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In accordance with Article VI Section 3 of the Rules (District Bylaws) this serves as the 2nd official call to all Kiwanians, Club Secretaries, Club Presidents and the Executive Director of Kiwanis International of the 20th District Convention to be conducted through Zoom on 5 September 2020.
Governor Dr. Laurence Lim , members of the District Board wishes to invite all Kiwanians to celebrate our 44nd Anniversary of Kiwanis in Malaysia and the 20th Anniversary as a district. Despite our physical separation, we will, again, unite in spirit in this first convention to be conducted over an online meeting platform.
Each ROS registered Kiwanis Club in Kiwanis Malaysia is entitled to nominated 3 voting delegates to represent your club during the Kiwanis Malaysia District Convention.
Please register 3 nominated voting delegates as approved by your Board, to represent your club. Also ensure that these delegates WILL attend the convention. Last minute changes to the nominated delegates maybe rejected and any changes (if any) will be on a case-by-case basis.
The registration fee to attend this convention is RM150 per club. This registration to nominate the 3 delegates will not be deemed complete, until receipt of payment.
Please note that regular registration (non-voting, delegates-at-large, etc) are not currently open yet. An announcement will be made once regular registration is open.
During the Business Session 2 to be held on Saturday 18th August 2018, elections will be held for the following positions in the 2018-2019 District Board.
Governor for the year 2020-2021
Governor-elect for the year 2020-2021
Vice- Governor for the year 2020-2021
District Treasurer for the year 2020-2021
The District Secretary is by appointment (Article VII Section 2 of the Rules)
The Governor-elect shall be the sole candidate for the office of Governor and the Vice-Governor shall be the sole candidate for the office of Governor-elect (Article VII 3 (a) of the Rules)
In accordance with Article VII Nomination and Election of Officers Section 3 of the Rules All qualified candidates for offices to be elected at the Annual Convention must submit written notice of candidacy to the District Secretary no later than the beginning of the first convention session.
At that session, the District Secretary will give a report of the candidates giving such notice. As of the 5th July 2020 the District has received the following nominations;
In accordance of Article VI Section 20
a. A club, by majority vote of its members or board, may propose resolutions to be considered at any convention of the District, provided they are submitted to the District Secretary not less than sixty (60) days prior to the date of the convention. Resolutions may also be proposed by the District Board.
b. All proposed resolutions shall be referred to the Governance Committee for its consideration and recommendation to the District Board. The Committee may modify, combine, edit, or not accept any club proposals. The District Board shall have final authority on resolutions to be considered at the convention.
c. No later than thirty (30) days prior to the District Convention, the Secretary shall make available to each club in the District a copy of all proposed resolutions other than those of memoriam and appreciation.
d. No other resolutions shall be considered unless approved for consideration by two-thirds (2/3) vote of the District Board and presented no later than the beginning of the House of Delegates.
e. Resolutions may be adopted by a majority of the valid votes cast by the delegates present and voting, except those recommended by the Board less than sixty (60) days in advance which shall require two-thirds (2/3) vote to adopt.
In accordance with ARTICLE XIII. AMENDMENTS
Section 1.
a. A club, by majority vote of its members, may propose bylaw amendments to be considered at any convention of the District, provided they are submitted to the District Secretary not less than sixty (60) days prior to the date of the convention. Bylaw amendments may also be proposed by the District Board.
b. No later than thirty (30) days prior to the district convention, the Secretary shall make available to each club in the District a copy of all proposed bylaw amendments.
c. Amendments to these bylaws may be adopted by two-thirds (2/3) of the valid votes cast by the delegates present and voting.
Section 2. These bylaws and any amendments to them shall be in conformity with the Kiwanis International Bylaws and the Standard Form for District Bylaws. Amendments previously verified by Kiwanis International to be in conformity may become effective immediately, unless a later date is specified upon adoption. Any amendments not in conformity shall not be effective until and unless approved by the Kiwanis International Board. Any questions regarding conformity shall be determined by the Kiwanis International Board.
Section 3. If the Kiwanis International Bylaws are amended in such a way that necessitates revisions to the Standard Form for District Bylaws, the District House of Delegates shall amend the District Bylaws at the next annual convention to reflect such revisions.
The proposed amendments to the District By Laws are attached as appendix A in this 1st Call to Convention
In accordance with Article VI Section 6 & 7 of the Rules
Section 6. At any District convention, each club shall be entitled to seat up to three (3) delegates, two (2) of whom should be the club president and president-designate, as well as three alternates who may serve if any delegate is absent. Club delegates and alternates shall be active members of the clubs they represent. However, the Lieutenant Governor or Past Lieutenant Governor may represent any club in their division not otherwise represented by three delegates.
Delegates shall be elected by each club prior to the convention and certified to the District by the club president and secretary.
A current or past Lieutenant Governor representing a club may be certified by the Credentials Committee or its designee.
