WHY CHANGE

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Proposed KIWANIS PACIFIC NORTHWEST REGIONAL
TRUSTEE GOVERNANCE SYSTEM

• WHY CHANGE?
• May 25, 2009

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What Got This Started?

• District Strategic Planning
• Difficulty setting goals
• Lack of Continuity to implement goals that were
  set. One-year terms of Lt Govs and Governor
• Need for Lt Governors to focus on Division issues
• Need to improve effectiveness of District Chairs

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Why Change?

• With one-year terms, there is
• No Continuity
• Re-inventing the wheel
• No Building in We Build
• Insufficient mentoring
• No commitment to the future
• Lack of vision
• Lack of job knowledge
• No Strategic goals and planning

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Why Change?

• Too much is being asked of Lt Governors to lead
  their Divisions AND to be distracted with
  District Administration issues
• Lt Governors can focus on Divisions and helping
  the Governor
• Regional Trustees will address District
  administrative issues such as policy, personnel,
  etc as well as help implement strategic goals and
  planning

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Desired Outcomes (Objectives)

• A smaller, strategically engaged board
• Effective Division/Region leadership teams
• More leadership opportunities e.g., District
  Committees made up of Region representatives
  instead of current one person committees.
• More effective training of Kiwanis Leaders
• Better communication

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Recommend Alternate Form of Governance to Provide
Better Continuity
The governance system outlined in todays
presentation is an alternate form of District
Governance which parallels Kiwanis International
Board of Trustees. The change would be in
compliance with the existing Kiwanis
International Bylaws ARTICLE IX. DISTRICTS
From Sections 2 and 3 - The board of trustees
and officers of a district shall consist of the
district governor, the governor-elect, the
immediate past governor, the lieutenant governors
of each division and/or the trustees of each
region, the treasurer, and the secretary of said
district.
The change would be in compliance with the
existing Kiwanis International Bylaws ARTICLE
IX. DISTRICTS From Sections 2 and 3 - The
board of trustees and officers of a district
shall consist of the district governor, the
governor-elect, the immediate past governor, the
lieutenant governors of each division and/or the
trustees of each region, the treasurer, and the
secretary of said district.
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Continuity continued

• Proposed

• Current

• Regional Trustee staggered 3-year terms allows
  for continuity and strategic planning because
• 33 return for year 3 of 3
• 33 return for year 2 of 3
• ONLY 33 are 1st year Term.

• Lt. Governors (Trustee) have a one year term
  too short to learn job and does not allow for
  continuity.

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Continuity, Efficiency Support

• Trustees will assist the Governor and lessen the
  Governors administrative load. The Governor
  will be able to assign Trustees as a Team
  Leader/Advisor for District Chair groupings.
  This will enable the Governor to work closer and
  spend more time with Lt. Governors on Division
  issues.
• A 16-17 member multi-year District Board allows
  for continuity, support and efficiency for the
  District Office staff as well as creating a
  better District teamwork environment.
• A smaller, engaged District Board allows for Lt.
  Governors and members to develop and implement
  Strategies at Division and Club level.

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Any Cost Savings for Recommendation?

• Objective is better governance, not cost savings
• Lt Governors woould receive the most savings
• Bottom line is the change in governance cannot
  cost more than the current system. Due to
  budgetary restrictions, governance cost will
  continue to be largely underwritten by
  volunteers.

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The Board Would Be

• More strategic
• More experienced
• Responsible for governance
• Fiduciary/legal body for the District
• Trained to carry out responsibilities
• More accountable for success

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Recommendations for Implementation

• Roles and Responsibilities
• Election of Regional Trustees and Terms of Office
• Trustee Qualifications
• Region Meetings (Zone Conferences)
• District Committee Chairs
• Meetings
• Trustee Regions
• Who else is trying it?
• Concerns that have been voiced

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Roles Responsibilities

• For
• District Board
• Board Trustees
• Lt. Governors

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Board of Trustees Would Be

• Governor
• Governor-elect
• Immediate Past Governor
• Secretary
• Treasurer
• Regional Trustees one (1) elected from each of
  12 Regions

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Responsibilities

• Regional Trustee
• Assist the Governor in District Work
• Trained in Board Leadership
• Membership Growth in Region
• Supervising Kiwanis Goals and Programs in Region
• Member of the District Governing Board of
  Trustees
• Minimum of three (3) Board two (2) District
  Council meetings

