The International Association of Lions Clubs DISTRICT 202D

Presidents & Club Officer Handbook

District Governor - Charles Thurston

2016 - 2017

The information contained in this booklet is confidential and for the use of Lions members exclusively. Under no circumstances should it be used for commercial purposes, nor should they allow the use by others.

E. & O.E.

District Governor Charles Thurston’s Theme for the Year:

”Respect, Respond, Reach” Greetings Fellow Lions,

Welcome to the Lions year 2016 – 2017, an important time as we lead up to the Centenary of Lions Clubs International in June 2017. Please take time to read through this edition of the Presidents handbook, use it as a guide for the year. You will be able to use it and share it as a resource for your own board of directors and give each member of your team an idea of how their role fits into club life, Lions Clubs International and take the district into the future in good heart.

Your District Cabinet is here to support the clubs of our district; we have a team with experience and enthusiasm, and they are here to help!

Remember “Respect the Heritage: Respond to the Challenge: Reach to the Future”. District Governor Charles

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IMPORTANT INFORMATION REGARDING OFFICIAL CORRESPONDENCE and FINANCIAL TRANSACTIONS

All Official Correspondence is to be sent to:

District Governor Charles Thurston 12 Virginia Place New Plymouth. 4310 Tel: 06 75 11 600 Cell: 0278 164 552 Email: c.thurston@xtra.co.nz 202d.dg@lionsclubs.org.nz Club: Okato

District Secretary Leah Shoemark 10AWalsh Road New Plymouth4310 Tel: 06 753 6124 Cell: 021 118 8783 Email: shoemark.mgl@slingshot.co.nz 202d.secretary@lionsclubs.org Club: Bell Block Puketapu

All District Payments are to be sent to:

District Treasurer Marie Start 37 Beattie Street Feilding, 4702 Tel: (06) 323 2268 Cell: 021 268 3898 Email: marie.start@xtra.co.nz 202d.treasurer@lionsclubs.org.nz Club: Palmerston North Heartland. International accounts, including International Dues, are to be paid into the LCI Westpac Account using the club coded deposit book held by the Treasurer, or pay to the District Treasurer to pay on your behalf. Donations to L.C.I.F – the Westpac deposit slip for LCI account is to be used, marked clearly with the intention of the donation by writing LCIF on the face of the slip.

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CONTENTS PAGE

INTRODUCTION .............................................................................................................................................. 7

IMPORTANT DATES FOR CLUB OFFICERS ................................................................................................ 7

BOARD OF DIRECTORS ........................................................................................................................... 7

• Functions and Responsibilities of the Board of Directors: ......................................................... 8

• Committees: .............................................................................................................................. 9

• Club Elections: ........................................................................................................................... 9

CLUB OFFICER POSITION DESCRIPTIONS ................................................................................................ 10 PRESIDENT ....................................................................................................................................................... 10

• Functions and Responsibilities of the President: ........................................................................ 12

• Club Management Timeline ....................................................................................................... 13IMMEDIATE PAST PRESIDENT ........................................................................................................................... 14

• Functions and Responsibilities of the Immediate Past President: .............................................. 14 MEMBERSHIP DIRECTOR .................................................................................................................................. 15

• Recruitment and Retention: ....................................................................................................... 15 PUBLICITY OFFICER .......................................................................................................................................... 15

VICE PRESIDENT(S) ........................................................................................................................................... 16

• Functions and Responsibilities of the Vice President(s): ............................................................ 16

• Suggestions to the Vice Presidents: ........................................................................................... 16 SECRETARY ...................................................................................................................................................... 16

• Functions and Responsibilities of the Secretary: ....................................................................... 16 TREASURER ..................................................................................................................................................... 20

• Functions and Responsibilities of the Treasurer: ....................................................................... 20

• Notes of annual accounts and financial statements: ................................................................ 21

• Financial Responsibilities: .......................................................................................................... 22

• Preparing Financial Reports: ...................................................................................................... 22

• International and District Dues (January Payment): .................................................................. 22 PROJECT DIRECTOR .......................................................................................................................................... 23

• Functions and Responsibilities of the Project Director: ............................................................. 23 ENVIRONMENT DIRECTOR ............................................................................................................................... 23

• Environment Services Committee: ............................................................................................ 23SOCIAL DIRECTOR ............................................................................................................................................ 23

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• Functions and Responsibilities of the Social Director: ................................................................ 23 BULLETIN EDITOR ............................................................................................................................................. 24

• Purposes: .................................................................................................................................... 24

• Functions and Responsibilities of the Bulletin Editor: ................................................................. 24 CLUB ALMONER ............................................................................................................................................... 25

• Functions and Responsibilities of the Almoner: .......................................................................... 25

• Almoner Guidelines Regarding Deaths of Lions Members: ........................................................ 25 LION TAMER ..................................................................................................................................................... 26 TAIL TWISTER .................................................................................................................................................... 26

INDUCTION CEREMONY SUGGESTIONS ................................................................................................. 26

DISTRICT AWARDS ................................................................................................................................ 28 RECOGNITION .................................................................................................................................................. 28 CLUB EXCELLENCE AWARD ............................................................................................................................... 28 DISTRICT ADMINISTRATION AWARD ................................................................................................................ 29 DISTRICT BULLETIN AWARD ............................................................................................................................. 29 MEMBERSHIP AWARD... ................................................................................................................................. 29 WAVERLEY

AWARD .......................................................................................................................................... 30 DISTRICT

202D ENVIRONMENT AWARD ........................................................................................................... 31 DISTRICT 202D YOUTH AWARD ...................................................................................................................... 31 THE PAT RYAN YOUTH AWARD ....................................................................................................................... 31 LIONS YOUNG LEADERS IN SERVICE AWARDS ................................................................................................... 31

DISTRICT CABINET – OUTLINE OF PORTFOLIOS ...................................................................................... 32

DISTRICT GOVERNOR ....................................................................................................................................... 32 IMMEDIATE PAST DISTRICT GOVERNOR ........................................................................................................... 32 1ST VICE DISTRICT GOVERNOR .......................................................................................................................... 33 2ND VICE DISTRICT GOVERNOR: ........................................................................................................................ 33 CABINET SECRETARY: ....................................................................................................................................... 33 CABINET TREASURER: ...................................................................................................................................... 33GLOBAL MEMBERSHIP TEAM ........................................................................................................................... 33

• Recruitment and Retention: ................................................................................................................................. 33GLOBAL LEADERSHIP TEAM .............................................................................................................................. 34

• Lions Leadership Institute ..................................................................................................................................... 34

• Training resources ................................................................................................................................................ 34 REGION CHAIRMEN .......................................................................................................................................... 35 ZONE CHAIRMEN .............................................................................................................................................. 35CONTACT EDITOR ............................................................................................................................................ 36 YOUTH ACTIVITIES CHAIRMEN ......................................................................................................................... 36 SERVICE ACTIVITIES CHAIRMEN AND ALERT CHAIRMEN .................................................................................... 36 ENVIRONMENT CHAIRMEN .............................................................................................................................. 37 PUBLICITY & PUBLIC RELATIONS CHAIRMEN ..................................................................................................... 37

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NON-CABINET OFFICERS .................................................................................................................................. 37District Governor Visiting Liaison: .......................................................................................................................................... 37 Lions Skills Coordinators: ....................................................................................................................................................... 37 Leo Clubs Coordinators: ......................................................................................................................................................... 37 Legal Advisor: ......................................................................................................................................................................... 37 Webmaster: ........................................................................................................................................................................... 37Convention Chairman: ........................................................................................................................................................... 38 Camp Quality Liaison: ............................................................................................................................................................ 38 District Historian: ................................................................................................................................................................... 38

CABINET OFFICERS VISITS TO CLUBS ................................................................................................................. 38 DISTRICT GOVERNOR’S ADVISORY COMMITTEE MEETINGS - ZONE MEETINGS .................................................. 39

IMPORTANT DATES ............................................................................................................................... 39 202D CHARTER ANNIVERSARIES ............................................................................................................................ 39 INTERNATIONAL CONVENTIONS .............................................................................................................................. 39 202D CONVENTIONS ............................................................................................................................................ 39 MULTIPLE DISTRICT 202 CONVENTIONS .................................................................................................................... 39 202D CABINET MEETING DAYS .............................................................................................................................. 39

KEY OFFICERS OF THE ASSOCIATION ..................................................................................................... 40

WHAT IS LIONS CLUBS INTERNATIONAL FOUNDATION (L.C.I.F)? ........................................................... 41

LEO CLUBS ............................................................................................................................................ 41

THE LLOYD MORGAN LIONS CLUBS CHARITABLE TRUST (L.M.L.C.C.T) ................................................... 42

LIONS CLUB INTERNATIONAL ................................................................................................................ 43 PURPOSES ...................................................................................................................................................... 43 CODE OF ETHICS .............................................................................................................................................. 43 PRINCIPLES ...................................................................................................................................................... 44 OBJECTIVES ..................................................................................................................................................... 44 MISSION STATEMENT ...................................................................................................................................... 45

LIONS CLUBS INTERNATIONAL - THE BEGINNINGS: ................................................................................ 45 HOW THE ASSOCIATION IS ORGANISED ............................................................................................................ 45 WHAT IT MEANS TO BE A LION.......................................................................................................................... 46 BENEFITS OF MEMBERSHIP .............................................................................................................................. 46 THE BEGINNINGS IN NEW ZEALAND ................................................................................................................. 47 OUR SLOGAN, MOTTO, EMBLEM AND COLOURS .............................................................................................. 48

APPENDIX 1 – BOARD MEETING AGENDA ............................................................................................. 49

APPENDIX 2A – CLUB MEETING AGENDA .............................................................................................. 50

APPENDIX 2B – CLUB MEETING ACTION LIST APPENDIX 3 – ZONE MEETING REPORT ............................ 51

APPENDIX 3 – ZONE MEETING REPORT ................................................................................................. 52

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INTRODUCTION Congratulations! Serving as a Club President is a privilege and honour bestowed upon you by club members. Through your election, your peers have recognised your leadership skills and potential to manage the club effectively. Your term in office will offer many opportunities to learn new skills, enhance the experience of others and grow as a leader. By taking advantage of the many opportunities to learn and grow, your term can have personal and professional development benefits that will last a lifetime. All of the members of your club are part of your team, and it is the Club Presidents responsibility to guide members toward reaching the club’s goals. Having goals and making plans to achieve them are two key steps to being successful. Achieving the Club Excellence Award should be one of your club goals. Every member has his/her important role to fill, and by working together, your club will be able to meet its full potential and serve a vital role in your community. This handbook contains helpful information to guide you through your year as a Club President. The association recognises that each Lions Club is unique, and that people have diverse management styles. To accommodate these facts, there is a great deal of latitude in how you choose to manage your club as long as you follow the basic club requirements set forth in the Standard Form Lions Club Constitution and By-Laws (LA-2).

Teamwork is one of the keys to successful club management. Club officers can collectively shape the way in which they work together that will be best for all concerned. Regardless of the way your club officer team works together, the leadership team should ensure that the club has leadership development goals and plans to achieve them. Your Zone Chairperson and other members of the district GLT can be a resource for your officer team in creating and implementing a leadership development plan. There are, however, specific responsibilities and areas of authority for each club officer. Using these as a guide, your leadership team can determine the most effective way to manage your club throughout the year.

IMPORTANT DATES FOR CLUB OFFICERS

Date Presidents Dinner 23rd July 2016Secretaries Training Online July 2016Board Elections March 2017PU101 Completed April 2017Contact Magazine / District Newsletter cut-off 12th each month Dues/Fees Payments 20th of following month Monthly Membership Report End of each month Club Service Activity Report End of each month

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Award Applications to be Submitted 31st January

BOARD OF DIRECTORS A Director is in the “Engine Room” of your Club. The success of the ‘Committee Structure’ and the operations of the Club are dependent upon how well they meet your requirements. The members of the board of directors are the President, Immediate Past President, Vice President(s), Secretary, Treasurer, Lion Tamer, Tail Twister, Membership Chairperson, Publicity Officer (if designated), Projects Director, Social Director and all other elected Directors. To ensure your Club makes informed and adequate decisions the Committee process must function effectively. We cannot stress too much the importance of this position.

