TABLE OF CONTENTS - 201v5.lions.org.au 2018-19 Z… · Web viewKumar joined the Lions Family as a...

LIONSCLUBS INTERNATIONAL

DISTRICT 201V5

ZONE CHAIR MANUAL2018-2019

“Navigating towards the Future”LAURIE COOPER

District Governor

“We Serve”GUDRUN YNGVADOTTIRInternational President

Zone Chair Advisor2nd VDG LINDA JOHNS

8 Saleyard Rd Avenel VIC 3664Email: [email protected]

Mobile: 0409 437 335

TABLE OF CONTENTS

DISTRICT 201V5 EXECUTIVE OFFICERS............................................................................................4WELCOME FROM DG LAURIE COOPER..............................................................................................5KEY EVENT PLANNER FOR DISTRICT V5 CLUBS..............................................................................7CABINET OFFICERS 2018 - 2019.....................................................................................................12dgervigny@gmail.com........................................................................................................................12ADMINISTRATION MANUALS...............................................................................................................14AVAILABILITY OF ASSISTANCE...........................................................................................................14ZONE CHAIR ROLE..............................................................................................................................14DISTRICT GOVERNOR’S ADVISORY COMMITTEE.............................................................................15AS A MOTIVATOR A ZONE CHAIR SHOULD.......................................................................................17AS AN ADVOCATE A ZONE CHAIR SHOULD......................................................................................17AS A COMMUNICATOR A ZONE CHAIR SHOULD...............................................................................17ZONE CHAIR ADVISOR TEAM ROLE..................................................................................................18DISTRICT GOVERNOR.........................................................................................................................19VICE DISTRICT GOVERNORS.............................................................................................................191ST VICE DISTRICT GOVERNOR IS KUMAR SWAMINATHAN...........................................................192ND VICE DISTRICT GOVERNOR IS LINDA JOHNS.............................................................................20DISTRICT CABINET..............................................................................................................................20CABINET SECRETARY & CABINET TREASURER...............................................................................21ZONE CHAIR (CLUB ADVOCATE).......................................................................................................21ZONE CHAIR (CLUB SUPPORT).........................................................................................................22ZONE CHAIR (NEW MEMBER SUPPORT)..........................................................................................22DISTRICT CHANGEOVER LUNCHEON.................................................................................................22DISTRICT AGM & CONVENTION........................................................................................................22RUNNING GREAT ZONE MEETINGS...................................................................................................23ZONE MEETING - GUIDELINES...........................................................................................................25ZONE MEETING - CHECKLIST.............................................................................................................25FIRST ZONE MEETING........................................................................................................................26SECOND ZONE MEETING....................................................................................................................26THIRD ZONE MEETING........................................................................................................................27100% CLUB EXCELLENCE AWARD...................................................................................................27ZONE YEAR PLANNING.......................................................................................................................27ZONE MEETINGS - FLOWCHART........................................................................................................29CLUB VISITS - GUIDELINES................................................................................................................30CLUB VISITS - FLOWCHART...............................................................................................................31LIONS INSURANCE COVER.................................................................................................................32DIRECTORIES, MANUALS AND LION MAGAZINE...............................................................................32

THE INTERNATIONAL ASSOCIATION OF LIONS CLUBS....................................................................32CABINET SECRETARY & CABINET TREASURER...............................................................................33DISTRICT PROJECT CHAIRS...............................................................................................................33MULTIPLE DISTRICT CONVENTION....................................................................................................34ANZI-PACIFIC FORUM.........................................................................................................................34INTERNATIONAL CONVENTION............................................................................................................34APPENDIX 1 – CLUB VISIT DATES....................................................................................................35APPENDIX 2 – RULES OF DEBATE....................................................................................................36APPENDIX 3 - CLUB REPORT TO ZONE CHAIR...............................................................................37APPENDIX 4 – ZONE MEETING ATTENDANCE RECORD..................................................................39APPENDIX 5 – DISTRICT CONVENTION, HOSTING OFFICIAL GUESTS AND PROTOCOL..............40APPENDIX 6 – QUALITY CLUB INITIATIVE (FORMERLY CLUB EXCELLENCE PROGRAM).............42APPENDIX 7 – CLUB EXCELLENCE AWARD CRITERIA....................................................................45APPENDIX 8 - CLUB EXCELLENCE AWARD APPLICATION 2017-2018..........................................48APPENDIX 9 – MULTIPLE DISTRICT 201 MAP.................................................................................49APPENDIX 10 – DISTRICT 201V5 ORGANISATIONAL STRUCTURE................................................50APPENDIX 11 – USE OF FUNDS - GUIDELINES...............................................................................51APPENDIX 12 – RISK ANALYSIS........................................................................................................57APPENDIX 13 – NEW MEMBER INDUCTION CEREMONY.................................................................59APPENDIX 14 - YOUTH OF THE YEAR PLANNER.............................................................................61APPENDIX 15 – AWARDS / RECOGNITION........................................................................................63APPENDIX 16 – PROJECTS & COMMITTEES IN DISTRICT 201V5.................................................65APPENDIX 17 – LIONS PURPOSES & ETHICS..................................................................................66APPENDIX 18 – LIONS ABBREVIATIONS...........................................................................................67NOTES:.................................................................................................................................................69NOTES:.................................................................................................................................................70NOTES:.................................................................................................................................................71NOTES:.................................................................................................................................................72NOTES:.................................................................................................................................................73

DISTRICT 201V5 EXECUTIVE OFFICERS

All District Mail to PO Box 4528, Knox City Centre, 3152 or Email: [email protected]

District GovernorLaurie Cooper(Claudia)Wantirna

8/170 Albert AvenueBoronia 3155

0418 949 551 [email protected]

1st Vice District GovernorKumar Swaminathan (Sashi)Lysterfield

5/6 Willowbank CtGlen Waverley 3150


2nd Vice District GovernorLinda Johns (Rod) Seymour-Goulburn

8 Saleyard Rd Avenel VIC 3664


Immediate Past District GovernorPat MillsBox Hill

2/38 Karingal StCroydon North Vic VIC 3136


Cabinet SecretarySam Spano (Val)Wantirna

2 Nottingham SquareWantirna VIC 3152


Cabinet Treasurer / Finance Committee RepresentativeJoanne McNamara(Greg)Nillumbik

5 Mayling CourtWatsonia 3087


Constitution & By-Laws Chair / Association SecretaryIvan Kayne OAM(Annette)Donvale

3 Leon CourtDonvale 3111


District Governors Honorary ChairPat MillsBox Hill

2/38 Karingal StCroydon North Vic VIC 3136


Global Membership ChairDenis Carruthers Wheelers Hill

2 Gatesby CloseMulgrave VIC 3170


Global Leadership ChairGreg McNamara(Joanne)Nillumbik

5 Mayling CourtWatsonia 3087


Global Service Team ChairPat Mills 2/38 Karingal St 0408 753 266 [email protected]

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Box Hill Croydon North Vic 3136

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WELCOME FROM DG LAURIE COOPER

Fellow Lions,

Welcome to a new Lions year of serving our communities together.

This year we move into our hundred and first year of service and will continue to celebrate together the achievements of the past 100 years while moving forward with our single minded purpose to provide service to those in need.

My theme for this year is “Navigating towards the Future” and the key words we use to assist us in this endeavor are Opportunity, Respect, Passion and Service. These are more than just words; they are imperatives that require us to move forward as one as Lions unified by the Lions motto “We Serve”. Part of this process of moving forward is the need to find and encourage willing Lions club members to become involved in portfolio activities and become advocates for you at club level.

As a key member of the District Cabinet we ask you to identify people who are willing to take on leadership positions in our clubs and projects as part of a succession planning process to assist the District to move forward in order to secure our future.I wish you well and look forward to working with you this year and to another successful year for our District. As a footnote, please remember it is essential that you allow some time to have fun and celebrate and enjoy your involvement and achievements.

My aims for the year include:

Continue conducting training and development programs for all members with an emphasis on Leadership, particularly at the club level and Technology;

Start at least one new Lions Club in our District

Start at least one new Leos Club in our District

We will strengthen our current clubs through a number of initiatives including Family membership

We will continue to promote the activities and projects we conduct in order to raise our profile in our communities and develop increased membership opportunities

Increase the use of technology in the District to increase our profile in the wider community

We will continue with major District initiatives commenced last year under our then District Governor Pat Mills, including the Twinning of city and rural clubs – this enables the development of new projects and the sharing of fun experiences.

The Zone Chair role has become even more important for LCI, the District & our Clubs and I thank you for accepting role and the challenges that come with it.

As in the past, the District Governor Team are here to assist you at all times, so please don’t hesitate to contact us at any time.

Laurie Cooper – District Governor2018/2019

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Laurie’s Profile:Laurie was born in Rosebud. The family later moved to Wodonga where he attended Wodonga and later Wodonga West Primary Schools. He later attended Wodonga and Croydon High Schools. He came to the city in the mid-60’s to play football and complete his studies.

He began his working life as a clerk in the Commonwealth Public Service and graduated through a number of private and public organisations, eventually becoming the Director of Staff and Organisational Development in a large Public Service Organisation in the 1980’s.

He later joined KPMG Peat Marwick in their Melbourne practice as a specialist in Organisational Development and progressed to a senior level in that organisation before leaving to start his own consulting business. Between 1989 and his retirement in 2013, he worked on assignments in Australia, the UK, Western Europe, the Middle East and South-East Asia and directed operations in his own consulting business.

He and his wife, Claudia, who was born in Northern Italy, have been married for 48 years and have two children – a son and a daughter, both now adults with their own families. He and Claudia also have three energetic grandchildren.

His interests are his family, overseas travel and experiencing other cultures, caravanning with his wife and Lions. He also supports the Essendon Football Club in the AFL and is a passionate “Evertonian” (a supporter of the Everton Football Club in the English Premier League).

As a Lion, Laurie has served in a number of roles both within his club and on the District Cabinet over the past nine years. He is passionate about assisting the underprivileged - especially our youth - and those people in our community struggling with everyday life through no fault of their own, such as our farmers, and has been directly involved in a variety of programs designed to address the needs of these folk.

Laurie’s vision focuses on Lions continuing to be a positive influence and being a bridge between those in need and those willing to help those people in need. He sees our challenges over the next few years as:

Initiating and maintaining contact with our communities and ensuring we continue to meet identified community needs;

Remaining a vital and supportive service to those in need; Reviewing, modifying and expanding our projects to ensure our members can

provide the services needed by our constituents; Providing a variety of services and projects to assist in maintaining member

motivation and, Attracting new members and retaining current members to ensure our long term

survival.

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KEY EVENT PLANNER FOR DISTRICT V5 CLUBS

The Lions Year – May 2018 to June 2019

THE FOLLOWING TABLE LISTS GENERALISED ACTIVITIES APPLICABLE TO ALL LIONS CLUBS IN 201V5.

20TH May Shadow Cabinet Meeting

27th May Club Development Day – Metro at Mullauna College, 456 Springfield Rd, Mitcham.

3rd June Club Development Day – Rural at Tatura PS.

June / July Each club to arrange its own Changeover Dinner and notify District Governor.

29th June – 3rd July

Lions Clubs International Convention to be held in Las Vegas, USA. Each Lions club in good standing is entitled to have one delegate.

15th July’18 District 201 V5 Changeover Lunch will be held at The Growling Frog Restaurant, Donnybrook Golf Club, 1910 Donnybrook Rd, Yan Yean VIC 3755. All clubs are invited to be represented. The District Governor’s Cabinet first meeting is on 23rd July.

16th July Executive Meeting

22nd July 1st Cabinet Meeting

July 2018 to

June 2019

(During the Lions Year)

(a) Each month, each Lions club is to lodge a completed Monthly Membership Report (WMMR) via the internet on the Lions Clubs International website at https://mylci.lionsclubs.org by the 23rd day of each month.