• Lt Governor (Division)
• Assist the Governor in District Work as District
  Officer
• Trained in Leadership
• Membership Growth in Division
• Supervising Kiwanis Goals and Programs in
  Division
• Mentoring Clubs Below Charter Strength
• Two (2) District Council meetings at Mid-Winter
  and District conferences

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What a Regional Trustee IS

• Part of the District Governing Board that is in
  charge of the District as a whole which includes
  employees, budget, finances, goals, growth, and
  any changes in Bylaws, Policies and Procedures to
  go before the House of Delegates.
• Support for the Governor by lessening
  Administrative Load
• Regional Trustees MUST seek input from Lt Govs,
  Clubs, and Members for quality governing of the
  PNW District. (Teamwork)

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Election of Trustees and Terms of Office

• Election at Zone Conference
• Transition Year 4 one year, 4 two year, 4 three
  year terms determined by lots at the District
  Convention
• Term of Office 3 years. Not to exceed 5 years
  to accommodate transition year or replacements
• Replacements By Region vote at Zone Conference

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Trustee Qualifications

• To stand for election as Trustee, a candidate
  shall
• Have served as a Lt Governor
• Be an active member of a club within the region
  from which he or she is elected, this club shall
  be the members primary club
• Be willing to fulfill the trustee requirements
  and
• Shall be endorsed by his/her home club and home
  division.

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Zone Conference

• Organized by Lt Governors and Regional Trustee
  using District and International resources
• Division and club officers would be expected to
  attend
• Club members would be invited
• Sponsored organizations would be encouraged to
  attend
• Conference one day

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Trustees Serve On or Chair District Committees
if Requested by the Governor

• Trustee 1 Membership Retention-Grow Existing
  Clubs
• Trustee 2 New Club Building
• Trustee 3 Training, CLE
• Trustee 4 Finance
• Trustee 5 Laws, Regulations, Amendments,
  Contracts, Policy and Procedures, By-Laws
• Trustee6 District Office Oversight
• Trustees 7-12 Other Committees

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Trustee Meetings

• Teleconferences with Trustees, Executive
  Committee and Regional Lt Governors as needed
• District Councils with Lt Governors at Mid-Winter
  and District Conferences with Executive Committee
  and District Chairs and Administrators.
• Four Board meetings
• Division Council meetings in Region as needed,
  but at least one per Division/year.

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The 12 Regions Mapped
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Trustee Regions- Already in Place by Zone

• REGION A Divisions AYN and AYS
• REGION B Divisions 7, 8, and 9
• REGION C Divisions 5, 46, 48 and 56
• REGION D Divisions 15 and 17
• REGION E Divisions 11, 13, 18, 20, 20M, 21 and
  22
• REGION F Divisions 19, 34, 36, 38 and 40
• REGION G Divisions 24, 26, 28, 30 and 32
• REGION H Divisions 42, 44, 62, 64 and 66
• REGION I Divisions 50, 52, 54, 58 and 80
• REGION J Divisions 72, 74 and 76
• REGION K Divisions 78, 82 and 84
• REGION L Divisions 67, 68 and 70

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Recomendation

• THAT THE PACIFIC NORTHWEST (PNW) DISTRICT
  CONSIDER ADOPTING A REGIONAL TRUSTEE SYSTEM WITH
  STAGGERED THREE YEAR TERMS, TO COMPRISE THE BOARD
  OF TRUSTEES, RETAINING THE OFFICE OF LT.
  GOVERNORS AS DIVISION/DISTRICT OFFICERS AND NOT
  AS MEMBERS OF THE BOARD.

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Current PNW Board of Trustees
Board of Trustees Governor Governor-Elect Immed
iate Past Governor Secretary Treasurer 47 Lt.
Governors (one for each division)
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Proposed PNW Regional Trustee Board
Board of Trustees Governor Governor-Elect Immedi
ate Past Governor Secretary Treasurer 12
Regional Trustees (one for each zone)
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Districts That Have Converted to Regional Trustee
System
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Capital District Experience After 2005 Conversion
(Bob Powers-Proponent and Past Governor)

• Board approval 18/1. Membership by-laws approval
  barely 2/3.
• The biggest initial difficulty was getting people
  to perform the jobs of Regional Trustee, Division
  and Regional Committee Chairs same as before
  conversion.
• During the first three years (first cycle),
  training improved and more people saw the new
  structure as offering more opportunities for
  developing leadership skills and stepped up to
  the plate.
• He believes the Leaders from the Divisions and
  Regions who emerged during the first cycle will
  make the second cycle more successful.
• Kiwanis is all about leadership. You cant have
  good service projects or clubs without good
  leaders. So Kiwanis has to maximize leadership
  opportunities and training. Some will excel and
  some will not. He is convinced the new system
  provides a better ladder for success for his
  District.