For many Board Members, this step represents their first involvement with the Club’s Board of Directors. In all likelihood, you as President started the journey to that position from the point of where you are now, as a Director. Directors can be identified as both ‘1st year Director’ and ‘2nd year Directors’. This is designed to allow you some experience in different areas of your Club’s activities, each year being spent with different responsibilities.

What the board of directors can and cannot do by itself is set forth in the Standard Form Lions Club Constitution and By-Laws (LA-2). This information is published on the association’s Web site. Similar information may be referenced in the club’s constitution and by-laws. Any club rule, procedure, by-law or constitutional provision that is contrary to the constitution and by-laws of the club, district, multiple district or the International Constitution and By-Laws is not valid.

A regular order of business should be followed. The most important thing about Board Meetings, however, is that they should be held frequently. Save time in your Club meetings, save the time of your members, protect the financial position of your Club - yes save your Club itself, by having regular Board Meetings.

See Appendix One for an example of a Board Meeting Agenda Template.

Functions and Responsibilities of the Board of Directors: 1. It is the executive board of the club and is responsible for the execution, through the club officers,

of the policies approved by the club. All new business and policy of the club shall be considered and shaped, first, by the board of directors for presentation to and approval by the club members at a regular or special club meeting

2. It authorises all expenditures and shall not create any indebtedness beyond the current income of this club, nor authorise disbursal of club funds for purposes inconsistent with the business and policy authorised by the club membership

3. It has the power to modify, override or rescind the action of any officer of the club 4. It ensures that the books, accounts and operations of the club are audited annually or, at its

discretion, more frequently and may require an accounting or have an audit made of the handling of any club funds by any officer, committee or member of the club. Any member of the club in good standing may inspect the audit or accounting upon request at a reasonable time and place

5. It appoints, on recommendation of the finance committee, a bank or banks for the deposit of the funds of the club

6. It appoints the surety for the bonding (insurance) of any officer of the club 7. It shall not authorise, nor permit, the expenditure, for any administrative purpose, of the net

income of projects or activities of the club by which funds are raised from the public

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8. It shall submit all matters of new business and policy to the respective standing or special club committee for study and recommendation to the board

9. It appoints, or designates a committee to appoint, subject to approval of the club membership, the delegates and alternates of the club to district (single, sub- or multiple) and international conventions.

10. It maintains at least two (2) separate funds governed by generally accepted accounting practices. The first fund to record administrative monies such as dues, tail twisting fines and other internally raised club funds. A second fund is to be established to record activity or public welfare monies raised by asking support from the public. Disbursement from such funds is to be in strict compliance with item (7) above

Committees: Committees contribute to the success of a club by concentrating on a specific area and making sure that the club’s goals in that area are met. Typically, committees are formed to focus on areas such as club meeting programs, community service, fundraising projects, club finances, leadership development, membership, public relations and constitution and by-laws. Clubs are encouraged to appoint an information technology chairperson to coordinate the club’s use of technology. Clubs may form additional committees as deemed necessary.

Club Elections: The obligation to hold Club Elections and the procedures that are to be followed are set out in your Club’s Constitution - The President and Secretary should hold a copy. The customary form of rules requires that a Nomination Meeting be held not later than the end of March and an Election Meeting in early April. The requirements as to notice will be set out in your own Club’s rules, and usually will be fourteen days for each meeting. It is appreciated that in some Clubs, especially those with small memberships, that the formalities may be dispensed with. However, if your job is to be done properly, then you should follow the rules of your Club, and this involves giving the correct notice at the appropriate times:

• Ensure that Nomination papers are ready by the end of February • Notify all Club members of the date for nominations to close • If an Election is necessary, have voting papers available

DO NOT FORGET TO FILL IN THE PU101 after the Election. The PU101 must be submitted electronically prior to 30 th April or earlier . The PU101 form initiates the changes required to notify the International and National Office including the updates required for the New Zealand Directory.

As soon as possible after the new Officers and Directors of the Club are elected, the President elect should call a meeting of the Board of Directors elect for the purpose of getting organised and drawing up preliminary plans for the year. It is suggested that this preliminary meeting be held by June 20. Inasmuch as the members of the Board of Directors-elect have not been officially installed, resolutions and other action binding on the Club cannot be undertaken at this meeting. Plans for the year may be discussed and agreed upon, and then brought before the Club at the first club meeting of the new year.

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CLUB OFFICER POSITION DESCRIPTIONS

PRESIDENT He/she is the chief executive officer of the club who presides at all meetings of the board of directors and the club. The President issues the call for regular meetings and special meetings of the board of directors and the club, and appoints the standing and special committees of the club while cooperating with chairpersons to ensure regular functioning and reporting of such committees. He/she sees that officers are elected as provided for by the constitution and by-laws, and cooperates as an active member of the District Governor's advisory committee of the zone in which this club is located.

The Club President has no absolute authority. The President’s authority to act must come from directives from the board of directors, the club as a whole, the club’s constitution and by-laws, or the Standard Form Lions Club Constitution and By-Laws (LA-2).

Functions and Responsibilities of the President: The President shall be the Chief Executive Officer of this Club, the main duties and responsibilities are:

• To preside at all meetings of the Club and Board of Directors • To call for regular and special meetings of the Board of Directors and the Club • To appoint the Standing and Special Committees of this Club and co-operate with Chairmen thereof

to effect regular functioning and reporting of such committees • To see that regular elections are duly called, noticed and held and minutes recorded • To co-operate with, and be an active member of, the District Governor’s Advisory Committee of the

Zone in which this Club is located • Liaise with the Club Secretary on a regular basis with respect to his/her communication with

Cabinet Officers • Ensure that the Secretary is aware of the requirements for sending in the monthly membership

reports. These reports should be completed immediately after the last meeting of each month • See that the Club is functioning under its International Charter, the International, State or District

and local Constitutions and By-Laws provided it does not conflict with the International Constitution, but in the absence of such action, it will be assumed that it is functioning under the Standard Form of Constitution and By-Laws recommended by the International Board

While certain duties of the President are set forth in the Constitution and By-Laws, experience has shown it is not only desirable but also important that the President should do certain things which are not specifically stated in the Constitution. Among these are:

• Hold a preliminary meeting of the Board of Directors prior to the time of being officially installed, to lay plans and set goals for the year and get organised as early as possible before taking office

• See that the Board of Directors’ meetings are held regularly each month. This is imperative because the Board of Directors is the executive body of the Club. It establishes and controls the policies of the Club. Only by holding regular meetings can the Board properly discharge its responsibilities

• Prepare an agenda in advance for each Board of Directors’ meeting, using the suggested agenda sent to you by Lions International as a guide

• Check with the Club Secretary before each Board meeting to make sure that all necessary reports, material and information are on hand

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• Check with the Chairman of the Programme Committee prior to each Club meeting to make sure that programme arrangements have been completed

• Prepare in advance a schedule of procedure for each club meeting including the time to be allotted each feature

• Co-operate with the Treasurer in preparing a Club administrative budget at the beginning of each semi-annual period, or an annual budget if preferable, for presentation to and adoption by the Board of Directors

• Have the Finance Committee prepare an activities budget for presentation to and adoption by the Board of Directors once the activities, which the Club will carry on, have been decided upon. Be sure that funds to defray the cost of the activities are available or definitely assured before any activity is started. Always consider the advisability of carrying liability insurance for the protection of participants and spectators at activities sponsored by the Club

• Require a Financial Statement, including the names of delinquent members and amount each owes, from the Secretary monthly for a presentation to the Board of Directors at its regular meetings

• Require each club administrative and activity committee to prepare a written report each month for presentation to the Board and also a report quarterly for presentation to the Club at one of its regular meetings

• Keep the adopted goals for the year before Club members by bulletins and announcements at Club meetings, and strive constantly to reach them

• Have an audit made of the records and accounts of the Secretary and Treasurer at the end of your administration or more frequently if the Board of Directors so decides

• Call all meetings to order promptly at the time specified, and the proceedings kept moving along without deviation from the main subject under consideration

• Follow the accepted rules of Parliamentary procedures in conducting the proceedings of all meetings

A Lions Club should promote activities that are pertinent to the needs of the Community. This is very important for without activities for the benefit of the needy of the Community and for Community betterment and the various other activities, the Club would no longer be a Service Club.

We are the world’s largest service club organisation - therefore, let us maintain this position by continuous sponsorship of activities. The Club finances its activities by putting on fundraising projects in the community, since the community benefits from the completed activities of the Club.

Club Management Timeline As a club officer, you will want to plan your work. The suggested timeline includes some (not all) of the key action items for each time period: 1. Beginning the Year

• Preparation: o begin preparation for your term before taking office, so the beginning of your term is the

time for any final preparation o utilise the resources available to learn more about your club, its members, and the

international association o utilise the knowledge of the outgoing officers

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o look at ways to expand the humanitarian service impact of the club, develop leaders, and meet club members’ needs and expectations - ensure you continually bring value to the community and to club members

o develop and implement a plan or a “blueprint” to guide your actions – refer to the Blueprint for a Stronger Club on the LCI Web site

• Setting Goals: o set goals and develop a plan to achieve those goals o involve members in creating the goals – increasing the motivation of members to achieve

the goals o review the requirements of the Club Excellence Award o work with the Clubs leadership team to consider creating a strategic plan outlining the

club’s goals for the year and how you intend to reach them - refer to the Blueprint for a Stronger Club on the LCI Web site or to the Leadership Resource Centre online

• Developing Committees: o you should decide whether you as President will assign committee members or if the Club is

to organise this - consider matching committee assignments to your members’ skills and knowledge when choosing chairpersons.

o if the current club president agrees, your chairperson appointments may be announced before you officially take office.

• Establishing Club Dues: o the treasurer, in cooperation with the Finance Committee and upon approval of the board

of directors and club members, establishes the amount for the annual club members’ dues. o when determining this amount, consider how much money will be needed to maintain the

financial health of the club - the club dues should also include district, multiple district and international dues.

2. Throughout the Year

• Communicate Effectively: o the lines of communication need to remain open among members of the leadership team

as well as between the leadership team and the board of directors, club members, district officers and the community.

o keeping these people up to date on club news, issues, etc. and helping them work through challenges will be an important part of your year.

o if disputes arise between any member or members, and the club, consult the dispute resolution provision in the Standard Form Club Constitution and By-Laws (LA-2).

• Attend Zone Meetings: o these meetings allow clubs to exchange ideas regarding programs, projects, fundraising, and

membership issues, and offer a forum for establishing cooperative relationships between clubs.

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o encourage other potential future leaders to attend zone meetings since they are informational and are an opportunity to meet other Lions from clubs in your area.

• Attend Conventions: o Attendance at conventions—including district, multiple district and international—is a

wonderful way to learn more about the association, get motivated and meet fellow Lions o have a club goal for a number of members to attend.

3. Finishing the Year Transition to the Next Leadership Team:

o the incoming members of the leadership team may look to you for advice. If asked, brief them regarding the status of the club, and any other pertinent information.

o the transfer of club records to the next leadership team is necessary and important.o discuss any plans or projects that are not completed that will continue into the next year.

• Year End Recognition: o thank those who supported your club’s efforts during the year.

• Apply for the Club Excellence Award: o the application should be completed by the club secretary, signed by the respective district

officers, and returned to the LCI English Language Department for processing. Applications received after the deadline will not be considered for the award. The application can be downloaded from the association’s Web site in the Club Resource Centre.

4. Club Operations As a leader, you have the opportunity to ensure that the club meeting and the overall club experience is meaningful and rewarding. Whether it is how the meetings are hosted or how effectively service activities are managed, every event or communication is part of the overall member experience. To assess your club members’ overall satisfaction, use the How Are Your Ratings? survey which is available on the LCI web site.

• Club Meetings: o Club meetings provide a platform of involvement, camaraderie, and recognition - they

should be positive and informative as well as inclusive; encourage everyone to participate. o for additional material regarding preparing for effective club meetings, take the online

course Managing Meetings in the Lions Learning Centre.