(b) Each month, each Lions club is to lodge a completed Monthly Activities Report via the internet to Lions Clubs International at https://mylci.lionsclubs.org this should be done in conjunction with the lodgement of the WMMR on a monthly basis.

(c) The District Governor has determined that V5 will continue with the team approach adopted this year for official visits to each Lions club on an agreed date. This means the club may be visited by the District Governor, the 1st Vice District Governor, or the 2nd Vice District Governor. This team approach will free the team up to help and support many more clubs within V5 Lions clubs may combine together for their official visit.

(d) The Zone Chair will make at least 3 official visits to each Lions club in his/her Zone. They are to be a guest of the club on these occasions. One of these visits will be combined with the District Governor Team visit.

(e) Information will be periodically emailed (or posted if necessary) to clubs by Cabinet Secretary. Club Secretaries are to action items as appropriate.

(f) Copies of the District Newsletter will be electronically delivered to clubs each month except January.

(g) Clubs should organise and conduct their AGM by the last business meeting in September.

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https://mylci.lionsclubs.org/


(h) Each Lions Club is to lodge their Annual CAV (Consumer Affairs Victoria) Return to the Victorian Consumer Affairs Bureau by 30th November. This is a legal requirement for all incorporated bodies such as Lions Clubs and severe penalties may be levied by CAV for non-compliance.

July’18 Clubs will receive invoices for the first semi-annual dues (District, Multiple District & International) and for club and members’ insurances. Clubs to send the required payment to the Cabinet Treasurer.

July’18/ August / September

The Zone Chair will arrange the first Zone Meeting (District Governor’s Advisory Committee). Club Presidents & Secretaries to attend and club Membership Chairs are encouraged to attend.

29th July ‘18 Closing date for Project Notices of Motion (District)

26th August Victorian Lions Foundation (VLF) Meeting

28th August 2018

Closing date for Nominations for Elected Positions (District)

28th August 2018

Closing date for Proposed Special Resolutions and Ordinary Notices of Motion (District)

3rd – 5th September

MD Council Meeting # 1

7th – 9th Sept ‘18

ANZI Forum in Wellington, New Zealand

17th September

Executive Meeting

23rd September

2nd Cabinet Meeting

29th September

AFL Grand Final Day

September, October, November

The Zone Chair will arrange the second Zone Meeting. Club Presidents & Secretaries to attend and Club Membership Chairmen are encouraged to attend.

2nd October 2018

Carnegie Combined Night

26 – 28th October’18(Fri – Sun)

District 201 V5 Convention will be hosted by the Wheelers Hill Lions Club at Deakin University, Burwood Campus. Each Lions Club in good standing is entitled to have delegates (one per 10 members or major part thereof) and alternates.

3rd November

Licola Open Day

6th November

Melbourne Cup day

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25th November

Victorian Lions Foundation (VLF) Meeting

30th Nov’18 Lodgement of CAV Returns to Consumer Affairs Victoria should be completed by today.

1st January 2019

New Year’s Day Holiday

January 2019

Clubs will receive invoices for the second semi-annual dues (District, Multiple District & International). Clubs are to send the required payment to the Cabinet Treasurer.

18th – 20th January ‘19

MD Council Meeting

26th January Australia Day

January’19 Club President to appoint a Nominations Committee consisting of (three) responsible members to ensure there are nominations for all positions on the Board for the 2019/2020 Lions year.

11th February ‘19

Executive Meeting

17th February ‘19

3rd Cabinet Meeting

February’19 Each club to conduct a Nominations Meeting, including a report from the Nominations Committee to the Cabinet Secretary by April 15th.

February’19 March / April

The Zone Chair will arrange the third Zone Meeting. Club Presidents & Secretaries to attend and Club Membership Chairmen are encouraged to attend.

24th February ‘19

Victorian Lions Foundation (VLF) AGM and Council

March’19 Each club to conduct an Election Meeting. Clubs to advise contact details of the Club Executive (President, Secretary, & Treasurer) and the Membership Chair on the PU101 form. Lodge the completed form via the internet at the Lions Clubs International website at https://mylci.lionsclubs.org

March – May ’19 March to May membership drive

1st – 3rd May 2019

MD Council Meeting

4th – 6th May’19

Multiple District 201 Convention, Geelong. Lions clubs are entitled to have delegates (one per 10 members or major part thereof) and alternates.

13th May ‘19 Executive meeting.

19th May ‘19 Shadow Cabinet meeting.

May/June District Club Development Days to be conducted in country and

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2019 metropolitan locations on dates to be advised. These development days are for all interested Lions wanting to develop their understanding of Lions and skills - not only office holders

26th May 2019

Victorian Lions Foundation (VLF) Council Meeting

29th June – 3rd July’19

Lions Clubs International Convention to be held in Milan, Italy. Each Lions club in good standing is entitled to have one delegate.

June/July’19 Each club to arrange its own Changeover Dinner and notify District Governor.

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CABINET OFFICERS 2018 - 201 9

PORTFOLIO NAME EMAIL CONTACT NO

District Governor Laurie Cooper [email protected] 0418 949 551

1st Vice District Governor Kumar Swaminathan

[email protected] 0415 428 178

2nd Vice District Governor Linda Johns [email protected] 0409 437 335

Cabinet Secretary Sam Spano [email protected] 0427 849 885

Assistant Cabinet Secretary Sal Giambruno [email protected] 0404 517 516

Cabinet Treasurer Joanne McNamara [email protected] 0408 332 224

RBL Chair Ivan Kayne [email protected] 0411 717 810

GLT Chair Greg McNamara [email protected] 0448 894 637

GMT Chair Denis Carruthers [email protected] 0420 523 882

GST & Health Services Chair

Pat Mills [email protected] 0408 753 266

Zone 1 Keith Bryant [email protected] 03 5826 5499

Zone 2 tba

Zone 3 PDG John Beale [email protected] 0427 595 318

Zone 4 Richard Keeling [email protected] 0488 776 561

Zone 5 Graham Mackay [email protected] 0411 041 994

Zone 6 Daniel Gervigny [email protected] 03 9769 1101

Zone 7 Keith Yates [email protected] 0412 556 780

Zone 8 tba

Zone 9 Bev McLennan [email protected] 0459 400 038

Convention Chair 2018 Graham Bryant [email protected] 0419 813 673

Convention Chair 2019 tba

Cakes & Mints Chair Terry Collison [email protected] 0439 468 786

Historian Claudia Cooper [email protected] 0457 577 202

IT/Website/Social Media Adam Moodie [email protected] 0455 894 940

Newsletter Editor Leni Moodie [email protected] 0434 017 572

Community Relations Chester Allen [email protected] 0448 432 182

Sergeant at Arms Daryl Schrader [email protected] 0413 052 504

Strategy Committee Chester Allen [email protected] 0448 432 182

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mailto:[email protected]















VLF Representative Ivan Kayne [email protected] 0411 717 810

Welfare Officer Carol Smith [email protected] 0457 991 970

ALVIF/LEHP Dr Shah Ozeer [email protected] 0405 945 515

YOTY Monica McQuatters [email protected] 0407 849 153

ALCCF/ Coins for Kids Uwe de Temple [email protected] 0418 589 126

Children of Courage Bev McLennan [email protected] 0459 400 038

Children’s Mobility Bev McLennan & Helen Maunsell

[email protected]@maunsellemail.com

0459 400 0380411 574 746

Reading Action Program Melinda Shelley [email protected] 0431 608 144

Leos Peter Thompson pt@[email protected] 0401711737

Licola Stuart Riley [email protected] 0417 059 689

Peace Poster Georgina Kambouris

[email protected] 0419 578 089

Youth Exchange Geoff Ferguson [email protected] 0418 227 677

Environment Projects Don Lucas [email protected] 0407 569 004

Hunger Projects Daniel Gervigny [email protected] 03 9769 1101

Cord Blood & Spinal Cord Chair

Julia Young [email protected] 0414 608 824

Hearing Dogs Glenys Needham [email protected] 0408 105 343

Diabetes Awareness PDG Pat Mills [email protected] 0408 753 266

District Twinning Monica McQuatters [email protected] 0407 849 153

DDRAT Chair Ray Spencer [email protected] 0418 569 735

DDRT Chair Liz Johnson [email protected] 0408 227 598

ALF/LCIF Chair Lindsay Champion [email protected] 0418 434 263

Crimewatch Chair Diana Yates [email protected] 0400 101 547

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ADMINISTRATION MANUALS It is recommended that each Zone Chair become familiar with each of the following publications;

(a)Multiple District 201-Club Administration Manual

(b)The International Association of Lions Clubs- Constitution & By-Laws

(c)The Lions Club Constitution & By-Laws-Standard Form

(d)Multiple District 201-Constitution & By-Laws

(e)District 201V5-Statement of Rules & Purposes

(f) Statement of Rules & Purposes prepared for Incorporated Clubs

AVAILABILITY OF ASSISTANCE

On behalf of District Governor Team, please accept our congratulations on taking up the Zone Chair role.

If you should require assistance on any matter please contact your Zone Advisor as appropriate – they will be pleased to offer whatever advice or guidance is required.

ZONE CHAIR ROLE

Zone chairs are full members of the District Cabinet with pivotal roles in communication between Cabinet and individual Clubs.

The role of Zone Chair is very important to the success of Clubs, District, and Lion Clubs International.

As a leader you will motivate, counsel, communicate with volunteers from all walks of life who have chosen, just like you, to serve in the World’s largest Service Clubs Organisation, Lions Clubs International.

By keeping District Officers informed of the Club’s Activities and by encouraging Lions to support the District, Multiple District and International Programs, the Zone Chair will be able to foster the spirit of communication and unity among all Lions.

Act as a conduit between Clubs and District Visit Clubs along with the District Governor and at other times Organise at least 3 Zone meetings a year which Club Presidents and Secretaries

are expected to attend Assist as mentors and project advisors as required Occasionally organize a zone project where multiple clubs work together

AIM To support the functioning of Clubs within their Zone and provide good

communication channels between District and Clubs

To organise Zone meetings and a President’s luncheon

To ensure that all Clubs and officers within your Zone are present at Zone meetings to read reports and discuss relevant points

Spend more time discussing Club Matters and opportunities for improvement at the said Zone meetings

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To encourage attendance at Club Officer Development Training, other gazetted training and conventions

RESPONSIBILITIES To further the Purposes and objectives of the Association of Lions Clubs

International

If available, accompany and introduce the District Governor on Official visits to Clubs within the Zone as well as attend other specific functions that the District Governor may request from time to time

Attend all V5 Cabinet Meetings, V5 District Changeovers and V5 District AGM and Convention

To work closely with other District Officers

To play an active role in the formation of New Clubs

Hold three meetings of the District Governor's Advisory Committee (Zone meetings) during the year

Organise and host a President’s luncheon for Clubs within your Zone

DISTRICT GOVERNOR’S ADVISORY COMMITTEE

Each Zone Chair is a member of the District Governor’s Advisory Committee

The Presidents and Secretaries of the Clubs in the Zone form this Committee. Often Treasurers and Membership Chairs are also included

The Committee serves the District Governor and Cabinet in an advisory and administrative capacity

Zone meetings are a good place to promote inter Club cooperation, unity among Clubs, exchange ideas, plan and discuss Zone projects and solve any problems

Zone Advisory Committee Duties are:o To hold at least 3 business meetings during the Lions Year, including one

visit with the District Governor Team representative

o To assist the Zone Chair in making sure that every Club operates efficiently according to guidelines set by the Constitution and By-Laws both of the Club and the broader Organisation

o To act on an ideas exchange for new projects and initiatives

o To promote members attendance at District, Multiple District and International Conventions

o To assist Zone Chairs in promoting Club attendance at other Club functions such as Anniversary/Charter Nights within the Zone

o To discuss ways of assisting weak and Status Quo Clubs

o To promote inter Club Functions at formal and social occasions, sporting events, commemorations and dinners etc

Zone Meeting Report should be forwarded for each meeting to the Cabinet Secretary & Zone Advisory Chairs within seven days – refer Appendix 3

Be aware of and recommend members of Clubs within the Zone who you believe would be able to take on a District Cabinet role

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Invite District Chairs to your Zone meetings as a Guest Speakers

To present Motions on behalf of Clubs in the Zone to Meetings of District Cabinet

To be informed of the Activities and Wellbeing of the Clubs in the Zone. Suggest and implement methods for assisting all Clubs in the Zone especially Clubs on Status Quo and Clubs experiencing problems

Attend 3 meetings of each Club in your Zone (the first within 3 months) When visiting Clubs ask the President whether the Club has met its financial and

other obligations

Ensure that all Clubs are kept aware of the District Governors’ aims and objectives. Pass onto the Clubs any relevant decisions from Cabinet

Be prepared to induct new members at Club visits with Induction Ceremony on hand

Endeavour to have a basic knowledge of the various District Chairs’ Portfolios. If you are unable to answer a Club’s question, recommend contact with the relevant Chairs

Club Visit Report (Appendix 2) should be completed after each Club visit and forwarded within seven days to both the Cabinet Secretary and Zone Chair Advisor.

