Evergreen Valley Key Club | Division 12 South | Key Club International
Evergreen Valley Key Club Constitution
1
TABLE OF CONTENTS
INTRODUCTION
Article I-Name and Purpose of the Club……………………………………………………….3
GENERAL
Article II-A Kiwanis Family Organization……………………………………………………..3
Article III-Membership……………………………………………………………………...….3
Article IV-Elective Board………………………………………………………………………4
Article V-Activities of the Group…………………………………………………………...….6
Article VI-Financial Clause…………………………………………………………………….6
BOARD POLICIES
Article VII-Exemptions for Officers………………………………………………………..….6
Article VIII-Working Online for Key Club (Staying Updated)……………………………..…7
Article IX-Strike System for Officers……………………………………………...…………..7
Article X-Removal from the Board/Impeachment/Resignation………………………………..7
Article XI-Vacancies of an Office……………………………………………………………...8
Article XII-Disability of an Office………………………………………………………….….8
AMENDMENTS
Article XIII-Amendments………………………………………………………………………8
SIGNATURES
Article XIV-Signatures………………………………………………………………………..12
2
INTRODUCTION
Article I- Name and Purpose of the Club
Key Club International
Mission Statement:
Key Club is an international student-led organization that provides its members with opportunities to provide service, build
character and develop leadership.
Vision:
To develop competent, capable and caring leaders through the vehicle of service.
Core Values:
The core values of Key Club International are leadership, character building, caring and inclusiveness.
Pledge:
I pledge, on my honor, to uphold the Objects of Key Club International; to build my home, school and community; to serve my
nation and God; and combat all forces which tend to undermine these institutions.
Motto:
“Caring–Our Way of Life”
GENERAL
Article II- A Kiwanis Family Organization
Key Club is a club sponsored by an adult organization known as Kiwanis. They are a service club just like Key Club, and they teach
leadership through service as well. Not only does Kiwanis sponsor EV Key Club, but all Key Clubs in the world. Each Key Club
has liaisons from Kiwanis known as Kiwanis advisers.
The sponsoring Kiwanis Club for EV Key Club is Pueblo de San Jose.
To have face-to-face contact with that club, you may attend the following Key Club Wide Events:
1. Officer Training Conference (OTC)
2. Regional Training Conference (RTC)
3. Fall Rally North (FRN)
4. Key Leader
5. Candidate Training Conference (CTC)
6. Conclave
7. District Convention (DCON)
OR attend their meetings (MUST CONTACT YOUR PRESIDENT FOR FULL PERMISSION):
1. Pueblo de San Jose Club Meetings (usually Tuesdays at Denny’s on 1390 S 1 st San Jose, CA 95112).
2. Kiwanis Division Council Meetings (usually every 3rd Wednesday of the month at Center for Training and Careers on 749
Story Rd San Jose, CA 95122).
Article III- Membership
Requirements To Be An Active Member:
 Attend majority of the general meetings.
 Receive 35 total hours of service (50 recommended) by the last day of District Convention (DCON).
 Attend at least 3 Division Council Meetings (DCM).
 Donate 3 drives (March of Dimes, Pediatric Trauma Program, etc.).
 Attend at least 3 fundraisers.
 Attend at least 2 socials.
 Pay the $15 membership fee (Benefits include the Title of an Official Member, Attendance to Region, District, and
International Events, and Permission to Run for the Board of Office).
If members are not eligible to pay for club expenditures, then club funds, fundraising, etc. may assist.
3
Receiving 35 total hours of service means attending service events founded by Evergreen Valley Key Club officers for Key Club
and solely Key Club.
By the end of a member’s senior year in high school, he/she may receive a senior stole for free (paid by club funds) if he/she meets
all the requirements stated above during his/her senior year term.
Article IV- Elective Board
The required positions for Key Club are known as the Executive Board. It consists of the following:
1. President
2. Vice President (s)
3. Secretary
4. Treasurer
5. Editor
ALL POSITIONS CAN ONLY HAVE 1 HOLDER except for Vice President. That position has no limit (2 Vice Presidents
recommended). Aside the Executive Board, a Non-Executive Board is suggested to assist the Board. ANYONE is welcomed to run
for any position as long as they PAID THEIR MEMBERSHIP DUES.
Terms and Responsibilities of each office:
All officers serve on a Key Club year system. That is either from March to April, from April to March, OR from April to April