• Club Meeting Program Ideas: o Club programs can inform or entertain. They can enrich your members personally and

professionally - the general meeting is a perfect opportunity for members and guests to learn about the community and issues that might relate to the interests of the club members.

• Increasing Meeting Attendance: o make sure meeting dates, time and location are convenient to the members and the

meeting place is comfortable and meets the needs of your members.

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o use multiple communication methods to encourage attendance, including email, letters and phone calls. Communications should be upbeat and include a positive description of the meeting program and emphasise the importance of their involvement in the club’s activities.

o invite members and potential members and encourage them to bring friends. Even if they miss a meeting, continue to keep them on your invitation list. Make phone calls to members who miss more than one meeting to find out the reason they are not attending meetings. Keep them informed of the developments and the progress made on service projects.

o provide a detailed report of each club project and encourage members to get involved.o look at featuring an interesting program or presentation at each meeting.

• Monitor & Recognise Attendance:

o the club officers should monitor and record attendance of members, establish make-up rules and verify that members have fulfilled attendance requirements. Members who are not attending meetings should be encouraged to become more involved

o it is important to recognise members who are active members so they continue their involvement. Perfect attendance awards are available for members who have attended every regularly scheduled meeting for twelve months or more, making up missed meetings in accordance with the club’s policies. Awards that recognize attendance as well as recognition awards for outstanding service are available in the Club Supplies Catalogue

• Reporting & Forms: o once your position as the club secretary or club president has been reported to LCI

headquarters, you will receive an email message to welcome you to MyLCI. This generally occurs in the latter part of May

o from the end of May to July 1, officers new to MyLCI will have access to the MyLCI training area. The officer (secretary or president) will be asked to create a password to use the MyLCI site. Beginning July 1, you will have full access to MyLCI depending on the club position you hold. Refer to the Support Panel when you are online for answers to questions about the function you are using. Questions about passwords or membership reporting can be directed to mylci@lionsclubs.org

IMMEDIATE PAST PRESIDENT

He/she with the other past presidents officially greet members and their guests at club meetings and represent the club in welcoming all new service minded people in the community served by the club.

Functions and Responsibilities of the Immediate Past President:

• Support and assist the President as required • Attend all Board meetings

The Immediate Past President has had a year in service to Lions, which concluded at the end of June. That year will have been one of the greatest he/she will experience in their Lions life.

As immediate Past President, his/her main role will be of advice to you as Incoming President and other members of your Club when asked. Some Clubs have a definite role for their Immediate Past President.

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The most important thing is that we are all equals in a Lions Club - the International President is a member of a Lions Club - the year following his term in Office as International President, the International Board has special duties assigned to him. Perhaps your Club should look at such a move for your Immediate Past President if there is not already a plan or policy in place.

MEMBERSHIP DIRECTOR For more detailed guidance, refer to the Membership Chairperson Handbook. His/her responsibilities include:

• Set up a Membership Committee to maintain, retain and grow the membership of the Club and enhance the experience had by all Club members and develop a club membership growth program (including membership drives) and present the program to the board of directors for approval.

• Regular encouragement at club meetings of recruiting new quality members.• Ensure implementation of proper recruitment and retention procedures.• Prepare and implement member orientation sessions.• Report to the board of directors, ways to reduce the loss of members.• Coordinate with other club committees in fulfilling the responsibilities of the membership director.• Contact members if they were a non-attendee (no apologies received) • Work closely with the Social and Projects Directors to ensure all members interests are taken into

consideration for planning events.• Keep the President informed of all matters in relation to the Club members, and their immediate

families.• Serving as a member of the zone level membership committee.

Recruitment and Retention: • Membership recruitment and retention are vital to the success of a Lions club. Planning and

implementing recruitment and retention strategies can help your club thrive. To aid clubs, Lions Clubs International offers several resources:

o The Just Ask! New Member Recruiting Guide outlines a five-step process for membership development and is intended for clubs looking to recruit new members and do more service.

o The Membership Satisfaction Guide teaches clubs how to provide a meaningful experience and meet the expectations of its members.

o The Club Excellence Process guides clubs through a four-step workshop process to evaluate

the club and the direction in which its leads its members. Through this process, clubs conduct the How Are Your Ratings? Survey and Community Needs Assessment to learn more about their club and the community they serve. Clubs can choose between two versions of the program: CEP Pro and CEP Lite.

PUBLICITY OFFICER How your club is perceived in the community is essential to its success. Developing and implementing a comprehensive public relations program will help ensure that community members support your club. Public relations involve all forms of communication – written, verbal and non-verbal. It includes writing

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news releases and distributing promotional flyers. Equally important are actions often taken for granted, such as wearing a Lions lapel pin and marching in a parade.

Your PR program will encompass both ongoing club publicity, and promoting special events, such as fundraising and service activities. Good public relations will help foster community support and can support your club's membership efforts, as people want to belong to a successful and reliable organisation.

Equally important is internal communication. Many clubs worldwide find that preparing a club directory and publishing their own newsletter help keep their members informed. Another communications tool that is becoming essential is a club Web site. The site can reach your audiences - both internal and external. Explore PR opportunities that are available through social media such as Facebook, YouTube, Twitter, Flickr and Instagram. You can share your news, videos and photos with captions with the public or with your club members as your club decides is appropriate.

E-Clubhouse The e-Clubhouse enables clubs to build a free Web site and enhance their presence on the Web by using fill-in-the-blank fields and pre-formatted templates to make giving clubs a polished and tech savvy appearance easy. The e-Clubhouse also provides consistency with the new Lions branding while enabling clubs to preserve their individuality. The site includes a club calendar, club projects, photo gallery and contact us page to help tell others about their Lions club. Up to five more pages can be added. It’s up to the club to key in information and to determine how it will be used for their club. Encourage clubs to develop their own Web presence with the e-Clubhouse by going to the LCI Web site: www.lionsclubs.org/EN/member-center/managing-a-club/e-clubhouse.php

For information related to club public relations, go to: http://www.lionsclubs.org/EN/member-center/managing-a-club/communicating-your-activities/index.php VICE PRESIDENT(S) If the president is unable to perform the duties of his/her office for any reason, the Vice President next in rank shall occupy his/her position and perform his/her duties with the same authority as the President. Each Vice President shall, under the direction of the president, oversee the functioning of such committees of the club as the President designates.

Functions and Responsibilities of the Vice President(s): • Support and assist the President as required • Step into a Director role if required • Attend all Board and Zone meetings • Identify a 2IC whom you can mentor, encourage and support in taking on the Vice Presidency role

in the future; this person could act in your absence should you not be present for a meeting Suggestions to the Vice Presidents:

• In the three steps as Vice President’s Lions have a real opportunity to prepare for the Presidency. A second opportunity is the valuable help that you can give to the President to lead a successful Club

• Keep always in mind that the effort put forth during a Vice Presidency will determine the degree of support when you take Office

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• Each Club is as successful as the Officers who guide the activities are. Each Committee should be carefully chosen and enthusiastically encouraged to perform to a successful conclusion. No President ever succeeded alone to the same degree that a lively group of Officers can

• The President has the authority to delegate the Committees who will work under your direction. Help choose Lion members who can do the best job. Not the least of your duties is to see that each Committee Chairman makes regular reports to the Club, the Bulletin Editor, and to the Public Relations Committee for News Releases to the Press and other Media

SECRETARY The Secretary of a Club is a very important person, and normally receives all mail, and is the chief communicator from the Club to the District Cabinet and District Officers, as well as keeping all Club members informed of all aspects of the Club by way of Minutes of all Board and Club Meetings, as well as being the Corresponding Officer of the Club. He/she is under the supervision and direction of the president and the board of directors, and is the liaison officer between the club and the district (single or sub and multiple) in which the club is located, and the association.

Functions and Responsibilities of the Secretary: • To assist the President to set an agenda for the meetings • Take minutes of Club and Board of Directors meetings • Has custody of and maintains general records of the club, including agendas, minutes of club and

board meetings; attendance; committee appointments; elections; member information, addresses and telephone numbers of members; members club accounts

• Assist with writing the report for Zone meetings • Send all correspondence to the President • Send all relevant correspondence to the Club and present at Club meetings for discussions • Advise members of the regular and special meetings of the Club and Board of Directors, as well as

keeping all members informed of all business conducted • Submits monthly membership reports and service activity reports on MyLCI • Submits reports upon request to the District Governor's cabinet • Assist President with completing PU101 report in April for incoming Board • Attend each Zone meeting • Cooperates with and serves as an active member of the District Governor's advisory committee of

the zone in which the club is located • Delivers in a timely manner, at the end of his/her term, the general records of the club to his/her

successor • Identify a club member whom you can mentor, encourage and support in taking on the Secretary

role in the future; this person could act in your absence should you not be present for a meeting

See Appendix Two for an example of a Club Meeting Agenda Template (including an actions list). Minutes: Make sure all actions arising from the previous minutes have been attended to, and that the Minutes have been prepared neatly and accurately recorded, and are ready for the meeting.

Minutes of the Previous Meeting: 17

It is necessary for them to be confirmed and once adopted; they are binding on the Club.

Resolution Adopting the Minutes: ‘That the minutes of the meeting of the XYZ Club held on the (date) as circulated/read, be confirmed and adopted as a true and correct record’. Before the resolution confirming the minutes is put to the meeting, an opportunity should be allowed for any corrections to the Minutes.

Matters Arising from the Minutes: At this point the President can elaborate on any particular matter in the minutes and brief reports on matters delegated to individuals or committees at the last meeting.

Apologies, Makeup’s, Visitors, Leave of Absence: Apologies should be accepted NOT sustained. A meeting can either accept an apology or refuse it.

Motions: A motion is a formal proposal for consideration by a meeting. The four characteristics of a good motion are:

1. It begins with the word ‘That’ 2. It is clear, unambiguous, grammatical, and makes sense 3. Ideally it should be tendered in writing 4. It should be framed, so as to engender change

It is usual, though not essential, for motions to have a mover and seconder, and it is important that the Secretary accurately and concisely records all details. Do not be afraid to ask for a lengthy verbal motion to be given to you in writing. Before a motion is put, read it back to the meeting to ensure that you have it right.

Amendments: • Have the characteristics as a motion • Must be capable of being inserted in the main motion and must not be a negation of it. An

amendment is a negation, if the same result would be achieved if a majority voted against the main motion

• May strike out some words in the motion, insert words, or both. They may, for example, strike out all the words after the word ‘That’

• An amendment does not become the main motion; all it does is alter it

Correspondence: Inward and outwards correspondence must be available for the meeting. You should also be sufficiently familiar with inwards correspondence to accurately précis it for the members at the meeting. Where action can be taken on correspondence without the need for a decision of the members at the meeting, then do so. It is usual for the Secretary/President to read out all the important correspondence in full and to summarise the routine letters. If this course is followed, then the President and Secretary should discuss the correspondence prior to the meeting to decide on what is important and what is not. Hand around any letters you have summarised.

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Records: Keep proper records so that previous minutes, correspondence and reports can be found quickly if required.

Monthly Membership Report (MyLCI) - (C-23-A): All Lions clubs are required to report any membership changes each month. Even when there are no changes in membership, clubs should report “No changes for the Month.” Monthly reporting ensures accurate statement billing, magazine and miscellaneous mailings, award(s) criteria and other benefits.

Club Secretaries and Presidents can submit their monthly membership changes using the MyLCI Web site. Membership changes reported using MyLCI are recorded immediately and available to view by LCI headquarters, district and multiple district officers and chairpersons. The current reporting month is open for submission of reports throughout the entire month – from the 1st through the last current day of each month. When "No Changes for the Month” has been selected, subsequent reporting entries are permitted for that month. Related reports will be updated accordingly. The reporting month closes on the last calendar day of each month at 12:00am (midnight) Central Standard Time (CST/CDT).

If you are reporting your monthly membership, online, the MyLCI site only accepts the current calendar month’s report. You may backdate transactions only up to two (2) months but, they will be displayed in the detail section of the current calendar month’s report. For reports dating back further than two (2) months, you will be required to submit a paper MMR form (c23a) to the Club & Officer Record Administration Department at LCI Headquarters, 300 W. 22nd Street Oak Brook Illinois, 60523 USA / Fax 630-706-9295 / Email: stats@lionsclubs.org. Please note: Membership reports cannot be submitted, in advance, of upcoming months.

