South Carolina Civitan

South Carolina District Policy

PREAMBLE

It is the intent that the within designated policies of South Carolina District of Civitan International shall be used in conjunction with the Constitution and Bylaws of Civitan International; any conflicts which shall exist between the policies of the South Carolina District of Civitan International contained herein and the Constitution and Bylaws of Civitan International shall be construed in favor of the said Constitution and Bylaws of Civitan International.

Any references contained herein to the said Constitution and Bylaws of Civitan International are hereby made for the purposes of clarification and definition of the policy as set forth within this policy manual.

NAME

The name of this subdivision of Civitan International shall be the South Carolina District of Civitan International.

DISTRICT BOUNDARIES

The boundaries of the South Carolina District of Civitan International shall consist of the legally recognized boundaries of the State of South Carolina.

DIVISION OF DISTRICT

The South Carolina District of Civitan International shall be subdivided into areas as set forth below:

The South Carolina District shall be subdivided into eight (8) areas, consisting of the following counties: (A) Area 1 shall consist of Beaufort, Berkeley, Charleston, Colleton, Dorchester, Hampton and Jasper; (B) Area 2 shall consist of Dillon, Georgetown, Horry and Marion; (C) Area 3 shall consist of Clarendon, Florence, Sumter and Williamsburg; (D) Area 4 shall consist of Chesterfield, Darlington, Lee and Marlboro; (E) Area 5 shall consist of Aiken, Allendale, Bamberg, Barnwell, Calhoun, Lexington, Orangeburg and Richland; (F) Area 6 shall consist of Chester, Fairfield, Kershaw, Lancaster and York; (G) Area 7 shall consist of Abbeville, Anderson, Edgefield, Greenville, Greenwood, McCormick, Oconee, Pickens and Saluda; (H) Area 8 shall consist of Cherokee, Laurens, Newberry, Spartanburg and Union.

MEMBERSHIP

Section A

Each local Civitan Club duly chartered under the Constitution and Bylaws of Civitan International and situated within the territorial limits of the South Carolina District of Civitan International shall be a member of the said South Carolina District of Civitan International so long as said club shall comply with and continue to comply with the Constitution and Bylaws of Civitan International, and with the policies of the South Carolina District of Civitan International as herein adopted and amended, and so long as said club shall remain in good standing with the South Carolina District of Civitan International and Civitan International.

Section B

A Civitan Club in good standing within the South Carolina District of Civitan International shall be any duly chartered Civitan Club which shall: (1) Not have had its charter suspended, revoked or otherwise be placed on probationary status; (2) Be and remain in conformity with the Constitution and Bylaws of Civitan International and the policies of the South Carolina District of Civitan International; (3) Not be delinquent in excess of ninety (90) days in its financial obligations and reports to the South Carolina District of Civitan International; (4) Be certified by the Governor, District Training Coordinator, and District Executive Board that its current Club President, President-Elect, Secretary and Treasurer have been trained in accordance with the policies for training of the South Carolina District of Civitan International as set forth herein by no later than November 15 of the current administrative year.

Section C

Any Civitan Club in the South Carolina District of Civitan International may be suspended or expelled, for due cause shown, by the affirmative vote of three-fourths (3/4) of the District Executive Board at any regular or specially called meeting of that body, provided that the President or Secretary of such Club shall have been served, by registered mail, with a copy of the charges filed against any such club at least thirty (30) days prior to such meeting, with such notice advising said Club of the time and place of the meeting or hearing to be conducted by the District Executive Board.

Any Civitan Club within this District so suspended or expelled may file written appeal from such action of the District Executive Board with the Governor or Executive Secretary of the South Carolina District of Civitan International, provided such appeal shall be filed within thirty (30) days of any such action which shall be taken by the said District Executive Board. The appeal shall be heard and a decision rendered by a majority of all the certified delegates present and voting at the annual convention of the South Carolina District of Civitan International next succeeding such action, or at the next succeeding special convention called in accordance with Article 5, Section 13 of the Constitution and Bylaws of Civitan International, whichever shall come first. Such suspension or expulsion as ordered by the said District Executive Board shall remain in full force and effect until such time as said appeal is heard. However nothing contained herein would affect the standing of the said club with Civitan International. Separate action would be required to oust the said club from Civitan International.

DISTRICT EXECUTIVE BOARD

Section A - Authority

The District Executive Board shall constitute the governing administrative body of the South Carolina District of Civitan International, and shall have sole authority to administer the business of said District, except as set forth within these policies, and in accordance with the Constitution and Bylaws of Civitan International. Decisions and actions of the District Executive Board shall be final, subject to appeal to the annual or any special convention of the South Carolina District, called in accordance with these policies herein; provided, however, that no action of the District Executive Board shall be overturned or amended by said convention except by a two-thirds (2/3) majority vote of all delegates at said convention, present and voting.

