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Division 3 Council Meeting Minutes; Monday, October 8, 2007

NOTE: These minutes are designed to correspond to the agenda and the structure of the LEADERSHIP BOOK provided at the meeting. Entries in regular type are from the agenda and Leadership Book and items actually recorded at the time of the meeting are in italics. This method is being used to actually present what was covered in the meeting, but not word for word, in the cases of Al‘s description of the Leadership Book and its contents. For full details on these items consult the Leadership Book itself. This format is not expected to be needed in the future because the Leadership Book will not be reviewed in detail in the future.

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THE MEETING

Call to Order - Lake Jackson 7:04 PM

Pledge - Robert Moore, Key Club Lt. Gov.

Invocation - Ken Martin, Quincy

Introduction of attendees by club/organization. All clubs represented except Perry and Monticello. Capital City, Northside and Killearn qualified for interclub with at least four members present.
Minutes of the previous July 2007 meeting were approved as posted on the Division 3 web page.
Old Business Nancy Shank

Review Division efforts in 06/07

Review last Quarter:

Southern Scholarship Foundation Raffle collected about $3,800.

Final Monthly reports are due to Past LTG Nancy Shank by October 10^th.

Year end report to District and Kiwanis International is due October 30^th. The form is to be provided online at www.floridakiwanis.org for final filing.

New Business
Jere Moore presented information about the need for Flu shots and opportunities to receive them; along with fliers to be circulated to each club member.
Lt Gov. Al Eppinger reviewed his Leadership Model:

Objective: To help every member maximize their personal contribution to the Mission through empowered Club and Division leadership.

Model: Agreement on Objectives

Alignment of Responsibility

Empowerment with Tools, Information, Resources

Support in execution

Clarity of Communication
DIVISION LEADERSHIP CONTROL BOOKS WERE PROVIDED TO EACH CLUB PRESIDENT AND SECRETARY, AND TO OTHER MEMBERS OF THE LEADERSHIP TEAM.

LTG Al reviewed the Leadership Book contents as follows:

Introduction

Discussion

Vote on Team -Approve Division Leadership team as shown in (Section 2-2.)
Jon Winters of the Northside Club was elected Lt. Gov. Elect for 2007-2008 to serve as Lt. Gov. beginning October 1, 2008.

Chuck Walter of the Killearn Club was elected Secretary-Treasurer with Stephen J. Barger, Jr. to serve as assistant for Treasurer affairs.

Review Revised Game plan

Review Objectives/Goals

Modify as needed

Approve as Division Objectives for 07/08

Look at Projects-Activities and schedule of events. Clubs should submit their schedule of events via email to Chuck Walter at cwalt3@comcast.net for inclusion in the calender of activities on the Division 3 web site.

Discuss the Club Response and agree on timing to finalize and confirm items for inclusion in the first quarter’s schedule of events

Review the Division budget proposal for 07/08 by Jim Barger

The proposal was to increase the dues from $1 per member per club to $5 per member to help meet anticipated expenses totaling $1950 (as shown in the Leadership Book) including division administration, new club formation and $750 in Lt. Gov. expenses among other things.

Alternatives to the proposal? After extensive discussion Bill Zottoli moved to tentatively approve $3 per person subject to an official vote according to bylaws procedure. It was seconded by Bob Henderson and approved by voice vote. The change will be put in writing by Lt. Gov. Al as a bylaws change and submitted to the Division clubs for final vote either electronically or at the next Council meeting in January. Furthermore, clubs will be encouraged to voluntarily contribute additional funds to help defray division expenses during the year. I.E. Fully or partially fund the $500 sponsorship cost of the new Southwood club; encourage the home club of the Lt. Gov. to provide assistance to the Lt. Gov. to help defray the considerable expense of attending required conventions, etc.

30 day notice is required for approval of bylaws changes.

Review the Club Financial tracking for 07/08 Jim Barger
Clubs should carefully follow the procedure in the Leadership Book Financial Section. Dues will be invoiced to each club as soon as to October 1^st membership numbers are available from Kiwanis International. District and KI Foundation payments will be forwarded to Trustee Larry Spalding by Jim Barger, Assistant for Treasurer affairs.

Review Division Projects Information (SEE LEADERSHIP BOOK FOR DETAILS) Al Eppinger

Review Florida District Initiatives (SEE LEADERSHIP BOOK FOR DETAILS) Al Eppinger

PLAN FIRST QUARTER’S ACTIVITIES

Discuss Membership Projects:

Monthly Membership Madness in October.

Preparation for other membership efforts

Review plans for Miracle Walk and Club Contributions

Identify leaders and schedule a K-Kids Kick-off

Identify leaders and plan a Key Club Sponsor round-table

Schedule Secretary Training/Resourcing on new reporting system. Bob Henderson will be assisting club secretaries with understanding the new system. This year we will be using a new online Kiwanis International reporting system. The activities reported in the monthly club reports will be printed in the Florida Kiwanian to show what is being accomplished. If clubs don’t submit monthly reports there will be a blank space next to their name.

Do a club round-table on events for the first quarter desiring other club participation.
Information Items from Other Division Leadership Team Members:

Fl. Foundation, Service Leadership, Key Clubs, Aktion Club, etc.

Division Web Site - Chuck Walter

Clubs should review their web sites if they are maintained by Chuck Walter and submit updates to him via email. Also, provide via email a listing of activities for inclusion on the Division 3 web site activities calender.

Follow-up items and Timing;

Monthly reports for Sept and Oct - due by October 10th

Annual Reports - due to be filed online at www.floridakiwanis.org by October 30^th.

Committee leaders from clubs - Complete the club response form on page 4 of section 1 of the Leadership Book and mail it to Al Eppinger.

Post the Schedule of events - see page 4 of secton 1.
Miscellaneous reports of projects and activities:

Rose Paterson - Guardian ad Litem - encouraged clubs to get involved; have a program with them and see what can be done to help the agency and children.

Larry Spalding - Capital City and Quincy have paid their Foundation contributions.

Robert Moore - Division Key Club plans and activities

Heather Dieter - Discussion of process and details for creating K-Kids Clubs in elementary schools. The goal is 11 to be created in the Division. Some are already underway.

Havana - Fish Fry this fall

North side - Fruit sales for the holidays

October 23^rd cook out at the Ralph Davis Kiwanis House. Bring food for their pantry.

Capital City - Nut sales

Madison - November 1^st meal for the high school football team - Key club event - Fruit sale for the holidays

Quincy - Fruit sale for the holidays - Christmas party for underprivileged children

Greensboro - Had a Thank You dinner to recognize community members who helped with their annual July 4^th celebration and race.

Tallahassee Club - Boys and Girls Club work - Bell ringing planned - Sharing Tree planned

Lake Jackson - Pancake breakfast - October 20^th

Earl Cushing - 10K for Long Range Vision, KI President Dave Curry and Governor Mark Taylor will walk 10 kilometers to raise money for the KI Foundation Endowment Fund to support Key Club. If Division 3 raises $1,000 the Lt. Gov. will be awarded a George F. Hixon Fellowship. See the Florida Initiatives section of the Leadership Book.

Fred Martin - a discussion about proposing to move $1,000 from the Ralph Davis Scholarship House Maintenance Fund to scholarships for the house for this year was tabled until next meeting due to the extended time of the meeting.

Miracle Field Update - A fact sheet portraying the current status: Funds on deposit - $131,152.70; needed to raise to meet goal - $118,847.30. The August luncheon netted $4,500. Miracle Walk for Kids, Saturday, October 13^th.

Chuck Walter

Secretary

Cwalt3@comcast.net