Monitor Club performance against My LCI reporting using the Club health report available from My LCI. Follow up late or incorrect returns

Contact your Zone Chair Advisor quarterly to discuss the status of Clubs in your Zone, including membership, attendance, service projects and any problems that they may have

Forward the Cabinet Secretary and Zone Chair Advisor for each Cabinet meeting before the required date the Cabinet report

With the Support of the Youth of the Year (YOTY) District Chair, and in consultation with other relevant Zone Chairs, assist / organise the relevant Youth of the Year Zone final

Make every effort to attend District functions, including District Changeover and District AGM and Convention. Encourage Lions in your Zone to participate in District events

To promote Club representation at District, Multiple District and International Conventions by the full quota of delegates to which Clubs are entitled

Inform the District Governor, the Cabinet Secretary and the Welfare Chair of any serious illness or death of a Lion or a Lions family member in your Zone

To initiate the exchange of ideas on Programs, Projects, Activities and Fundraising methods in Clubs

To create a good understanding within the Clubs about the District, Multiple District and International programs

To make sure that every club within the Zone respects the various Constitutions

To represent any Club in the Zone within the District, Multiple District & Lion Clubs International

To recommend qualified Club Presidents for the Club Excellence Award

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Always inform the District Governor of any potential issues, encourage Clubs to call upon and use the Global Leadership Team & use Club Excellence Process

Encourage Clubs to have a membership plan and include same in all reports

Encourage Club President’s to ask Members to invite a prospective new member to an Information Night

Encourage Clubs to use one of the Global Membership and or Global Leadership team to speak at Information Nights

Establish communications between Global Membership and Global Leadership Team Chair and Zone Chairs

AS A MOTIVATOR A ZONE CHAIR SHOULD:-

Recognise the efforts of Club Officers and offer them help

Encourage team spirit and Unity among Club members

Point out the importance of respecting other Club members

Promote enthusiasm among Lions for the Clubs Community Projects

Encourage members of each Club to participate in District Events, Conventions & Training

Encourage members to accept Leadership Challenges

AS AN ADVOCATE A ZONE CHAIR SHOULD:-

Offer direction and support to Clubs

Listen to the concerns of Clubs

Provide guidance to struggling Clubs and those in Status Quo

Encourage strong successful Clubs to set higher goals

Offer amicable resolutions to misunderstandings and problems

Inform Clubs of resources available from District, Multiple District and Lions Clubs International

AS A COMMUNICATOR A ZONE CHAIR SHOULD:-

Report Club activities to the Zone Chair Advisors

Provide suggestions on how the Clubs can participate in District Events

Inform Clubs of District and Multiple District events and training opportunities

Promote the objectives of the International Association of Lions Clubs

Assist Club Officers in their administrative responsibilities to District, Multiple District and the International Association

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ZONE CHAIR ADVISOR TEAM ROLE

Zone Chair Advisor 2nd VDG Linda JohnsAssistant Zone Chair Advisor – Daryl Schrader

AIMThe role of Zone Chair Advisor is to assist Zone Chairs to carry out their duties to the best of their abilities.

RESPONSIBILITIES Attend all V5 Cabinet Meetings, V5 District Changeover and V5 District AGM and

Convention

Attend a minimum of one Zone Meeting per year

Prepare and implement training sessions for Zone Chairs

Facilitate communication amongst Zone Chairs

Contact all Zone Chairs regularly to offer encouragement, help and advice

Identify any Zone Chairs having difficulties and seek advice from the District Governor

Keep the District Governor informed of any Zone Chairs problems or successes

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DISTRICT GOVERNOR

The District Governor represents the International Association of Lions Clubs in the District. They have the responsibility of supervising all the Clubs in the District. The District Governor works together with all the Zone Chairs and Zone Chair Advisors;

To organise New Clubs in the District

To reactivate Status Quo Clubs

To introduce rebuilding programs for struggling Clubs

To visit Clubs on behalf of the District Governor when authorised to do so

To assist the Zone Advisor Chair with struggling Clubs before Status Quo arises

To ensure Clubs are informed about District, Multiple District and International matters

VICE DISTRICT GOVERNORS

The Vice District Governors fall under the supervision and direction of the District Governor and are the Chief Administrative officers of the District and:-

It is important that the Zone Chairs and the Vice District Governors work together

2nd Vice District Governor Is the Zone Chair Advisor for all Zones in 201V5 and is assisted by a senior District Officer appointed by the District Governor

Participate in the review of the strengths and weaknesses of the Clubs in the District

Prepare and submit to the District Governor reports on the Clubs in the District upon request

1ST VICE DISTRICT GOVERNOR IS KUMAR SWAMINATHAN

Kumar joined the Lions Family as a member of a Leo Club, in Sri Lanka in the year 1983

He has held many positions including the District President and Multiple President in the years 1988- 1989.

In 1998 was invited to join the Lions Club of Hendala and held the positions of Secretary and President. He also served the District 306B Sri Lanka as a Zone Chairman and the subsequent year as the Region Chairman.

Along with his family, he migrated to Australia in 2005 and was invited to join the Lions Club of South East business. In 2010 he chartered the Lions Club of Lysterfield of which he is a member.

He has served in the District 201 V5 as Zone Chair in 2009 and 2012. He was the Director of Projects in 2013, Chair of LEHP in 2014 and was the Centennial Projects Coordinator.

A professional Marketer, he has worked for Multi-Nationals such as Cannon and Eastman Kodak in Sri Lanka.

He has achieved a number of Lions’ awards, Including 3 International Presidents’ Appreciation Awards and is a Melvin Jones Fellow.

Kumar and his wife, Shashi, have been married for 27 years and have two daughters Keran and Shwetha who are both members of the Leo’s Club of Knox.

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2 ND VICE DISTRICT GOVERNOR IS LINDA JOHNS

DISTRICT CABINET

The District Cabinet assists the District Governor in making Administrative plans and policies which affect the success of the International Association of Lions Clubs within the District. Cabinet usually meets four times a year as specified in the District Constitution.

Voting Members of the Cabinet include the District Governor,1st Vice District Governor, 2nd Vice District Governor, Immediate Past District Governor, Cabinet Secretary, Cabinet Treasurer, Zone Chairs, Zone Advisor Chairs, District Chairs and other Lions as specified in the District or Multiple District Constitutions. Usually District Project Chairs are included as voting members of Cabinet. Currently District 201V5 has around 40 people forming each District Cabinet.

Cabinet usually meets four times a year as specified in the District Constitution.

In some of the physically larger Districts, telephone conference calls are sometimes used to allow Cabinet Officers who might otherwise not be able to attend Cabinet Meetings to participate.

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CABINET SECRETARY & CABINET TREASURER

Both positions are very busy and responsible - providing record keeping and financial services for the District. Some of their duties include:

Collation and circulation of Cabinet Officers reports

Coordination and management of District correspondence

Liaising with International Headquarters on relevant matters

Managing District records, database and files

Managing District Accounts and Finances and report to the District Governor and Cabinet

ZONE CHAIR (CLUB ADVOCATE )

No other District Officer has a closer relationship with the Clubs than the Zone Chair.

The Zone Chair should work with the Clubs as an advisor and can help them identify their particular needs

To do so, you should regularly visit each Club in your Zone, at least once in the first three months of the Lions year

Your visits will reinforce your role as an Advocate and as a resource person, and will also give you the opportunity to identify the strong Clubs as well as those struggling ones where you can provide assistance

STRONG CLUBS CHARACTERISTICS Well organised and managed

Steady membership growth

Successful fundraising projects

Strong Public Relations program

Members who are enthusiastic and take pride in their Club

Sponsor numerous service projects which meet the needs of their Communities

Pay their dues on a timely basis and seldom have overdue accounts

STRUGGLING CLUB CHARACTERISTICS Lack of Club/Lions paraphernalia EG Club Banner, Gong & Gavel , Leonie, Club

Charter

Poor membership retention goals growth

Do not sponsor service activities to benefit their Communities

Members of their Club lack initiative, unity and are indifferent to needs of others

No new member Orientation programs and the Lions do not attend functions sponsored by the District or Zone

Lack of IT - ie website, Facebook, email correspondence

Don’t pay dues in a timely manner and receive numerous overdue account remindersTHEY ARE IN DANGER OF BEING PLACED IN STATUS QUO

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ZONE CHAIR (CLUB SUPPORT)

The District Governor may appoint a Lion to assist a struggling Club to regain strength.

It is essential that the District Governor, Vice District Governors and Zone Chair all cooperate and combine their efforts if a club rebuilding program is to succeed.

Enlist the help and support of District Officers, the Club’s own past officers, the sponsor Club and the District Global Membership Team.

You Can:- Identify & utilise a group of Club members most interested in the Club survival

Complete the questionnaire ”Club Excellence Process” (Appendix 6) and analyse as the answers may identify the problems

Hold special meetings with members of the Club to gain input and insight

Capture the viewpoint of all club members possibly with an external facilitator

Stand by the District Governor and decisions they make regarding the Club

ZONE CHAIR (NEW MEMBER SUPPORT)

Providing support to new members is critical to ensuring that they feel valued and that their welfare and introduction to Lions are important. This creates a sense of belonging and goes a long way to our retaining these people as Lions members.

As a Zone Chair you can provide support to New Members by ensuring that they receive a copy of the District’s New Member Manual - along with the New Member kit provided by Multiple District - in time for their induction ceremony. This Manual provides background information about the District and provides guidance on a range of topics they pertinent to Lions and which they may be interested in.

It is also advisable to remind clubs who are inducting new members to order their New Member kits from Multiple District in time for the induction ceremony. Orders for New member Kits should be placed a couple of weeks prior to the induction ceremony to ensure they are received in time.

The District’s New Member Manual is able to be downloaded from the District website or hard copies may be obtained from the GLT Chairman.

DISTRICT CHANGEOVER LUNCHEON To be held on Sunday 15th July 2018 at the Growling Frog Restaurant, Donnybrook Golf Club, 1910 Donnybrook Rd, Yan Yean VIC 3755.

DISTRICT AGM & CONVENTION To be held 26th – 28th October 2018 at Deakin University’s Burwood Campus on Burwood Road.

District Convention is held annually and usually around September to October All clubs in the district are entitled to have Delegates/Alternatives (1 per 10 members)

to attend for voting purposes. Attendees consist of Lions, Leos, Lionesses, Partners and guests

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Registration and payment is required for hospitality (meals & social functions) but business sessions and forums are free to attend – any accommodation is at the expense of the individual.