Club Presidents and Secretaries can also submit their monthly membership changes using the paper MMR form (c23a). Membership reporting forms received by the 20th calendar day of the month (for example, July 20, August 20) will be entered in that same month. Club Secretaries who report by paper form will receive a supply of blank MMR forms (c23A) by bulk mail. The paper MMR form is also available to download by searching for MMR or c23a on the LCI association Web site at www.lionsclubs.org. Paper MMR forms can be submitted by mail, fax or email to the Club & Officer Record Administration Department at LCI Headquarters, 300 W. 22nd Street Oak Brook Illinois, 60523 USA / Fax 630-706-9295 / Email: stats@lionsclubs.org.

Monthly Club Service Activity Report: Club Secretaries are asked to report the club’s service activities as they occur. Service activity reporting helps us measure the impact of our service and helps our leaders at the district, multiple district and international levels understand the needs and interests of the local club, helps inspire fellow Lions with our success stories and provides a searchable record of the year’s activities. Club Secretaries can report their club’s service activities online by following these simple steps:

• Go to the LCI Web site: www.lionsclubs.org: o Click on: MyLCI at the top of the home page:

Enter a member number and password to enter the MyLCI site 19

After logging in, click on “My Lions Club” at the top and select “Service Activities”

from the drop-down menu Click on “Add Activity” at the top of the page and complete the various fields Click “Save” once all the necessary information is entered. The activity should now

appear on the summary page. If you check Share this story, other clubs will be able to view the details of your service activity

Repeat the last two steps to add additional activities

By completing the monthly service activity report online, Club Secretaries are able to: • Keep a descriptive, searchable record of their club’s service activities • Upload up to two photographs for each service activity • Use the “signature activity” tool to report re-occurring service activities • Enter service goals and track their club’s progress toward achieving them • Use the support centre panel for additional instructions and tools related to a specific functional

area of the report • Search for activities (including photos and project descriptions) that are being shared by other clubs

and districts worldwide • Report against activities which fit within the Centennial Service Challenge (CSC)

Secretaries should use the MyLCI online reporting to ensure that their club’s service activities are included in the Association’s Annual State of Service Report and the various summary reports that are available to district officers through the MyLCI system.

LCI no longer accepts service activity reports via mail, email, or fax.

Once reported, service activity information is automatically made available to district officers, including the governor, vice governors, and the cabinet secretary/treasurer.

Service activities can be reported throughout the year and ends on July 15 of the next fiscal year. The activities reported by the clubs remain available online for 2 years following the year of service.

For more information on service activity reporting, visit the LCI Web site at www.lionsclubs.org and search by keyword “activity report.” For technical assistance, contact LCI’s support centre via email at mylci@lionsclubs.org or by phone at (630) 468-6900.

Club Officer Report (PU-101): Each year following the election of the club officers, clubs are required to report their new officers to International Headquarters by May 15. Remember to include current unique email addresses to facilitate establishing club officer passwords. Once the new officers are reported, those officers will begin to receive correspondence and have appropriate access to MyLCI and other resources. For the same reason, clubs should also report any officer changes that occur during the year.

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TREASURER The Treasurer of a Club is a very important person. They receive all money associated with the Club, issues relevant receipts, banks the money, pays the accounts of the Club after they have been approved for payment by the Board or Club.

There are two main accounts that should be operated by the Club, an Administration account and a Projects account, which should now be called ‘The Charitable Trust’ of your Lions Club. All monies raised from the Public must be deposited in the Trust account, while money raised by way of Dues, Tail-twisting, and Fines etc. is deposited in the Administration account.

Functions and Responsibilities of the Treasurer: • To assist in the preparation of the Club Budget • Advise members of the state of accounts; present a monthly report, which should include all

balances, as well as Income and Expenditure incurred since the last meeting • To be aware of the deadlines for settlement of the District, Multiple District and International Dues • The International account is settled by depositing the amount using the specially encoded Bank

Deposit Slips as provided by the Multiple District Office • Pay the club’s obligations/accounts/dues authorised by the board of directors. All cheques and

vouchers shall be signed by the treasurer and countersigned by one other officer, determined by the board of directors

• Receive all monies from the secretary/club and deposit the currency in a bank or banks recommended and approved by the board of directors

• Advise the President if there are any concerns regarding the Club finances • Attend all Board meetings • Give bond for the faithful discharge of his/her office in the sum and with surety as determined by

the board of directors • Deliver in a timely manner, at the end of his/her term, the financial accounts, funds and records of

the club to his/her successor • Have custody of and maintain general records of club receipts and disbursements

Notes of annual accounts and financial statements: It is common to present:

• An Income and Expenditure account. Match Revenue against Expenses properly attributable to the current year

• A Balance Sheet, Show assets, liabilities and accumulated funds • A file containing copies of all reports to members • The Annual Balance sheet of the Trust is to be sent to the Charities Commission, Box 30112 Lower

Hutt and an Annual Return Form 4 must be filled in. You can access this online or request it by phoning 0508 242748

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INCORPORATED SOCIETIES ACT 1908

All Clubs should be registered and in doing so the Club members cannot be sued for monies owed by the said Club At the end of the Societies (Clubs) Financial year, the Treasurer will need to prepare a set of accounts to be presented to the Members at the General Meeting.

The purpose of this is to obtain the members approval as required by Section 23, Part 2 of the Act. From records kept during the year, and Receipts and Payments account, Income and Expenditure account and Balance Sheet are made up, audited as required and presented to a General Meeting for approval. Once approved, one copy of the set of accounts must be sent to ‘The Assistant Registrar of Incorporated Societies’ at the office where your Society is registered.

These accounts must be accompanied by a Certificate stating:

“I certify that the foregoing Statement has been submitted to, and approved by the members at (a General Meeting) held on the ..........day of ................ 20…, at ..................................... Signed:................................................. Officer of the Society.

The Annual Accounts should be typewritten, or machine printed on one side only on A4 size paper of good quality. They should show the Societies full name and date to which they are made.

Financial Responsibilities: The club treasurer is responsible for making payments for items purchased by the club, as well as district, multiple district and international dues.

Each month, the club treasurer will receive an itemised statement of charges and credits from International Headquarters, if transactions occurred, or if the club maintains a balance on its account. These charges and credits may include semi-annual international member dues, entrance fees, charter fees, and prorated dues for new members, fees for reinstated members, dues for transfer and life members, and club supplies. It is the responsibility of the club treasurer to review the statement for accuracy and submit the statement to the club’s board of directors for approval. The treasurer should also monitor the billing statements for credit of payments received by LCI. If a payment is not shown on the next billing statement, resend the payment identification information to the Accounts Receivable and Club Account Services department email accountsreceivable@lionsclubs.org or by fax 630-571-1683. Payment is expected within the established terms for all club account balances. A club which has an unpaid balance in excess of US$20 per member or US$1,000 per club whichever is less, outstanding past 90 days will be automatically suspended, including the charter, rights, privileges, and obligations of the Lions Club. In the event the club does not reach an active status by the 28th of the following month, the club’s charter will be automatically cancelled.

Club treasurers should comply with the following instructions to ensure that the club’s account is properly credited with payments.

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Preparing Financial Reports: Most of a treasurer’s time during a board meeting is spent presenting and explaining the financial report. It is important to choose a format for the report that is clear, easy to follow and accurate. Some items to include in the report:

• Itemised income and expenses for the period since the last financial report • The amount budgeted for expenses • The net monetary assets of the club at the beginning and end of the reporting period • A running total of the amount of money the club actually spent on community projects versus the

same figures from the previous year

International and District Dues (January Payment): 1. All dues need to be paid by the 20th of the following month (International January and District

February) 2. Club Treasurers need to be given Club authority to pay the dues on receipt (not wait for Club

meeting to approve) 3. If payment is by cheque, send the District Treasurer the coded deposit slip, copy of the invoice and

the cheque for banking in the Westpac Branch (the District Treasurer will then record this as a paid account as the International records take up to 15 days to appear on their statement)

4. As the exchange rate changes monthly, please utilise the rate as stated on the LCI statement – it is suggested that you add NZ $20 on top of stated amount to ensure you remain in credit

If the above is followed, then Clubs will retain their voting rights at Conventions and the exchange rate on the International dues will be kept to a minimum.

PROJECT DIRECTOR Functions and Responsibilities of the Project Director:

• Set a number of goals regarding projects for the Club and have these signed off by the board of directors

• Organise a set number of fundraising activities (as agreed by the board) • Organise a number of projects for the year which cater to the interests of the club • Look at holding bi-annual surveys of the club membership to ensure activities are meeting the

interests of the club • Sit on the membership committee and support the membership director to fulfil the responsibilities

and goals of the membership director/committee • Provide a verbal report at each club meeting • Split into committees and lead discussions on projects at each business meeting • Delegate projects and key tasks to members of the projects committee – sharing the load equally • Hold project meetings outside of regular Club meetings if necessary • Ensure all projects, information and updates are provided to all Club members as necessary • Attend all Board meetings • Identify a club member whom you can mentor, encourage and support in taking on the projects

director role in the future; this person could act in your absence should you not be present for a meeting

• Set projects which align with the Centennial Service Challenge (CSC) Support District service projects

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ENVIRONMENT DIRECTOR The Lions Policy Statement on the Environment reads:

• “Lions Clubs International, recognising the profound impact of man’s activity on interrelations of all components of the natural environment, particularly high density urbanisation, industrial expansion, resources, exploitation, and new and expanding technological advances, and recognising further the critical importance of restoring and maintaining environmental quality to the overall welfare and development of man, declares that it is the continuing policy of Lions Clubs International to foster and promote general welfare, to help create and maintain conditions under which man and nature can exist in productive harmony, and to fulfil the social economic and other requirements of present and future generations of mankind”

Environment Services Committee: • Studies the needs of the Community, and what is being done to meet those needs • Proposes one or more service activities to the Club’s Board of Directors • Assumes responsibility, as directed by the Board, for performance of the activities adopted • Co-operates with other committees whose work may be related • Set projects which align with the Centennial Service Challenge (CSC) Support District environment

projects

“WHAT MAN HAS CAUSED, HE CAN CURE”

SOCIAL DIRECTOR Functions and Responsibilities of the Social Director:

• Set a number of goals regarding social activities for the Club and have these signed off by the board of directors

• Organise a number of social events for the year which cater to the interests of the club • Look at holding bi-annual surveys of the club membership to ensure activities are meeting the

interests of the club • Organise the social aspect of the monthly social meetings • Assist the current/incoming president with the changeover event • Sit on the membership committee and support the membership director to fulfil the responsibilities

and goals of the membership director/committee • Provide a verbal report at each club meeting • Split into committees and lead discussions on social activities at each business meeting • Delegate social events and key tasks to members of the social committee – sharing the load equally • Hold social meetings outside of regular Club meetings if necessary • Ensure all social events, information and updates are provided to all Club members as necessary

Attend all Board meetings • Identify a club member whom you can mentor, encourage and support in taking on the social

director role in the future; this person could act in your absence should you not be present for a meeting

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BULLETIN EDITOR It is most important that every Club should produce a monthly Club Bulletin. It needs to be well-presented and as interesting as possible. Its main purpose is to disseminate Club News, Notices of Club Events, Projects, and information the members require. Bulletins may be widely read, sometimes by people not associated with Lions, so confidential information, or humour that is risqué or obscene is inappropriate. Bulletin Editors should have full access to minutes of meetings and such, so they are able to report accurately. They could profitably attend Board Meetings. All Clubs within the Zone should receive your Bulletin, as well as the District Governor, Vice District Governors, Cabinet Secretary, Region Chairman, Zone Chairman and the ‘Contact’ Editor. Any material you do not wish to be republished should be so marked; - you can highlight anything you wish to draw attention to. Purposes:

• Keeping the Club Members and their families informed about the Club and its activities • Disseminating information from Zone, District, and Multiple District and from Lions Clubs

International • Providing a forum for a variety of views

Functions and Responsibilities of the Bulletin Editor: • Develop a monthly bulletin • Send the bulletin to all Club members, all Club Secretaries and Presidents within the Zone, the

District Governor, Vice District Governors, Cabinet Secretary, Region Chairman, Zone Chairman and the ‘Contact’ Editor by the 10th of each month; any material you do not wish to be republished should be so marked; - you can highlight anything you wish to draw attention to

• Identify a club member whom you can mentor, encourage and support in taking on the bulletin editor role in the future; this person could act in your absence should you not be present for a meeting

Refer to page 37 for conditions of Bulletin Award entry criteria. CLUB ALMONER The position of Almoner within the Club is one of knowledge, sometimes-intimate knowledge of the members of the Club and their families. In the position of Almoner, you can have the most positive effect on the membership, by simply doing the right thing and at the right time.