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Missouri Arkansas DistrictJohn Hoffman,
Governor

• Regional Trustee system passed by 83 of the
  delegate vote
• Mo-Ark kept the relationship between the Governor
  and the Lt Governors the same, but the Lt Govs
  are not on the board
• Lt Governors attend two District Council
  meetings/year to give Division reports and
  concerns to the District Board.
• Relationship between Lt Govs and Regional Trustee
  well defined they are expected to be a team.
  The Regional Trustee is a mentor to the Lt Govs
  and Clubs
• Trustees serve as District Chairs

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Some Concerns Raised

• What is the hurry? There is no suggested
  implementation Timeline in the report. However
  there are a number on the committee who feel
  urgency for an accelerated Timeline. The Board of
  Trustees will determine the Timeline to be
  proposed or options if sent to the House of
  Delegates. The Regional Trustee concept has been
  under study by the Strategic Planning committee
  since early 2007.
• Un-equal representation? No change. Major
  District issues or elections continue to be
  determined by the House of Delegates, maximum 3
  votes/club, regardless of club, division, or
  region membership.

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Some Concerns Raised

• KI is ramming this change down our throats! Not
  true. KI is neutral. The alternate governance
  By-Laws provision for Regional Trustees was
  approved by the House of Delegates in St Louis in
  2004 primarily at the request of the Capital and
  Pennsylvania Districts. Pennsylvania had
  converted in 2003 and other Districts were
  seriously considering it. It was not promoted by
  KI. However, KI did recommend approval.
• Realignment concerns? The implementation of the
  recommendation requires no realignment to start.
  Regions (Zones) are in place. To be realistic,
  Realignment is a future issue if the District
  continues to lose more clubs than it builds.

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Some Concerns Raised

• There will be shortage of Governor candidates if
  a three year term serving as Regional Trustee is
  an added qualification The point is to have
  more Kiwanis Leadership experience before
  becoming Governor in the belief this will
  strengthen the organization. This qualification
  could only be added to the District Policies and
  Procedures 3-5 years after the new governance is
  implemented due to the transition period. Some
  Districts only require 2 years experience at the
  Regional Trustee level. The future Trustees would
  determine the time period.
• Relationship between Lt Gov and Regional Trustee
  needs to be better defined? This has been
  addressed in the updated documents as have other
  areas of concern as a result of the input
  received at Zone Conferences and Division
  Councils.

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Summary of Proposed Changes

• Clubs No change
• Divisions Lt Gov responsibilities remain much
  the same with concentration on leadership.
  There would not be any duties as a Trustee on
  District Board. Reduces Board by 47 Trustees.
• Regions (Zones) Add 12 Regional District
  Trustees.
• District No Change. Governor, Governor-Elect,
  Immediate Past Governor, Secretary, and Treasurer
  are also Trustees.
• Change in number of Trustees 51?16 if Secretary
  and Treasurer are combined in one position.
• Regional (Zone) training conference no change
• Lt Governor training no change
• Zone Conference add election of Regional Trustee

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Additional Reference MaterialAdditional
Reference Material

• Optional Slides

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Change is Not Easy There is Risk and
Uncertainty. Courage, Planning, Trust, and
Perseverance are Required to Implement Change

• Big audacious goals change how we do things

• I Did It!

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Resource Material- 2006 Statistics by Zone/Region
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Keys to a WOW Club Example of Information Must
Be Communicated to the Division and Club
Level.The 10 Step Process to Sustain Net Growth

• Commitment of Club Leaders to Do What is Needed
  to Grow and Retain Members
• Annual Club Assessment and Periodic Community
  Analysis to Stay Relevant
• Action Plan
• Membership Campaign
• Pre-Induction Orientation
• Proper Induction
• Post-Induction Orientation
• Value Added Meetings Well Attended, Fun, Good
  Program
• Successful, Fun, Projects
• Memorable Kiwanis Moments

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Cost Savings Data