West Virginia District of Kiwanis International

Strategic Plan

Purpose: To improve the quality of life for children and families in our communities, our West Virginia District, and worldwide.

Mission: As a thriving organization of men, women and youth, we are dedicated to serving the families and the children of the West Virginia District and the world by improving the quality of life. Being committed to this mission calls us to live by the following Objects of Kiwanis:

To give primacy to the human and spiritual, rather than to the material values of life.
To encourage the daily living of the Golden Rule in all human relationships.
To promote the adoptions and the application of higher social, business and professional standards.
To develop, by precept and example, a more intelligent, aggressive and serviceable citizenship.
To provide, through Kiwanis clubs, a practical means to form enduring friendships, to render altruistic service and to build better communities.
To cooperate in creating and maintaining the sound public opinion and high idealism which make possible the increase of righteousness, justice, patriotism and good will.

Our Vision: We shall be state's premier service organization engaging adult and youth volunteers to improve the quality of life worldwide.

Goal 1: Improve Communication

Objective 1: Establish a District Chairperson for Public Relations. The chairperson is to be appointed by the incoming Governor for the administrative year. The chairperson will select a working committee and set dates for quarterly meetings prior to October 1 of the new administrative year. Two of these meetings are to be held in conjunction with the midyear conference and the district convention. The chairperson is to report what was decided and what events are planned to the District Governor and District Secretary after each meeting.

Objective 2: Increase reporting to the District Secretary what public relations means were used by the individual club. These reports are to be submitted on the monthly report by the club secretary. The District Secretary is to forward these reports to the Public Relations Chairperson for use at their committee meetings. These reports are to begin with the October report.

Objective 3: Make use of local TV, radio, and newspaper for publicity. The person responsible for the reporting is to be set by the local club prior to October 1st.

Objective 4: Increase frequency of District Bulletin to every Kiwanian to every other month: The District Governor appoints the District Bulletin Editor. The District Bulletin Editor will be responsible for collecting and editing the information to be placed in the West Virginia Mountaineer Bulletin. The Bulletin is to be published by the first of each even month beginning October of the new administrative year.

Objective 5: Increase use of fliers for advertisement. This is a local club responsibility. The district will provide examples and technical assistance if asked. Work on the flyers should begin immediately and be an ongoing activity as clubs develop. (A Public Relations Kit is available from Kiwanis International.)

Object 6: Increase the use of Internet in reporting and relaying information. The District Governor appoints a webmaster. The webmaster selects the committee to assist in the maintenance and development of the site - http://www.kiwaniswv.org/

Goal 2: New Club Building

Objective 1: Establish New Club Building Committee at the District level. The committee will consist of five members from each geographical region - eastern, northern, west central, southern and central. This committee is to be chaired by the Governor-elect who will assist the District Governor in appointing committee members. The team will be in place before the start of the administrative year.

Objective 2: Members of the New Club Building Team. Each region's team will consist of five or more members drawn from within the region and elsewhere:

1. International Representative

2. The current Lieutenant Governor

3. Past Lieutenant Governors from that region

4. New Club Building Chair

5. District New Club Building Committee (K-Squad)

6. Member(s) of the sponsoring club

Objective 3: Form K-Squad. The K-Squad shall consist of one representative from each of the five regions and the Governor-elect. Objective 4: New Club Building site selection timeline (at least three years). The committee will have a goal of five more clubs each year - one or more club(s) to be built in each region. The criteria of site selection should include:

1. Population and population trends

2. Geographical location

3. Sponsoring club(s)

Objective 5: "New" club building of under-charter-strength clubs. As talent is developed building new clubs, that talent is to be used to help revitalize under-charter-strength clubs as well as at-risk clubs. Divisional Lieutenant Governors will be responsible for identifying clubs in need of help. A form is to be developed as an exit-survey for club members who resign form Kiwanis and for clubs who fold.

Objective 6: Deactivated club materials are to be retrieved. An attempt to retrieve a deactivated club's materials will be made by the New Club Building Team lead by the divisional lieutenant governor. Proper procedures are to be followed in the club deactivation process.

