PART I: FULL BOARD POLICY
Section A: General Provisions
1. Any established procedure of the Missouri-Arkansas Circle K Alumni Association Board of Directors (hereafter referred to as the Board) shall be called policy, and any decision made by the Board concerning implementation of a policy shall be called an enactment.
2. All policies of the Board shall be contained in this Policy Code, which shall in no way nullify any part of the Bylaws of the Missouri-Arkansas Circle K Alumni Association (hereafter referred to as the Bylaws), or the Bylaws of the Missouri-Arkansas District of Circle K or the Bylaws of Circle K International.
3. All changes to this Policy Code shall require a majority vote of the Board (see Part VII, Section B herein). This Policy Code supersedes all previous codes of policy and rules adopted by the Board.
4. The Chair and the District Circle K and Kiwanis Representatives (hereafter referred to as District Representatives) shall share the responsibility for adherence to this Policy Code. The Secretary shall maintain the Policy Code, and is responsible for the distribution of policy updates within thirty days of any revision to members of the Board and to each member of the Missouri-Arkansas Circle K Alumni Association (hereafter referred to as the Association).

Section B: Board of Directors
1. Chair
a. The Chair shall perform those duties as prescribed in Article IV, Section 1(a) of the Bylaws.
b. The Chair shall represent the Association at District meetings and events as requested. If the Chair is unable to represent the Association, he/she shall appoint a representative from the Board to fulfill such a request.
c. The Chair shall establish an agenda for all meetings of the Board with the input from the members of the Board.
2. Vice Chair
a. The Vice Chair shall perform those duties as prescribed in Article IV, Section 1(b) of the Bylaws.
b. The Vice Chair shall assist the Chair in executing Board policies, ensuring compliance of Association bylaws and rules, and assisting with the implementation of new programs and projects as requested by the Board.
3. Secretary
a. The Secretary shall perform those duties as prescribed in Article IV, Section 1(c) of the Bylaws.
b. The Secretary shall assist the Chair in making reports to the District as necessary, and in updating/publishing the Association directory and handbook at least once a year.
4. Treasurer
a. The Treasurer shall perform those duties as prescribed in Article IV, Section 1(d) of the Bylaws.
b. The Treasurer shall assist the Chair in making financial reports to the District as necessary, assist in compiling an annual budget, and in developing fundraising opportunities for the Association.
5. Other Voting Members
a. In accordance with Article IV, Section 5 of the Bylaws, the Immediate Past Chair shall serve as a voting member of the Board for two (2) years after he/she leaves office as Chair.
b. In accordance with Article IV, Section 5 of the Bylaws, the current Circle K District Governor or his/her designate shall serve as a voting member of the Board each year.
c. In accordance with Article IV, Section 5 of the Bylaws, the Circle K District Administrator or his/her designate, who must be a Kiwanis member approved by the Kiwanis District Board, shall serve as an ex-officio member of the Association Board.
6. Directors
a. The Chair shall appoint a Director to head each standing committee as prescribed in Article IV, Section 1(e) of the Bylaws.
(1) The Director of Membership shall cultivate and educate members, retain membership morale and encourage active participation, and assist the Secretary in updating the Association directory and handbook.
(2) The Director of Publicity shall edit, publish, and distribute at least four (4) issues of the Association newsletter each year, develop and maintain a computer internet website for the Association, and keep members of the Association informed through print and electronic modes.
7. Removal of Board Members
a. Failure by any Board member to comply with the minimal respective duties of the elected or appointed office as prescribed by the Bylaws and Policy Code is subject to action by the Chair in accordance to Article IV, Section 5 of the Bylaws.

Section C: Board Meetings
1. The Board shall meet at least two times each year to transact the business of the Association.
2. Any member in good standing may attend meetings of the Board. The Board reserves the right to enter into closed sessions as deemed necessary and appropriate, which only voting members may attend. Minutes of the closed session will only be made available to voting members. The Board may, by a simple majority vote, allow others to attend closed sessions.

Section D: Association Events
1. The members of the Association shall meet each year at the Missouri-Arkansas District Circle K Convention for an Annual Meeting to conduct necessary business, recognize members and honorary members, and to elect a new Board every two years (even-numbered years).
2. The Association may hold reunions, other social events, or other activities as desired by the Board and the membership, and participate in other District events as invited.

PART II: COMMITTEES

Section A: Appointments
1. All standing committees shall be directed by members in good standing and appointed by the Chair. The Directors shall report regularly to the Chair and the Board on committee progress and action.
2. Each Board member shall serve on one of the standing committees.

Section B: Membership Committee
1. The Membership Committee shall encourage recruitment and retention of members, and emphasize the importance of service and leadership to the members and clubs of Circle K.
2. The Director shall prepare and maintain reports as to the effectiveness of Association membership programs and make this information available to the Association.

