Lions District 202D2016 – 2017

Global Leadership Coordinator South Global Membership Coordinator Darryl Pollock (Keith) Mike Short (Lynette Stewart)79 Park Road, Palmerston North 4410 555 Uruti Road, RD 48, Urenui, 4378Tel: (06) 355 2467 Tel: 06 752 6833Email: 202d.gmtsouth@lionsclubs.org.nz Email: 202d.gltnorth@lionsclubs.org.nz

dakepoll@xtra.co.nz thehighchapperal@farmside.co.nz Club: Palmerston North Heartland Club: Waitara

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.

CONTENTS

MEMBERSHIP DIRECTOR...................................................................................................................3Roles and Responsibilities of the Membership Director:........................................................................3Membership Categories:.........................................................................................................................3Family Membership Programme:............................................................................................................3Couples in Different Clubs:......................................................................................................................4

RECRUITMENT...................................................................................................................................5Ask Programme Overview:......................................................................................................................5Refresh Programme Overview:...............................................................................................................5Suggestions for a Successful Membership Drive:....................................................................................5

INDUCTIONS......................................................................................................................................7New Members Kits:.................................................................................................................................7

MENTORING......................................................................................................................................8Global Membership Team:......................................................................................................................8

Recruitment and Retention Resources:...............................................................................................8TRAINING.......................................................................................................................................... 9

Lions Leadership Institute:......................................................................................................................9Training Resources:.................................................................................................................................9Global Leadership Team:.......................................................................................................................10

Responsibilities of the GLT District Coordinator include:..................................................................10RETENTION......................................................................................................................................11

Lions Club Care (for Lions Club Leaders):..............................................................................................11Club Operations:...................................................................................................................................11Membership Retention Ideas:...............................................................................................................12Meeting the Challenges (how might these be changed):......................................................................12Club Excellence Programme:.................................................................................................................12

MEMBERSHIP AWARDS...................................................................................................................13Club Growth Award...............................................................................................................................13Centennial Celebration Membership Awards:......................................................................................13

Centennial Sponsor...........................................................................................................................13Centennial Club Organiser.................................................................................................................13

TRUE SUCCESS.................................................................................................................................14PROMOTING YOUR CLUB................................................................................................................14

LCI E-Clubhouse:....................................................................................................................................14New Zealand Website:..........................................................................................................................15

District pages:....................................................................................................................................15Club pages:........................................................................................................................................15

Facebook Pages:....................................................................................................................................15District...............................................................................................................................................15Clubs:.................................................................................................................................................15

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MEMBERSHIP DIRECTORRoles and Responsibilities of the Membership Director:

Set up a Membership Committee to:o maintain, retain and grow the membership of the Clubo enhance the experience had by all Club memberso develop a club membership growth program (including membership drives) and

present the program to the board of directors for approval Set membership and retention goals for the club Create or update club information brochure/booklet 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

Membership Categories: There are seven categories of membership:

Active Affiliate Associate Honorary Life Member-at-Large Privileged

Please refer to the Standard Form Lions Club Constitution and By-Laws (LA-2) (http://www.lionsclubs.org/EN/common/pdfs/la2.pdf) for a description of each membership category. No individual can simultaneously hold membership, other than honorary or associate, in more than one Lions Club.

Family Membership Programme: For the purpose of the Family Membership Programme, the eligibility definition for “families” shall be as follows:

A family includes all members living in the same household related by birth, marriage, adoption, and other legal dependants, including such common family relations as parents, children, spouses, aunts/uncles, cousins and grandparents, and in-laws and other legal dependants.

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The first family member of the family shall pay the normal entrance fees and full International dues (as well as any applicable club, District or Multiple District dues). Subsequent family members pay one half of the normal International dues and are exempt of any entrance fees. All qualifying members shall be active members with all rights and privileges.

To qualify for the Family Membership dues rate in the semi-annual per capita billing cycle for Lions Clubs International Dues, existing qualifying members shall need to be certified and reported as Family Members by May 31st and November 30th to Lions International.

Please make sure the District Treasurer is aware of qualifying members in your club.