Section 7. Official delegates of a newly-organized club shall be granted full privileges at District conventions after the charter has been approved by the Kiwanis International Board of Trustees and registration approval obtained from the Registry of Societies, Malaysia. Chartered clubs without ROS registration approval being obtained may attend the convention but will not be permitted to participate in any form of voting on motions, resolutions and candidacies for elected positions..
Best Club Report Award
Presidents are reminded that your club has to prepare a Club Report covering the major projects, events and activities in your Club since October 1 2019. The Club Report will form part of the Governors report on Divisions to be presented at Business Session 1 to be held on Saturday Morning. For purposes of uniformity a standard form of report will be forwarded to you for your club to follow. Please do the following:
Make a pdf (digital copy) of your Club Report and submit this to the Kiwanis District Office by email by 11.59 pm 28 August 2020
Send a copy of your report to your Lt Governor by 21 August 2020 so he/she can incorporate your clubs activities in his/her Division presentation
The best Club Report Award will be presented on the following criteria:
Quality of Report Presentation – 20 points
Comprehensiveness of report – 40 points
Quality of Club activities reported – 40 points
Total points awarded is 100
Best Club Service Project Award
The District Office will be presenting the Best Service Project Award to a Club that has carried out an outstanding Club project from 1st October 2019 to 31st July 2020. The scoring for this award will be as follows:
Criteria
Impact of the service project – 40 points
Active involvement of club members – 30 points
Project value : funds raised and used for the project – 30 points
Total points awarded is 100
Please take note of the following:
Each Club may submit only one project
Only projects that have been done during the period 1st October 2019 to 31st July 2020 will qualify
A pdf (digital file) copy of the project must be submitted to the Kiwanis District by email 11.59 p.m. on Friday 21st August 2020
The project report should not exceed 8 pages.
The Tan Sri Khir Johari Trophy for the club with the largest membership growth numbers
The District will be tracking the performance of clubs vying for this prestigious trophy.
WE ask all clubs to make a huge push to get as many new members before the convention.
Bidding is now open for Clubs to hold to host the 20th & 21st District Conventions to be held in 2021 and 2022respectively. Club Presidents are encouraged to submit your bids in writing to the District Secretary by 28h August 2020, stating the name of the host club and the proposed venue for the convention.
For further information and assistance, please contact:
Anne Leong
Kiwanis Malaysia District Whatsapp /Mobile: 016- 888-7030 Email: annelcy.km@gmail.com
Registration is now open for clubs in good standing with KI, District, and ROS. Follow this link to register your three (3) voting delegates. The fee is RM150 per club. Payment can be made by following this link to the payment portal. Registration is only considered complete once payment is received.
Registration for delegates-at-large, additional non-voting delegates, and non-voting delegates from new clubs whose ROS registration is pending will be done separately.
(Per Robert’s Rules of Order–Newly Revised)
Please note: Anyone wishing to make a change to a proposed amendment (making an amendment to a motion) is required to submit the change in writing, in English, to the executive director (or designee) before going to the microphone. This ensures your change will be reflected accurately.
Putting a motion on the floor: To make a motion or an amendment to a motion, the maker should go to the microphone, be recognized by the presiding officer, state his/her name and club, and then state the motion (or amendment to the motion). The motion (or amendment) must be seconded from the floor. The presiding officer then places the motion (or amendment) before the House for discussion. The club delegate may speak to the motion (or amendment) first. Note: Once a motion is placed before the House by the presiding officer, it is under the control of the House and does not belong to the delegate making the motion. For example, it cannot be withdrawn later without permission of the House.
Seconds to motions: It is not necessary to agree with a motion to second it. A second only implies that more than one person wishes to discuss the motion. Therefore, if a motion is coming from the Kiwanis International Board or a committee, it does not need a second from the floor.
Amendments to motions: Bylaw amendments are main motions. A main motion that is on the floor may have two amendments pending at one time. However, the first amendment must relate to the main motion, and the second amendment must relate to the first amendment to the motion.
Referring: A motion to refer to a committee can be made while a main motion or an amendment to a main motion is pending. A motion to refer should only be used if problems are identified with the content of the motion that indicate more study or adjustments are needed. A referral should not be made without instructions regarding what aspects are to be addressed before the motion is brought back to the House. Referral should not be used to kill the motion on the floor or to put off a difficult decision. If a delegate does not like a motion, he/she should simply vote against it. (Note: It takes a majority vote either to refer or defeat.)
Closing debate or calling the question (same motion): A delegate must go to a microphone and wait for recognition to move to close debate or call the question.
To proceed, the motion must receive a second. There is no discussion, and it takes a two-thirds (2/3) vote. If the motion to close debate or call the question is approved, there will be an immediate vote on the pending motion.