Section B - Composition

The District Executive Board shall be composed of the Governor, who shall serve as its chair, the Governor-Elect, the immediate Past Governor, one (1) Past Governor Representative and an Area Director representing each of the areas specified in the Division of District Section, providing that there exists at least one Civitan club in good standing located within an area. The District Secretary-Treasurer, the Editor of the District Newsletter and the District Judge Advocate shall be non-voting ex-officio members of the District Executive Board. However, they are counted toward a quorum. If one person holds more than one voting Board position, his or her vote shall only be counted one time.

Section C - Meetings

The District Executive Board shall meet at least three times each year at such time and place as determined by the Board. Other meetings may be called by the Governor or a majority of the Board members. A quorum is present when one-half of the District Executive Board is present.

Section D - Telephone or E-Mail Vote
The District Executive Board may be called to order by telephone, or by e-mail, and can vote upon any matter by telephone, or by e-mail that could be voted upon when present as a body. In order for such a vote to stand, the matter to be voted upon must have been delivered to each member, in writing, or by e-mail, prior to the telephone, or e-mail vote. Such writing may be delivered by wire, or by e-mail, as well as by mail. If such a vote is taken, the matter must pass by a two-third (2/3) majority of all board members eligible to vote.

DISTRICT OFFICERS

Section A - Officers
The officers of the South Carolina District of Civitan International shall be the Governor, the Governor-Elect, the immediate Past Governor, an elected Past Governor representative, a District Secretary-Treasurer, and an Area Director from each of the subdivided areas of the South Carolina District of Civitan International as set forth in the policy concerning areas herein so long as that area has at least one club located therein.
Section B - Selection of Officers
Part 1 - The Governor-Elect of this District shall be nominated and elected by a majority vote of the duly accredited delegates at the annual District Convention immediately preceding his or her election to the office. Upon completion of his or her term as Governor-Elect of the South Carolina District, the Governor-Elect shall automatically assume the office of Governor for the succeeding administrative year.

Part 2 - Each Area Director representing a particular Area of the South Carolina District shall be nominated by a Civitan from the same Area and elected by the duly accredited delegates and by a majority vote cast by all of the accredited delegates at the Annual District Convention immediately preceding that person's assumption of that office.

Part 3 - The past Governor's representative shall be nominated and elected by the past governors in attendance at the annual District Convention immediately preceding that person's assumption of that office.

Part 4 - The District Secretary-Treasurer, Chaplain, Sergeant at Arms, the Editor of The District Newsletter, and Judge Advocate shall be appointed by the incoming District Governor and subject to the approval of the current District Executive Board, prior to the annual District Convention immediately preceding the assumption of that office.

Section C - Qualifications of Officers
Part 1 - No person shall hold the office of Governor-Elect of the South Carolina District of Civitan International unless that person has met the following qualifications: (A) He or she shall be an active member in good standing of a chartered Civitan Club within the South Carolina District of Civitan International for a period of at least one (1) year prior to his or her election; (B) He or she must have secured the endorsement of his or her home club; (C) He or she must have previously served a full year or a major portion thereof as a Club Officer, District Officer or District Committee Chairperson..

Part 2 - No Person shall hold an office as a member of the District Executive Board of the South Carolina District unless that person has met the following qualifications: (a) He or she must have been an active member in good standing of a chartered Civitan Club within the South Carolina District of Civitan International for a period of at least one (1) year prior to his or her election. (b) If nominated for the office of Area Director representing a specific area of the South Carolina District, the nominee should be a member in good standing of a local Civitan Club located within that Area. (c) He or she must secure the endorsement of his or her home club. (d) He or she must have previously served as a club officer or director.

Section D - Term of Office
Each officer of the South Carolina District of Civitan International shall serve for the term of one (1) year and/or until his or her successor shall be duly elected or appointed except for the office of Area Director who shall serve a term of two (2) years. Area Directors who represent odd numbered areas shall be elected and begin their terms during years that are odd numbered and those representing even numbered areas shall be elected and begin their terms in years that are even numbered. The terms of office for district officers shall officially begin on the first day of October following their election or appointment, unless appointed to complete an unexpired term. Because it is the goal of the District to include as many persons in positions of leadership as possible, it is recommended that no officer serve more than one consecutive term and that no person hold more than one office at a time.
Section E - Compensation
All officers of the South Carolina District of Civitan International, other than the District Secretary-Treasurer, shall serve without compensation. This policy shall not preclude District Officers from receiving reimbursement for travel and other expenses as set forth in these policies.
Section F - Duties
The duties and job description of the officers of the South Carolina District of Civitan International shall be as set forth in the policies of Civitan International and as set forth by the District Governor and the District Executive Board. It is the responsibility of the Governor to provide to each District officer or committee chairperson a job description to better prepare the said officer for her or his job.

DISTRICT-WIDE MEETINGS

Section A - Meetings
It shall be the policy of the South Carolina District of Civitan International to hold three (3) district wide meetings during each administrative year and prior to the annual Convention. These three (3) district wide meetings shall be designated as the Fall District Wide Meeting, the Winter District Wide Meeting, and the Spring District Wide Meeting, respectively. One of these district-wide meetings may be replaced by a Regional Meeting when such a meeting is agreed upon by the Governors of the District located within our Region.

These district wide meetings shall be held for the purposes of fellowship, motivation, education, inspiration, and the exchange of ideas as well as any district business deemed necessary by the District Executive Board.