Members may appreciate that their Almoner has remembered a Family member’s Birthday, an Anniversary, a Family Wedding, or perhaps Family member’s achievements. These are happy times. There are others times when the Almoners presence could be appreciated. Times of sickness, bereavements, family traumas, - the list goes on.

Your Club may have a policy on who gets cards, or flowers, who visits etc. Find out these important details from the Board. Always remember, the Club President should be informed of all matters in relation to the club members, and their immediate families. The Almoners position is a position of trust. Please consider the feelings of your fellow members, - there are times they may like to keep private what has happened, or what is happening to them. Honour those wishes. Enjoy the year - you can have lots of fellowship with members.

Functions and Responsibilities of the Almoner: • Keep the President informed of all matters in relation to the Club members, and their immediate

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• Provide a list of special dates to the Bulletin Editor for inclusion in the monthly bulletin • Contact members who have not been present at meetings and events Request a list of special

dates from Club members

Almoner Guidelines Regarding Deaths of Lions Members: 1. Notify the District Governor and District Almoner as soon as possible regarding the passing of a

Lions member. It is also courtesy to notify Zone/Region Chairman 2. Please provide a name and address for a sympathy card to be sent to family of the deceased 3. Please complete a eulogy of approximately 100 words or less on the members service/involvement

within Lions to be used at the Remembrance Service at 202D Convention 4. Please supply a good quality photo to be used at the Remembrance Service at 202D Convention 5. Please invite families to the Remembrance Service and lunch at 202D Convention – it is the Lions

Club responsibility to pay for this (usually $10pp) 6. All information is to be sent to the District Almoner 7. Please keep this for your records and pass onto your Secretary

Note: You can also notify the District Almoner of special events, celebrations, achievements etc.

LION TAMER The Lions Tamer is a constituted member of the Board, and as such has a responsibility to the Club membership to attend all meetings. At all meetings the Lion Tamer acts as the “Sergeant at Arms’.

The Lion Tamer is responsible for all Club property and paraphernalia. It is of utmost importance that a proper record be kept. Over the years various Lions equipment will be stored in Basements, i.e. Banners, Emblems from special days etc. With the changing Leadership in Lions each year, gear will be lost unless the Lion Tamer keeps a full inventory of all Club property. This inventory book should be set out so that all Goods can be checked in and out as they are used, and updated with additional gear obtained during the year. This inventory will be the only Club record for future members, and also is important for the purpose of Insurance etc. If your Club does not as yet have a proper Inventory, ask all members to submit to you a list of all the Lions equipment they have in their possession, not forgetting to make your own.

Included in the property should be a complete History of the Club, including all the Club Bulletins, Photo Albums, Newspaper Clippings etc. Some Clubs appoint a Historian to compile this information, otherwise the responsibility rest with you. All this material has its value at ten and twenty year milestones, as well as for Charter Anniversaries. Do ensure proper storage for the property of your Club.

TAIL TWISTER He/she promotes harmony, good fellowship, and enthusiasm in the meetings through appropriate stunts, games and the judicious imposition of fines on club members. There shall be no appeal of his/her decision in imposing a fine, provided, however, that no fine shall exceed an amount fixed by the board of directors of the club, and no member shall be fined more than twice at any one meeting. The tail twister may not be fined except by the unanimous vote of all members present. All monies collected by the tail twister shall be immediately turned over to the treasurer and a receipt shall be given.

Please note, the Tail Twister competition is held on the 1st Wednesday in May every year at Rongotea.

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INDUCTION CEREMONY SUGGESTIONS The induction of a new member into a local Lions Club is the beginning of his/her membership development. In order to lend dignity and importance to the Induction Ceremony, a highly respected Lion should perform it. Following are suggested items, which can be included in an Induction Ceremony:

• Give a brief history of the Association of Lions Clubs International • Present a short history of your Club, and its current activities • Stress that membership is by invitation, and the member being inducted is welcomed by your

entire membership • Explain what will be expected of the new member, such as regular attendance, and time given to

Club Projects, etc.• Administer the Oath (suggestions follow) • Present the new member with a New Members Kit and describe the contents • Explain sponsors and Club’s responsibilities • Welcome the new member to Lionism on behalf of Lions Clubs International and District 202D

Suggested Obligation 1:

‘Since you have expressed the desire to affiliate with this Club and with Lions Clubs International, I now ask that you repeat after me -

I do hereby accept membership in the Lions Club of.........................knowing that membership obligates me to participate in all functions of the Club. To the best of my ability I will abide by the Lions Code of Ethics, attend meetings regularly, accept such assignments as are given to me, and to contribute my share to the programmes of my Club, District and Lions Clubs International.

Suggested Obligation 2:

Since you have expressed the desire to affiliate with this Club, and with Lions Clubs International, I now ask that you respond to my words, with a simple ‘I do’ or ‘I will’.

Do you hereby accept membership in the Lions Club of ..................knowing that such membership obligates you to participate in all functions of the Club?

Response: I do ‘To the best of your ability, will you abide by the Lions Code of Ethics, attend meetings regularly, accept such assignments as are given you, and contribute your share to the programmes of your Club, District and Lions Clubs International?’

Response: I will

Suggested continuation from either obligation 1 or 2 of membership.

‘You are now a member of the Lions Club of ....................... Your sponsor will now place on your lapel, this Membership Badge that signifies your Membership’ (Sponsor pins on Lapel Pin)

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“I would like to ask your sponsor, Lion .......... to respond to my words with a simple “I will”. Will you fulfil the following obligations to our new member?

• Make him/her feel welcome by introducing him/her to all Club Members. • Provide him/her with information about the Club, its Officers and Constitution. • See to it that Officers provide him/her with assignments that will, enable him/her to immediately

become an active Lion. • Arrange for an Orientation session on Lion-ism. • Be ready to answer any questions he/she may have on the operation of the Club, as well as on any

other subject on Lion-ism. • Encourage him/her to let you know of any existing problems and offer possible solutions. Assist

him/her in developing into an outstanding Lion

Response: I will

‘Fellow Lion ........... wear that emblem constantly with pride. Let me congratulate you and welcome you into the greatest of all Service Club Organisations, The International Association of Lions Clubs. On behalf of the Club I now present you with this new Membership Kit, it contains your Official Certificate of Membership, and other material, which will help you.

Do you hereby accept membership in the Lions Club of ..................knowing that such membership obligates you to participate in all functions of the Club?

Response: I do

It is recommended that new members be advised as soon as possible of the Committee they are to serve on, and to be formally introduced to that Committee Chairman.

DISTRICT AWARDS

RECOGNITION Recognition can be defined as, “acknowledgement with a show of appreciation.” It is important that club officers let members know their service is noticed and valued.

Lions Clubs International has an extensive formal recognition program to reward Lions for special achievement. Recognition can also be a more personal reinforcement that we call informal recognition. From a simple “thank you,” to buying lunch, to sending a note, to naming a club event in their honour, club leaders should be creative in their efforts to let others know they appreciate their hard work. For more ideas, refer to the publication The Art of Recognition on the LCI Web site.

Recognise Club Members: Recognition is an excellent way to maintain morale in the club. Clubs may determine guidelines for honouring the service of its members. The secretary is responsible for maintaining accurate awards records and ordering awards. Suitable awards honouring outstanding service are available from the Club Supplies Catalogue. Awards should be ordered as early as possible to ensure timely delivery.

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Host Appreciation Dinners: Many clubs choose to hold an appreciation dinner for all community residents who have helped their club. It is a good opportunity to say “thanks” to everyone.

Membership Awards: Descriptions of the various membership award programs are available on the LCI Website. CLUB EXCELLENCE AWARD To qualify the club must further the objectives of the association, adhere to the association’s constitution and by-laws and policies, and meet each requirement noted below during the fiscal year:

• Club in good standing - International per capita taxes and new member entrance fees are paid in full and there is no outstanding balance of US$50 or more that is ninety (90) days or more past due

• Service - the club has conducted at least three service projects. Please briefly describe the service activities that were conducted

• Contribution - the club has either contributed a minimum of $10 for each club member to LCIF or awarded a Melvin Jones Fellow or a progressive Melvin Jones Fellow

• Membership - the club achieved a net growth in membership (including branch club members when applicable) or sponsored a new club. The new members attended an orientation and were properly inducted into the Lions club

• Communication - the club has publicised the club’s service activities to the public through local media and effectively communicated activities to club members. Please explain briefly how the club service activities were publicised through newspaper articles, public service announcements or other forms of local media

• Leadership Development - all officer positions were filled in accordance with the constitution and bylaws by qualified Lions, a majority of the club officers participated in a leadership training program at the zone, district, multiple district or international level and the club was represented at zone meetings

• Club Development – the club has hosted regular and meaningful club meetings and submitted the Monthly Membership Report, the Service Activity Report, and the Club Officer Report (PU-101) in a timely manner

DISTRICT ADMINISTRATION AWARD This award is presented to the Club, who, in the opinion of the District Executive, has performed with distinction, and in addition has met the requirements as listed. This award is for the time frame from 1st March to the 28th February and will be presented at the Annual District Convention.

CRITERIA Membership Report Per Month

Sent electronically to International by last day of the current month 20 points

Completed correctly (for each error there will be a deduction of 2 points, with a maximum of 10 points each month - there are over 30 errors possible)

20 points

PU101

Sent electronically to International by 1.5.2015 15 points FINANCE

1st half year dues paid by 01.09.15 20 points

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1st half year Int. dues paid by 01.09.15 20 points

2nd half year dues paid by 20.02.16 25 points

2nd half year Int. dues paid by 20.02.16 25 points

COMMUNICATION

Club Bulletin received by District ‘Contact’ Editor each month 25 points

ATTENDANCE

• Club President attends each District Governor • Advisory Committee Meeting

15 points

• Club Secretary attends each District Governor • Advisory Committee Meeting

15 points

Total Points 200 points

DISTRICT BULLETIN AWARD There are two awards for the bulletin:

• Best Hard Copy • Best Electronic Copy

Judging Criteria: The District Governor and Contact Editor must receive the Club Bulletin each month either by email or hard copy - any Club that does not follow this procedure is automatically eliminated from entry.

The Club Bulletin MUST include the following: • Name of Club, plus postal address and meeting place and time • Name and Address of Editor

Other details, which should be included, are: • Name, Address & Telephone Number of Club Officers (not all members) • Resume of previous meeting (not actually the minutes) • Announcements of actions taken by the Club • Committee Reports • Clubs, Zone, District and International news and coming events. • Some humour • News of Members • Editorial (optional)

Judging will take into account: • Presentation + Effectiveness + Originality + Illustrations

Zone Chairmen are responsible to ensure all Clubs are aware of the requirements, and encourage Bulletin Editors to participate in the Contest. The winner of the District Bulletin Award goes forward to the Ron Rowe Bulletin Award. Ratings for a Bulletin:

• 20 points for layout: Masthead, Club Name and Official Meeting Place and time, Appearance, Illustrations, and Originality

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• 80 points for content: Editorial, Reports, Completed and future Projects, Club, Zone, District and International News, Coming Events, and Humour

MEMBERSHIP AWARD Club Growth Award The Club with the highest net gain in membership for the calendar year will be presented with this award at the following convention. The aim is to recognise Clubs who have worked extremely hard to increase their membership, and have achieved this goal. WAVERLEY AWARD The purpose of this award is to encourage participation in Community Service Projects. It is permissible for each Lions, Lioness or Leo Club to submit one entry each Lions year for consideration for this award. The basis for judging is as follows:

• Involvement of Club Members in the Project • Participation of Club in the Community • Initiative, originality & enterprise of the idea • The benefit to the community from the Project • Manner of Presentation

For more information, please refer to the Service Activities and Environmental Handbook.

