Dear TX-OK Kiwanians,
As the world is watching the COVID-19 outbreak unfold, at this time I would encourage all clubs to go by the recommendations that Kiwanis International sent out:
As we’re all impacted by the spread of COVID-19 to some degree, Kiwanis International wants to keep members and the kids we serve safe during this time. We are asking all clubs to postpone all events — including in-person meetings, projects and fundraisers — through the month of April.
I know that practicing social distancing over an extended period will be challenging. We need to be responsible citizens and not fall prey to the temptation of resuming our normal routine too early. We simply do not know enough at this point on what the final outcomes will be – even as we hear initial patients are recovering.
However, this does NOT mean we should stop all Kiwanis activities! The most important thing we can do right now as an organization is to stay in contact with EVERY member. I would recommend that club leaders make regular contact with members and check on their welfare on a regular basis. There are any number of ways we can continue the work of Kiwanis. A few examples include:
1. Many clubs or divisions are moving to on-line meetings, whether by telecon or the internet. This can be extended to the committee level as well to use this format to plan for activities when we can resume them in person (especially membership recruitment).
2. This is a good time for club secretaries to catch up — check to see if your membership roster is current, member contact information is correct, file outstanding monthly or election reports. Also, this is a good time to make sure that your club’s incorporation status with your state or DC is current.
3. The same goes for club treasurers to make sure the club’s books are current and any outstanding invoices have been paid.
4. As I mentioned before, committee activity can take place over the internet or telephone. This is an excellent opportunity to pause and review your club activities and projects. For instance, your nominating committee can continue their work remotely to recruit those to serve on your Board of Directors for 2020-21. Club elections may have to be delayed but will need to be held at some point in the spring.
5. Reach out and check on your service leadership program leaders.
6. If your club is running a scholarship award project, your committee can still work remotely on selecting and planning for a recognition ceremony.
7. Your club meeting planner can continue to arrange/reschedule club programs at meetings (once they resume).
8. Work on the grant application your club have been talking about applying for! The bottom line is that the work of Kiwanis does not have to stop. Clubs should have a plan ready to go when we can resume in person activities. Look for opportunities to still meet your community’s needs.
In order to help clubs maintain some sense of normalcy, the Texas-Oklahoma District is offering free of charge the use of the online meeting software, Zoom, for the club’s board meetings. We are also offering this for Division Council Meetings as well. To set this up please contact Marshall Kregel at email@example.com.
News on the Key Club DCON: District Administrator Kenyon Black is monitoring the situation and will have a decision made on or before April 3. Any questions concerning Key Club DCON should be directed to Kenyon at firstname.lastname@example.org If Key Club DCON is canceled the T-O Foundation has procedures in place to still be able to award the Key Club Scholarships.
Sophomore of the Year Awards: At this time the Foundation is addressing the current deadlines and the impact of the many school closings on these deadlines. As soon as the Foundation addresses this issue information will be sent out to all clubs.
Governor’s Visits: At this time, I will assess what is going on with the COVID-19 situation before a decision to postpone or cancel any future visits is made. The next scheduled visit is on April 17 (DCON site visit) and April 18 Hill Country Region.
So far, the Kiwanis International Convention is still going on as scheduled. If anything should change Kiwanis International and myself will notify everyone.
Thank you all for your continued support. Each, and every one of you and your clubs will be in my thoughts and prayers during this difficult time. If anyone should have any questions, please feel free to reach out to myself or any of our district leaders.
Yours in Service,
Governor Robin Meyer