Objective 7: Net membership growth of 150 per year. Through the combined efforts of the new club building team and the district officers, a plan will be mapped out for district growth by October 1st of each new administrative year. This growth will be a combination of member retention, new members, and club building.

Goal 3: Enhance the Kiwanis Experience

Objective 1: Establish good public relations. Clubs are to make visitors welcome by using Kiwanis greeters.
Objective 2: Publicize Kiwanis. The club secretary, PR chair or bulletin editor is to be responsible for getting the good news of Kiwanis out to the club and the public. Publicizing is too be accomplished by using any local media and by reporting events to the District Bulletin Editor.
Objective 3: Instruct new officers in the duties of their respective Kiwanis offices. The District will provide training in mid-June for incoming officers. Additional training is to be offered at the District Convention. Past club officers are to be mentors for new officers.
Objective 4: Awards. The district should present appropriate awards at the club, division, and district levels. Additionally, clubs need to recognize members and officers by using the various awards available though Kiwanis International. The format stated in the Kiwanis Leadership Manual for installation and retirement of officers should be used at the club and district levels. Objective 5: District Functions. Members of Kiwanis Clubs are encouraged to attend District meetings, midyear conferences and annual conventions as well as the annual Kiwanis International Convention. Clubs are encouraged to give financial assistance to attendees.

Goal 4: Administration

Objective 1: Establish a standing strategic planning committee. A standing Strategic Planning Committee was appointed by the West Virginia Kiwanis District Governor with the approval of the West Virginia Kiwanis District Board of Trustees. Beginning with the August 2003 West Virginia District Convention the membership will change. At that time one person from each of the ten (10) districts will be selected by caucus to hold a two year position on the committee. Each year thereafter, one person from each division will be selected so that there is a rotation of new and old members holding two year terms. A person may repeat as a member of the Strategic Planning Committee. The committee's chair will be the West Virginia Kiwanis District Governor elect. The Strategic Planning Committee will oversee the implementation of the entire West Virginia Strategic Plan. The current West Virginia District Governor, Secretary and Treasurer are to be ex officio members of the committee. Objective 2: District Chair and District Committees meetings (with the exception of the Strategic Planning Committee). District Committee Chairs and Members of committees shall meet three (3) times during each Kiwanis administrative year at the following times: during the West Virginia Kiwanis District Convention in August prior to the start of their term; during the Mid Year Conference in March; and in May. A written report of plans and activities shall be submitted to the West Virginia Kiwanis District Board, through the Kiwanis District Secretary , prior to each meeting of the district board. Objective 3: District Bylaws and Board Policies. A committee shall be appointed by the Governor elect to review the West Virginia Kiwanis District's Bylaws and District Board Policies on an annual basis. This committee shall be chaired by the District Bylaws and Regulations Chair. Proposed bylaw changes must be submitted 60 days in advance of the annual West Virginia Kiwanis District Convention The Kiwanis District Secretary shall review the West Virginia Kiwanis District's Board Policies and Procedures with the new Kiwanis District Board during the first meeting of the board.
Objective 4: Convention and Conference Planning Committee. A committee will be appointed to oversee the site selection and planning for all West Virginia District Kiwanis conventions and conferences. This committee shall be empowered to negotiate contracts for the annual West Virginia District conventions and mid year conferences. Final approval for negotiated contracts rests with the Kiwanis District Board of Trustees. The annual West Virginia District Convention is to be scheduled for the second weekend in August and the Mid Year Conference is to be scheduled for the second weekend in March of each year. The convention may be scheduled in different parts of the state, while the mid year conference shall be scheduled in central locations. Contracts shall be negotiated five years in advance for both events. The Convention and Conference Planning Committee has the responsibility for the planning of all conferences carried out in conjunction with the West Virginia Kiwanis Governor, Governor elect, District Secretary, District Treasurer, and the District Board of Trustees. Objective 5: Budget Committee. A budget committee for the West Virginia Kiwanis District shall be established. The membership of the committee shall include the following West Virginia Kiwanis representatives: District Secretary, District Treasurer, Governor elect, a Sponsored Program Administrator, and a current Lieutenant Governor, with the later two positions appointed by the Governor elect. The committee approved West Virginia Kiwanis District Budget shall be mailed to the incoming Kiwanis District Board one (1) month before the annual West Virginia Kiwanis District Convention.

