District III By-Laws & Regulations

Regulation 1) Interpretations of District Regulations
Kin Canada General Operating By-laws, along with the national policies and procedures manuals form part of the district by-laws. Nothing in the district by-laws will be in conflict with those documents and should a question arise the national documents will be the final deciding factor.

Regulation 2) Physical Location
The physical boundaries of the District will be the Province of Saskatchewan and the District is known as District #3 of Kin Canada .

Regulation 3) Zone Boundaries 
Included in this District will be 8 zones and the clubs that will be included in each zone can be found in Appendix A.
Each zone may make application to the District Council to be reclassified in a different zone if they feel it would be beneficial. Each affected zone will then be contacted and, if approved at the each respective spring zone meeting by a simple majority of the delegates in attendance, the boundaries may be changed effective July 01 of the following Kin year. Should any dispute arise over the establishment of new boundaries, the District Council shall act as an arbitrator and in the best interests of those clubs involved make a decision on the boundaries to be effective July 01 of the following year.

Regulation 4) District Officers and Structure
The Officers of the District will be as follows:
One Kin Governor to be filled by current Vice-Governor or elected if there is no current VG.
One Kin Vice Governor to be elected.
One Past Kin Governor from the immediate past year. One Secretary appointed by the current Governor.
One Treasurer appointed by the current Governor.
One Service Director appointed by the current Governor.
One Communication Director appointed by the Governor One Membership Director as elected by the membership (two-year term – elections in odd numbered years).
The Association Director will be considered as a member of the District Executive but without voting privileges (two-year term – elections in odd numbered years). Up to two other Directors as the current Governors deem necessary and approved by the general membership.
One Deputy Governor from each zone.
DISTRICT EXECUTIVE COMMITTEE shall be the District Governor, the Vice District Governor, the immediate past Governor, , and not more than six Directors.
DISTRICT BOARD OF DIRECTORS/COUNCIL shall be the District Governor, the Vice-Governor, immediate Past Governor, Deputy Governors and up to 6 other Directors as appointed by the Governor.
POWERS – the management and control of the District, not otherwise provided for in these bylaws, shall be vested in the District Board of Directors subject to the direction of the National Board of Directors.
For ELECTION OF DISTRICT OFFICERS see sections 4.01(d)(iii) & (viii) in the National General Operating By-laws and PART II in the National Policies and Procedures. For DUTIES OF OFFICERS see sections 4.01(d)(ii) through (x) in the National General Operating By-laws.
For ADMINISTRATION OF THE DISTRICT (i.e.: meetings) see section IV in the National General Operating By-laws.

Regulation 5) Vacancy in Governor’s Office
Current Vice Governor assumes the position of Governor
If there is no current Vice Governor to assume the position of Governor and no candidate for the office of Governor is received by the end of District Convention, as stated in the National General Operating By-laws, a person will be appointed into the position in accordance with section 4.01(d)(ix)(1) of the By-laws. Should no candidates run for the position of Vice Governor at District Convention, an additional election may be held at Fall Leadership Conference. Failing any declared or elected candidate by December 31, following District Convention the District Governor appoints a Vice Governor. In the case of Membership Director and Association Director, if no candidates are declared or elected by the end of business at District Convention or a vacancy in office occurs, the Governor elect will begin the process of selection of the appointment of persons to those positions for the remainder of the term. The term of office, and role for each of these positions is to be consistent with section 5.04 of the National G.O.B. and shall be 2 years commencing July 1st of the calendar year in which they are elected or appointed and end June 30th two years later. All other vacancies in any other office will be filled by the Governor of the day by appointment, as deem necessary for the efficient operation of the District.

Regulation 6) Qualifications
The qualifications of the District Officers are as outlined by the National General Operating By-laws, except that the person in question must reside within the boundaries of the district. Should any member of the district move outside of the district during the term of his / her office, the procedures for vacancies in office will be followed as previously mentioned.