DISTRICT 202D ENVIRONMENT AWARD Aims and Objectives:

• To promote the responsible care of our environment • To encourage participation in environmental projects • To demonstrate Lions Clubs commitment to caring for our environment • To share, with others environmental projects Lions are involved with • To acknowledge Lions Clubs who participate in environmental projects

For more information, please refer to the Service Activities and Environmental Handbook.

DISTRICT 202D YOUTH AWARD To further promote Youth activities within the District, the District Cabinet has a District Youth Award. This award is to be awarded annually to the Club who submits a Youth Activity Project (small or large) to the District Governor of the day, by the 31st January each year. Aims and Objectives:

• To encourage vigorous Club participation in Youth Activities • To stimulate friendly rivalry between Clubs by implementing exciting and adventurous Youth

Programmes • To enable worthy projects to be recorded and make available for use by other Clubs

For more information, please refer to the Youth Handbook. THE PAT RYAN YOUTH AWARD The Project which wins the 202D Youth Award is forwarded to Multiple District for judging, along with the winning entries from the other districts in Multiple District 202. The Award was instituted to encourage clubs to participate in Youth Activities, and in doing so, stimulate friendly rivalry between Clubs as they

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implement new, exciting and adventurous programmes for our Youth. The winning project will be announced at the Multiple District Convention. Regular participation in this Competition ensures that all worthy projects are recorded, and the details made available for use by all other Clubs. LIONS YOUNG LEADERS IN SERVICE AWARDS The “Lions Young Leaders in Service Awards” recognise youth for their community service within a 12 month period:

• 50 hours of Community Service - Silver Seal Award • 100 hours of Community Service - Gold Seal Award

For more information, please refer to the Youth Handbook.

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DISTRICT CABINET – OUTLINE OF PORTFOLIOS We’re Here to Help Club Officers are encouraged to work with District Officers to achieve shared objectives. Your District Governor, 1st Vice District Governor, 2nd Vice District Governor and Region and Zone Chairpersons can help you with questions and problems that may arise during your year. Many districts also have materials for club use, such as a video lending library, that may be helpful. Often, past officers can offer advice based on their experience. Districts often provide a directory of district and club officers, which is useful for communication with district officers and other club officers.

A brief description of their duties follow, however, the District Chairmen’s Portfolios may alter through the year at the discretion of the District Governor.

DISTRICT GOVERNOR

The District Governor is under the general direction of the International Board of Directors, and as such shall represent the Association of Lions Clubs International in the District. In addition, the District Governor shall be the Chief Administration Officer in the District, and shall have direct supervision over all Cabinet Officers and Appointees. The District Governor’s duties briefly are to:

• Further the purposes and objects of Lion-ism • Attend Multiple District 202 Council Meetings • Attend the Multiple District Convention • Visit Clubs in the District during the year in Office • Preside over Cabinet Meetings, District Convention and other District meetings • Perform any functions and acts as directed by the International Board of the Lions Clubs

International • Liaise with the Vice District Governors to ensure that the Vice District Governors are aware of the

commitments and requirements of the Office of District Governor, and to offer assistance to the District Governor elect to ensure there is a smooth transition at the end of the Lions year

IMMEDIATE PAST DISTRICT GOVERNOR

• Advises District Governor on matters as deemed or thought necessary • Gives District Governor support throughout the year • Promotes Club Extension within the District • Promotes the International Officers Support Fund (I.O.S.F.)

1st VICE DISTRICT GOVERNOR • Supports the District Governor • Plans for their year as District Governor • Promotes forward planning within Lion-ism • Attends the Vice District Governor Training and Information seminars • Attends the Multiple District Convention • Becomes GMT Coordinator

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2nd VICE DISTRICT GOVERNOR: • Supports DG and 1st VDG • Coordinates GMT with 1st VDG

CABINET SECRETARY: • The Cabinet Secretary will be the chief communicator between the District, Multiple District and

Lions Clubs International.• Assist the District Governor in the preparation and distribution of Cabinet Meeting Agendas. • Is the Minute keeper of all District Cabinet Meetings, and the District Convention.• Is the District’s correspondence Officer.• Is available to assist Club Secretaries.

CABINET TREASURER: • Assists in the preparation of the yearly budget.• Sends out the half yearly accounts of District and Multiple District Dues to Clubs Assists Club

Treasurers on request.• Receives all monies from the Clubs, and disperses to various causes as indicated. • Makes payment of all District Accounts.• Provides financial reports for Cabinet Meetings. • Prepares the Annual Accounts, and arranges for Auditing, in time for inclusion in the Convention

Manual of the following year.

GLOBAL MEMBERSHIP TEAM GMT allows for a concentrated emphasis on membership growth, engagement of members and formation of new clubs. This will benefit the association through increased membership and participation, as well as a stronger commitment to local and global humanitarian service. Recruitment and Retention:

• Membership recruitment: o http://www.lionsclubs.org/EN/member-center/membership-and-

new-clubs/invitemembers/index.php

• Just Ask! New Member Recruiting Guide: o http://www.lionsclubs.org/EN/common/pdfs/me300.pdf

Membership Satisfaction Guide: o http://www.lionsclubs.org/EN/common/pdfs/me301.pdf Club

Excellence Process: o http://www.lionsclubs.org/EN/member-center/membership-and-

new-clubs/strengthenmembership/club-excellence-process/index.php How are your Ratings? Survey:

o http://www.lionsclubs.org/EN/common/pdfs/me15b.pdf Community Needs Assessment:

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o http://www.lionsclubs.org/EN/common/pdfs/mk9a.pdf

GLOBAL LEADERSHIP TEAM We will have two Cabinet trainers – one each in the North and South of the District. The role of the GLT is to develop and train future leaders and promote participation at Emerging Lions and Leadership Institutes.

Responsibilities of the GLT District Coordinator include: • Supports and motivates zone and club leadership • Assesses training and leadership needs in the district; communicates needs to GLT Multiple District

Coordinator • Establishes training and development plan for the district with guidance from GLT-Multiple District

Coordinator • Organises and promotes training at district conferences and conventions • Educates Lions in district on and encourages use of LCI leadership development programs, tools and

resources • Organises zone chairperson training and club officers training • Ensures new member orientation is effectively implemented • Identifies and encourages potential leaders based on aptitude, experience and interest;

recommends qualified candidates for further development; encourages involvement with Lions Mentoring Program

• Identifies community leaders to join Lions – refers to GMT for follow up • Ensures training and development is emphasised throughout the district

For additional information related to the GLT, visit the GLT page on the LCI website: • http://www.lionsclubs.org/EN/member-center/leadership-development/global-leadership-team/index.php

Lions Leadership Institute The Lions Leadership Institute is held in all constitutional areas to build the leadership skills of new, existing and emerging Lions Leaders around the world.

There are two divisions: 1. Emerging Lions Leadership Institute:

• These are designed for Lions who have been members less than eight years and who have not held office higher than Vice President

• The cost is subsidised – usually under $200 (which the club should pay) plus transport to the venue

2. Advanced Lions Leadership Institute:

• These are designed for Lions who wish to serve at Cabinet level or higher. They target Club Presidents, Secretaries. Zone Chairmen, Vice District Governors and District Governor

• The only cost participants must meet is their travel arrangements to and from the Institute. The Institute meets all other costs - accommodation, meals, manuals etc. Your District or Club may be able to assist

Training resources

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• Leadership Resource Centre (LCI Website): o http://www.lionsclubs.org/EN/member-center/leadership-development/index.php o http://www.lionsclubs.org/EN/member-center/leadership-development/news-train-clubofficers.php

• Lions Learning Centre: o offers all Lions the opportunity to sharpen their knowledge of Lions fundamentals and

leadership skills through online, interactive courses: http://www.lionsclubs.org/EN/member-center/leadership-development/lions-

learningcenter/index.php

• Webinars: o interactive, online trainings sessions that use the Internet to connect the participants and

instructors: http://www.lionsclubs.org/EN/member-center/leadership-development/

developmentprograms/webinars.php

REGION CHAIRMEN The Region Chairmen’s position is important in the overseeing of the Zones, and assisting District Chairmen in the implementation of their portfolios.

ZONE CHAIRMEN Zone Chairmen are the direct link between Clubs and the District Cabinet. It is an interesting and rewarding portfolio, with special emphasis of being alongside Club Presidents’, and assisting them when and wherever possible. The Zone Chairman will hold four Zone Meetings per year and will visit all Clubs within the Lions year.

The Zone Chairman should start off their year prior to the President’s Dinner with a get together of all the Club Presidents and partners within the zone to discuss the President’s Dinner, the Zone Chairman’s goals for the year and plan zone meeting dates. Updates, decisions and points of interest from Cabinet meetings will be provided at each zone meeting by the Zone Chairman.

CONTACT EDITOR The Contact Editor produces the District Governor’s Newsletter ‘Contact’ on a regular basis, so that Lions members are kept informed on all aspects of Lion-ism. All articles, club bulletins etc. are to be provided to the Contact Editor by the 10th of each month.

YOUTH ACTIVITIES CHAIRMEN This portfolio handles all affairs on the District in relation to Youth Activities. The District Youth Chairmen will be required to communicate and delegate to the Club Youth Directors on a regular basis, so that the Youth Programme runs smoothly. The Youth Committee is to meet, as they feel necessary for the implementation of the District Youth Programme. The activities of this Committee include:

• Outward Youth Exchanges, and arrange Orientation sessions • Inward Youth Exchanges, organising host families and suggest a programme to assist the home host • Peace Poster Competition refer to youth handbook

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• District 202D Youth Camp • District 202D Youth Award • District Junior Speechmaker Contest for youth aged 10 – 13 years • District Young Speechmaker Competition for youth aged 16 to 21 years • Lions Young Leader in Service Awards • Kidz n’ us • Duffy books in Homes

For more information, refer to the Youth Handbook.

SERVICE ACTIVITIES CHAIRMEN AND ALERT CHAIRMEN This portfolio handles all the affairs within the District in relation to Health and Welfare activities. The projects are many and varied.

The activities of this Committee include: • Kantabs • Heads Up 4 Kids • Centennial Service Challenge • Child Mobility • Kharikhola Clean Drinking Water Project • Eye Glass Spectacles Collections • Camp Quality

For more information, refer to the Service Activities and Environmental Handbook.

The Lions ALERT Program encourages Lions clubs, districts, and multiple districts to cooperate with local authorities to develop a plan of action in the event of a natural, man-made, or healthcare emergency

ENVIRONMENT CHAIRMEN The district Environment Chairperson encourages clubs in the district to implement Lions Green Team projects such as: community clean-up, tree planting, recycling, and environmental education. The Chairperson is also responsible for encouraging clubs to participate in the Lions Environmental Photo Contest. The activities of this Committee to include:

• Centennial Service Challenge • Wild-base Recovery • Environment Photo Contest

For more information, refer to the Service Activities and Environmental Handbook.

PUBLICITY & PUBLIC RELATIONS CHAIRMEN This Chairperson is responsible for providing guidance and support to club public relations chairpersons, and publicising/promoting district activities/Lion-ism in all forms of media to the community and informing Lions of district activities.