Section C: Publicity Committee
1. The Publicity Committee shall inform the membership of events, maintain the Association web site, and publish an Association newsletter.
2. The Director shall prepare and maintain reports as to the effectiveness of Association communications and publicity and make this information available to the Association.

Section D: Ad Hoc Committees
1. At the discretion of the Chair, temporary ad hoc committees may be formed and directors appointed, but only with the approval and consent of the Board.
2. Such ad hoc committees shall be remain in existence for a period of no more than one year, unless extended by the Board. Such committees shall also be dissolved upon completion of the task or tasks it has been assigned, or the election of a new Board, whichever event occurs first.

T III: BUDGET AND FINANCE
Section A: Budget
1. The Treasurer shall maintain the Association budget and present an update of revenue and expenditures at each meeting of the Board, and at the request of the Chair.
2. Revenues shall consist of membership dues, contributions, profits from fundraising events, and surplus remaining from previous fiscal years. Expenditures shall include administrative expenses, Board and committee expenses, program and project expenses, and other items as deemed appropriate by the Board.
3. Any budget deficit shall be absolved using Association account funds. No member of the Board shall be held accountable for debts incurred by their predecessors.
4. In accordance with Article V, Section 3 of the Bylaws, all disbursements shall be cosigned by the Treasurer and another designated officer of the Board, and said persons shall be required to have their signatures appear on the signature cards of all accounts held in the Association’s name.
5. In accordance with Article V, Section 4 of the Bylaws, proceeds received from membership dues shall be used for administrative expenses and a reasonable reserve fund. Reserve funds are not to exceed 50-percent of administrative expenses. Any dues collected above administrative expenses and reserve funds shall be used for benevolent projects approved by the Board. Any contributions and fundraising proceeds raised over membership dues shall go to benevolent projects approved by the Board.
6. The treasurer shall maintain separate ledger accounts for administrative expenses and reserves, and benevolent projects. The benevolent projects account shall be further divided into those that are defined as outreach support (assistance to the Circle K District and its members, and sponsorship of Circle K events and programs) and a foundation support (such as long term support and scholarship fund).
7. The Treasurer shall, with the advice and consent of the Board, separate funds into different bank accounts, and wherever feasible, to endow funds into interest-bearing accounts or other investments.

Section B: Reimbursements
1. To qualify for reimbursement, Board members must currently be in compliance with their prescribed duties and up-to-date with any reports.
2. Reimbursements will only be made by submission of a completed expense report, any supplements, and original copies of receipts and/or bills by the end of the fiscal year in which such expenses were incurred.
3. Reimbursement requests must be approved by the Chair and Treasurer prior to disbursement of funds.

T IV: ELECTION PROCEDURES
Section A: Election Protocol
1. An election of officers shall be held every other year (even-numbered years) for a new Chair, Vice Chair, Secretary, and Treasurer.
2. The election shall take place at the Annual Meeting held at the Missouri-Arkansas Circle K District Convention, and requires a quorum (simple majority) of Association members whom are entitled to voting rights be present at said meeting in order for the election to take place. In the event that a quorum of qualified members is not present at the Annual Meeting at which elections are to be held, the Chair shall conduct a nomination and election process as prescribed in Part IV, Section B of this Policy Code.
3. Candidates for office shall be members in good standing, and be present at the Annual Meeting.
4. Candidates for each office shall have their names placed into nomination from the floor by any Association member in good standing that is present. Said nominations must be endorsed by a second Association member in good standing that is present. The nomination and election process shall begin with the position of Chair, the vote being repeated until a candidate clearly receives a simple majority vote of those voting members that are present. The process shall then be repeated for the remaining offices of Vice Chair, Secretary, and Treasurer, in that order.
5. Candidates for each office shall be permitted to campaign for office under the following policies:
a. Candidates for Chair shall each be entitled to three (3) minutes to speak before the Annual Meeting to present their qualifications and platform. Candidates for the remaining offices shall each be entitled to two (2) minutes to speak for the same purpose. Candidates must introduce themselves, and may not have anyone else make the introduction.
b. After candidates for a particular office have spoken, and upon motion and second by two separate members in good standing and in attendance, members in good standing may enter into a caucus session with each candidate that shall last no more than five (minutes) per candidate. During the caucus session, all candidates for that particular office, other than the candidate currently being questioned, shall remain outside the room.
c. Caucus questions must pertain to the candidates’ qualifications and platform, or issues raised by the candidate himself/herself. Hazing of any sort will not be tolerated. Any disruption in a fair election process will be handled appropriately and immediately by the Chair, including barring the member or members causing the disruption from the proceedings.
d. Candidates for office will be permitted to distribute campaign literature, not to exceed one letter-sized page in length (back and front, folded or not), if they so choose. Signs or other printed materials will not be allowed.
e. A Sergeant-at-Arms shall be appointed by the Chair to keep the proceedings in order. The Sergeant-at-Arms must be a non-candidate, and may me a member or non-member of the Association.
6. Non-Association members, including honorary members, shall not be involved in the election process unless appointed by the Chair to assist in the actual proceedings.
7. Any violation of the election policies will result in disqualification of candidates found to be involved in the infraction, and disqualification in voting rights of any member found to be involved in the infraction.