Regulation 7) Remuneration
As per the National Constitution and By-laws, no officer or member of the District Council is eligible to receive any remunerative employment.

Regulation 8) District Convention
Section 1 – Required Annually
Subject to Section 2 hereof, each district shall hold an annual convention hereinafter called a “District Convention” in each fiscal year.
Section 2 – Convention Dispensed With
The district hosting a National Convention in any year shall have the right to dispense with holding a District Convention in that year, and in the event of such dispensation shall provide for the transaction of the necessary business and election of officers by mail or such other method as the District Board of Directors may deem advisable.
Section 3 – Time
The District Convention will be held between April 01 and June 27 of the year.
Section 4 – Place
(1) Sixty (60) days prior to the District Convention, the District Secretary shall write to the President of each club in the district enclosing an invitation blank and ask for invitations for the site of the convention for the following year.
(2) Invitation shall be submitted on the forms provided by the District Secretary thirty (30) days prior to the convention at which the invitations will be presented.
(3) At the convention, the location of the next convention (two (2) years in the future) shall be voted upon from the invitations received.
(4) In the event no invitation has been received for the next District Convention, any duly accredited delegate may invite the district to hold the next convention at a location at or near his / her club’s locale, provided the consent of the club executive has been obtained.
(5) If no invitation is brought forward at the District Convention as aforesaid, the location of the next District Convention shall be determined by the District Board of Directors.
(6) Notwithstanding anything contained in this section, the place of the District Convention may be determined in accordance with the procedure adopted by a resolution properly placed before and passed by a 2/3 majority vote for the accredited delegates and delegates-at-large voting at any District Convention.
Section 5 – Registration of Host Club
The host club shall pay registration fees for full-time attendance by the maximum number of delegates, which such club would be entitled to send to the Convention pursuant to National Policies and Procedures, Elections and Conventions, Part V, Section 1, at the expense of the host club. All members of the host club shall be entitled to attend the Convention in whole or in part by paying for meal costs only for the convention on as such other amount may be otherwise agreed upon between the host club and the District Executive Committee.
Section 6 – Profits
The first $1,000.00 profit or loss will be paid to (borne by) the host club and any additional profit (losses) will be split 50 / 50 between the host club and the District 1% Levy Account.
For Administration of the District Convention, see section in Policies and Procedures.
Section 7 – Official Call
The District Secretary shall mail to the President of each club in the district and to a National Director an official call to the District Convention at least sixty (60) days prior to the convention.
Section 8 – Invitations for Resolutions
Sixty (60) days prior to the date of the District Convention, the District Secretary shall write to the President of each club inviting resolutions to be considered at the District Convention. Any such resolution shall be submitted to the District Secretary forty (40) days prior to the District Convention. Notwithstanding this limitation any resolution duly passed at a Zone Conference shall be deemed to fall within the meaning of this article, and thirty (30) days prior to the date of the convention, the District Secretary shall forward to the President of each club a copy of each resolution to be included in the agenda of the convention.
Section 9 – Supervision, Management and Control
The District Executive Committee shall have full supervision and management of all District Conventions and all plans, arrangements; programs and budgets shall be subject to the approval of the District Executive Committee.
For Administration of the District Convention – see section in Policies and Procedures.