depending on what the District sets.
An overall explanation of the duties of an EV Key Club officer is stated in the EV Key Club Board Member Agreement to Serve
Form. The roles of each office are very complex. You can find the full explanation on the CNH Key Club District website
(www.cnhkeyclub.org). Here is a brief explanation:
1. President: You are the top of the club. 200-300 people look up to, so you must set a good role model and always be on top
of your game. This role is not about having fun. This is a prestigious leadership role, and it is not for everyone. You are 1
person out of 200-300 people, and you are the most dedicated and knowledgeable in the club. Without you, the club
disintegrates. Your main job in Key Club is to simply RUN THE CLUB. That is what you do as a President; it is your club.
As Key Club President, you must talk to the division and bring your club out to Key Club Wide Events, such as OTC,
RTC, FRN, CTC, Conclave, and DCON. You must always be on top of your game (DO NOT PROCRASTINATE); many
people look up to you. And set goals for your club to reach by the end of the Key Club year. A FOCUS IS KEY! You must
also train the new President and delegate tasks to your officers to train the next Board of Officers. Overall, you must
delegate many tasks to maintain trust with your officers and to work in an efficient method.
2. Vice President (s): As VP, you must ALWAYS be around to assist the President in all ways. If the President is missing in
action, then you must understand the role of the President and carry out the missing tasks. You are not sitting around
waiting for something to happen. You have one of the most important roles and tasks to perform within the club.
3. Secretary: You are the backbone behind the club, and without you, the club will fall apart. You log everything that goes on
in the club, including minutes, hours of service, and everything you can think of. The main job as Secretary is to log and
update all of our members with everything our club does. You must also do a Monthly Report Form (MRF) per month to
send to our division. Comes time to pay membership dues, you must work alongside the Treasurer to do the Key Club
membership update center. Aside the paper work side, a Secretary in Key Club must assist the President and Vice President
(s) in all ways. You must always be around to assist whenever help is needed.
4. Treasurer: You focus on all club funds, expenditures, budget, etc. You plan fundraisers and plan the ideas to raise money
for our club. You are responsible for treasury forms, such as RPOs and POs. You are the mathematician behind the club!
Without you, the club cannot function efficiently. Comes time to pay member dues, you must work alongside with the
Secretary to update the Key Club membership update center.
5. Editor: As editor, you are the news station in the club. You manage all online functions including our club website
www.evhskeyclub.weebly.com. You make monthly newsletters to inform our members, and you submit articles to our
division to update them on what we do at EV Key Club.
ELECTIONS
There must be elections for all officers (Executive and Non-Executive). All officers will be elected and only elected. There is NO
appointing anyone to any officer position. THE PRESIDENT of the club will be in all authority for elections. He/she may ask
his/her officers for assistance if he/she wishes.
4
An election is when the club votes for its officers and hears the results at the end. Elections may go on for many weeks. For the
general election, it should take place in the months of FEBRUARY to MARCH. For the freshmen representative election, that
should take place in the months of SEPTEMBER to OCTOBER.
For each election, there should be speeches, caucus (questions from the club), and voting. Those are the only required. Before each
election, it is highly recommended for THE PRESIDENT to ask each candidate to turn in an officer application and to conduct
interviews. After elections, anyone who receives a position MUST fill out and turn in a Board Member Agreement to Serve form.
Benefits of Running for Board:
 Stepping out of your comfort zone and becoming more confident.
1. Running for an office position can be challenging for many people and it is the beginning steps of leaving your
comfort zone and finding confidence you didn’t have before.