RUNNING GREAT ZONE MEETINGS

FAILING TO PREPARE IS PREPARING TO FAILBE PREPARED

First stage is the agenda

Other things might include: Research on guest speaker so you can introduce properly & have right equipment Research on current District, MD and International events so you can inform club Read previous minutes and address outstanding action items

Prepare for any issues. How would you handle things like

Guest speaker that doesn't turn up unannounced visit from another club or VIP

Send the agenda and Club reports to Club at least 2 weeks before the meeting

Prepare handouts as required covering important items

Prepare well in advance for each Zone Meeting. Invite a District Chair to speak with the participants at one or more of the Zone Meetings

Consider the ideas in the Zone Chair's Manual from Lions Clubs International and the Zone Chair’s Tutorial available from the Multiple District 201 web site in preparing each agenda

Organise someone to take the minutes of the meeting

LEAD BY EXAMPLE Don't be late

Moderate language

Good humour

Friendliness, particularly to newcomers and visitors

Good preparation, do your homework

Dress standard

Be proud of organisation, let it show

Discourage waffle

AGENDA Essential and should be prepared well before meeting

Structure the agenda to involve the Presidents, Secretaries and Membership Chairs and guests on the subjects under consideration

A list of things to discuss

Timing needs to flexible but controlled to ensure you start on time and finish on time

Move agenda items around, drop unimportant items if pressed for time, keep a couple of simple games, tricks, jokes up your sleeve to fill in dead spots.

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Suggest Clubs could undertake a Zone Project or fundraiser

Suggest that hold a Zone Dinner Meeting or Zone social activity

TIMING Must start and finish on time, regardless of latecomers (including guests)

1 ½ hours ideal, 2 if a meal is served; not over 2 ½ hours

Watch agenda and clock, avoid dead spots by changing agenda around

Aim to arrive 30 minutes early for fellowship before meeting starts

LIMIT GUEST SPEAKER TIME Discuss time available / preferred with speaker before the meeting

Give a “one minute” warning with the gong

Let an interesting speaker go overtime

Usually 2 guest speakers is more than enough

RESULTS Ensure that the minutes and action items from the meeting are distributed to Clubs

within 1 week following the meeting

Results from meetings should include:

Happy Lions, satisfied with meeting outcomes and duration Impressed visitors wanting to return – very important for prospective members Decisions made about business matters and actions completed Rules of Debate applied for consistency and governance Tasks delegated appropriately to members Next meeting and venue organized

REPORTS Reports to cabinet should include

Projects that each Club is involved with Project man-hours spent and dollars raised (if that data is available) Average attendance at meetings (% of membership attending, actual numbers

may be better) Membership data, membership targets of each club; membership activities

(including new members added and members dropped) Complete and submit the official Zone Meeting Report (Appendix 3) within 1

week following the meeting to both the Cabinet Secretary and Zone Advisor Chair

DO NOT FORGET TO ATTACH COPY OF THE AGENDA & MINUTES TO THE OFFICIAL REPORT

CONTROL DEBATE (Ref Appendix 2) Learn the elements of Rules of Debate. No need for rigid application at club level,

but principles must be followed

Call for a motion as soon as it is obvious that someone wants to discuss something

Don't let discussion float all around the room with no motion presented

Call for seconder as soon as a motion is moved. No seconder, no motionPage 25 of 73

Don't keep calling until someone seconds a motion. Ask once, then declare no motion if no seconder forthcoming. No seconder means nobody wants to debate the motion, and the mover didn’t do his homework!

Alternate speakers for and against, no second chance to speak

Don't allow interjections or comments. Use the gong!

Appoint a timer and limit debate (if long winded member)

Don't stifle good humour and fun

Allow time for members to talk to each other. (During meal etc)

ZONE MEETING - GUIDELINES

Zone Chairs are required to convene at least three Zone Meetings of Clubs

Zone Meetings are traditionally held on a week night with venue to be chosen by Zone Chair

The first Zone Meeting must be held by 1st October 2018 – which is within 90 days of the rising of the International Convention

Zone Meetings should be held wherever possible on a night not conflicting with club meetings, possibly the 5th week of a month

The suggested timing for the Zone Meetings is before a District Cabinet Meeting

Zone Meeting dates should be communicated to all clubs in the zone

Advise the Cabinet Secretary of the Zone Meeting dates when finalised

ZONE MEETING - CHECKLIST

Select a time and venue suited to best suit Clubs

Invite the President, Secretary, Membership Chair, GST Chair and any interested individuals from each club.

Have a firm meeting plan and agenda

Appoint a Minute Secretary as necessary

Encourage participation from everyone

Use name tags, visual aids, projectors, flip charts or anything else to maintain interest

Send copies of minutes and a summary of items discussed to all Clubs

Be Prepared!

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SUGGESTED TIMING OF ZONE MEETINGS

DUE DATES FOR REPORTS TO

CABINET MEETINGS

DATES OF CABINET MEETINGS

First Cabinet MeetingSunday, 22nd July 2018

Box Hill Lions Club Rooms

First Zone MeetingMid August 2018 12th September 2018

Second Cabinet Meeting 23 September 2019 – Senjor Cits

Hall, SeymourSecond Zone Meeting

Late November to early December 2018

4th February 2018Third Cabinet Meeting

17th February, 2019 - Box Hill Lions Club Rooms

Third Zone MeetingEarly April 2019 5th May 2018

Fourth Cabinet Meeting19th May, 2019 - Box Hill Lions

Club Rooms

FIRST ZONE MEETING

Suggested Guidelines for topics Clubs objectives for the year

District Governor and Zone Chair’s objectives for the year

The Associations program

Membership Chair plans to retain existing members and increase membership

Club Finances-importance of meeting obligations

Importance of WMMR’S report being on time and accurate

Possibility of organising a New Club

Guest speaker

SECOND ZONE MEETING

Suggested Guidelines for topics Progress review of Club projects

New Member sponsors responsibilities

Action plans to retain existing members and increase membership

New Member induction and Orientation progress

Club Finances- Are Club obligations being met

Progress reports—New Clubs, joint Club programs, joint meeting attendance etc

Need for nominations Committee before New Year, nomination Meeting and Elections procedures and Timings

Guest speakers

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THIRD ZONE MEETING

Suggested Guidelines for topics Progress report—objectives, membership

Nomination Committee appointment

Club Officer installation ceremonies

Completing and filing the PU101 (Club Officer Reporting Form)

Club Development School and other available material

The Club annual financial audit

Selecting Delegates to Multiple District Convention and International Conventions

The awards program and the need for awards to be ordered early

100% CLUB EXCELLENCE AWARD

One of the duties of the Zone Chair is recommending Clubs to receive the Club Excellence Award

Club Secretaries initiate the award application on forms available on the Lions clubs International Website, then hand the form to the Zone Chair for endorsement before it goes to the District Governor for final recommendation

Your signature on the application indicates that you believe that the Club has fulfilled all their requirements to qualify for the award

These requirements vary from time to time. You should check the current requirements on the Lions Clubs International Website

ZONE YEAR PLANNING

Planning is vital for a satisfying and successful year

Use some sort of planning calendar and show Zone Meetings

Club Meetings and visits to Clubs

District Cabinet Meetings

Conventions—District, Multiple District and International

Club Charter Anniversaries and other special occasions

Deadlines for PU101s, My LCI, District Newsletter/Lion Magazine items, Convention submissions etc

Youth of the Year (Ref Appendix 12)

Club Officers Training and other workshops

REMEMBER : FAILING TO PLAN IS PLANNING TO FAIL.

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ZONE MEETINGS - FLOWCHART

Identify Items for Agenda

Items from previous Cabinet Meeting Relevant items listed in the Zone Chair’s manuals and tutorials Items relevant to the operation of the Clubs, District & District Convention Request reports from Club Presidents 2 weeks prior to meeting

Seek Suitable Venue for Meeting

Ensure suitable size and comfort for the number attending Ensure sufficient heating or cooling if needed

Consider Inviting a District Chairman to each meeting

Invite a District Chair to make a presentation for a specified time Invitations are especially applicable to the first and second Zone Meetings

Prepare Agenda

Send out Agenda and reports 1 week before Meeting List items identified as relevant - see above One agenda for each Club (in case they forget to bring their own) Specify date, time and venue Request Clubs to provide copies of specified information for each meeting If possible, distribute minutes by email – copies can then be on-forwarded Prepare handouts covering any important items

Conduct Zone Meeting

Ensure minutes of meeting are recorded Seek involvement of Presidents, Secretaries, Membership Chair & others Ascertain what Clubs are doing / plan to do Keep effective control of the meeting Make attendees feel that the meeting was worthwhile and thank for attendance

Prepare Minutes of Meeting

Ensure minutes are true and accurate Highlight action items agreed

Distribute Copies of Minutes to Clubs

One set of minutes each for club to the Secretary If possible, distribute minutes by email – copies can then be on-forwarded Follow up on items requiring action

Complete Report Form for District

Complete the sections as required, including list of attendees Attach a copy of the minutes to the “Club Visit Report” (Appendix 2), send

completed report form to the Zone Chair Advisor

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CLUB VISITS - GUIDELINES

A Zone Chair is expected to make at least three official visits to each Club in their Zone during their term of office

Use the proposed dates for the official visits to Clubs by the District Governor for planning

Make an official report on each Club visited immediately after each visit

The suitability of the proposed dates for the visits must be agreed with the Clubs by making direct contact with the Clubs. Refer to “Club Visits Dates” (Appendix 1) to work out potential dates for visiting the Clubs

It is important to make Clubs aware that when the District Governor and/or the Zone Chair makes an official visit to a Club, they are to be a guest(s) of the Club

Zone Chairs must prepare in advance for their official visit to any Club

Make brief notes of the points you wish to cover during your presentation and do not feel embarrassed to refer to them

Plan to be on time to enable you to speak with the President, Secretary and other club members before the meeting commences. Aim to get to know the Club and its members

Following your introduction by the President’s or Dinner Chair, stand to make your presentation

Be courteous to your audience and always try to be positive

It is a good idea to commence your presentation by praising the Club for some recent activity they have undertaken

It is also a good idea to tell the Club members at the start of your presentation that you have “x” number of subjects to raise

At the end of your presentation, do not forget to ask if there are any questions

Don’t forget to thank the Club for having you at their meeting

As soon as practical after the visit, complete a “Club Visit Report” (Appendix 2) and send it to the Cabinet Secretary

There is to be no guest speaker at the meeting when the District Governor Team representative makes their official visit to a Club

Clubs will be given the opportunity to express their wish as to whether the District Governor Team's visit should be a "Partners' meeting", a “normal Club meeting" or some form of combined/visitation meeting

The Zone Chair normally introduces the District Governor at each official visit to a Club in the Zone

Observe Lions protocol when introducing a member of the District Governor Team. Attached to these guidelines is a copy of Lions Official Protocol (Appendix 4)

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CLUB VISITS - FLOWCHART

Agree dates of Official Visits to Clubs

Propose visitation dates to Clubs Seek agreement of each visitation date with the respective Club When dates are agreed, confirm in writing – see “Club Visit Dates”

(Appendix 1) Enter visitation dates in diary, wall planner, etc Ensure Clubs are Fully Aware of Official Visitations Send copy of program of visitation dates to Clubs

Be flexible, e.g. if a Club finds that an agreed date needs to be changed

Contact Club 2 to 2 Weeks before Date of Visit

Ensure that the agreed date for a visit is in the Club program Advise the Club President of any requirements for your visit Ask the Club President about recent Club successes and activities Ask the Club President if there are any matters for you to raise

Prepare Presentation for Visit to Club

Identify Club activities that are worthy of praise Identify important matters to include in presentation Compile brief notes for use in presentation. Prepare copies of any information for distribution to the Club.