Section B - Registration Fees
Each club is required to pay an advance registration fee for two (2) delegates to each district wide meeting at a cost to be decided and approved by the District Executive Board during the yearly budgeting process. At least ten (10) days prior to each district wide meeting, each club shall forward payment of the fee to the Secretary-Treasurer of the South Carolina District of Civitan International. The South Carolina District may pay the cost of said registration fee for all District Officers, District Executive Board Members, and Past Governors of the South Carolina District.
Section C - Time, Place, Format and Agenda
The time and place for each district wide meeting shall be determined by the District Executive Board with the following guidelines:
(1) The Fall District Meeting shall be conducted not earlier than November 1st and not later than December 31st;
(2) The Winter District Wide Meeting shall be conducted no earlier than January 1st and no later than March 31st;
(3) The Spring District Wide Meeting shall be conducted no earlier than April 1st and no later than June 30th.
All of these dates refer to the current administrative year. It shall be the responsibility of the District Governor to determine the program, format, and agenda required to best facilitate the exchange of ideas, to provide seminars for the dissemination of knowledge, and to inspire the membership in clubs in participation in the purposes of Civitan.
Section D - Notice
The District Secretary shall cause to be published, via the District newsletter at least thirty (30) days prior to the date of said District meeting, a written notice of the time and place of the holding of same, together with a general statement of the agenda.
Section E
If it is deemed necessary or proper that any district business be transacted at any district wide meeting, the clubs and district officers shall have the same voting privileges and methodologies as outlined in the Constitution and Bylaws of Civitan International and these policies herein governing District Conventions.

AREA MEETINGS

Section A - Meetings
Each area of the South Carolina District of Civitan International shall conduct at least one (1) area wide meeting each administrative year prior to the annual Convention. An area meeting shall be open to all member Civitans and all member clubs of a district and shall be held for the purpose of fellowship, motivation, education, inspiration, and the exchange of ideas.
Section B - Time, Place, Format and Agenda
The time and place of each such area meeting shall be determined by the Area Director for that area. The Area Director shall be responsible for the program, format and agenda to carry out the purposes of the meeting in each instance. The meetings shall be designed to better facilitate the exchange of ideas, and for the purpose of fellowship, motivation, education and inspiration. Junior Civitans should be invited to attend these meetings and should be made active participants, when feasible.
Section C - Notice
The Area Director of each area shall issue and cause to be mailed to each club in his or her area, at least thirty (30) days prior to the date of an area meeting, a written notice of the time and place of the holding of such meeting with a general statement of agenda.

LEADERSHIP TRAINING

Section A - Training
The South Carolina District of Civitan International shall, co-operate with Civitan International to insure that its officers are properly trained, and will supplement the training provided by Civitan International as is appropriate. The planning and implementation of this training shall be the responsibility of the incoming Governor and a District Training Coordinator who is to have been appointed by the said incoming Governor on or before April 1st of the calendar year of his or her assumption of the office of District Governor. This leadership training shall be conducted in accordance with policies promulgated by Civitan International and shall include, at a minimum, all subjects and courses so designated by Civitan International policy.
Section B - Officers Required to be Trained
It shall be the policy of the South Carolina District of Civitan International that the incoming President, President-Elect, Secretary and Treasurer, (or Secretary-Treasurer where applicable) of each club participate in and complete required leadership training on or before November 15th of the administrative year in which they assume their respective offices. Required leadership training shall be defined as participation in the leadership training as set out above or in make-up training sessions as are officially designated by Civitan International. Make up training may also be completed by computer link with Civitan International or the South Carolina District if a certified training program is available. However, the method chosen for training will not affect the payment of fees for such training made available through the training academy, as set forth hereinafter. The above described club officers are strongly encouraged to complete their leadership training by attending the training academy so that each person can be completely prepared to assume his or her duties at the beginning of the administrative year on October 1st.
Section C - Training Fees
Each Civitan Club in the South Carolina District shall be required to pay to Civitan International each administrative year, a training fee in an amount determined by Civitan International for Geographical Training of club Presidents and President-Elects. Civitan International will provide each administrative year, training via the internet for club Secretaries and Treasurers. Any Civitan Club in the South Carolina District may send additional delegates to the leadership training at an additional cost as determined by Civitan International.
Section D - Club in Good Standing
All clubs whose officers are not trained by November 15th of each current administrative year and not certified as trained by the District Training Coordinator and incoming Governor are considered to be clubs not in good standing.

DISTRICT OFFICE

Section A - Purpose
The South Carolina District may, at the discretion of the Governor and District Executive Board maintain a district office for the purpose of better administering the needs of the South Carolina District of Civitan International so long as such has been authorized by the budgetary and revenue procedures as set forth in these policies herein.
Section B - District Executive Secretary
The South Carolina District may, at the discretion of the Governor and District Executive Board, hire a District Executive Secretary whose hours and salary shall be set and regulated by the District Executive Board and so long as such has been authorized by the budgetary and revenue procedures as set forth in these policies herein. The District Executive Secretary shall perform any and all duties delegated to him or her by the Governor and/or the District Executive Board.
Section C - District Executive Administrator
The South Carolina District may, at the discretion of the District Governor and the District Executive Board, hire a District Executive Administrator, so long as such has been authorized by the budgetary and revenue procedures as set forth in these policies herein. The employment and salary of the District Executive Administrator shall be set by the District Executive Board. The District Executive Administrator shall perform any and all duties delegated to him or her by the District Governor and/or District Executive Board.