Budget guidelines shall be established and published.

An established budget must be adhered to, with board approval needed to increase expenditures for program expenses only. A program is defined as "project funding only, not personal expenses." Program expenses cannot exceed overages of two percent (2%). Program expense overages must be board approved and in writing.

Goal 5: Developing new leaders. One of the real challenges the West Virginia District faces is the development of new leaders at every level of the organization. We find clubs that do not change presidents. We have clubs that alternate presidents and secretaries. We are experiencing a lack of interest in serving on the district board. There is a need to encourage Kiwanians to develop their leadership potential by serving at every level of the organization.

Objective 1: Club Officer Training must be completed prior to the start of the administrative year on a weekend in central location(s). The dates for these must be announced far in advance, with notification going directly to the officers involved, that is, to the president-elect and club secretary. Clubs should be encouraged to put money in their budgets to help defray the costs of the trainer for their officers. Kiwanis Certified Trainers should be used as coordinated by the divisional lieutenant governor and be for a full eight-hour day.
Objective 2: Lieutenant Governor Training should be by June of each year. The governor-elect should have the date and place confirmed, and be able to inform his/her board at the conclusion of the convention where he/she has been elected governor-elect. Lieutenant governor training should have a back-to-basics approach. The belief is that we have lost sight of
so many things that Kiwanis and Kiwanians should be doing.

Certainly, every Kiwanis Board member should be given a copy of the district bylaws and district board policies, and time should be spent during the trainer to explain these.

Objective 3. Clubs should be encouraged to constantly educate members about Kiwanis is, using the various available materials. Clubs should be required to appoint an Education Chair for the club and have the name, addresses, phone number mailed to either the district secretary or the district education chair so that the district education chair can communicate on a regular basis with the local club chairs.
Objective 4. Mentoring on every level is a problem that needs to be solved. It would be wise to implement a system of mentoring on every level of our organization in West Virginia: the governor, governor-elect, every member of the district board, local club officers and club members. Special emphasis should be given to new club members. (A review and stressing of the criteria for the Ring Of Honor would also be appropriate).

Goal 6: Sponsored Youth Organizations: Kiwanis International is recognized for having the best sponsored organizations. The West Virginia Kiwanis District, participating in this International focus, is recognized as having the best sponsored organizations in the state of West Virginia. We are proud to sponsor and promote Key Club, Circle K, Builders Clubs, K-Kids, and aKtion Clubs. Our sponsored organizations, in order to enjoy continued success, need our continued support, encouragement, and involvement on the club, division, and district levels.

As a Kiwanis District, we commit ourselves to:

Sub-goal 1. Growing in the number of sponsored organization clubs.
Sub-goal 2. Becoming aware and knowledgeable of the structure, workings, and needs of each sponsored organization.
Sub-goal 3. Encouraging and providing effective sponsorship for our youth on the club, division, and district level.
Sub-goal 4. Making the benefits of Kiwanis International membership available to the families of our sponsored organization members, and encourage members to continue their involvement by joining the next level of the Kiwanis family.

These goals can be achieved by implementing some of the following objectives:

Objective 1: Encouraging more inter-family representation at board meetings, joint service projects, and joint social activities.
Objective 2: Providing more training about sponsored organizations to the Kiwanis District Board, club officers, potential sponsors, general membership, and sponsors as well as providing sponsored organizations material to Kiwanis Clubs.
Objective 3: Working to ensure that the sponsoring Kiwanis entities (Kiwanis Club, Kiwanis District Board, Kiwanis District Foundation) provide adequate funding in its budget to sponsored organizations and their advisors (Kiwanis and Administrators).
Objective 4: Developing a recognition program for Kiwanis Clubs that sponsor a new sponsored youth club.
Objective 5: Communicating better with each sponsored organization as well as promoting better communication between each sponsored organization.
Objective 6: Developing and maintaining a working relationship with faculty advisors and school administrators through the sponsoring Kiwanis Clubs and Kiwanis Advisors for all sponsored youth organizations (clubs).