Make Official Visit

Before visit check with President or Secretary that arrangements are still OK Arrive in plenty of time to join pre-meeting fellowship Ensure that you are appropriately seated & introduced Make an effective presentation - content & style Seek any questions from Club members Record any follow up actions required Be helpful to Club President, Secretary and Club members Thank Club President and members for their hospitality

Complete Visit Report

Fill out visit report within 1 or 2 days of a Club visit Include comments that will be useful to recipients of the report Send completed report to the Zone Advisor

Follow Up any Matters Arising from Visit

Contact relevant person(s), e.g. Cabinet Secretary, a specific Cabinet member Use experience of visit in preparing the report to next Cabinet Meeting

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LIONS INSURANCE COVER

Arranged at Multiple District Level – public liability, personal accident, general property, other (including optional extra insurances) – details are inside MD 201 Directory

DIRECTORIES, MANUALS AND LION MAGAZINE

Multiple District directories - one per Lion member but now changed to both hard copy & CDs

Range of manuals for various Club and District positions (available from GLT Chairman), Lions projects and activities, supply information

The Lion magazine (Australian edition) - 6 times/year, posted to home address of individual Lion

THE INTERNATIONAL ASSOCIATION OF LIONS CLUBS

What is the International Association of Lions Clubs?

Community service orientated groups in Clubs - male and/or female members

International organization, largest community service organization in the World

Members enjoy fellowship, develop leadership capacity & dedicate part of their time to help those in need

Only Community Service Non-Government Organisation (NGO) represented at World Health Organisation (WHO)

Representative on United Nations

The History of Lions International

Lionism began in June 1917 in Chicago, U.S.A.

Founder was Melvin Jones, an insurance businessman

First annual convention was held in Dallas, USA, in 1917 with 22 clubs

Now there are around 40,000 Clubs and 1.35 million Lions in over 700 Districts in approximately 200 countries and geographic areas

Lions International was introduced to Australia in 1947 by William “Bill” Tresise (deceased) with Lismore being the first club formed

Lions used to be an all-male institution but in 1986 that changed and women were permitted and encouraged to become Lions members.

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The International Organisation: Officers and Directors

International President

1st, 2nd & 3rd International Vice Presidents

Immediate Past International President

Around 30 International Directors representing various areas of the world, including one representing Australia, New Zealand & Indonesia (Constitutional Area # 7)

The International Headquarters

Oak Brook (near Chicago), Illinois, U.S.A.

Various Divisions

More than 340 full-time employees

International Convention

Held in late June or early July in a different country each year

Twenty to thirty thousand of Lions, Lionesses, Leos and partners typically attend

All Clubs entitled to have Delegates (one per Club)

CABINET SECRETARY & CABINET TREASURER

Both positions are very busy and responsible - providing record keeping and financial services for the District. Some of their duties include:

Collation and circulation of Cabinet Officers reports

Coordination and management of District correspondence

Liaising with International Headquarters on relevant matters

Managing District records, database and files

Managing District Accounts and Finances and report to the District Governor and Cabinet

DISTRICT PROJECT CHAIR S

Are asked by the District Governor to take on responsibility of specific portfolios

Are normal club members asked to take on additional tasks

Portfolios usually involve Multiple District or District projects requiring representatives to promote the cause, seek funding and explain the project to clubs and offer them the opportunity to support the project as well as educating the general public

Some project portfolios from Multiple District include:-

o ALCMF – Australian Lions Children’s Mobility Foundation

o ALDAF – Australian Lions Drug and Alcohol Foundation

Some project portfolios from District include:-

o Children of Courage

o Strategic Planning Committee

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o Website and Social Media

o Leo Clubs and other Youth Activities

There are other portfolios & committees

o GMT – Global Membership Team

o GLT – Global Leadership Team

o Rules & By-Laws

MULTIPLE DISTRICT CONVENTION

Is held around May each year – in 2019 it will be in Geelong over the weekend of 4 th – 6th of May 2018.

Provides an opportunity for all districts & clubs to see what each other is doing, network, and vote on the bigger projects often referred to as Project A or Project B types (eg ALVIF), much information is conveyed, changed governance requirements and good fun

ANZI-PACIFIC FORUM

Is usually held around September each year – in 2018 it’s in Wellington, NZ over the weekend of 7th – 9th September – and is a great venue for learning skills from experienced Lions on huge variety of topics like Membership retention, Women in Lions, Difficult Discussions, Project Risks, Social Activities etc

INTERNATIONAL CONVENTION

Is usually held around June, July each year – in 2019 it’s from 29 th June – 2nd July in Milan, Italy.

Opportunity for all Multiple Districts, Lions Members to see what’s happening around the world, welcome the new International President, explore another country and experience what it has to offer in a safe and happily shared manner

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APPENDIX 1 – CLUB VISIT DATES

Use this form for planning the dates of official visits to Clubs prior to the commencement of the Lions Year. It is a working document and not a final summary of the planned visitations. A separate form is included with these guidelines for use as a final and agreed program of visits.

PROPOSED DATES OF VISITS TO CLUBS BY ZONE CHAIRMEN

ZONE . . . . . . . ZONE CHAIRMAN ………………………………………………

CLUB & MEETING DATESZONE

CHAIRMAN(1st Visit)

ZONE CHAIRMAN(2nd Visit)

DISTRICT GOVERNOR(One Visit)

Middle Town (1st & 3rd Tuesdays) 2/8/2018 20/12/2018 As Advised

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APPENDIX 2 – RULES OF DEBATE

RULES OF DEBATETo Do This You Say This May you

interrupt the

speaker?

Is a seconder needed?

Is your motion

debatable?

Is your motion

amendable?

Vote Needed

1 Introduce new business for discussion

“I move that …” No Yes Yes Yes Yes

2 Amend a motion

“I move that the motion be

amended by “

No Yes Yes No Yes

3 End debate on matter for a

vote

“I move that the question be now

put”

Yes Yes, unless the Chair declares otherwise

No No Yes

4 Suspend debate on a

matter for the present meeting

“I move that the meeting move to

the next business”

No Yes No No Yes

5 Suspend debate on a matter either indefinitely or until later in the meeting

“I move that the question lie on

the table”

No Yes Yes No Yes

6 Reintroduce debate on a

matter laid on the table

“I move that the question of …. be now raised from the table

No Yes Yes No Yes

7 Adjourn debate on a matter until a later time or later meeting

“I move that debate on this

matter be adjourned until”

No Yes Yes Yes Yes

8 Adjourn a meeting

“I move that this meeting be

adjourned until”

No Yes Yes Yes Yes

9 Ensure that a matter is

placed on the agenda for a later meeting

“I wish to give notice of motion

be moved (when) that ….”

No No No No No

10 Draw attention to a breach of

procedure

“Point of order” (eg “There is no

quorum”)

No No No No No

11 Strike out or cancel a motion

previously passed

“I move we rescind the

motion that ..”

No Yes Yes No Yes

12 Withdraw a motion

“I request leave to withdraw the

motion”

No No Yes No Yes

13 Have a matter investigated

further

“I move we refer this matter to a

committee”

No Yes Yes Yes Yes

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APPENDIX 3 - CLUB REPORT TO ZONE CHAIR

ZONE REPORTDistrict 201 V5 Zone [insert zone no] – [insert date] , 2018

Club NameNumber of Members as at 30th June 2018

Net gain / loss to date in 201…/201…

Proposed new members for the year

Membership development - assistance needed (Yes/No)

What social activities have you planned/ conducted to assist with member retention?

What service activities have you planned/conducted this year?

Club Change-Over Date

District Governor Visit

Communication/Promotion of ClubDoes your club have an up-to-date Website and use Social Media to raise awareness of Lions and promote your club in the community?

Club Excellence AwardHas your club applied for a Club Excellence Award? If yes, what was the outcome? If not, why?

Club, Multiple District and International ProjectsList Projects, numbers of volunteers involved, number of people assisted and total volunteer hours1. What is your Centenary Project and

how is it progressing?

2. Planned Major Projects

3. Major fund Raisers for the Year

4. Donation to LCIF (Yes/No)

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LCI Project Focus Areas1. Youth

2. Hunger

3. Environment

4. Sight

Reporting for projects on LCI site completed? Yes/No If no, when will report be completed?

CLUB ADMINISTRATIONFinancial Status: Club Membership fees paid (Yes/No)

Where no, what actions planned to address this issue

District and International Dues Dues to District Paid (Yes/No)

Dues to LCI paid (Yes/No)

Where ‘no’ to either response, what actions planned to address this issue

Lodgement of Reports and CAV ReturnPlease provide the submission dates of the following reports and return:

Completed & Submitted (Yes/No)

Date Submitted (or planned for submission)

Monthly Membership Return (MMR) - LCI

Club Activity Report - LCI

Audit of Club Accounts

Consumer Affairs Victoria Annual Return(To be submitted by 31 October)

Additional Comments:

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APPENDIX 4 – ZONE MEETING ATTENDANCE RECORD

District 201 V5 Zone – [insert zone]

Attendance Record for Zone Meeting [insert date], 2018

Name (Print please) Club Signature

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APPENDIX 5 – DISTRICT CONVENTION, HOSTING OFFICIAL GUESTS AND PROTOCOL Protocol is about showing respect to your guests, officials and distinguished Lions. At its heart, it is ensuring that respected individuals are announced and introduced.

At many Lions functions distinguished Lions are announced at the commencement of the function and further introductions use a shortened form, announcing only the most senior guests (eg “District Governor, Club President and Lions all”).

A version of the International Protocol can be found in “Celebrating the New Club” published by Lions Clubs International. (Document # tk 26)

Local Protocol MD201Under normal circumstances the following order of precedence applies:

1. International President2. Immediate Past International President/LCIF Chair3. International Vice Presidents (according to rank)4. Past International Presidents (b)5. International Directors (Board Appointees) * (a)6. LCIF Board of Trustees7. Past International Directors8. GMT/GLT/GST Vice Chair (GAT), Family and Women International Coordinator

(FWC) (a)9. GMT/GLT/GST Constitutional Area Leader (a)10.LCIF Area and Regional Coordinators, FWC/GLT/GMT Area Leaders and Special

Advisors/Japan Vice Constitutional Area Leaders (a)11.Chair, Council of Governors (a)12.District Governors13. International Administrative Officer4s/Constitutional Area Executive Staff14. Immediate Past Council Chair15.Past Council Chairs16.Multiple District FWC/GLT/GMT and LCIF Coordinators17. Immediate Past District Governor (a)18.Vice District Governors (according to rank)19.Multiple District Committee Chairs (a)20.Past District Governors (a)21.MD201 Executive Officer22.MD201 National Treasurer23.MD 201 Legal Officer24.District Secretary (a)25.District Treasurer (a)26.District FWC/GLT/GMT and LCIF Coordinators (a)27.Region Chair (a)28.Zone Chair (a)29.District Committee Chair (a)30.Club Presidents (a)31. Immediate Past Club Presidents (a)32.Club Past Presidents (a)33.Club Secretaries (a)34.Club Treasurers (a)

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35.Past Club Presidents (c)36.Multiple District Secretaries (staff) (a)37.Multiple District Treasurer’s (Staff) (a)

Explanatory Notes* Appointees by the International President to committees of the International Board of Directors and the LCIF Executive Committee shall be introduced and otherwise recognised before Lions who have held the same office. During introductions, their appointment shall be mentioned.

(a) When more than one is present, they shall be recognised according to the Roman Alphabetic order of the first letter of their fully used family name. If the first letter is then same, go to the second letter and so on. If the last names are identical, the same process should be followed with the first given name; if these are the same, then the middle name. In the unlikely event that the two names are identical, the one with the longest association membership shall be given precedence

(b) When more than one is present, the one who served most recently is given precedence, and so on.

(c) When more than one is present, precedence should be the same as for past International Presidents (see (b) above). In the event that more than one Past International Director who served during the same term is present, then the criteria specified for (a) should be used.

A word of caution:Don’t overdo Protocol. Protocol is about showing respect, however overdoing it with continuous, long-winded introductions is not necessary; it is boring for all those present.