Couples in Different Clubs:

Our District is the only District in the world to offer a subsidy to Lions who prefer to belong to different clubs to their spouse/partner. As from 1st July 2010, on application from the relevant clubs, the District Treasurer will deduct $4 per member for both ½ yearly dues. A small token gesture but it is the principle which is important, as in different clubs couples cannot qualify for the Family Membership as above.

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RECRUITMENTMembership 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 a number of resources.

Visit the following website (http://members.lionsclubs.org/EN/lions/invite-members/) for: Recruiting tools Handouts and brochures Information on who to invite Welcoming new members ASK ONE programme

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

Ask Programm e Overview: When was the last time you asked someone to join you at a Lions Club Meeting? The Ask Program is designed for you to ask people to get involved with something that you

enjoy, that you could share The worst thing that can happen is that they might say no. People say no every day, but just

as many people say yes! Create a roster for Lions to bring along a friend

Refresh Programme Overview: An informative letter is forwarded to say 1000 people by the Board of Directors to whom

Lions wish to reach. Once the replies come in we invite them to a Lions gathering At the gathering the President gives a 5 minute presentation on the Clubs programme for

the year - not dwelling on the past, but emphasising the fun and fellowship that exists in the Club

This is followed by questions and answers and supper is served – no alcohol and visitors are given a fact sheet of the Club. Dress is casual; however President wears Jacket and tie. All interested people are visited by selected representatives of the club and invited to attend a few meetings

A Club fact sheet can include: when established, membership, time date and place of meetings, partners nights, costs and functioning committees and past and upcoming projects

Suggestions for a Successful Membership Drive: Establish Goals:

o Determine, as a club or as a board, the number of new members you are striving for. Provide incentives for present members for bringing new members

Advertise:o Make sure that for whatever format your club chooses to recruit new members that

the entire student body and general public is aware of it. Posters, flyers, table tents in the lunchroom, announcements, school newsletters, bulletin boards, electronic

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bulletin boards, Facebook, websites and personal contact should all be used to get the word out about an upcoming Key Club recruitment event

Be organised:o Planning an informational membership event, regardless of whether or not it is a

social or formal event, needs to be thorough and done well in advance. Involve your club officers and as many members as possible. Establish a timetable. Arrange for the facilities, refreshments, and all outside assistance

Get help from outside sources:o Perhaps a district officer would be available to speak at the meeting

Arrange for transportation:o This is probably the most overlooked aspect of membership. Assign people to a

transportation committee to provide transportation for those members who have difficulty making meetings and projects

Invite students to join:o After the informational aspects of your membership event are completed, present a

membership application to each prospect. Avoid high-pressured salesmanship, but make sure you do ask all prospect to join the club. Follow up on all prospects and assess from their responses how successful your events/meetings have been in recruitment

Assign duties to new members:o People who join the club should be formally inducted at an installation meeting. They

should be assigned specific duties within the club immediately. It is important for new members to feel useful and needed. Don’t overdo it, though, as you don’t want your new members to experience burn-out

The club structure:o All members, new and old, should know exactly how they fit into the club’s structure.

All members are important - all should be involved in committees and projects that rely on their participation. The viability of the club depends on the involvement of the total membership, and it’s best to start new members out right

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INDUCTIONSAn induction ceremony is the first major event each new Lion experiences, and it can define their involvement and bond within the club. Each ceremony should be the highlight of the night as welcoming a new member into Lionism should be celebrated. This ensures all new Lions feel important and valued and encourages them to be active club member.

Aspects to remember about the induction process: Make the new member feel welcome Provide the new member with information about your Club, its officers, constitution

(including Code of Ethics) and by-laws Ensure the new member is an active Lion Arrange for an orientation session on Lionism Be prepared to answer questions about Lions Encourage the new member to advise of issues and offer possible solutions Find out why they were attracted to the club; use this to attract others Assist the new member in becoming an outstanding Lion

New Members Kits: Lions International provides special kits to new members on induction (available from the District Governor) providing up-to-date information of the Lions movement; these must be presented at the induction ceremony. It is advised that each Club provides additional information about their own Club of interest to the new member in the form of a personalised Club Brochure.

