Board Committees

The District Board shall function with/through the following Administrative Committees:
The Executive Committee (Governor, Governor-Elect, Immediate Past Governor, and the Executive Director); the Budget & Finance Committee; the Policy, Procedure Committee; the Strategic Planning Committee; the New Club Building Committee, and the Convention and Meetings Committee. 
 
The Trustees shall be assigned to these committees and shall meet at each board meeting and independently, if necessary, to handle the business of the district.  Items of business shall be assigned to each committee for deliberation and recommendation for board action.
 
The following District Committees/Organizations shall report through the Immediate Past Governor: the District Foundation, Past Governors Committee, and any Past District Officers Organizations that may be formed by the Board of Trustees.
 
The District New Club Building Committee shall be CHAIRED by the Governor-Elect.
 
The Budget & Finance Committee shall be chaired by the Executive Director.

This plan is designed to separate the District and Division Leadership functions:

The District Board of Trustees shall continue to be
Responsible for policy making
Responsible for the procedures to operate the district
  Accountable to the membership
  The Financial and the legal entity for the district
  Responsible for personnel issues

The District Board shall

Meet four times each year ­ at times independent of the District Convention and Regional Meetings to allow adequate time to conduct the business of the district.     
  Assume the responsibilities of the Budget and Finance Committee, Policy and Procedures Committee, New Club Building Committee, Strategic Planning Committee, and Convention Site Selection Committee.
 

The District Council

  The District Council shall be composed of the members of the District Board of Trustees and the Lieutenant Governors.
 The District Council shall meet twice each year, once during the last scheduled Spring Regional Mid-Year Meeting and again at the District Convention.
Each meeting of the District Council shall provide an opportunity for the Governor, along with the Trustees, to hear the status of the clubs in the district, to discuss areas where the Lieutenant Governors, Regional Committee Chairs and Division Committee Chairs can best be utilized to the benefit of the clubs in each division.
The District Council shall provide a direct communication link for the Governor, the Board, and the Lieutenant Governors to discuss vital District business.

The Trustees shall be elected from Regions made up of the following Divisions/No. of Clubs:
NOTE: This layout was based on attempting to balance the number of clubs within each region rather than concern about membership, mileage, or other concerns.

 
REGION I ­
Division 9       =     11 clubs
Division 16     =       7 clubs
Division 8       =       5 clubs
REGION I      =     23 clubs
 
REGION II ­
Division 5       =       14 clubs
Division 6       =        9 clubs
Division 7       =       14 clubs
REGION II    =     37 clubs
 
REGION III ­
Division 11       =       3 clubs
Division 10       =     11 clubs
Division 13       =       7 clubs
REGION III     =     21 clubs
 
REGION IV ­
Division 12       =      7 clubs
Division 14       =    12 clubs
Division 17       =      5 clubs
Division 15       =      7 clubs
REGION IV     =    31 clubs

REGION V ­
Division 18       =      5 clubs
Division 2         =      7 clubs
Division 19       =      8 clubs
REGION V      =    20 clubs

REGION VI ­
Division 1         =      8 clubs
Division 4         =     12 clubs
Division 3         =     11 clubs
REGION VI     =    21 clubs

 
Trustees
 
Qualifications for election

Be an active or senior member in a K-T District Club in good standing.
Have served a full term as President of a K-T District Club.
Have served a full term a Lt. Governor in a K-T District Division
  Be endorsed by his/her home club.
 
Normal Election Process for Trustee

  The election process for Trustees in the bylaws shall follow the same timeline as the election process for the Lieutenant Governors and Lieutenant Governors-Elect.
Candidates for Trustees to be nominated by home club and file paperwork with District Office by January 1st Nominees will be made known to all clubs in Region by second week of  January
Trustee election held during the scheduled Spring Regional Mid-Year Meetings but  no later than second week of April
Each club in region will be allowed 3 voting delegates
Those elected to a 1-year term or those appointed to fill an unexpired term for 1-year may run for a full term.
  Only one full 3-year term will be allowed; 5-year maximum to be served as a Trustee.
 
Trustee Responsibilities

  Shall meet with the Governor-Elect by July 1st
Shall attend the combined Board/Lieutenant Governor Training Conference
Shall coordinate Spring Regional Mid-Year Meeting
  Shall be responsible to plan and host the Governor's Official Visit to the Region during Spring Regional Mid-Year Meetings
Shall be responsible to conduct the election of the new Trustee for his/her region during the Spring Regional Mid-Year Meeting
Shall attend the District Convention and their region's Spring Regional Mid-Year Meeting
  Shall work with the Lieutenant Governors for the success of the Divisions within the region
  Shall, as the region's TAG Team Coordinator, be responsible to lead efforts to organize one new club in his/her region for each year of his/her term of office.