Once official protocol is given, thereafter an abbreviated protocol recognising the Chair and most senior Lion or guest and then others present (eg District Governor, Club President and Lions All.

Above all, please recognise than the world doesn’t end if protocol is given incorrectly. All Lions do their best and this needs to recognised.

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APPENDIX 6 – QUALITY CLUB INITIATIVE (FORMERLY CLUB EXCELLENCE PROGRAM)

Club Survey “How are Your Ratings?”Thank you for taking the time to evaluate our club. Your answers will help us see our club’s strengths and weaknesses and develop a plan to address problems that need attention.

If you have any questions, please contact: Global Leadership Team Chairman Greg McNamara Mobile: 0448 894 637 or email [email protected] each question, please rank our club’s performance using this scale:5 = Always 4 = Often 3 = Sometimes 2 = Seldom 1 = Never

Please add your comments (both positive and negative) in the spaces indicated.Please complete and return this survey to your Club Excellence Facilitator. Please submit form by: _ _ / _ _ / _ _

CLUB MEETINGSY / N Does our club president follow an agenda?

Y / N Do meetings start and end on time

Y / N Does the club provide interesting and varied programs?

Y / N Are guests properly introduced?

Y / N Are meetings interesting and lively

Y / N Is there a friendly atmosphere during club meetings

Y / N Are speakers given enough time for their presentations?

Y / N Is our meeting place adequate?

Y / N Do club members have the opportunity to participate and communicate?

Y / N Are the minutes of the previous meeting and the board of directors meeting read and approved?

Y / N Does the treasurer give monthly reports regarding the club’s financial standing?

Areas where our club excels (please comment):

Areas that need attention (please comment):

Additional comments:

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MEMBERSHIPY / N Does our club set a membership goal for the year?

Y / N Are members encouraged to recruit new members?

Y / N Does our club have a recruitment plan in place?

Y / N Are new members properly inducted?

Y / N Are new members properly orientated?

Y / N Are new members immediately assigned to a committee?

Y / N Are all members encouraged to regularly attend meetings?

Y / N Are awards and other recognition presented in a meaningful manner?

Y / N When new members are introduced, are they invited to share information about their hobbies, family and background?




CLUB ACTIVITIESY / N Does our club schedule community service projects at least every quarter?

Y / N Does our club schedule fundraising projects at least every quarter?

Y / N Are you given the opportunity to suggest new community service projects?

Y / N Are you given the opportunity to suggest new fundraisers?

Y / N Are our community service projects still relevant and successful?

Y / N Do a majority of our club members participate in all projects?

Y / N Do you feel that you are being asked to do too much?

Y / N Does our club publicize its accomplishments, fundraisers and service projects?

Y / N Does the club support district projects?

Y / N Does the club support multiple district projects?

Y / N Does the club support International Headquarters projects?

Y / N Are you made aware of the club’s service goals?

Y / N Are club newsletters published and distributed to all members?

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PERSONAL SATISFACTIONY / N Do you enjoy being a Lion?Y / N Are you encouraged to set personal goals?Y / N Are you challenged to try new things?Y / N Are you given the opportunity to gain leadership skillsY / N Do you enjoy club meetings?Y / N Do you enjoy your club’s fundraising activities?Y / N Do you enjoy your club’s community service projects?Y / N Have you been given responsibility for activities?Y / N Have you been given responsibility in your committee?Y / N Are you informed about all aspects of your club?Y / N Do you feel like an important part of your club?Y / N Are you encouraged to participate in international, district and zone functions?Y / N Are you encouraged to visit other clubs




Thank you for taking the time to complete this survey. Your input is extremely important to the club. Once the results of this survey are tabulated and evaluated, they will be shared with all club members.

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APPENDIX 7 – CLUB EXCELLENCE AWARD CRITERIA

THE CLUB EXCELLENCE AWARD

The Club Excellence Award has provided clubs with guidance and goals that expand their service and strengthen the effectiveness of club management. It is more than an award…it helps our association build stronger clubs and stronger communities!

Qualifying clubs will receive a Club Excellence Award pin for the club president and a handsome banner patch. The Elements of Excellence are:

1. Service – Complete three service projects

Humanitarian service, whether in your local community or globally, is what Lions are all about. Your club may have existing projects that have become a tradition, or perhaps you are ready to try something new, either way, when your club has completed three service projects, your club has fulfilled the service requirement for the Club Excellence Award!

Ideas to consider!

Centennial Service Challenge Campaigns - Four global campaigns focus on youth, vision, hunger and the environment. This link provides project ideas, planning guides, press releases and call to action materials.

While participating in the campaigns, you may wish to consider providing assistance to children in need by donating basic necessities such as food and clothing, conducting vision screenings, doing repairs at a children’s shelter or implementing a Reading Action Program project such as reading to children or providing children with new books.

Planning Projects – There are many needs that are unique to your community. Discover them by utilizing the Community Needs Assessment or Making It Happen publications to rediscover the service your club can provide!

2. Donation to LCIF – Expand your club’s humanitarian reach!

Lions Clubs International Foundation (LCIF) provides Lions clubs with an opportunity to make a global impact. Grants support both local and global humanitarian initiatives that are too large for individual clubs or districts to undertake themselves. A donation, large or small, fulfills the donation requirement for the Excellence Award. Making a donation is easy. Visit the LCIF website to choose an area that your club would like to support and make a donation on-line.

3. Membership Development – Have a net increase of one member!

Of course members are needed to support projects and events. To qualify for the Excellence Award, your club needs a net increase of only one member or sponsor a new Lions club. Establish a Club Membership Development Plan to help your club reach new membership goals and utilize the tools below to help your club recruit members and keep them involved and engaged.

Just Ask – Encourage your members to “just ask” by applying these simple but successful techniques for recruiting enthusiastic new members!

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The Club Quality Initiative – Helps your club reach its potential through exercises designed to refresh and refocus your club to increase participation and activity.

Membership Satisfaction Guide – Are your club members satisfied? This guide has helpful tips for reaching your member’s expectations.

Start a New Club – Resources to help charter and support new club development. All new members must be offered timely and meaningful new member induction

ceremonies and attend a new member orientation. A proven step to better member retention.

District Assistance – Contact your District Governor Team or Global Membership Team Coordinator for more information about local membership initiatives.

4. Communication – Complete any of the following!

Keeping your members and the public aware of your activities increases participation and visibility. There are several tools available to assist your club, including a free web-site! Take advantage of any of these ideas, or develop your own strategies, to fulfill the requirement for the Excellence Award.

Club websites: e-clubhouse – Launch or maintain this free website (or one you designed on your own) to keep your members connected.

Public Relations Guide – Apply the ideas provided in the guide to help your club get the recognition it deserves. The guide includes sample press releases, public service announcements and more.

Brochures and materials – Promote membership and involvement by distributing professionally designed brochures and materials. Great for special occasions and community events.

5. Leadership Development – Proper elections, attend officer training and attend zone meetings!

To qualify for the award, all officer positions must be filled by qualified Lions in accordance with the constitution and by-laws. The club must also be represented during zone meetings and a majority of the club officers must have participated in a leadership training program. The training could include training offered at a zone, district, multiple district or International event, courses offered online from the Lions Learning Center, participation in a Club Quality Initiative Workshop or completion of the Certified Guiding Lion course. Additional offerings are mentioned below. Establish a Club Leadership Development Plan to make sure your members take advantage of the training that is available.

Lions Learning Center – The online resource offers vital information for developing personal leadership skills. Topics include managing others, achieving results, and excellence in communication. These courses can be applied to the Leadership Development requirement for the Club Excellence Award!

Officer training – Online officer training counts toward the award too! Officer specific training helps make serving as a club officer easier by demonstrating how club leaders can accomplish their tasks effectively.

Zone Meetings – Quarterly zone meetings feature personal support and provide a forum for exchanging practical and locally adapted service and management ideas.

Conventions – District, multiple district, and International events bring a new perspective from a broader range of Lions that add to the fun and fellowship that are natural to Lions.

District Training – Be sure to contact your District Governor Team and your Global Leadership Team Coordinator to find out more about local events.

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6. Club Activity – The club must meet regularly and submit the membership report, service activity report, and club officer report for the incoming year.

Submitting these reports are easy thanks to the advancement of MyLCI. Utilize this advanced membership system to complete officer reports, membership reports and club activity reports.

7. Club Maintains Good Standing

To fully participate in Lions activity, your club must be in good standing at the end of the fiscal year. To be in good standing the club cannot be in status quo and all International dues billings and new member entrance fees need to be paid in full. No more than US$50 in any other expense due to LCI can be outstanding beyond ninety (90) days. To check your club’s outstanding balance, go to online statements located on the LCI website. Instructions for making payments can also be found on-line.

Link to Application Form

http://members.lionsclubs.org/EN/lions/awards/excellence-awards/club-excellence.php

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http://members.lionsclubs.org/EN/lions/awards/excellence-awards/club-excellence.php

APPENDIX 8 - CLUB EXCELLENCE AWARD APPLICATION 2017-2018

To qualify the club must be chartered for 6 or more months prior to the end of the fiscal year, further the objectives of the association, adhere to the association’s constitution and by-laws and policies, and meet each requirements noted below during the fiscal year.

Date:Club Number: Club Name:Member Number: Club President’s Name: 2017-2018

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

Date: Activity:

Date: Activity:

Date: Activity:

Contribution The club has made a contribution to LCIF 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

Net Growth in Members: Name of sponsored club or Branch Communication The club has publicized 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

Leadership Development

All officer positions were filled in accordance with the constitution and by-laws 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

Date: 2016-2017 District Governor’s Name:

2016-2017 District Governor’s Signature*:

* In un-districted areas the Coordinating Lion or Provisional Zone or Region Chairs should sign the completed form.

The completed form must be mailed to the English Language Department at International Headquarters, or faxed to (630) 706-9130, to arrive by September 30, 2017. Request for review of award eligibility from a disqualified club shall be considered only if received at International Headquarters within 12 months after completion of the fiscal year, provided that the original application form is already filed at International Headquarters. The award will be mailed to the 2016-2017 District Governor for presentation. In un-districted areas the award will be mailed to the Coordinating Lions or directly to the 2016-2017 club president

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APPENDIX 9 – MULTIPLE DISTRICT 201 MAP

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APPENDIX 10 – DISTRICT 201V5 ORGANISATIONAL STRUCTURE

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APPENDIX 11 – USE OF FUNDS - GUIDELINES

These guidelines are intended to assist Lions members, clubs and districts (single, sub- and multiple) in following the Use of Funds Policy adopted by the International Board of Directors.

These guidelines are a supplement to the Use of Funds Policy, and are not intended to replace the policy adopted by the International Board of Directors. Lions are encouraged to review the described Use of Funds Policy in detail and may be found on the Lions Clubs International website www.lionsclubs.org or by contacting the Legal Division at [email protected]

It should be noted that these guidelines are not intended to constitute legal or tax advice. The following questions and answers are typical questions and answers for non-profit organizations, but may not be accurate under every local law which may have different requirements. For additional questions and advice about the use of funds and the laws in your jurisdiction, please consult local legal counsel or tax professionals for advice.

Frequently Asked Questions (FAQs) & Answers

PROPERTY

Q1. A Lions Club raised funds from the public to build a community centre. May the building be used for Lions meetings as well as for the community?

A: Yes, so long as the building is primarily used for the community, the club may still use the building for its own meetings.

Q2. Our Lions Club owns a building that was donated to it from the city. May we rent the building and keep the proceeds for our Administrative Account?

A: It depends on the circumstances in which the building was donated and whether there were any restrictions on the use of the building. However, it is possible to use the funds from rental income from a Lions owned building for use in the Administrative account.

Q3. The Lions Club owns a building and permits the local Boy Scouts (or other community related group) to use the building free of charge. May we use funds from the public account to clean the building after the use by such organizations?