Reflecting on strengths.
2. You are given many chances to reflect on what you are doing and why you are doing it.

Experience in running for office.
3. Running for a position gives you the experience to help you prepare for other positions in Key Club or a different
organization.

Improvisation skills.
4. In events you have to learn to cope and be able answer quickly to questions asked.

Improvement on public speaking.
5. Writing and rehearsing a speech for the election is good practice to improve public speaking.

Communication with others.
6. While preparing, you learn to communicate and ask for advice from current officers, Kiwanis and Faculty
Advisors, and your principal.

Gaining knowledge about Key Club.
7. In preparation, you develop a better understanding of the organization and the duties of the officers.

Organizational Skills.
8. You will learn how to meet deadlines through the paperwork you submit. You will learn how to organize your
speech or platform. The sky is the limit for creativity!
Election Process:
1. PAY YOUR MEMBERSHIP DUES! Anyone is welcomed to run for board as long as they paid their membership
dues.
2. CONTACT YOUR PRESIDENT! Let the president know you want to be an officer. He/she will let you know
more information afterwards.
3. There is most-likely going to be an OFFICER APPLICATION that you will have to fill out. You may find it on
evhskeyclub.weebly.com. Then, you would have to turn it into the president.
4. There is most-likely going to be INTERVIEWS. By this time, you should be staying updated with whatever the
President publicly announces to the club. Be on the lookout for interview sign ups.
5. BE PRESENT TO ALL MEET UPS! The president may ask to meet with all candidates as a whole for positive
messages and speeches, so you should attend all of them!
6. BE PRESENT ON THE DAY OF ELECTIONS! Attend your elections! It is important to show up for your
speech, for caucus (questions from the club), and of course, VOTING!
7. BE PRESENT ON RESULTS DAY! The president will announce the results to the club and you must go!
5
Campaigning:
In Key Club elections, there is NO campaigning whatsoever.
If Elected an Officer Position:
 If elected, you must fill out a Board Member Agreement to Serve form, and then turn it in to the current President. The
President’s Board Member Agreement to Serve form will be held by the Vice President.
 Winning the election is not the ticket into the Board. You must fulfill 35 hours of service by the final day of DCON.
 GETTING TRAINED! The current president and his/her board shall train the new board.
 After District Convention (DCON), the term official starts, you are installed as new officers, and WORKING HARD is the
new goal!
Article V- Activities of the Group
General Club Meetings:
Meetings occur on Tuesdays weekly (when school is in session) during lunch in front of the EV theatre.
Key Club Wide Events:
The President should plan these events for the club to attend. All members should go because they are very beneficial and fun! To
find more information on these events, you can visit our District website: www.cnhkeyclub.org. Contact your President if you wish
to attend.
1. Officer Training Conference (OTC)
2. Regional Training Conference (RTC)
3. Fall Rally North (FRN)
4. Key Leader
5. Candidate Training Conference (CTC)
6. Conclave
7. District Convention (DCON)
Emergency Meetings:
In Key Club, we like to keep an organize pattern for our meetings so our members can become better leaders and not be confused.
We like to stay consistent on when we have our meetings, and so Emergency meetings outside of our regular meetings (Tuesdays)
are not what we aim for. If however we needed to, the President shall call it.
Article VI- Financial Clause
Our Club’s main fundraising comes from restaurant fundraisers and club tee shirts. Our Treasurer is the main planner behind all of
this.
When our club spends money, it will be done with integrity. Before we spend money on anything, we will get the approval of our
advisers, ASB, school bank, and/or votes from our whole club at our club meetings. The idea of this is to present ourselves to our
club publicly when dealing with money, so dishonest actions do not occur.
BOARD POLICIES
Article VII-Exemptions for Officers





There will be NO exemptions for officers.
There will be NO special privileges for officers.
You are serving temporarily for Evergreen Valley Key Club. You are just a member with extra work. There is no special
treatment in this office.
Officers must get the 50 hours from Key Club events and solely Key Club events. Key Club events are events founded by
Key Club officers for the whole club.
This club sets the requirement for hours to be 35 for members, but 50 for officers. This is not an exemption, but a positive
method to let officers be a great role model to its fellow members.
6
Article VIII-Working Online for Key Club (Staying UPDATED)