Regulation 9) Fall Leadership Conference
In District 3 the date and location of Fall Leadership Conference shall be determined at the Fall Leadership Conference in the previous calendar year, and failing such determination, by the District Executive Committee. Any club wishing to host Fall Leadership Conference in the next ensuing year shall give thirty (30) days notice of this intention to the District Secretary prior to the holding to Fall Leadership Conference. The club to host the Convention for the following year shall be determined by the vote of the majority at the Fall Leadership Conference meeting at which such decision should be taken. The club hosting the Fall Leadership Conference meeting and the District Council shall enter into such agreement as may be mutually agreed upon with respect to the proper supervision, management and control of the Fall Leadership Conference.
(i) The purpose of which shall be both for the general education needs and / or desires of the membership and for carrying out the administrative and general business of the district as it applies to either Kinsmen of Kinettes.
(ii) A majority of the delegates of the conference shall constitute a quorum for the transaction of all business at the conference. A member represented by proxy, shall, for the purposes of computing a quorum, be deemed to be present at such meeting. A majority of all votes cast at a conference shall decide any questions, with the exception of those questions for which a greater proportion is specifically required by these by-laws.
The District Secretary shall mail to each club President at least twenty one (21) days prior to the Fall Leadership Conference, a district financial statement for the preceding year and resolutions concerning monetary matters to come before the Fall Leadership Conference.
Within thirty (30) days after any meeting of the District, the District Secretary shall make a report of the proceedings of the meeting, comprising a complete synopsis of all action taken and shall transmit a copy thereof to the National Executive Committee, the Executive Director and to each member of the Board of Directors.
Notwithstanding anything contained in this section, the place of the Fall Leadership Conference may be determined in accordance with the procedure adopted by a resolution properly placed before and passed by a 2/3 majority of all the accredited delegates and delegates-at-large.
During a Fall Leadership Conference, the District Executive Committee or their appointee shall hold a seminar of an educational and instructive nature for all presidents in the district.

Regulation 10) Zone Conferences
(1) Each Deputy Governor shall call a Zone Conference to be held in their zone preferably between February 1st and March 31st of each year. The location of such conference shall be left to the discretion of the Deputy Governor.
(2) The Deputy Governor shall notify the District Secretary of the date and location of his / her zone conference at least forty (40) days prior to the Zone Conference.
(3) The District Governor shall give approval of the date of the proposed Zone Conference.
(4) At least forty (40) days prior to the Zone Conference each Deputy Governor shall forward to the District Governor a copy of the proposed agenda together with a copy of the proposed budget for such zone conference.
(5) The District Governor may within seven (7) days of receipt of the proposed agenda and proposed budget request that any item be added to or removed from the agenda or that the proposed budget by altered in such manner as the Governor may request.
(6) Zone and Conferences are to have a budget set on a break even basis but if a profit or loss occurs, the procedure to be followed is: “If a profit of $50.00 or less is realized by the host club, it is left to go to their Convention Account. If it is in excess of $50.00 it is to be kept in a Zone Conference Account, to be forwarded to the next hosting club. In the vent of a loss, the loss will be divided among all the Clubs of that Zone and returned to the host club”.
(7) The Zone Conference shall be chaired by the Deputy Governor.
(8) At least 20 days prior to the Zone Conference, the Deputy Governor shall forward to each club in good standing in the zone a call to the Zone Conference, together with a copy of the agenda.
(9) A majority of all votes cast at a Zone Conference by the Kinsmen and Kinettes of the respective zone in attendance shall decide any question, with the exception of those questions for which a greater proportion is specifically required by these bylaws.
(10) Within in thirty (30) days after the holding of a Zone Conference, the Deputy Governor shall cause the minutes of the Zone Conference to be forwarded to the District Governor and to each club in the zone.
(11) The zone, with the permission of the District Governor may dispense with the holding of a Zone Conference.
(12) Within sixty (60) days after holding a Zone Conference, the host club shall cause the financial statement of the Zone Conference to be forwarded to the District Governor, Deputy Governor and to each club in their zone.

Regulation 11) District Operating Accounts
(1) The fiscal year of the District for finances is July 01 to June 30 annually.
Each year the current District Executive must establish a separate bank account for the operation of the district for that year. The Council may choose to operate one account for both combined service and general money and use fund accounting methods, or use separate accounts for service and general. If one account is used all investment revenue is deemed to be applied to the service money held in trust for the clubs. Upon the fiscal year end of the district as outlined in the National Constitution and by-laws, the District Treasurer will have the books of record audited by a Certified General Accountant, Certified Management Accountant or Chartered Accountant. The resulting audit must be presented for approval by the district membership at the following District Convention and submitted to the National Boards of Directors within sixty (60) days of that approval.
(2) Other – District Service Project
A district service project shall be included with other financial reports to be tabled at the next Convention.
(3) Signatures Required
No cheques or other order for payment in respect of any bank accounts operated by the district shall be valid unless signed on behalf of the district by the Treasurer and the District Governor or the Secretary of the District.

