A. Organizational Packet Purpose:

To provide charter members and guests useful information to:

1. Help understanding the decisions they are to makeat the Organizational Meeting (usually Meeting #3) in order tosuccessfully organize their new Kiwanis Club.
2. Provide work sheets and other information to facilitatethe timely conduct of the Organizational Meeting.

B. General Guidance for conduct of the New Club Meetings

1. The Kiwanis International New Club Building Processcalls for at least 2 Pre-Organizational Meetings leading to theOrganizational Meeting (meeting #3).
2. The New Club Builder is responsible to determine thelocation date, and time of these meetings until the club is successfullyorganized.
3. These 3 or more meetings should be held weekly untilthe club is organized at which time the club will determine themeeting frequency.
4. The organizational meeting can not be conducted unless:
a. At least 20 members have completed applications andpaid the $35 fee.
b. 50% of paid members plus one member are present (simplemajority)
c. Club Nominating Committee is prepared to recommend afull slate of Club Officers,
d. Club House Committee is prepared to recommend meetinglocation, time, and meeting frequency.
5. The date the club conducts a successful organizationalmeeting becomes the Charter Date for the new club.
6. Club will conduct the 14 or so Post Organizational Meetingsin accordance with the Kiwanis International Post OrganizationalWeekly Meeting Curriculum (see Post Organizational File).
7. At the conclusion of the Post Organizational MeetingCurriculum, the club will have developed it Annual Operating Planto include its mission, administrative budget and service projectbudget.
8. Club executes its Annual Operating Plan.

C. Prepare Charter Member Organizational Packet:

1. Make the necessary corrections to the heading andbody of each file as needed. Word "Find and Replace"Menu works well.
2. Prepare at least 30 packets of the material containedin this Charter Member organizational Packet File to be availablefor the first Pre-Organizational meeting.
3. A three-holed folder works very well. It would helpto include the name of the member/guest on the front if time permits.
4. Give a packet to each charter member and guest for theirpersonal study and use.
5. Packets should be available at the Pre-Organizationaland Organizational Meetings for those members and guests who hadnot received them.
6. Paper with various colors enables members/guest to readilyidentify topics to be discussed.
7. Arrange the material in the packet as follows:
a. Title Page
b. Member List of Worksheets and Informational Topics
c. Agenda: Preorganizational Meeting #1
d. Agenda: Preorganizational Meeting #2
e. Agenda: Organizational Meeting #3
f. Agenda: Board of Directors Initial Meeting
g. Key Bylaws Decisions
h. Bylaws Option Worksheet for the Discretionary Elements
i. Kiwanis Fee Structure
j. Club Dues Option Worksheet
k. Club Committee Structure and Description
l. Nominating Committee Worksheet
m. House Committee Worksheet
n. Charter Night Committee Instructions
o. Post-Organizational Weekly Meeting Curriculum
p. Post-Organizational Weekly Meeting Curriculum Responsibilities

8. The additional 9 files are marked as Back UP. They are tobe used to support the appropriate subject. These files shouldnot be included in the Charter Member Organizational File.

D. Folder 2 covers the following activities showin Section B of the Club Action Plan Example for Organizing theClub (see folder 1).

Prepare Charter Member Organizational Packet (New Club Builder)
MeetingAgendas, Information and Worksheets are contained in ElectronicFile 2
Use a variety of colored paper to easily distinguish topics.
Include the following information in a 3-holed Charter MemberOrganizational folder for each member:
Cover
List of Material
Pre-Organizational Meeting Agenda #1
Pre-Organizational Meeting Agenda #2
Organizational Meeting Agenda
Board of Directors Agenda and Worksheet
Key Bylaws Decisions
Bylaws Option Worksheet
Kiwanis Fee Structure
Club Dues Option Worksheet
Club Committee Structure and Description
Nominating Committee Worksheet
House Committee Worksheet
Charter Night Committee Instructions
Post-Org. Weekly Meeting Curriculum
Post. Org Weekly Meeting Curriculum Responsibilities

Conduct 1st Pre-organizational Meeting (New Club Builder)
Notifymembers/guests of meeting well in advance of the meeting. (Seemeeting notice examples in file 2)
UpdateAgenda as necessary
ProvideCharter Member Organizational Packet to members and guests
Set upmeeting room with Kiwanis paraphernalia
Ask SponsoringClub to work the welcoming and sign-in table (sign in sheet infile 2
Conductmeeting in accordance with the Agenda
PrepareMeeting #1 Newsletter of meeting.
DistributeNewsletter to all members and interested guests ASAP after meeting.
Club GrowthCommittee and Recruiting Team continue to recruit
Conduct 2nd Pre-Organizational Meeting (New Club Builder)
Notifymembers/guests of meeting well in advance of the meeting. (Seemeeting notice examples in file 2)
UpdateAgenda as necessary
ProvideCharter Member Organizational Packet to members and guestswho have not received it earlier.
Set upmeeting room with Kiwanis paraphernalia
Ask SponsoringClub to work the welcoming and sign-in table
Conductmeeting in accordance with the Agenda; keep to one hour. (PrepareCommittee Matrix and passed around at each future meeting throughCharter Night to get all members to volunteer for at least 2 or3 committees.)
PrepareMeeting #2 Newsletter. (see example in file 2)
DistributeNewsletter to all members and interested guests
Club GrowthCommittee and Recruiting Team continue to recruit.

Note: Pre-Organizational meeting must continue until clubattendance meets Kiwanis minimum attendance requirements for organizing.

Organizational Meeting (New Club Builder)
Notifymembers/guests of meeting well in advance of the meeting. (Seemeeting notice examples in file 2)
UpdateAgenda as necessary
ProvideCharter Member Organizational Packet to members and guestswho have not received one earlier.
Set upmeeting room with Kiwanis paraphernalia
Ask SponsoringClub to work the welcoming and sign-in table
Determinea simple majority of members is present; i.e., 50% of membersplus one member in order to organize the club
With asimple majority of members present, conduct meeting in accordancewith the Agenda; use worksheets provided to complete all activitieswithin the hour allotted.
Presidentconducts Board of Directors meeting immediately following theorganizational meeting using the Agenda Worksheet provided inthe Charter Member Organizational Packet.
If a simplemajority is not present, conduct the meeting as another Pre-organizationalmeeting preparing the members for the organizational meeting anddiscuss any issues.
PrepareMeeting #3 Newsletter (see examples in file 2)
DistributeNewsletter to all members and interested guests.
Club GrowthCommittee and Recruiting Team continue to recruit.

Initial Board of Directors Meeting. (Club President)
DetermineQuorum
ConductBoard Meeting in accordance with Agenda Worksheet provided inthe Charter Member Organizational Packet.
Secretarycompletes the worksheet in the Agenda as the official record ofthe meeting.
Prepareand Distribute Meeting Minutes to all members and interested guests.
Establishtime and date for the next Board Meeting.
Provide24-hour club organization report to Kiwanis International by phone,fax, or e-mail. (Form in File 2)
Beginto gather information for the Organization Package to be sentto Kiwanis International within 30 of the organization date.(File3)
InitiatePost Organizational Weekly Meeting Curriculum. (File 4)

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