All board members will check ALL notifications consistently under the following:
1. www.evhskeyclub.weebly.com (our website)
2. Schoolloop Posts
3. Schoolloop Messages
4. Facebook Posts in the Evergreen Valley Key Club Group, Evergreen Valley Key Club Board Group, and Division
12 South Key Club Group.
5. Facebook Messages from any Key Clubber
6. Gmail Google Reflector emails
Article IX-Strike System for Officers
Strikes are designed to test officers’ dedication to the club. If an officer receives enough strikes, he/she will be sat down with the
whole board and have a serious discussion. With a valid reason, he/she may remain in the board. However, it is most likely he/she
will be asked to leave the board permanently.
There are several types of strikes. Failure to attend board and general meetings will result in meeting strikes, failure to be in action,
“missing in action,” will result in “MIA” strikes, showing dishonesty actions to this club in anyway will result in dishonesty
strikes.
The way the system works is each officer gets a certain number of warning strikes and by a certain number, they are strike out, and
their position is at jeopardy. THE SYSTEM IS DESIGNED FOR THE WHOLE TERM. ONCE AN OFFICER IS
INSTALLED ALL THE WAY UP UNTIL HE/SHE RETIRES. The WHOLE ENTIRE BOARD decides if one shall receive one
of the strikes (preferably the Executive Board).
There are two types of meeting strikes; one for excused and one for unexcused. Regardless, you get a strike if you miss a meeting.
In total, there are 4 different types of strikes. For each type of strike, you get 3 warnings and then the 4 th one puts your position at
jeopardy. However, they are all on different systems. In order for your position to be put at jeopardy, you must receive at least 4 of
the same type of strikes. NOT a few from each different type of strikes that adds up to 4 strikes. NO, these 4 types of strikes are all
on different systems, and for your position to be jeopardized; you must receive 4 of the same type of strike. Now, you do not get 4
strikes from each category. Once you hit 4 under a category, you are jeopardized. That is it; there are no other opportunities. So if
you get in board, use these strikes wisely.
Meeting Strikes
(Excused)
Each officer gets to
have 3 excused
meeting strikes, and
then the 4th one would
put their position at
jeopardy.
Meeting Strikes (Unexcused)
MIA Strikes
Dishonesty Strikes
Each officer gets to have 3
unexcused meeting strikes, and
then the 4th one would put their
position at jeopardy.
Each officer gets to have 3 MIA
strikes, and then the 4th one
would put their position at
jeopardy.
Each officer gets to have 3
dishonesty strikes, and then the
4th one would put their position
at jeopardy.
The club SECRETARY will be the only one logging these strikes on his/her document. He/she will then share that with his/her
board, but the logging of strikes is only in the Secretary’s hands.
Article X-Removal from the Board/Impeachment/Resignation
Messages from ASB:
 ASB reserves the right to call a meeting to order for the immediate removal from office of any officer that does not comply
with the policy and procedures that has been set forth by the ICC, ASB, EVHS, ESUHSD, and FCMAT.
Removal from the Board is when an officer exceeds the amount of warning strikes he/she is given, receives a serious talk with the
whole board, and the board decides to ask that officer to leave. Impeachment is when the Board decides to put a board member on a
trial for misconduct of any bylaws of EV Key Club and Key Club International. Until they are proven guilty, then they are innocent.
Resignation is when a Board member decides to leave the board for any type of reasoning.
Removal from the Board is a self-explanatory method. Look under Article IX- Strike System for Officers of this Constitution.
7
Impeachment is a bit more complex. Impeachment is only accusing one for misconduct activity. If one gets impeached, they are not
removed from the board. They are only accused of misconduct activity. To impeach a board member in Key Club, you would need a
majority vote (that is 50% plus 1) from the board. Once that takes place, the board must select 1 member of the board to defend the
prosecuting side and to type 1 full page of the following information: why the board member is getting impeached, how long has the
issue been going on for, and is the member being impeached aware of his/her misconduct. Then, a trial must take place with all the
following people present: all board members (including the one being impeached), the Division 12 South Lieutenant Governor, 1
Kiwanis adviser, and a student to defend the board member being impeached. The prosecuting side will read their 1 page to the
whole room in the trial. The 2 sides will debate for however long they need to. In the end, there will be another voting to determine
if the board member shall remain or leave the board. You need a 2/3 vote from the board (including the member being impeached)
to remove the board member. The Kiwanis adviser will act as the judge and have the room in order. The LOCATION of the trial
must be in a serious and professional setting.
Resignation is when a Board member decides to leave the board for any type of reasoning. In other words, quitting the board. This
method of leaving the board is the only method that requires a public speech to the whole club from the board member deciding to
leave. To resign a position in EV Key Club, it is very difficult.