COMMITTEES

Section A - Standing Committees
The District Governor shall, upon installation, announce the appointment of the following standing committees: (1) growth and retention; (2) conventions and meetings; (3) publicity; (4) Special Olympics; (5) Junior Civitan; (6) awards; (7) scholarships and grants; (8) candy and coin boxes; and (9) fruitcake and (10) South Carolina District Foundation.
Section B - Special Committees
The Governor may, from time to time, appoint such special committees as are necessary in his or her judgment or in the judgment of the District Executive Board for the proper administration of the program of the South Carolina District. These Special Committees may actually function as a standing committee throughout the term of the appointing Governor.
Section C - Chairman and Vacancies
The Governor, except as otherwise provided, shall designate the Chairman of each committee appointed by him or her and shall have the power to fill all vacancies that occur in such committees.
Section D - Duties of Committees
Part 1: Membership, Growth, and New Club Committee - It shall the duty of the membership, growth and new club building committee to prepare and promulgate plans and programs for the increase of membership and the retention of the existing membership of each member club in the South Carolina District, and to encourage and assist such clubs to build their membership and retain their membership through the use of the district plans and programs, the International program and through other means and methods. It shall further be its duty to make surveys and report to the Governor and the District Executive Board of respective location for the formation of new Civitan Clubs in the South Carolina District and to assist in the formation and development of new clubs in these areas. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for the committee's purposes, as well as any and all funds raised by or otherwise received by the committee. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 2: Conventions and Meetings - It shall be the duty of the conventions and meetings committee to assist the Governor and the District Executive Board in the selection of sites and bids for district-wide and convention meetings. It shall further be the duty of the committee to plan and implement all district-wide and convention meetings within the planning and budgetary limits set by the Governor and the District Executive Board. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for the committee's purposes, as well as any and all funds raised by or otherwise received by the committee. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 3: Publicity - It shall be the duty of the publicity committee to investigate and make public such of the ideals, aims, purposes and development of the South Carolina District of Civitan International and of the Civitan clubs in the South Carolina District, as it may deem wise and proper for the best thereof. It shall further be the duty of this committee to always seek out and pursue methods to inform the people of the State of South Carolina of the wide ranging efforts of the members of the South Carolina District of Civitan International to make the lives of the citizens of our State better and more fulfilling. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for the committee's purposes, as well as any and all funds raised by or otherwise received by the committee. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 4: Special Olympics - It shall be the duty of the Special Olympics committee to organize and develop the overall participation of the South Carolina District of Civitan International in the South Carolina Special Olympics games, conducted on a winter and spring basis. It shall further be the duty of this committee to enlist the support of member clubs of the South Carolina District in promoting the aims and ideals of Special Olympics in South Carolina on a statewide basis, and to obtain financial support from the member clubs in this District for the operation of the South Carolina Special Olympic games. Finally, it shall be the duty of this committee to promote the involvement of Civitan in the Special Olympics program on all levels, including participation in the International Special Olympic Games. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for the committee's purposes, as well as any and all funds raised by or otherwise received by the committee. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 5: Junior Civitan - It shall be the duty of the Junior Civitan Committee to serve as liaison between the various Junior Civitan clubs located in the territorial limits of the South Carolina District of Civitan International and the senior clubs of this District, the Governor, and the District Executive Board. It shall further work with and assist the member clubs of this District and any Junior Civitan club in the creation, organization and charter of additional Junior Civitan clubs. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for Junior Civitan purposes, as well as any and all funds raised by or otherwise received by Junior Civitan clubs located in South Carolina. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 6: Awards - It shall be the duty of awards committee to develop a complete format for recognizing outstanding accomplishments of individuals and member clubs in the South Carolina District, said program to be approved by the District Executive Board at its first meeting following the annual district convention each year. It shall further be the duty of this committee to determine and declare at the annual convention the winners of all awards in the various district awards contests. This committee should also encourage and assist all clubs in the South Carolina District to enter the competition for International awards. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for the committee's purposes, as well as any and all funds raised by or otherwise received by the committee. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 7: Scholarships and Grants - It shall be the duty of the scholarship and grant committee to have control over the district scholarships and grants contest and encourage the member clubs of the South Carolina District to recommend people or projects to receive this scholarship or grant. It shall further be the duty of this committee to select the winner and announce the winner at a District meeting. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for the committee's purposes, as well as any and all funds raised by or otherwise received by the committee. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 8: Candy and Coin Boxes - It shall be the duty of the candy box committee to encourage and promote the involvement of member clubs of the South Carolina District in the Civitan International Candy and Coin Boxes project and to assist said member clubs in any way possible in their involvement with this project. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for the committee's purposes, as well as any and all funds raised by or otherwise received by the committee. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 9: Fruit Cake - It shall be the duty of the fruit cake committee to plan, implement and promote the plan of the South Carolina District of Civitan International for the sale of Claxton Fruit Cake, and to do all things necessary to bring about the successful completion of this project. It shall further be the duty of this committee to supervise the expenditure of any and all funds appropriated by the South Carolina District for the committee's purposes, as well as any and all funds raised by or otherwise received by the committee. This committee will be accountable to the District Executive Board for all such funds and their expenditures. An accounting for such funds is to be made to the District Executive Board upon the request of the District Executive Board.