Regulation 12) District Budget
The District Vice Governor’s Executive Committee shall submit a balanced budget of estimated income and expenditures for the next fiscal year at the District Convention immediately prior to said fiscal year commencing. Said budget to the circulated to all clubs within the District not later than thirty (30) days prior to the District Convention, and said budget be approved no later than the following Fall Leadership Conference.

Regulation 13) District Dues
(1) Existing Clubs
Each club shall pay to the District Executive Committee, by a date as determined by the District Executive Committee, in each calendar year, in respect of each active member shown in the last preceding official membership report, dues in such sum as may have been determined by resolution by the District Council at District Convention or other wise. In default of any of the aforementioned determinations in any calendar year, each club shall pay such sum per such member as may have been last so determined.
(2) Newly Chartered Clubs
The dues to be paid to the District by each new club admitted to membership shall be the sum of $60.00 for the balance of the fiscal year in which the Club was chartered, regardless of the number members shown on the charter application. i) Any new club officially chartered before March 31 in any Kin year shall pay full dues assessed for the following Kin fiscal year which shall be based on the official membership of such club census dated: ii) Any new club officially chartered after March 31 in any Kin year shall pay one half of the dues assessment for the next following Kin fiscal year which dues shall be based on the club membership shown on the charter of such club.

Regulation 14) 1% Levy Account
Each club in the District shall on or before October 31 in each year submit to the District Treasurer a copy of the Club’s audited financial statements for the year immediately preceding , and shall remit therewith 1% of the net receipts as indicated in the statement.
The amount so collected by the District shall be deposited to an account (called “The 1% Levy Account”) which shall be used only for the following purposes:
(1) To offset any loss, occurring at any District Convention or Council meeting or to offset a District Budgetary deficit.
(2) Any club sponsoring the charter of another club within the district shall be allowed out of the 1% Levy Account such chartering club’s actual expenses incurred in such chartering or the sum of $1,000.00 (exclusive of any expenses incurred by the District Governor and the respective Zone Officer of the zone where the charter is presented) whichever is the lesser, provided, however, that in special circumstances, this sum may be increased by the District Executive Committee. Such expenses must be claimed from the District Treasurer within one hundred twenty (120) days from the date of the charter night of the new club, supported with a statement showing the breakdown of expenses and revenue. In computing the actual expenses of such chartering club, no account shall be had of expenses not covered by invoices and receipts and no account shall be had of catering expenses, provided, however, that the dinner tickets of invited guests consisting of local dignitaries such as the Mayor or Presidents of other organizations and the like, shall be treated as legitimate expenses.
(3) To provide funds to make a short term loan to any club in good standing which incurs a deficit in a money raising project provided that the terms of such loan shall be fixed by the District Executive Council and further provided that the making of such loan not reduce the balance in said 1% Levy Account to less than one thousand dollars ($1,000.00).
(4) To offset any loss occurring at a Zone Conference, as so determined by the District Executive.
(5) To provide funds for the National Convention Subsidy Fund.
(6) To provide funds to a maximum of five hundred dollars ($500.00) upon receipt per Speakers Competition winner for airfare registration and accommodations, meals not covered by the National Association to allow the District 3 Kinsmen and Kinette Speakers Competition winners and spouse to attend the full National Convention.
(7) To provide funds to help defray the actual expenses of K-40 or K-ette formations. The maximum amount allowed to each Club shall be $200.00. Any claim must be made in writing to the District Treasurer within sixty (60) days of the formation night, and must be supported by invoices.
(8) To provide funds to help defray the actual expenses of a candidate’s campaign for the office of Vice Governor and Vice Chairman of the Kinsmen Foundation. The maximum amount of each candidate shall be $500.00. Any claim will be paid provided:
a) That it is made to the District Treasurer in writing within twenty-one (21) days from the election of the Vice Governor and is supported by invoices;
b) That the candidate seeking reimbursement declared his candidacy to the District Secretary in writing at least thirty (30) days in advance of the annual District Convention;
c) That the candidate’s name appear on the election ballot.