Section B: Absence of a Quorum of Members at the Annual Meeting
1. In the event that a quorum of members eligible to vote is not present at the Annual Meeting election, the Chair shall conduct an alternative nomination and election process via the U.S. Postal Service no later than 30 days after the Annual Meeting.
2. The Chair shall use his/her discretion, but closely adhere to the protocol set within this Policy Code, in the case of having to conduct an election by via the U.S. Postal Service.

PART V: CONVENTION PARTICIPATION
Section A: Involvement
1. The Chair shall appoint a Board member(s) to work with the Circle K District Convention Chair and District Board in coordinating alumni involvement and participation in convention activities.
2. The Board shall make all arrangements necessary to hold its Annual Meeting at the District Convention.
3. The Association shall sponsor some activity or event for the Circle K members at the District Convention, and the Board shall make the necessary arrangements. The District Board shall approve sponsorship of any activities or events, and shall consent to alumni involvement in other convention activities.

PART VI: MEMBERSHIP RECOGNITION
Section A: Honorary Members
1. At the suggestion of the Chair, and with the approval of the Board, the Association shall recognize non-alumni with honorary membership in the Association.
2. Honorary membership shall carry the same status as any alumni member with the exception of having to pay dues, right to run for office, and voting rights.
3. Non-alumni whom are recognized as honorary members but who later become alumni of Circle K, shall forfeit their honorary membership status and be automatically admitted as alumni members. Such members shall have their first year dues waived. Subsequent years’ dues payment must be made in order to remain a member in good standing.
4. Honorary members shall receive membership benefits and mailings as deemed appropriate by the Chair and Board.

Section B: Other Membership Status
1. Charter members shall always be recognized as “charter members” of the Association, as long as they remain members in good standing.
2. Besides charter members and honorary members, all other members in good standing shall be recognized as “members” of the Association.
3. The current Circle K District Governor and Administrator, or his/her designates who are serving on the Board, shall be recognized as “ex-officio members” of the Association.

PART VII: PROFESSIONAL PROTOCOL, CODE OF CONDUCT, AND ALCOHOL POLICY
Section A: Professional Protocol
1. Any Board member acting on behalf of the Board and the Association shall use professional discretion in carrying out the task or tasks at hand.
2. As a matter of professional courtesy and communication, all correspondence written and sent by any Board member shall be copied, and copies of said correspondence shall be sent to the Chair, the Secretary, any person specifically mentioned in the correspondence, and any other persons as deemed appropriate.
3. The Chair and Board shall take all necessary steps to extend professional courtesy whenever appropriate, and shall serve as professional role models and encourage other Association members to do the same.

Section B: Code of Conduct
1. The District’s approved Code of Conduct for Circle K events shall be enforced against all members of the Association at any Circle K or Association event.
2. The Board shall give advance notice of the approved Code of Conduct to any Association member that is in attendance at any Circle K or Association event.
3. Violation of the approved Code of Conduct will result in actions deemed appropriate by the Board and the District Board.

Section B: Alcohol Policy
1. The Alcohol Policy of Circle K International shall be strictly enforced.
2. Any alcohol violation will result in immediate action by the Board, the District Board, and the International Board if necessary.

PART VIII: APPROVAL AND AMENDMENTS
Section A: Approval of Policy Code
1. The aforementioned Policy Code shall be enacted by a simple majority vote of the Board, and unlike the Bylaws, does not require approval by the District or International Board
2. Within 30 days of approval of this Policy Code, the Secretary shall provide copies of the Policy Code to the Association members and the District Board, in compliance with Part I, Section A, subsection 4 on this Policy Code.

Section B: Amending the Policy Code
1. The aforementioned Policy Code provisions may be amended by a simple majority vote of the Board, and unlike the Bylaws, does not require approval by the District or International Board.
2. Within 30 days of approval of any amendment to the Policy Code, the Secretary shall notify the Association members and District Board of the changes made, in compliance with Part I, Section A, subsection 4 on this Policy Code.

CERTIFICATION
Adopted by the Missouri-Arkansas Circle K Alumni Association Board of Directors, effective this date, September 15, 2000.

/s/ Anthony D. Na’ayem, Chair

/s/ John D. Howard, Secretary