Part 10: South Carolina District Foundation - It shall be the duty of the District Foundation Committee to act as a liaison between the District Executive Board and the District Foundation.

REVENUE

Section A - District Dues
Each member club in the South Carolina District of Civitan International shall pay into the district treasury for the purpose of district dues an amount determined by the District Executive Board for each of its members shown on the quarterly dues report at the beginning of each quarter, as indicated on its membership and attendance report for the months of September, December, March and June of each year respectively, except that, no member club may pay such district dues for less than fifteen (15) members per club.
Section B - Additional Revenue
Additional revenue for the funding of the administration and conduct of the district business of the South Carolina District of Civitan International shall come from fund raising projects agreed upon by the district convention, voluntary contributions from clubs, convention fees, and district wide meeting fees.
Section C - Date of Payment for District Dues
District dues as set forth in Section A above shall be due and payable on the fifteenth day of the first month of each quarter, namely: October, January, April and July of each administrative year and shall become delinquent thirty (30) days after each due date.
Section D - Initiation Fees
Each club shall establish an initiation membership fee. The amount of the said fee should be determined by the local club and should be paid at the time of the recruitment of new members for existing clubs. The initiation fee for the recruitment of new members for new clubs shall be in the amount established by Civitan International and its policies.
Section E - District Fund Raising Projects
All district fund raising projects must be submitted to and approved by the District Executive Board before they may be adopted by the South Carolina District in accordance with the policies and procedures of the South Carolina District of Civitan International.
Section F - Annual Budget
At its last meeting prior to the district convention, the District Executive Board shall prepare for consideration by the district convention, a budget of estimated income and expenditures. The budget shall include income only from authorized sources for the current fiscal year and any accumulated surplus, and shall not authorize the expenditures of any money in excess of such income and surplus. The District Executive Board shall from time to time during the administrative year, have the authority to shift the allocation of funds from one budget area to another, but shall have no authority to, in any case, authorize the expenditure of the funds of the South Carolina District beyond the total budgetary figure as set by the district convention without prior approval of the district convention or a special convention called for those purposes thereof.
Section G - Audit
An annual audit of books of account for the South Carolina District as of September 30 of each administrative year shall be performed by a public accountant, a certified public accountant, or a chartered accountant, and a report thereon shall be submitted to the District Executive Board no later than December 31st of each administrative year, unless waived by the District Executive Board.
Section H - Quarterly Dues Report
A copy of the quarterly dues report for each member club of the South Carolina District, which is made to Civitan International, shall be forwarded to the Secretary-Treasurer of the South Carolina District at the same time it is mailed to Civitan International.
Section I - Assessments
Other than per capita tax and the assessments of each club for the support of the district convention, district wide meetings, and district projects no other assessment, tax, fee, charge or cost may be levied or collected from any member club of this district or from any member of said club. This section shall not be construed to prevent the collection of district convention and district wide meeting fees from the delegates, offerings of members, or the collection of funds committed for the support of district projects, in keeping with the budget and policies of the South Carolina District of Civitan International.

REIMBURSEMENT OF EXPENSES

Section A - Budgetary Limits Upon Reimbursement
All expenses reimbursed to officers, directors, committee chairpersons, or any other members of Civitan by the South Carolina District of Civitan International shall be limited by the maximum budgetary amounts set forth in the annual budget approved by the annual District Convention, as set forth in these policies herein. However, the District Executive Board will be allowed to allocate miscellaneous or discretionary funds in the budget for reimbursement purposes.
Section B - Reimbursement of Expenses
Part 1: Travel Expense - Travel expenses to and from meetings shall be paid to the Governor, the Governor-Elect and the members of the District Executive Board, at the rate of 30 cents per mile. Travel expenses can only be reimbursed if reimbursement vouchers are submitted to the District Secretary-Treasurer by the District Officers set forth above. In addition, reimbursement for travel expenses to District committee chairpersons may be made, if authorized by the District Governor.

Part 2: Accommodations Expenses - Moderately priced hotel or motel rooms shall be provided at each District meeting and the annual District convention, if requested, for the Governor, the Governor-Elect, the District Meeting and Convention Coordinator, and the District Executive Secretary. In addition, each member of the District Executive Board shall be reimbursed the amount of $20.00 per night for each District meeting and the annual District Convention. Such reimbursement can only be made if reimbursement vouchers are submitted to the District Secretary-Treasurer by those persons specified herein above. Finally, any invited guests of the South Carolina District attending any District meeting or the annual District convention shall be provided a moderately priced hotel or motel room.