Regulation 15) Amendment to Regulations
District regulations may be amended by a simple majority of those in attendance and votes proxied at District Convention. Any amendments to these regulations must be circulated to all clubs 30 days prior to District Convention in order to be eligible for consideration. Any motion to be considered and circulated must be in the hands of the District Governor forty-five (45) days prior to District Convention. Any amendments to District regulations will be considered to be effective at the close of business of the District Convention unless otherwise stated as a later date.

Regulation 16) Elections and Proxies
All elections and proxies will be the same as provided for in the National policies on elections and proxy systems.

Regulation 17) Outstanding Accounts Receivable resulting from Expenses Incurred by members of the Incoming and Outgoing National or District Board of Directors
In the event any Governor, Vice Governor, Deputy Governor, or Past Deputy Governor owes funds to National or District which have been outstanding for more than ninety (90) days, then no further credit shall be extended to any member of the Incoming or Outgoing National or District Board of Directors for that District until payment has been made in full. In the event that any member of the Incoming or Outgoing National or District Board of Directors owes funds to National or District which have been outstanding for more than ninety (90) days, as of thirty (30) days prior to Fall Leadership Conference, Mid-Term or District Convention, then National or District shall withhold payment for the travel, mileage, accommodations, meals and registration for that member until payment has been made in full. District III House Rules

District III House Rules

(1) Election of Foundation Representative The election of a representative for the Kinsmen Foundation Board will be held at Zone Conference, with Zones A, C, D, and H representatives being election in odd numbered years and Zones B, DD, E, F and G zone representatives being elected in even numbered years. The representative for this two year term can be either a Kinsmen or Kinette. Details can be found in the Constitution and By-laws of the Kinsmen Foundation Inc.

(2) District Convention Appointments Prior to the Annual Meeting, the District Executive will appoint: a) Rules of Order Chairperson b) Sergeant at Arms c) Credentials Chairperson d) Secretary e) Vote Counters f) Joke Off Judges

(3) District Office The District will maintain a permanent Kinsmen Foundation and District Executive office. Appropriate office staff shall be employed to attend delegated business of the District Executive Council, the Kinsmen Foundation Inc. and Telemiracle.

(4) Telemiracle That whenever possible Telemiracle shows originate from either Saskatoon or Regina, the committee organizing such Telemiracle Show maybe composed from the membership of any club or clubs in District 3 approved by the Board of the Kinsmen Foundation Inc.

(5) Management Committee Management Committee shall consist of Governors, Foundation Chairperson, Past Foundation Chairperson, Vice Foundation Chairperson, The Chairperson shall be determined by the Management Committee each year.

(6) Kinsmen Foundation Chairman - Director of District The Chairman the Kinsmen Foundation Inc. be one of the 6 allowable Directors of the District Executive Council.

 (7) Foundation Financial Statement The Kinsmen Foundation shall present to the members of District 3 Kinsmen and Kinettes a financial statement of Telemiracle and Foundation at the Fall Leadership Conference.

(8) National Fund Raising Programs No charitable fund raising programs proposed by the National Executive shall be endorsed by District 3 or promoted in Saskatchewan without the prior approval of the District 3 Executive and Kinsmen Foundation.

(9) Crimestoppers - Support Kinsmen and Kinettes of District 3 shall support Crime Stoppers of Saskatchewan.

(10) Crimestoppers - Representative on Crimestoppers Board Kinsmen and Kinette Clubs of District 3 shall ask for a representative of the Governor to be on the Board of Directors.

(11) Crimestoppers - Levy Each member in the Association of Kinsmen will be levied $10.00 to go towards Crimestoppers.