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NON-CABINET OFFICERS District Governor Visiting Liaison:

• Co-ordinate the District Governor’s visits to Clubs, this is a very important position to ensure the Governor’s year goes smoothly

Lions Skills Coordinators: • This portfolio handles all the affairs in the District in relations to the Skills Programme, including

promotion, education, and training workshops

Leo Clubs Coordinators:

• The Leo Club Program provides young people with the opportunity to develop leadership skills by conducting civic and service activities in their communities. Leo club chairpersons contribute to the success of their districts through the promotion, development, growth and continual support of Leo clubs

• Appointed at the district and multiple district level, Leo club chairpersons may be appointed for a one or three-year term during which they encourage Leos and Leo club advisors to bring new energy, inspire fresh ideas for service, and grow the Leo Club Program

Legal Advisor:

• Our Legal Advisor is available to assist Clubs with questions regarding Legal Matters, our Constitution, and Insurance related matters

Webmaster: The Webmaster functions include:

• Updating the District website • Assisting Clubs and Cabinet members with issues relating to MyLCI (Monthly Membership Report,

Service Activity Report) and the Lions NZ Website • Creating and updating a District Facebook page

Convention Chairman:

• The Convention Chairman is responsible for promoting the District Convention

Camp Quality Liaison:

• Camp Quality will be sited outside our District for the coming year. This is very much a District project and we must continue to support it

District Historian: This is a specific person who looks after all records of the District (past and present). Information from the Historian is available to all Clubs

CABINET OFFICERS VISITS TO CLUBS Cabinet Officers are the District Governor, Immediate Past District Governor, Vice District Governors, Cabinet Secretary, Cabinet Treasurer, Zone Chairmen and District Chairmen. District Governor Charles will visit as many Clubs as possible in District 202D during his term in Office. Clubs will be advised of the

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proposed visiting date. Vice District Governors Phil and Lynette may be deputised for District Governor Charles at some Clubs. District Governor Charles may visit these Clubs later in the Lions year. District Governor Charles will endeavour to meet the Club President’s wishes in regards to the visits to Clubs. On these official visits, please allow a short time for an address to your members, and time to answer any questions your members may have. It is advised that there be NO OTHER guest speaker used on the District Governors visit. Cabinet Officers are representatives of the District Governor, and when on an Official Visit to a Club should be given the opportunity to address the Club members. Cabinet Officers should be non-paying guests when on an official visit, especially at Zone Meetings. They should also be regarded as non-paying guests when invited to a special function to perform an official duty. When District Governor Charles is invited to Special Social functions, he should be under no financial obligations. Please be aware that District Governor Charles may have his personal bannerette to present to your Club. It would be appropriate to reciprocate with your Club Banner.

DISTRICT GOVERNOR’S ADVISORY COMMITTEE MEETINGS - ZONE MEETINGS The President and Secretary of a club are members of the District Governor’s Advisory Committee of the Zone in which the Club is located. The Advisory Committee meets at least four times during the fiscal year, upon call by the Zone Chairman who is the Chairman of the Advisory Committee. These meetings are held for the purpose of enabling the Presidents and the Secretaries to get together to discuss Club problems, exchange ideas on Club administration, and otherwise to be of mutual assistance. For instance, one of the most important problems is that of the retention of members. It is very important that both the Club President and the Secretary attend the Advisory Committee meetings of their Zone. You will receive notice of the meeting from your Zone Chairman and also a report sheet that is to be completed in duplicate. The report has been greatly simplified over the years, and can be completed in quite a short time by reference to the previous three month’s minutes, and membership and activities reports. A report on the Zone Meeting should be presented at your next Club meeting – verbally is sufficient. See Appendix Three for an example of a Zone Meeting Report Template.

IMPORTANT DATES

202D Charter Anniversaries Years Club Chartered

55 years Whanganui 22/08/196150 Years Waitara 7/12/1966 50 Years Inglewood 2/05/1967 45 Years Ashbhurst - Pohangina 26/10/1971

45 Years Colyton - Bunnythorpe 29/03/1972 35 Years New Plymouth Pakeke 2/04/198225 Years Bell Block Puketapu 17/12/1991

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25 Years Hawera Mt View 21/04/199225 Years Opunake Lakeside 20/04/19925 Years Palmerston North Evolve 21/05/20122 Years New Plymouth Koru 4/09/2014

International Conventions Location Date Year Fukuoka, Japan 24th June - 28th June 2016 Chicago, Illinois 30th June - 4th July 2017 (100th

Anniversary) Las Vegas, Nevada 29th June – 3rd July 2018

202D Conventions Location Date Year New Plymouth (Inglewood) 3rd – 5th March 2017 Palmerston North (Heartland) 6th – 8th March 2018

Multiple District 202 Conventions

Tauranga (Otumoetai ) 29th April 2017 Palmerston North (Middle Districts) April 2018

202D Cabinet Meeting Days Location Date Year Wanganui - Presidents Dinner that Evening 23rd July 2016 Eltham 5th November 2016New Plymouth - Convention weekend 3rd March 2017 TBC 13th May 2017

KEY OFFICERS OF THE ASSOCIATION International President MD 202 Council Chair

Cr Bob Corlew PDG Nalini Bhaskar (Udaya)

MD 202 Executive Officer PDG David Dawick (Verla) MD 202 Treasurer Steve Bennett MD 202 Legal Counsel Executive Management Committee

A.J. Alan Knowsley (Linda)

Chairman MD 202 Council of Governors

PDG Graham Robinson (Vanda)

District 202D Charles Thurston (Jocelyn)

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District 202E Malcolm Williams (Helen) District 202F Graeme Wilson (Chanel) District 202J Tom MacDonald (Margaret) District 202K Richard Simmons (Lorraine) District 202L Stu Gray District 202M MD 202 Committee Chairs

Sam Browne (Janet)

Lions Clubs NZ Child Mobility Foundation Gaylene Lawrence (Ron) Editor N.Z. Lion Iain Morrison (Amanda) Youth Exchange Chief Co-ordinator Wendy Miller (Graeme) Young Speechmaker National Co-ordinator PDG Brian Quinlan Lions Club NZ Charitable Trust Lloyd Morgan Lions Clubs Charitable Trust

PCC Jo Cameron (Mike)

Trust Chairman PID Lucie Armstrong 202D District Trustee Global Leadership / Membership Team

PCC Joyce Raven

MD202 GMT Co-ordinator PDG Huck Taingahue MD202 GLT Co-ordinator PDG Richard Norris

WHAT IS LIONS CLUBS INTERNATIONAL FOUNDATION (L.C.I.F)?

What is a Melvin Jones Fellowship? It is the Foundation’s highest honour.

The question of “What is a Melvin Jones Fellowship” is best answered in terms of individuals whose lives have been enriched by humanitarian projects. Projects made possible by donations to Lions Clubs International Foundation for the Melvin Jones Fellowship Programme.

The Fellowship, which was created in 1973, takes its name from the founder of Lions Clubs International, Melvin Jones. It is an honour, not an award. The Fellowship was established as the L.C.I.F.’s highest form of recognition to acknowledge an individual’s dedication to humanitarian service. Fellowship donations are largely responsible for launching the Lions aggressive global attack on preventable and curable blindness - the L.C.I.F. Sight First programme. A Melvin Jones Fellowship costs US$1,000.00.

Lions interested in supporting the Foundation can make personal contributions (US$20.00 per year). To fulfil the Club Excellence Award clubs are required to have made an annual donation to L.C.I.F (visit

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http://www.lcif.org/EN/resources/forms.php). This must be recorded on the encoded Westpac LCI deposit slip e.g. “LCIF-MJF”. Further information can be obtained from our District Governor or from the Cabinet Chairman responsible for L.C.I.F .

LEO CLUBS The Youth of New Zealand are the future citizens and leaders of our society. No matter how small a Leo Club may be, any activity that might make their members better citizens must be encouraged. We ask you, as Presidents, to assist us in this area. Remember however, that Leo Clubs tend to have a shifting membership, and sometimes one might become frustrated with the coming and going of members, but they are a sincere and dedicated group.

There is a Fee Exemption for former Leos who left their club in good standing after 13th October 1996. They are eligible to receive a new Leo Completion of Service Certificate. Leos who are later invited to join a Lions Club can use this Certificate to waive the International Entrance Fee into Lions (US$25.00) to qualify for this fee exemption; the Lions Club must submit a copy of the Certificate to Lions International Headquarters with the monthly Membership report.

Sponsor Lions Club Presidents, Secretaries, or Lions Club advisers can request the free Certificate from the Youth Programmes Department at Lions International Headquarters, by contacting your Youth Chairman.

It is suggested that every Lions Club: • Needs to regard Leos as a Project, which requires constant nurturing, attention and support • Be organised through the Youth Committee to offer regular support by having a Leo Support Officer

or Liaison Officer • Consider opportunities to involve Leo Club members in your own activities, by assisting with

projects, car-parking etc. - take an interest in Leos, invite them for Club visits, Zone Meetings etc • Assist Leo Clubs with ideas, with transport, with guidance, and with equipment • Encourage young people to join Leos. Provide names to your local Leo President or to your District

Youth Chairman

THE LLOYD MORGAN LIONS CLUBS CHARITABLE TRUST (L.M.L.C.C.T)

This was instituted to commemorate the year in office of the International President, of a New Zealander, Lloyd Morgan, OBE 1979-1980. The purpose - ‘To perpetuate the philosophy of concern for people expounded by Lloyd, and directed towards humanitarian and charitable activities, beneficial to the Community’. The initial Capital Fund of $35,000.00 was contributed by Lions, Lioness and Ash Clubs of Multiple District 202 to establish the Trust. This was announced at the International Convention in Chicago in 1980, at the end of Lloyd’s year as International President, and in recognition of that year’.

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The Trust is administered in terms of a Trust Deed, which along with the Trust has been approved under the provisions of the Charitable Trust Act of 1957. The Capital Fund is made up of donations, through Club Memberships, Life Memberships, Honoured Memberships, Benefactor Memberships, Friends of the Trust, and donations made to the Honour Roll in memory of deceased Lions. The Capital is invested, and the interest obtained is used to fund the various grants and loans made by the Trust. Because the income of the Trust is by way of interest on the Capital Fund invested, it is important that costs of administration are kept at the bare minimum. Only receipted expenditure, authorised by the Chairman is allowed. This covers airfares to meetings, but no accommodation costs or meals for meetings or Conventions. People who work within the Trust do so at considerable expense to themselves. The other income generated is from the administration of other designated funds. These funds are deposited with the Trust by Clubs and others, and an administrative charge of 8% is charged against the Interest generated by those funds.

LIONS CLUB INTERNATIONAL

PURPOSES • TO ORGANISE, charter and supervise service clubs to be known as Lions clubs • TO COORDINATE the activities and standardise the administration of Lions clubs • TO CREATE and foster a spirit of understanding among the peoples of the world • TO PROMOTE the principles of good government and good citizenship • TO TAKE an active interest in the civic, cultural, social and moral welfare of the community • TO UNITE the clubs in the bonds of friendship, good fellowship and mutual understanding • TO PROVIDE a forum for the open discussion of all matters of public interest; provided, however,

that partisan politics and sectarian religion shall not be debated by club members • TO ENCOURAGE service-minded people to serve their community without personal financial

reward, and to encourage efficiency and promote high ethical standards in commerce, industry, professions, public works and private endeavors

CODE OF ETHICS

• TO SHOW my faith in the worthiness of my vocation by industrious application to the end that I may merit a reputation for quality of service

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• TO SEEK success and to demand all fair remuneration or profit as my just due, but to accept no profit or success at the price of my own self-respect, loss because of unfair advantage taken, or because of questionable acts on my part

• TO REMEMBER that in building up my business it is not necessary to tear down another’s, to be loyal to my clients or customers, and true to myself

• WHENEVER a doubt arises as to the right or ethics of my position or action towards others, to resolve such doubt against myself

• TO HOLD friendship as an end and not a means. To hold that true friendship exists not on the standard of service performed by one to another, but that true friendship demands nothing but accepts service in the spirit in which it is given

• ALWAYS bear in mind my obligations as a citizen to my nation, my state, and my community and to give them my unswerving loyalty, act, and deed. To give them freely of my time, labour, and means

• TO AID others by giving my sympathy to those in distress, my aid to the weak, and my substance to the needy

• TO BE CAREFUL with my criticism and liberal with my praise. To build up and not destroy PRINCIPLES

• To create and foster a Spirit of Understanding among the peoples of the world • To promote the principle of good Government and good Citizenship • To take an active interest in the Civic, Cultural, Social, and Moral welfare of the Community • To unite the Clubs in the bonds of Friendship, Good Fellowship, and Mutual Understanding • To provide a forum for the open discussion of all matters of Public Interest, provided, however,

that Partisan Politics, and Sectarian Religion shall not be debated by Club Members • To encourage Service minded people to serve their Community without Personal financial reward,

and to encourage efficiency and high ethical standards in Commerce, Industry, Professions, Public works, and Private endeavours