Part 3: Travel Outside District - The Governor and Governor-Elect shall have their travel expenses to the Governor's Update and the Governor-Elect Academy in Birmingham, Alabama paid by District funds. In addition, the Governor and Governor-Elect shall receive the funds allocated to them by the budget approved by the annual District convention for reimbursement of expenses incurred in representing the South Carolina District at the annual convention of Civitan International.

Part 4: Other Expenses - If the Governor and Governor-Elect so choose, they may elect to use the funds allocated to them by the budget approved by the annual District convention for reimbursement of expenses other than travel, such as telephone expense, supplies expense, etc., but under no circumstances, shall they exceed the maximum amount allocated to them by said budget, or amendment thereto.

CONVENTION

Section A - Annual Convention
A convention of the clubs of the South Carolina District of Civitan International shall be held annually to convene not sooner than August 1st and to adjourn not later than September 30th of each administrative year, unless natural disasters or other happenings beyond the control of the Governor and Executive Board require an earlier or later date. The date of the annual convention shall be determined by the District Executive Board. The convention city shall be determined by vote of the accredited delegates at the district convention, however the District Executive Board shall have power to substitute another city in the event later circumstances make such action necessary or advisable.
Section B - Notice of Annual Convention
The district secretary shall issue and cause to be mailed to each member club in the district an official call for the annual convention at least sixty (60) days prior to the date thereof in which the notice of the time and place of the holding of said annual convention shall be set forth. This official call is fulfilled by announcing same in a District Newsletter published at least sixty (60) days, but no more than one hundred twenty (120) days of the start of the Annual Convention.
Section C - Special Conventions
The South Carolina District may hold a special convention at any time or place on the call of the District Executive Board or of a two-thirds (2/3) vote of the member clubs. The district secretary shall issue and cause to be mailed to each member club in the South Carolina District at least twenty (20) days prior to the date of said special convention, a written notice of the time and place of the holding of such convention, together with a general statement of the proposed business to be transacted. This official call is fulfilled by announcing same in a District Newsletter published at least twenty (20) days, but no more than sixty (60) days prior to the date of said special convention.
Section D - Delegates
It shall be the duty of each member club in the South Carolina District to be represented at each convention of the South Carolina District by its duly accredited delegates as set forth herein below. No member shall be deemed to be an accredited delegate unless he has registered at the convention and paid the registration fee and has produced such credentials to the credentials committee as may be required by the committee and the District Executive Board. At the time such delegates are chosen, any club may choose for each delegate one alternate with such alternate being entitled to vote in place of the accredited delegate for which he has been chosen. An alternate will be allowed to vote only in the absence of said accredited delegate.
Section E - Number
The number of votes allocated to each member club in the South Carolina District, as well as the allocation of votes of delegates at large, shall be as is set forth in Article 5, Section 14 of the bylaws of Civitan International, Governing Votes at District Conventions or any such replacement Article and Section. Each accredited delegate shall be entitled to one (1) vote on each question submitted to vote in the convention. Each accredited delegate who is entitled to vote must be and shall be registered at the convention with the registration fee having been paid.
Section F - Convention Rules
Adoption of convention rules shall be the first order of business. These rules shall be adopted by a majority vote but they may be suspended, rescinded, or amended after their adoption only by a two-thirds (2/3) vote.
Section G - Voting
The voting by accredited delegates on any question may be conducted by any one of the following methods: (1) voice vote, (2) hand vote, (3) rising vote, (4) ballot vote, (5) roll call vote. Vote by ballot on any question may be requested in writing by accredited delegates representing not less than ten (10%) percent of the clubs represented at the annual convention.
Section H - Proxy
There shall be no voting by proxy at the district convention.
Section I - Registration Fee
The registration fee to be paid by all in attendance at the annual district convention shall be set by the District Executive Board for each person registering, to be paid into the district treasury. Not less than two (2) weeks prior to the annual district convention, each member club of the South Carolina District shall forward payment to the South Carolina District Secretary-Treasurer registration fees of not less than two (2) convention delegates. Upon such payment being made, the said member club shall be entitled to the said two (2) delegates attendance at the convention. The South Carolina District may pay the cost of said registration fee for all District Executive Board members, and Past Governors of the South Carolina District.
Section J - Quorum
At any annual or special convention of the South Carolina District, a quorum shall consist of a majority of the club delegates and delegates at large, present and duly elected to vote.
Section K - Credentials
The authority of each delegate and alternate shall be evidenced by a certificate signed by the president or secretary of his or her club. All certificates shall be furnished to the credentials committee of the annual district convention on or before the date of registration for said convention.
Section L - Convention Committees
Part 1: Nominating Committee - The presidents of each member club in good standing shall serve as the nominating committee in any district convention, with the immediate past Governor acting as chairman thereof. The president of each member club in good standing shall have power and authority to designate and appoint a member of his or her club to act for and to represent the said president on the nominating committee and to cast his or her vote in the committee. In the absence of the immediate past Governor, the Governor will name and designate some other past district officer to serve as chairman of the nominating committee. In addition, to determine the nominees for the district office to be filled, it shall be the duty of the nominating committee to ascertain that such nominees are duly qualified, able and willing to faithfully discharge the duties of their respective offices.