Postponing or tabling a motion: A motion to postpone can be made while a main motion or an amendment to a main motion is pending. A motion to table (or to “lay on the table”) is used only in an emergency; it should not be used to kill the motion on the floor or to postpone consideration of the motion. If a delegate does not like the motion, he/she should vote against it. If a delegate believes there is good reason to discuss the motion at a later time, he/she can move to postpone. There is no such motion as “table until xxxx time.” Instead, the correct motion would be “postpone until xxxx time.” A motion cannot be postponed until the next annual Convention
.
Point of order: If a delegate believes there was a breach of parliamentary procedure, he/she may call for a point of order. If the point of order refers to an action made by someone other than the presiding officer, the delegate should give the presiding officer time to address the problem before interrupting with the point of order. If a delegate cannot reach a microphone in a timely manner, he/she may shout
“point of order” from his/her place while approaching a microphone.
Point of information: A delegate should call for a point of information if he/she wishes to request information. To ask for a point of information, go to a microphone and let the sergeant know you wish to do so. If the delegate wants to provide information, he/she must do so by being recognized for debate.
Questions: If a delegate wishes to make a motion and is not sure how to proceed, the delegate should ask the presiding officer. Any questions or concerns about the process used during the House of Delegates must be made known and addressed during the session. Questions or concerns cannot be addressed after the session.
STANDING RULES FOR THE HOUSE OF DELEGATES
Rule 1: The official language of this online Convention shall be English. Simultaneous interpretations may be made available, as designated in the official program.
Rule 2: Only delegates and delegates at large (“delegate”) may be allowed to enter and attend the official ZOOM meeting platform.
Rule 3: Each delegate will be given an official digital identity that will permit them to present or speak on motions and vote electronically.
Rule 4: The House of Delegates shall allow all delegates to leave and re-enter the ZOOM meeting but must be present online at time of voting or their attendance will not be registered.
Rule 5: Any main motion or amendment shall be written in English, must secure a proposer and seconder and acknowledged by the District Secretary or designee before it is moved.
Rule 6: No delegate may speak in debate more than three (3) minutes at a time unless allowed to do so by a majority vote of the delegates. Delegates wishing to speak should send their request through the Chat room feature on the website which will be administered by the District Secretary.
Rule 7: No delegate may address the assembly a second time on the same question until all other delegates who desire to speak on the topic have spoken.
Rule 8: The maker of a motion shall be entitled to speak first in support of such motion or may immediately yield the floor to another delegate.
Rule 9: Individual delegates microphones at the online meeting shall be controlled by the District Secretary or nominee. Speakers for the main motion shall speak first followed by speakers against the main motion. The chair will recognize speakers in rotating order. Debate on each issue will begin with the proposer and alternate between those speaking for and those speaking against a motion.
Rule 10: A delegate shall not speak for or against a motion and move to close debate on the same recognition.
Rule 11: Debate on main motions (i.e., any resolution or proposed amendment to the Bylaws) shall be limited to 15 minutes, at which time the vote shall be taken on the resolution or amendment, unless the House, by a majority vote, orders debate to be extended. Debate on debatable secondary motions from the floor, such as amendments or motions to refer, shall be limited to five (5) minutes, which shall not apply to the 15-minute limit on debate on the main motion. Debate may be closed by a two-thirds (2/3) vote on any immediately pending motion or series of motions at any time.
Rule 12: If the submitting body wishes to withdraw a motion after it has been moved and seconded, the House, by a majority vote, may grant permission for withdrawal.
Rule 13: Subject to the discretion of the chair, no proposed amendment to the Bylaws shall be introduced later than 15 minutes before the scheduled adjournment of any morning or afternoon session.
Rule 14: Candidates for the offices of Governor, Governor-elect, Vice-Governor and District Treasurer may have one (1) nominating speech not to exceed three (3) minutes and have his/her nomination seconded from the floor
Rule 16: Candidates for the offices of Governor, Governor-elect, Vice-Governor and District Treasurer shall have up to five (5) minutes to personally address the House of Delegates. In the event of a run-off election, each of the candidates involved shall return to the stage before the second ballot to present remarks not to exceed two (2) minutes.
Rule 17: Candidates whose remarks require interpretation shall be allowed no more than twice the normal time limit for the presentation of their remarks and interpretation combined. Candidates must provide their own interpreters.
Rule 18: Any candidate who is unopposed for office may be elected by a voice vote.
Rule 19: In the event of a ballot, the meeting will use a secure electronic voting system approved by Kiwanis International and the District Board.
Rule 20 :Any of the above rules may be suspended by a two-thirds (2/3) vote.
Rule 21: Roberts Rules of Order Newly Revised shall be the parliamentary authority for all matters of procedure not specifically covered by the Bylaws of Kiwanis International and Kiwanis Malaysia District in these Standing Rules.
Rule 22: Kiwanis Malaysia District Board and/or the District Governance & Regulatory Affairs Committee are authorized to make non-substantive corrections that may be necessary as a result of adopting Bylaw amendments that cause unintentional conflicts or inconsistencies in terminology, grammar, numbering, cross-references, etc
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