A: Yes, you may use public funds to offset direct expenses for the public use of the building.

Q4: Our Lions Club owns a multi-use building where we hold public fundraisers, donate use of the building for other community organizations, charge rent for private events and hold Lions meetings. Can we use public funds to offset the cost of maintenance and upkeep?

A: Yes, you can use a pro-rata share of the public funds related to the percentage of the use of the building by the public.

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Q5: The Lions Club maintains a public park. May we use public funds for maintenance of the public park?

A: Yes, because the park is for the use of the public, public funds may be used to maintain it.

Q6: Our Lions Club owns a Clubhouse and we want to sell it. Are the proceeds from the sale considered public funds?

A: The dissolution of a club property must be done in accordance with the local laws of the jurisdiction in which a club is located. Many jurisdictions have specific requirements depending upon the nature of the organization. Therefore you should seek local legal guidance for the particular local requirements, if any, that are applicable. Generally, if publicly raised funds were used to acquire and/or maintain the property, the proceeds from its sale are considered public funds. If administrative funds were used to acquire/ maintain the property, the members may have a legal claim to a prorated share of the property/proceeds or else the property/proceeds may be used for public funds.

OPERATING EXPENSES

Q7. Our Lions Club purchased directors and officers liability insurance with the crime/fidelity (Bond) coverage to protect the officers of the club and to protect the club from losses as a result of fraudulent acts. What funds may be used to purchase this insurance?

A: This insurance coverage is considered an administrative expense and must be paid from administrative funds.

Q8. Our Lions Club purchased excess umbrella liability and liquor liability insurance for our annual fundraiser. What funds may be used to purchase this insurance?

A: This insurance is a direct cost of the fundraiser and therefore public funds may be used.

Q9: Our Lions Club purchased Accident Insurance under the supplemental insurance program. What funds may be used for this expense?

A: Accident insurance coverage is an administrative expense and therefore must be paid with administrative funds.

Q10: Our Lions Club is thinking about incorporating our club. May public funds be used for legal and filing fees necessary for incorporation?

A: No, this is considered an administrative cost and should be paid out of the Administrative Funds.

Q11: Our Lions Club has decided to create a separate Lions foundation. May we use public funds for the start-up costs of creating the legal entity?

A: No, this is an administrative expense and must be paid by administrative funds. However, public funds could be donated to and for the use of the Foundation to further the Foundation’s own charitable purposes.

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Q12: Our Lions club received a large bequest and would like to create a permanent endowment for scholarships. What funds can we use for the expenses related to setting up the endowment as well as ongoing fees for managing the endowment?

A: Generally, the operating expenses of the endowment may be paid from the corpus of the endowment. However, the laws related to endowments and whether the funds of the endowment may be used toward operating expenses vary depending on jurisdiction, and therefore you will need to seek local legal and/or tax counsel for advice.

Q13: Our Lions Club has purchased property insurance for our Clubhouse which is used as both for the benefit of the club and for the use by the public. May public funds be used for purchase of this insurance?

A: A pro-rata percentage of public funds related to the percentage of public use may be used to purchase the insurance. For example, if the building is used 60% of the time for the public, then 60% of the cost of the insurance may be paid by public funds.

BENEFITS TO LIONS OR FAMILY MEMBERS

Q14: A member of our Lions Club recently lost their house due to a fire. May we use public funds to assist him?

A: No. Use of public funds to benefit a member of the Lions club is not permitted. However the individual club members may donate to the member personally to assist him.

Q15: The sister of one of our Lions Club members recently lost their house due to a flood. May we use public funds to assist her?

A: No. Use of public funds may not be used to personally benefit a Lion. So long as the member will not personally receive a financial benefit from the transaction, a family member who is not a dependent may be eligible to receive public funds from the Club.

Q16: Our town recently suffered a devastating flood and many of the Lions as well as the community at large suffered extensive loss to their homes. May we use public funds to assist the community which would include affected Lions?

A: Use of public funds may be used to assist the community including affected Lions members in the case of disasters so long as the members meet the same eligibility criteria established for the disbursement of funds and assistance.

Q17: We have a member of our club that needs a heart transplant. May we hold a fundraiser in his name to raise money for the financial hardship of the medical procedure?

A: No, this is considered a private benefit to a member. However, individual club members may donate to the member personally to assist him or ask others to donate personally to him.

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Q18: We have a member of our Lions Club that has recently lost her job and is experiencing financial hardship. May we loan her money from public funds to assist her?

A: No, this is considered private benefit to a member of the Lions.

Q19: Our Lions Club wants to establish a scholarship fund for children or grandchildren of Lions members. May we raise funds from the public to support this fund?

A: Use of public funds may not be used to personally benefit a Lion. So long as the member will not personally receive a financial benefit from the transaction, a grandchild of a member who is not a dependent may be eligible to receive public funds from the Club. If the club wanted to establish a scholarship for the public at large, they could include family members as well as the public so long as the recipients meet the qualifications and are selected by a group (such as the school) outside of the control of the Lions Club.

PUBLIC FUNDRAISERS VS PRIVATE FUND RAISERS Q20: Our Club is holding a Golf Tournament and we are selling tickets to Lions

and the public. Lions receive a blue ticket and members of the public receive a yellow ticket. May we use the proceeds from the ticket sales to the Lions (as evidenced by the blue ticket) for our administrative funds?

A: No. Once the event is open to the public, all the proceeds are considered public funds.

Q21: We are having a Lions dinner open to all Lions Clubs in the District. May we use the proceeds from the sale of the tickets to the dinner for our administrative funds?

A: Yes. As the event is limited to Lions members, the proceeds may be designated as administrative funds as well as public funds.

Q22: Our Lions Club is working the vending area at the local football game and is getting paid a percentage of the sales by the stadium. May we designate our payment as administrative funds?

A: Yes, so long as this is the agreement between the stadium and your club and no Lions name or logo is displayed in working the event through signs or clothing.

Q23: May our Lions Club accept a personal bequest from a member of the public (non-Lion) to be designated administrative funds?

A: Yes, if the bequest was received with specific directions to be used for the administrative purposes of the club.

Q24: Our Lions Club wants to raise money to build a new Lions Clubhouse. If we advertise that the money is to be used for the clubhouse and will be used for our administrative fund is that okay?

A: No. If the clubhouse is going to be used primarily for the private use of the Lions, then the funds must come from the Lions and not the public, regardless of how it is advertised.

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Q25: A Lions Club sponsors an event such as an antiques show. It obtains the space and arranges for appraisers to render opinions as to the value of items brought in by Lions and non-Lions. Either a flat fee or fee per item will be charged for the appraisal or the Lions will receive a percentage of that fee. Where can the funds be used?

A: This is a Lions event for the public, and, therefore the net proceeds of the event are considered public funds.

Q26: A Lions Club provides free food for participants (and is recognized for it) in a fundraiser for a non-Lions cause, such as the Cancer Society 5K Race. Some participants want to make donations for the food. If the club puts a donation box on the table, what must be done with the donations? What if people just hand the club money with no directions?

A: Regardless of whether the funds are donated through a donation box or handed personally to the Lions by participants, the funds are considered public funds. Note: the expense for the food purchased for the race could be paid from the Club’s public funds in this particular circumstance.

INTEREST/INVESTMENT OF PUBLIC FUNDS

Q27: If our Lions Club invests our public funds, would we would be able to use the interest for administrative costs?

A: No, the interest raised is considered public funds.

Q28: How long can our Lions Club invest public funds before spending it? A: The funds should be spent within the same year received unless they have

been designated for long term projects.

OTHER QUESTIONS

Q29: Our Lions Club sells advertisements in our Calendars. May we use the proceeds from the sale of advertisements as administrative funds?

A: Yes, however, the revenues from the sale of advertisements may be considered unrelated business income and may be subject to federal and/or state income tax. Please consult with a local tax or legal advisor for additional information regarding unrelated business income.

Q30: Can the administrative funds and public funds be maintained in the same checking account?

A: Yes, so long as there is a detailed accounting of deposits and expenditures for each fund.

Q31: Our Lions Club sponsors a Leo Club. May we use public funds for the charter of Leo Clubs?

A: Yes, a Leo Club is considered a project of the Lions Club and therefore the funds for supporting the Leo Club may be public funds.

Q32: We would like to send the members of the Leo Club to the International Convention. May we use public funds to offset the registration and travel expenses for the students going to the convention?

A: No, this is considered a private benefit to Leos and Lions.

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Q33: Can public funds be used to recognize a club member with a Melvin Jones Fellowship?

A: Yes, the Melvin Jones Fellowship (MJF) recognizes donations of US$1,000. A club and/or district (single, sub- and multiple) may donate public funds to LCIF and recognize a member of the club as an honour.

Summary Chart

How Funds Are Raised Use for Public Projects?(Activity Account)

Use for AdministrativeExpenses? (AdministrativeAccount)

Administrative – dues, rental fees, fines,advertisement revenue

Yes Yes

Public – any fundraising event open to the public,public contributions andbequests

Yes No*

Interest – accumulated investments from money received from the public

Yes No*

Direct Expenses of Fundraiser Direct Expenses of a public fundraiser may be deducted from the proceeds to replenish the Administrative Account for funds used to hold the fundraiser.

Lions PropertyIf the Lions Club (or District) owns property that is used to meet the needs of the community at large, a pro-rata percentage of the proceeds from funds raised through use of the property may be used toward the operating expenses of the property

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APPENDIX 12 – RISK ANALYSIS

Assessing the risk is a simple 4 step process that needs to be carried out separately for each and every project or activity, and the assessment needs to acknowledge the capabilities of the people involved in the project eg the age and dexterity of the people. You may need to assess the risk differently for different age people.

Given that Lions Insurance is more expensive for Lions over 75 and there is no insurance available to Lions over 85 years then the risk analysis must separate out and treat specifically the risks to older Lions.

Once you have assessed the risk and generated a risk score, undertake the appropriate level of amelioration of the risk.

RISK ANALYSISStep 1 – Identify the risks

Analysis the activity or project and identify any risks, however unlikely or simple, that could arise with the project.

Step 2 – determine the frequency

For each individual risk for the project or activity, assess how likely the risk is to actually occur using the scale below. For the frequency use whole numbers only.

Frequency Description1 Occurs no more than once every 10 years2 Occurs no more than once every 5 years3 Occurs no more than once a year4 Could occur each time the project or activity is run5 Likely to occur each time the project or activity is run

Step 3 – Determine the consequence

For each individual risk for the project or activity, assess the consequence should the risk actually occur. For the consequence use the table below and use whole numbers only. Assessment should be the worst possible outcome of the risk eg for tripping over a cord the consequence should be based on the assumption of broken bones.

Consequence Description1 Very minor – no interruption to activity2 Minor – eg persons affected need minor first aid treatment.

Little interruption to project or activity3 Moderate – eg persons affected cannot continue with

project or activity – Person needs first aid or medical attention. Project can continue

4 High – eg person needs hospitalization or serious medical treatment. Project or activity has to be stopped.

5 One or more deaths

Step 4 – Determine the risk score

Risk score = Consequence score + Frequency scoreFor example: frequency of 1 and consequence of 2 gives a risk score of 1+2 = 3

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Risk Scoring1-3 Take steps to minimize or eliminate the risk eg remove

tripping hazards4-6 Take steps to minimize or eliminate the risk eg remove

tripping hazards. Continually monitor and record any occurrences of the risk and consequences. Appoint a risk manager to the project with the authority to terminate the project or activity

7-8 Redesign the activity or project to remove or reduce the risks. Do not run the project or activity until the risks have been eliminated or reduced to an acceptable level.

>8 Abandon the activity or project or ensure that the people at risk in the project do not take part eg older people do not lift weights or go into areas or activities that require agility that they may not have.