Part 2: Credentials Committee - At or prior to any convention, the Governor shall appoint a credentials committee and it shall be the duty of the credentials committee to determine the eligibility of each duly elected delegate or alternate from each club within the district, to ascertain that each has been properly qualified by his or her respective club in accordance with these policies herein, and to see that they are duly seated in the voting section of this convention. All questions concerning the rights of a delegate or alternate to vote shall be determined by the committee on credentials and their decision shall be final.

Part 3: Resolutions Committee - At or prior to any convention, the Governor shall appoint a resolutions committee and the committee on resolutions shall receive such resolutions as may be presented to them for action by the district convention, at least twenty-four (24) hours before the rendering of the report of such resolutions committee, and this committee shall carefully consider all resolutions presented and determine whether or not such resolutions shall be brought before the convention body for action or otherwise, and their decision shall be final. The resolutions committee shall propose such other resolutions as it deems necessary for the furtherance, the aim and purpose of the convention, the district or Civitan International.

Part 4: Elections Committee - At or prior to the annual district convention, the Governor shall appoint a committee on elections which shall have general charge of the convention elections and the distribution and counting of the ballots. The committee shall report promptly to the convention the results of the balloting. The committee shall deliver to the Governor and presiding officer of the convention, the ballots and he or she shall keep the same until after the close of the convention when he or she shall destroy the same.

Section M - Supervision
The District Executive Board shall have full supervision and management of all conventions and meetings of the district, and shall prepare the official program. All plans, arrangements, programs and budgets shall be subject to the approval of said District Executive Board.
Section N - Officers
The officers of the South Carolina District shall be the officers of any convention of the South Carolina District of Civitan International.

ELECTIONS

Section A - Officers Elected by Convention
The Governor-Elect, the Area Directors and the Past Governors' Representative to the District Executive Board shall be the officers of the South Carolina District elected at the annual District Convention.
Section B - Filing Requirements For Candidates
Part 1: Submission of Nomination - Each candidate for Governor-Elect and Area Director shall file with the District Governor not less than 30 days prior to the announced publication date for the summer District Newsletter a notice of his or her candidacy; provided also that such notice shall be considered official only if it is approved by the home club of the candidate, and the notice is disseminated to the District membership, via the District newsletter. Part 2: Additional Submission by Candidates for Governor-Elect - Each candidate for Governor-Elect, or his or her duly appointed representative, shall submit to the editor of the District Newsletter, not less than 120 days prior to the annual District Convention, a photograph of the nominee, along with a brief biography. Part 3: Nominations by Convention - Any candidate who wishes to run for the positions as set forth in Part 1 and Part 2 above, who does not meet the submission requirements as set forth above, shall be considered as a candidate by the annual District Convention only if he or she is properly nominated from the floor and that nomination is seconded by at least five delegates from at least three different clubs.
Section C - Convention Schedule for Elections
The official program of the convention shall indicate the days and hours for nominations and elections of officers, and shall be subject to change only in accordance with the rules of convention procedure. The election of the candidates for District Office specified herein above shall be held on the final business day of the annual convention at such time as is designated in the official program.
Section D - Campaign Materials
Each candidate for the officers as set forth herein above shall be permitted one table near the registration desk for the purpose of handing out campaign literature and may place a banner behind such table. No campaign banners or literature may be placed in any meeting rooms of the convention. Brochures may be mailed on behalf of any candidate. Such brochures may include a picture, biographical sketch, and statement of principles.
Section E - Procedures for Nomination
Nominations for the offices of Governor-Elect, Area Directors, and past Governors representative shall be made on the first business day of the convention, and shall be made from the floor. Not more than ten minutes in the aggregate for the office of Governor-Elect, and five minutes for each other office stated herein above, in the aggregate, shall be allowed for the nominating speech, or speeches, and for the candidate to present his or her program to the convention. No demonstrations are permitted.
Section F - Role of the Nominating Committee
The Nominating Committee of the convention, consisting of the President of each member club in good standing, or his or her designated representative, and chaired by the Immediate Past Governor, shall meet prior to the opening of the first business session for the purpose of screening any and all known candidates for Governor-Elect and Area Director and shall assure the convention that there is at least one qualified candidate for each office. The chairman shall make the report of the Nominating Committee to the convention on the first business day prior to the nominations of candidates.
Section G - Role of the Credentials Committee
Part 1: Role of Committee - The Credentials Committee shall have general charge of the seating of the delegates. Part 2: Certification of Delegates - The Secretary-Treasurer shall furnish the members of the Credentials Committee a current list of clubs, alphabetized by Area, showing the number of votes to which each club and each Area is entitled. It shall be the duty of the Club President or his designated representative to assure that only qualified members of their clubs shall be certified as voting delegates. The Credentials Committee may require such proof of identification as it deems necessary. Subject to the limitations of the policies contained herein, any active member in good standing, who is present at a convention and has paid his or her registration fee, may be certified as a voting delegate of such club, subject to the terms and conditions hereof. Part 3: Presentation of Credentials - Each voting delegate after registering at the convention and obtaining a registration card shall present his registration card to the Credentials Committee. An alternate delegate may be certified as a voting delegate in the event the delegate is unable to attend the convention. In the event of any dispute, of any nature whatsoever, pertaining to the certification of any delegate, the Credentials Committee shall have sole right to determine as to the seating of the delegate, alternate, or substitute for a club.
Section H - Role of the Elections Committee
Part 1: Role of Committee - The Elections Committee shall have general charge of the distribution and counting of ballots. Part 2: Collection of Ballots - The Elections Committee shall place the same number of ballots in an envelope as the clubs therein have accredited delegates present, and shall deliver same to the District Governor, or his or her representative, at the voting session. After the ballots have been marked, the Governor shall collect the ballots and deposit them loose in a ballot box provided for that purpose. The Sergeant-at-Arms shall immediately seal the ballot box and deliver the same to the Chairman of the Elections Committee in the counting room. Part 3: Tallying of Ballots - The Elections committee shall tally the vote by nominee, for each respective election. A majority of the Elections Committee shall sign the election report, and the Chairman of the Election Committee shall promptly seal said report in an envelope and deliver same to the Sergeant-at-Arms who shall promptly deliver such sealed report to the presiding officer of the convention assembled. The presiding officer shall verify such election report with the District Judge Advocate, and shall then announce the name of the person so elected. After the Elections Committee has so reported, the Chairman shall deliver all ballots to the District Governor in a sealed envelope and the District Governor shall keep said ballots until the close of the convention, at which time the ballots shall be destroyed. The Elections Committee, the presiding officer and the District Judge Advocate shall safeguard the secrecy of the tally and shall not copy the tally sheet, nor give any oral report or written report to any other person.
Section I - Majority Vote Necessary to Win
A majority of all votes cast shall be necessary for the election of all elected officers. In the event no candidate receives a majority, a further ballot shall be cast for the two candidates receiving the highest number of votes in the first ballot and the names of all other candidates shall be dropped.