How to Resign:
1. The board member deciding to leave must announce to the whole board at a board meeting.
2. He/she must type 1 full page with the following information: why he/she is leaving, how long has the thought been going
on, why enter the board in the beginning if you decide to quit now, and how will this affect the rest of the board.
3. Read the written page to the whole board and a faculty adviser.
4. The board member deciding to leave must announce to the whole CLUB at a Key Club general meeting at lunch in person
that he/she is leaving. He/she does not have to state the reason, but just needs to state that he/she is leaving.
5. He/she must return his/her Certificate of Board Member (the certificate all officers receive once they enter the board) back
to the club President. If the President is resigning, the certificate goes back to the Vice President (s).
6. The club President will then dispose of that past board member’s Certificate of Board Member and his/her Board Member
Agreement to Serve Form. If the President is the one resigning, the Vice President (s) shall dispose of it.
Article XI-Vacancies of an Office
When an office becomes unoccupied, the entire board must sit down all together and have a discussion and make a decision.
Another election for the position that is unoccupied is not always necessary. It depends what month it is when the problem initiated.
If the term is coming close to a general election then it is not needed. Refer to Article IV-Elective Board to see the months of a
general election.
As for the freshmen representative election, it is a similar idea. It depends what month it is when the problem initiated. If the term
is coming close to a freshmen representative election, then it is not needed. Refer to Article IV-Elective Board to see the months
of a freshmen representative election.
Article XII-Disability of an Office
The idea here applies to all positions. If an office holder is declared in disability, then someone else must take over the position
temporarily. To be declared in disability, there must be a majority vote (50% plus 1) from the entire board.
In disability refers to a board member dealing with:
 Physical Disability (Broken Leg, Burned Skin, etc.)
 Mental Disability (Mental Breakdowns, Anxiety, etc.)
 Illness (Common Cold, Flu, etc.)
 Failure to Personal Conduct (Cannot Make a Definite Decision or Determine the Reality of Right versus Wrong)
 A Personal Problem (A Family Problem, A Friendship Problem, etc.)
 Any Issue that has a sense of Wrongness
AMENDMENTS
Article XIII-Amendments
Messages from ASB:
 ASB must approve of all amendments before they take effect.
8
All EV Key Club bylaws and information stated within this Constitution are to be followed at all times and it shall continue this way
perpetually. The Board of Officers shall enforce this piece of document.
An amendment is a change made to a Constitution or bylaw. To change anything about EV Key Club and this Constitution and its
bylaws, there must be an amendment. One must propose an amendment and it must be amended before such change takes place. For
every different idea or change, there must be separate amendments. Even if they fall under the same category, if it is a minor
change, there must still be separate amendments.
Annually, there are amendments to the District and International Constitutions of Key Club, and those amendments must be added
to this club document.
How to Amend this Constitution:
1. Any member or any officer can propose an idea to amend the Constitution.
2. If one wishes to amend the Constitution, one must type a full page explaining in full detail about the specific topic with the
following information: What article in the Constitution does the change fall under, why do you want to change this, how
can the change benefit the club as a whole, and RESTATE the whole part that you want to change within this document.
3. Contact the club President, and give the President your piece of literature.
4. The club President will then bring that piece of information to the entire Board of Officers.
5. The officers will all look it over and have a discussion.
6. After that, a voting takes place amongst the ELECTED officers.
7. In order for an amendment to be amended, there must be a 2/3 vote within the Board of Officers.
8. If confirmed, that change will be added to Article XIII-Amendments of the Constitution, and the information prior that
change shall be crossed out/strike-through in its original spot in the Constitution. There will be no erasing and retyping; the
method of doing this is stated above.
9. Whenever a new amendment is added to Article XIII-Amendments of the Constitution, there shall be an organized
number system for each amendment. Starting with AMENDMENT 1. Aside that, there should be a message consisted of
the following information: What article did the change take place, what page number of the Constitution did the change
take place, and what idea was changed.
AMENDMENTS OF THE EVERGREEN VALLEY KEY CLUB CONSTITUTION
9
10
11
SIGNATURES
Article XIV-Signatures
SIGNING BELOW MEANS YOU RATIFY THIS CONSTITUTION. THE AUTHORS AND OFFICERS AT THE TIME (2014)
ARE ONLY REQUIRED TO SIGN THIS. FUTURE OFFICERS WILL ENFORCE THIS PIECE OF DOCUMENT; NO NEED
TO SIGN.
Authors of this Document (feel free to sign wherever and however below)
The First Board of Officers to take this Constitution into action (feel free to sign wherever and however below)
12