 
Regional Mid-Year Meeting

  Shall be educational and topical to the needs of the region
Shall be one-day in length and conveniently located
The Governor shall make an annual visit to the region, not to a division.
The Trustee shall be responsible to coordinate and organize and conduct the meetings.
  Club officers and committee chairs would be expected to attend; all other Kiwanians would be invited and encouraged to attend.
  Kiwanis Family Organization members should be invited, when appropriate.

The Lieutenant Governor

The Lieutenant Governors shall be
  Primarily responsible for visiting and nurturing the clubs within the division
Responsible directly to the governor
Responsible for maintaining communication with the governor
  Required to attend the Lieutenant Governor Training at the combined Board/Lieutenant Governor Training prior to July 1st.
Responsible for appointing a Division Team to support activities, including Membership, Service, Leadership Programs, and Communications Chairs.
  Required to attend the Spring Regional Mid-Year Meeting.
  Required to attend the District Convention and the International Convention during the term of service.
Required to conduct at least 4 Division Council Meetings ­ 3 within the Division, and 1 at the Spring Regional Mid-Year Meeting.
Responsible to secure the Lieutenant Governor-Elect with the assistance of the Past Lieutenant Governors from within the Division by the time of the Spring Regional Mid-Year Meeting.
Required to support the Service Leadership Organizations counterparts functioning within the division
Required to coordinate with regional counterparts and committee members
The Division TAG Team Coordinator and shall be responsible for encouraging division clubs and members to aggressively support the District's membership growth goals for recruiting, retention, and new club building.  Specific duties are listed in Appendix A of the District's Policy and Procedures Manual. 
 
The Division Chairs

  Each Lieutenant Governor shall appoint a Division Chair in the following committee areas: Membership, Service, Sponsored Programs, and Communications.
The Division Chair shall establish and maintain a directory of the officers and the committee chairs for each club in the division.
  The Division Chairs shall assist the Regional Chairs in the educational support for the Regional Mid-Year Meeting each year.
  The Division Chairs shall attend the Divisional Council Meetings, providing information on specific committee area

First Election & Implementation

If the proposed Reorganizational Plan is approved at the Special House of Delegates during the 2009 K-T District Convention the following steps will be followed to begin the reorganization process:

  Start-up terms for Trustee will be for 1, 2, or 3 years, based on a random drawing to be held immediately after the Reorganizational Plan has been approved by the House of Delegates during the 2009 K-T District Convention..  All start up terms will begin October 1, 2010.  These drawings will be held equally and separately in the Kentucky Regions 1,3,&4 and in the Tennessee Regions 2,5,&6
  The K-T District Bylaws and Policy & Procedures Manual will be updated to reflect the organizational changes contained in the approved reorganization plan and will be presented to the K-T Board of Directors for approval during the last 2010 Spring Regional Mid-Year meeting.  If approved by House of Delegates during the 2010 K-T District Convention the Bylaws will be forwarded to Kiwanis International for approval and signature.      
  Candidates for Trustees to be nominated by home club and file paperwork with District Office by January 1,  2010.
  Nominees will be made known to all clubs in Region by second week of January , 2010.
The 2009-2010 District Board will designate individual (a Past Governor or a Past Lieutenant Governor) to conduct the election of Trustee in each Region.
Trustee election held at the Regional Mid-Year Meeting no later than second week of April, 2010.
Each club in region will be allowed 3 voting delegates.
  Newly-elected Trustees will meet with Governor-Elect by July 1, 2010 to begin implementing new board procedures as described above.  This meeting will be held in as part of a combined Board/Lieutenant Governor Training Conference.

Cost Neutral*

The Reorganization Committee has looked at the District Budget and at the proposal, and feels that this plan can be implemented as offered without any increase in cost to the membership because:
  The Governor will have reduced travel because of 6 Official Visits, rather than the 19 he/she is currently making.  The cost of each board meeting will be reduced ­ 10 members rather than 22 ­ in travel, meals, and housing. 
  The Trustees are not responsible for day-to-day contact of any clubs ­ thus they will be advised that there will be limited, if any, operating expenses within their home regions. 
  In this day of increased technology between e-mail and cellular phones, communications between the Board Members and the District Office, and the Trustee/Counselors and the Lieutenant Governors can be increased, but at a negligible expense.  Future plans are to publish the K-T Notes electronically thus reducing printing and mailing expenses. 
  The Reorganization Committee is committed to make this plan function as presented within the moneys currently allocated for Board Meetings and Board Travel.

* Members should note that the "Cost Neutral" statement applies only to this reorganization proposal.  The Reorganization Committee did not look at the District Budget in terms of potential revenues or other operating expenses ­ strictly the line items and budgeted amounts affected by any of these recommended changes.  No dues increase should result from any changes suggested from the plan as described in this document.

We the undersigned members of the Reorganization Committee recommend adoption of this reorganization plan for the Kentucky-Tennessee District of Kiwanis International.

Alcide L. Porell, Chairman
Eddie Callis, Past Governor
Kenneth Clawson, Past Governor   
Lynn Hutchinson, Past Lieutenant Governor

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