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MENTORINGThis is a very important area which is regularly overlooked. All new Lions need at least one mentor to answer questions and explain the many different facets of Lionism to them; the more they know the more invested they become in the clubs success. A fully informed new member will be more likely to feel like they are important and ensure a stronger bond with the club.

In short: Mentoring programme pairs an enthusiastic Protégé Lion with an experienced Mentoring

Lion in a mutually beneficial relationship designed to develop future Lions leaders A mentor is a trusted counselor, advisor and guide A protégé is one who seeks to learn and grow with the guidance of a more experienced or

knowledgeable person Mentoring builds loyalty within Clubs

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 Resources: Membership recruitment:

o http://www.lionsclubs.org/EN/member-center/membership-and-new-clubs/invite-members/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/

strengthen-membership/club-excellence-process/index.php How are your Ratings? Survey:

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

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

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TRAININGBeing a Lion opens you up to many different forms of training from personal development to upgrading your computer skills. MYLCI offers many online courses in these areas to advance your interpersonal skills and develop individual’s leadership skills. Your Districts Global Leadership Team (GLT) will be able to assist you with the upcoming training courses and also other training options available.

Each club should: Encourage members to attend District organised training courses Seek from members their express concerns on Club training Ensure Club trainers/membership committee provides orientation sessions Ensure Club members have the opportunity to attend Emerging Lions and Advanced Lions

Leadership Institutes and other Lions Courses

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

T raining Resources:

Leadership Resource Center (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-

club-officers.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-learning-center/index.php

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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/development-

programs/webinars.php

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

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RETENTIONRetaining members of our Lions family plays a major part in the health of our clubs. It is important to regularly ask all club members how they feel about the club and its activities to ensure they are happy with the directions the club takes. Every Lions opinion should be heard and taken into account when making decisions for the clubs future. We are democratic however so the majority vote should be adhered to and not dictated by the minority. Simply put - a happy Lion is an active Lion.

Points to keep in mind for the health of your club: Keeping Club members interested and engaged is important to the health of your Club There are always ways to improve on how we manage a Lions Club. “How are your ratings”? Club leaders need to get feedback and guidance from Club members Do your projects fit your team? There is always a place for the elderly in Lions. Their knowledge is immense – mentoring?

Lions Club Care (for Lions Club Leaders):

Club Care is about how your Club operates in the promotion of Lionism and the care of its members. It is designed to increase the satisfaction levels of members and to identify areas that may need strengthening for the betterment of the Club and member retention.

Club Operations:

Tea or Dinner meetings - ensure members are happy with meal and cost. Liaise frequently Provide a system for welcoming guests and to look after them Ensure Club meetings begin on time and end at an agreed time and are interesting, with

guest speakers and appropriate agendas Keep members informed about Club activities and Board decisions 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 Prevent cliques at Club and/or partners nights Club meetings provide a platform of involvement, camaraderie, and recognition - they

should be positive and informative as well as inclusive; encourage everyone to participate 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

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

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

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

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every regularly scheduled meeting for twelve months or more, making up missed meetings in accordance with the club’s policies. Awards that recognise attendance as well as recognition awards for outstanding service are available in the Club Supplies Catalogue

Membership Retention Ideas: Does your club have a web site? Do you conduct quality club meetings? Do you assign mentors to each new member? Do your members set annual goals and do you follow their progress? Do you recognise member achievements? Do you send out press releases for local achievements? Do you know why members have missed meetings? Do you follow up with personal notes to

them? Do you invite every guest to join your club? Who contacts guests after the meetings? How

do you follow up? How often do you follow up? Does every member of your club have a leadership role in the club? Are they on a

committee? When was the last time you contacted former members of your club? Invite them back!

Meeting the Challenges (how might these be changed):

What informal routines or customs exist that could make members uncomfortable? Is there resistance to change in your environment? What are some of the challenges that face your club? How can utilising the talents and skills

of the membership help meet those challenges?