OBJECTIVES

To promote the improvement of literacy and numeracy through: the provision of resources to community educational institutions o

the provision of scholarships and prizes for academic achievement o

providing assistance to other organisations working to improve literacy and numeracy To provide public benefit to the community through service and fundraising projects to meet needs

of the following;

the aged or infirm

members of the community who require assistance

those affected by poverty

public health needs

To promote the development of leadership and vocational skills in the community through: the provision and/or of leadership/development type o

provision and vocational skills training and or support to vocational training institutions To improve any of the following:

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public amenities including, but not limited to, public halls, libraries, museums, parks and gardens, sporting and pool facilities the natural environment o protection of human life through rescue and emergency services o protection of welfare of animals o social rehabilitation resources

To provide assistance to other charitable organisations through service, fundraising events and or the provision of sponsorship To provide other assistance to our community or other communities in times of disaster To otherwise encourage participation in the community on a non-partisan basis To provide to other general charitable purposes within New Zealand

The Club’s objects shall only be carried out in and to benefit people in New Zealand, however the Board of Directors may carry out activities outside New Zealand to promote the Club or the humanitarian activities of Lions Clubs International. MISSION STATEMENT

TO CREATE AND FOSTER a spirit of understanding among all people for humanitarian needs by providing voluntary services through community involvement and international cooperation

LIONS CLUBS INTERNATIONAL - THE BEGINNINGS: Lions Clubs International began as the dream of Chicago insurance man Melvin Jones. He believed that local business clubs should expand their horizons from purely professional concerns to the betterment of their communities and the world at large. Jones’ own group, the Business Circle of Chicago, agreed. After contacting similar groups around the country, an organisational meeting was held on June 7, 1917, at the LaSalle Hotel in Chicago. The new group took the name of one of the groups invited, the “Association of Lions Clubs,” and a national convention was held in Dallas, Texas, USA in October of that year. Thirty-six delegates representing 22 clubs from nine states were in attendance. The convention began to define what the association was to become. A constitution, by-laws, objects and code of ethics were approved. Among the official objects adopted in these early years was one, which read, “No club shall hold out the financial betterment of its members as its object.” The object has remained one of the association’s main tenets ever since. Dr. W.P. Woods, of Evansville, Indiana, USA was elected as the first president. Guiding force and founder Jones was named acting secretary, thus beginning his relationship with Lions that ended only with his death in 1961. Just three years after its formation, the organisation became international when the first club in Windsor, Ontario, Canada was established in 1920. Clubs were later organised in Mexico, China and Cuba. By 1927, membership stood at 60,000 in 1,183 clubs.

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In 1935, Panama became home to the first Central American club; the first club in South America was organised in Colombia the following year. Sweden, then France, brought Europe into the association in 1948. Japan had clubs by 1952, and the so-called “Eastern Bloc” was unblocked in 1989 with the formation of clubs in Hungary, Poland and Estonia. In 1990, a club was chartered in Moscow and today over 100 Lions clubs are demonstrating the value of service in countries once closed to voluntary action. Perhaps the single event having the greatest impact on the association’s service commitment occurred in 1925 when Helen Keller addressed the Lions at the international convention in Cedar Point, Ohio, USA. It was there that she challenged Lions to become “knights of the blind in the crusade against darkness.” In 1990 Lions launched their most aggressive sight preservation effort to date, SightFirst. The more than US$150 million-plus program strives to rid the world of preventable and reversible blindness by closing the gap between existing health care services and those that remain desperately needed. Broadening its role in international understanding, the association helped the United Nations form the Non-Governmental Organisations section in 1945, and continues to hold consultative status today. Each year, during the Lions Day with the United Nations ceremonies, an award is presented to the grand prizewinner of the Lions International Peace Poster Contest, itself a significant program, which draws over 350,000 entries annually. Another significant event in the association’s history occurred in 1987, when Lions Clubs International became the first major service club organisation to admit women as members. Since those first years, the association has grown to include nearly 1.4 million men and women in more than 45,000 clubs located in 204 countries and geographical areas.

HOW THE ASSOCIATION IS ORGANISED

The individual Lions club is the most important unit of your association. As an individual, you belong to the club. It is the club that belongs to the association. This means that when it comes time to elect international officers and directors, or to amend or change the International Constitution and by-laws it is the club that casts the necessary votes through its authorised delegates.

Every Lions club in good standing is entitled to send at least one delegate and one alternate to vote at the International Convention, regardless of the number of members it has. Most clubs are entitled to more than one vote, since the rule provides for one delegate or alternate for each 25 members or major fraction thereof. Delegates can be appointed by club’s board of directors, or elected by the membership. At the International Convention, the delegates elect the international officers and directors who will act for them during the coming fiscal year (July 1-June 30). Officers elected include the international president and first and second vice president.

Constitutionally, a contest exists only for the office of second vice president with the other officers advancing one step each year until elected international president. The immediate past international president is also an officer of the association and serves as chairman of the LCIF Board of Trustees. Since the close of the 1997 International Convention the officers of the International Association of Lions Clubs

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include the president, immediate past-president, first vice president, second vice president and 32 directors representing various areas of the world. International directors serve two-year terms, with approximately one-half being elected each year.

WHAT IT MEANS TO BE A LION

Lions are men and women dedicated to serving those in need, whether in their own community or halfway around the world. Membership in a Lions club provides people with the opportunity to meet and work with other individuals in a spirit of fellowship, striving toward the common goal of helping those in need. Through their mutual concern of others, members have the opportunity to improve both their local and world communities and develop valuable personal and professional skills. New members are expected to give freely of their time and energy whenever possible. They are expected to attend club meetings, be available for committee assignments, and be knowledgeable about the aims and objectives of Lions and to support club officers.

BENEFITS OF MEMBERSHIP

The benefits of Lions clubs membership are numerous, and include:

• the unparalleled satisfaction of helping those in need • making a difference in your community • having an impact on those in need worldwide • developing leadership skills • enhancing communication skills • utilising planning and organisation skills • working hands-on to meet community needs • meeting new people – from your community and abroad • opportunities to network and travel

THE BEGINNINGS IN NEW ZEALAND Lionism came to New Zealand through Terry Fairbairn, (then a Secretary and later on an International Representative of MD 201 Australia,) who met the late Horace Kirk of Horace Kirk Motors Ltd. Auckland (probably the first 24 hour Service Station in New Zealand) and Stan Cotter and they became the President and Secretary respectively of the first lions club in New Zealand, The Lions club of Auckland (now Auckland Host Tamaki) which formed in June 1955, and New Zealand became District 201J as part of Australia.

In 1956 Tom Redman sold his Dental Practice and moved to Tauranga, where, with the help of Terry Fairbairn and the Auckland Lions club, the second Lions club was formed in June 1957. Whilst setting up the Tauranga Lions club, Lion Tom Redman kept in touch with his cousin, the late Bob Maxwell of Masterton, which resulted in Bob Maxwell, Lewis Gray and Bert Curry holding meetings with Terry Fairbairn and Horace Kirk, resulting in the formation of the Lions club of Masterton (now Host) in Nov.1957.

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The Masterton club was unable to Charter until May 1958 under charter President Lewis Gray because of frustrating communication delays between New Zealand, Australia and America, but they finally chartered with 19 members including a New Zealand ‘first’ in chartering father and son Bob and Ian Maxwell (Ian was D. G. of 202B for 1987/88). The first three New Zealand clubs wasted no time in forming new Lions Clubs in other centres -

1958 Mount Maunganui (June)

Tamaki and Hamilton (Host) (August) Wellington (Host) and Rotorua (Host) (October)

Matamata (December)

1959 Te Puke (March)

Morrinsville (May) Takapuna (Host) (July)

Palmerston North Host (September) And the first South Island club of Christchurch (Host) (Sept). During the formative period, New Zealand Lions were a Sub-District of MD 201 Australia and were known as District 201J until such time as 20 New Zealand clubs were formed which was achieved in 1961 and New Zealand became MD 202 in its own right. New Zealand then had its own District Governor (1961/62) in Horace Kirk with Stan Cotter as Cabinet Secretary and Ron Usmar as Deputy District Governor. Bob Maxwell of Masterton was the Zone Chairman for Wellington, Masterton, Palmerston North and Christchurch (Some Zone!) and the District Cabinet Meeting were held in Auckland. Horace Kirk went on to become New Zealand’s first International Director for 1962-64 and Ron Usmar became the second District Governor in 1962-63. Because of the accelerating extension of Lions Clubs, New Zealand was divided into 2 Districts in 1963-64 under District Governors Trevor Baron of Hamilton for 202A and Morris Robinson of Palmerston North for 202B. All the clubs in our District 202D have been sponsored by Palmerston North or a club that they have chartered! Current situation:

• Currently New Zealand boasts 10,578 members from 390 Clubs • As of the 1st July 2016 there are seven Districts throughout New Zealand

OUR SLOGAN, MOTTO, EMBLEM AND COLOURS Our slogan is: "Liberty, Intelligence, Our Nation's Safety."

Our Motto is: "We Serve" 48

The Lions motto is “We Serve.” It was adopted at the 1954 International Convention, after being selected from more than 6,000 suggestions from members worldwide. Our Emblem and colours: The emblem and colours of this District shall be the same as the emblem and colours of Lions Clubs International, that being gold and purple. Purple and gold were chosen when the association was founded in 1917. The purple represents loyalty to country, friends, to one’s self and to the integrity of mind and heart. It is the color of strength, courage and dedication to a cause. Gold symbolises sincerity of purpose, liberality in judgment, purity in life and generosity in mind, heart and commitment to mankind. Often, a dark blue is used in place of the purple. The current Lion emblem (or logo) was adopted at the 1919 convention. Today, Lions worldwide are recognised by it. It consists of a gold letter “L” on a circular purple (or blue) field. Bordering this is a circular gold area with two Lion profiles facing away from the center. The Lions face both past and future – showing both pride of heritage and confidence in the future. The word “Lions” appears at the top and “International” at the bottom. Always wear your Lions emblem pin proudly. The Associations Name: The official name of the association is “The International Association of Lions Clubs” or simply “Lions Clubs International.” The name Lions was chosen because of the symbolism of what a lion animal represents – courage, strength, activity and fidelity.

APPENDIX 1 – BOARD MEETING AGENDA [Name] LIONS CLUB BOARD AGENDA Meeting Date and Time:

Present:

Apologies:

Agenda Items Outcome

1 Attendees and Apologies

2 Reading of communications from absent members Note

3 Actions of Previous Meetings Discuss / Update

4 Notification of General Business Note

5 Remarks by President including goals Note

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6

Reports/Updates:

Treasurer List

Social

List

Membership

List

Projects

List Public Relations

List

Discuss

7 General Business Discuss

8 Support required for/from any Board Member Note

9 Open discussion Discuss

Next Meeting – [enter date]

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APPENDIX 2a – CLUB MEETING AGENDA

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APPENDIX 2b – CLUB MEETING ACTION LIST

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APPENDIX 3 – ZONE MEETING REPORT LIONS CLUB OF: [club name]

MEMBERSHIP UPDATE

Monthly Total: Inductions:

Transfers: Resignations:

MEMBERSHIP GROWTH INITIATIVE

What is your Club doing to recruit members?

list

What is your Club doing to retain members?

list

COMPLETED PROJECTS AND SERVICE ACTIVITIES (since last Zone meeting)

Projects and Service Activities:

list

Club Social Activities:

list

Activities that attracted publicity (in which media?):

list

PROJECTS AND SERVICE ACTIVITIES PLANNED

Projects and Service Activities (including dates etc if possible):

list

Club Social Activities (including dates etc if possible):

list

Linkages with other Clubs / any assistance required?

list

ITEMS FOR GENERAL BUSINESS

list

CLUB ATTENDEES / APOLOGIES FOR ZONE MEETING

Attendees:

list

Apologies:

list

Acknowledgments:

PDG David Calow,Webmaster Aaron Cameron,

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DG Charles ThurstonFor the work creating the 2016-17 version of the club officer manual.

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