INTERNATIONAL CONVENTIONS

The Governor (Governor in office at the time of the International Convention) and the Governor-Elect (incoming Governor) shall be the voting delegates of the South Carolina District of Civitan International at the convention of Civitan International each year. The District Executive Board shall select alternates for the Governor and Governor-Elect prior to the convention date of the convention of Civitan International each year.

RULES OF ORDER

In as much as Robert’s Rules of Order were first set forth in 1876 by South Carolina native Henry Martyn Robert, it is only fitting that Robert's rules of order shall be the parliamentary authority for all matters of procedure at any meeting of the South Carolina District of Civitan International or its District Executive Board where business of any kind is conducted, unless such shall be changed in accordance with the policies contained herein. The District Judge Advocate shall act as parliamentarian for any such meeting where district business is conducted. If the Judge Advocate is not available, the Governor may designate another to act as parliamentarian

DISTRICT POLICIES AND PROCEDURES

Section A - Purpose
The policies and procedures of the South Carolina District of Civitan International as contained herein shall serve as guidelines for the efficient administration of the District. These written policies and procedures shall be broad enough to show a line of action, yet narrow enough to provide clear guidance.
Section B - Amendments or Additions to Policies and Procedures
Proposals for new policies or amendments to existing policies may be initiated by any District officer, club in good standing, or any Civitan member; however, adoption of new policies or changes to existing policies shall be solely the responsibility of the District Executive Board, except as provided herein below.
Section C - Policy Dissemination
The District Secretary-Treasurer shall establish and maintain an orderly plan for preserving and making accessible the policies adopted by the District Executive Board. Accessibility shall extend to all members of the Executive Board and all other District officers. Any announced candidate for the office of Governor-Elect shall be furnished a complete updated copy of the manual. In addition, any Civitan requesting copies of a particular policy or the entire policy manual may receive same by reimbursing the District for the cost of reproduction and mailing. Any new policy or change in existing policy must be published in the District bulletin at least thirty (30) days preceding the vote on the proposed changes.
Section D - Changes of Policies by District Convention
The annual District convention may cancel, vacate and annul, or change, alter or amend any district policy existing at the time of such convention, or may enact a new District policy. Additionally, an amendment to the policy may be enacted by a two thirds (2/3) vote of the District Executive Board.

CONFLICTS WITH CONSTITUTION AND BYLAWS OF CIVITAN INTERNATIONAL

Any provision in these policies or any amendment thereof ruled by the International Judge Advocate of Civitan International to be contrary to or in conflict with the Constitution or Bylaws of Civitan International shall be void.

*AMENDED SEPTEMBER 8, 1989
*AMENDED SEPTEMBER 9, 1995
*AMENDED SEPTEMBER 1, 1999
*AMENDED FEBRUARY 7 2004
*AMENDED SEPTEMBER 20, 2014

South Carolina Civitan Area Map

CONTACT US

For more information

South Carolina District Civitan
P. O. Box 27319
Greenville, SC 29616
Email: SCCivitans@gmail.com