“People will forget what you say, they will forget what you do, but they will never forget how you make them feel”

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

The Club Excellence Process guides clubs through a four-step workshop process to evaluate the club and the direction in which it 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.

Club Excellence Programme: This programme encourages clubs to identify where they’re heading. Firstly a survey of members, followed by a community survey. Identify your needs and problems. Trained facilitators will initially hold 2 meetings, about 4-6 weeks apart. Cabinet is always here to support you all. Please use us - contact your Zone Chairman for further information.

MEMBERSHIP AWARDS

Club Growth Award Page 12 of 16

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.

Centennial Celebration Membership Awards:

Lions Clubs International is celebrating 100 years of service and we're getting ready for our next 100 years! The Centennial Celebration Membership Awards provides all Lions and Lions

Clubs the opportunity to earn special Limited Edition awards for inviting new members and helping to organise new clubs.

See more at:http://members.lionsclubs.org/EN/lions/awards/centennial-membership-awards/

Centennial SponsorSponsor a new member and be immediately recognised as a Centennial Sponsor to receive a Limited Edition pin and certificate.

See more at:http://members.lionsclubs.org/EN/lions/awards/centennial-membership-

Centennial Club Organiser

Centennial Club Organiser Help organise a new club and be immediately recognised as a Centennial Club Organiser to receive a Limited Edition pin and certificate

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See more at: http://members.lionsclubs.org/EN/lions/awards/centennial-membership-awards/

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TRUE SUCCESS All of the certificates of recognition we receive in life will fade

o The monuments we build will crumble The trophies will corrode

What we do for others will have a lasting impact on our world because:

True success comes only when every generation continues to develop the next generation, teaching them the values and the method of developing the next group of Leaders.

PROMOTING YOUR CLUB

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 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 organization. By actively promoting your club and its worthwhile activities, you'll be projecting a positive image in the community.

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 communication tool that is becoming essential is a club website. 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.

LCI E-Clubhouse:

www.lionsclubs.org/EN/member-center/managing-a-club/e-clubhouse.phpThe 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 is up to the club to key in the 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

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New Zealand Website:

www.lionsclubs.org.nzMD202 website gives you access to all the information as a Lion you will need. The website is where more locally relevant information is held. You can download local manuals, find out about Local and International projects and have access to resource material ranging from the Safety Action Plan (SAP) to Lions logos.

District pages: www.lionsclubs.org.nz/Clubs/202DDistrict 202D has its own section on the New Zealand website which is where you will find information on the District Cabinet and how they can assist you, through to training handbooks relevant to our District. You can also find the details of the District Convention including downloadable registration forms. You can also download the latest version and historical copies of the District Contact magazine.

Club pages: e.g. www.lionsclubs.org.nz/Clubs/202D/Zone-2/Sample-Club-9This is where your clubs section of the National Website can be accessed and used as a marketing tool for your club. Here you can also inform your club members of what’s coming up in the near future and ensure everyone knows their position and committee they serve on. It can also be used as an historical log of projects and events that can be looked back upon. There has been a significant increase in clubs being contacted through their web pages so it is suggested if you haven’t already done so, update and utilise this website.

Facebook Pages:

District: www.facebook.com/lionsdistrict202dAs of the 1st of July 2015 there is a new District 202D Facebook page. This page will be used to promote Lions and the clubs in our District to potential members. It will also be used to communicate to Lions within our District and we hope to encourage all clubs to set up a Facebook page of their own. It is past time that Lions as a whole catch up with the changing times. Digital media is the future of communication and if we don’t make an effort to learn these new skills now we will be lost as this medium evolves and changes. Your GLT team will be working on further computer trainings over the next year.

Clubs: e.g. www.facebook.com/groups/1418325668427414/The above page is an example of how some Lions clubs are starting to use this new medium for communication within clubs and also with others whom have started to follow their page. Most people have a Facebook page and it is important to connect with them before a new social media takes over. This means most members will be able to join the page straight away and then ask their friends to like the page and very quickly there will be around 100 potential Lions receiving the messages being put up by your members.

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