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APPENDIX 13 – NEW MEMBER INDUCTION CEREMONY

Lions Induction Ceremony

We are about to begin the ceremony which will welcome new members to the Lions

Club of _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ and Lions Clubs International.

This is a most important occasion for the new members and the club and I am honoured to have been asked here tonight.

Secretary _ _ _ _ _ _ _, could you bring forward the candidates and the sponsors please?

Secretary _ _ _ _ _ _ _, has the board of Directors approved the applications of the candidates for induction as members of this club?

I express our pleasure that you have accepted the invitation to become members of this club.

Lions Clubs – a Potted History

Lions was started in Chicago Illinois in 1917 under the leadership of our founder Melvin Jones. It quickly expanded into Canada and Mexico and then other countries.

The first club in Australia was formed in Lismore in 1947 by Bill Tresise.

Today, we have 1.4 million lions in 210 different countries. In Australia we have over 1200 clubs and 27,000 Lions. In our District we have 68 Clubs and 1353 members.

The Lions Club of _ _ _ _ _ _ _ _ _ _ _ _ has a proud history of service having

chartered on _ _ / _ _ / _ _. It is a very successful club within the local community and the wider community of Lions.

I am positive that these members will do their best to make you welcome.

Becoming a Lion signifies your acceptance that you will embody the purposes and ethics of Lions Clubs International,

and at this stage I would ask _ _ _ _ _ _ _ _ to read the ethics.

Since you have expressed a desire to affiliate with this club and Lions Clubs International, I will now administer the oath of membership and ask that you respond to my words with a simple “I will or I do”.

In the presence of its members, do you hereby accept membership in the Lions Club

of _ _ _ _ _ _ _ _ _ _ _ _ _ _ _, knowing that such membership obliges you to participate in the functions of the club?

I DO

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To the best of your ability, will you abide by the Lions code of ethics, attend regular club meetings, accept such assignments and tasks that are given to you, so you can contribute your share to the Club, the District and Lions Clubs International?

I WILL

Your sponsor _ _ _ _ _ _ _ _ _ _ _, will now present you with the Lion’s badge which signifies your membership.

AFFIX lapel badge

I would now like your sponsor _ _ _ _ _ _ _ _ _ _ _, to respond to my words with a simple I WILL as I outline the many obligations of a sponsor.

_ _ _ _ _ _ _ _ _ _ _, it is your responsibility as a sponsor to:

Make _ _ _ _ _ _ _ _ _ _ _ _ _ _, feel welcome and ensure that he/she is introduced to all members.

Provide _ _ _ _ _ _ _ _ _ _ __ _ _, with information about the club, its board, its constitution and by-laws.

Ensure that assignments are given quickly, enabling _ _ _ _ _ _ _ _ _ _ _ _ _ to become an active Lion.

Be ready to assist _ _ _ _ _ _ _ _ _ _ _ _ _ _, in any way, regarding club matters and assist him/her to develop into an outstanding Lion.

_ _ _ _ _ _ _ _ _ _ _, will you accept this responsibility?

I WILL

On behalf of the Club, I now present you with your official certificate of membership, your name badge and a new member’s kit.

We are all proud and happy to welcome you as a new member of the Lions Club of

_ _ _ _ _ _ _ _ _ _ _ _ _, so _ _ _ _ _ _ _ _ _ _, please wear your badge with pride.

All members are now welcome to come up and greet _ _ _ _ _ _ _ _ _ _ _

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APPENDIX 14 - YOUTH OF THE YEAR PLANNER

(YOTY Pt 1 July – December)July August September October November December

Prepare yourself for the coming Lions Year.

Set your goals for the Youth of the Year

If new to the portfolio, talk to the previous Chair. Obtain all manuals and supplies from previous Chair.

Communicate with the District Chair and ensure you know what the key dates (eg District Final and National Final and the locations) are known to you.

READ THE YOTY MANUAL

Contact local schools through the Principals and arrange to discuss YOTY.

Suggest appointment of a contact staff member for YOTY.

Register Club’s entry with District Chair.

When Club Final scheduled for Pre-Xmas:

REFER TO YOTY MANUAL

Start organisation

Order Club supplies pens / bannerettes / badges from Lions On-Line ShopWhen Club Final scheduled for Post-Xmas:See Part 2 of this planner

Work with school contact staff and recruit participants – may involve a presentation to interested students about YOTY and the goals.

When Club Final scheduled for Pre-Xmas:(Timing depends on local needs)Planning:1 Organise and brief judges (including one reserve judge)2 Confirm date, venue, time3 Organise pre-judging venue4 Whip up Club support

When Club Final scheduled for Post-Xmas:Advise District YTY and Zone Chair of the Club Final date

REFER TO YOTY MANUALMeet with students and ensure that entry form is fully filled out

Meet with Judges. Discuss& prepare questions alsoprovide contestant information to judges

Invite parents, teachers and community leaders

Notify Zone Chair of Club Winner and forward completed Club Winner Form to Zone Chair.

When Club Final scheduled for Post-Xmas:

Continue working with local schools. Obtain entrants’ names

Meet entrants to encourage them to prepare over Xmas

REFER TO YOTY MANUALMeet with students and ensure that entry form is fully filled out




When Club Final scheduled for Post-Xmas:

Continue working with local schools. Obtain entrants’ names

Meet entrants to encourage them to prepare over Xmas

Ensure any incomplete details or actions are completed

Keep in mind that your Club Final will take place after Xmas – in late January / February/ early March - and ensure all arrangements are in place.

Keep your Zone Chair informed at all times

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(YOTY Pt 2 January – June)January February

(Schools resume)

March April May June

If possible, obtain entrants from the schools in the October/November period. (ie before students leave school for exams)

Organise supplies of merchandise if needed.

Prepare for Club FinalREFER TO YOTY MANUAL

Ensure you know the deadline for Club Judging

Organise judges (including one reserve judge)

Confirm date, venue and time to ALL relevant people

Organise pre-judging venue

Whip up club support

Prepare for Club Final (Refer to Manual)

Meet with students and ensure that entry form is fully filled out.




Attend Zone Final. Ensure support from Club members

If the Zone Winner is your candidate, keep Club support at a high level at District and Region Final.

Zone Final (if required)Date:Place:Time:

District Final:Date:Place:Time:

IMPORTANTPlease encourage Club members to continue to support the project throughout each stage. This is vital as it shows the young people that Lions care and support them. They - and their schools – will, in turn, support us in the future.

State Final usually first or second Saturday in April. Record the details:Date:Place:Time:

Location for following year will be announced after meeting of District Chairs following the State Final.

Location by rotation amongst the Districts.

National Final is held at Multiple District 201 Convention

Club to make decision to participate / not participate in YOTY for the next year.

If yes, appoint a YOTY Chair for the upcoming year. This may be the current Chair or a new nominee.

Gather up all records and materials belonging to the Youth of the Year Project.

Conduct a review of process and identify areas which can be improved

Record details of process & review and prepare to hand them over to the incoming YOTY Chair.

If the incoming YOTY Chair is new to the role, provide a detailed briefing when conducting handover.

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APPENDIX 15 – AWARDS / RECOGNITION

There is perhaps no greater reward for a Lion's service than a simple ‘thank you,’ sincerely expressed.

However there are also many member, club and district recognitions/awards etc as per the MD 201 website www.lionsclubs.org.au/members/awards/.

At every level of Lions there are recognition opportunities to show appreciation for the effort shown by individual members, clubs or people/organisations external to Lions.

In addition there are a number of Lions Foundations and Institutes which make available plaques and certificates in return for donations on behalf of individual members, with the funds used to support the various worthwhile causes. In MD201 these are regarded as Recognitions rather than as Awards and we’ve listed a few of the main ones below.

In most cases the funds donated are undesignated and used to assist in programs involving Sight, Youth, Measles, Humanitarian Needs, Disaster or Area of Greatest Need in relevant regions like international, national or state/territory.

Award Name Cost FAQs & Website

Melvin Jones Fellow (MJF) & (PMJF) US$1,000 International - established in recognition of the Lions International founder Melvin Jones

James D. Richardson Honour Award A$500 National - named after James D Richardson BEM who in 1958 was the first Australian to serve as a Director on the International Board of Directors

Ian M. Stockdale Humanitarian Award $1,000 National – recognizing Past International Director Ian Stockdale MBE, co-founder of Lions Licola Wilderness Village who devoted his life to ensuring a bright future for others

William R. Tresise Fellow Award $2,000 National – established to acknowledge the founder of Lionism in Australia

Community Service Award A$250 National – Ability for Clubs to acknowledge members of the community or organisations that have supported their club or undertaken activities in their area worthy of recognition.

Australian Lions Children’s Mobility Foundation Awards

ALCMF Platinum

ALCMF Gold

ALCMF Silver

ALCMF Bronze

Barry J Palmer Recognition

Mary Jamieson Recognition

$15,000

$10,000

$5,000

$2,000

$1,000

$500

National – different levels of donations to assist with helping challenged children be as independently mobile and upright as possible

Dr Harry Jenkins Fellowship Award $1,000 The Australian Lions Drug Awareness Foundation (ALDAF) issues the Dr Harry Jenkins Fellowship as a means of recognising outstanding service especially to ALDAF programs

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http://www.lionsclubs.org.au/members/awards/

Award Name Cost FAQs & Website

James McLardie Award $500 The Australian Lions Drug Awareness Foundation (ALDAF) issues the Dr Harry Jenkins Fellowship as a means of recognising outstanding service especially to ALDAF programs

Neil Williams Memorial Award N/A Previously issued by Australia Lions Childhood Cancer Research Foundation - not available

Win Tyquin Award $500 An attractive, free-standing glass award with Donor details and the recipient’s name and the month awarded elegantly laser-etched on the award – from the Lions Spinal Cord Fellowship Appeal

Dr Bob Coulthard Recognition Award $1,000 In honour of Dr Bob Coulthard’s contribution to Lions eye Health Program (LEHP) and all sight related programs - from LEHP Australia

National Honours Advisory Committee The Goal and Role of Australian Honours Advisory Committee are to increase the number and level of recognition of deserving Australians receiving the Order of Australia Awards.

To promote the Order of Australia Awards System throughout the Multiple District as an appropriate way to obtain community recognition of the outstanding service.

The Barry J Palmer Fellowship The Australian Childhood Cancer Foundation (ALCCRF) has established the Barry J Palmer Fellowship to recognise outstanding support for the Foundation’s vision of 100% survival for kids with cancer.

Recipients of this fellowship will be recognised for being one of its ambassadors helping kids fulfil their right to a healthy life. This fellowship can be awarded to Lions and non-Lions who have dedicated time and effort on behalf of childhood cancer research.

Follow Your Dream Foundation This award pursues the following objectives: To support children and women both here and

overseas particularly in the areas of education and employment.

To support children both here in Australia and in developing countries to get a school and university education and fulfil their dreams.

To take up opportunities for the “Follow Your Dream Foundation Australia” to become involved in building and running schools or sponsoring children to go to school.

To support young men and women who need assistance with starting up their own business.

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APPENDIX 16 – PROJECTS & COMMITTEES IN DISTRICT 201V5

Leo’s

Licola Wilderness Children’s Camp

Youth of the Year

Peace Poster

Youth Exchange

Australian Lions Visual Independence Foundation

Children of Courage

Australian Lions Children’s Mobility Foundation

Lions Cord Blood & Spinal Cord

Lions Eye Health Program

Prostate Cancer

Drug & Alcohol Awareness Foundation (QUEST)

Hearing Dogs

Australian Lions Childhood Cancer Foundation

Coins for Kids

Organ and Tissue Awareness

Reading and Literature (123Read2Me)

Strategic Planning Committee

Rules & By-Laws Committee

Finance Advisory Committee

Nominations Committee

201 V5 District Disaster Relief Trust

Membership & Leadership Committees

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APPENDIX 17 – LIONS PURPOSES & ETHICS

LIONS PURPOSES

To provide an administrative structure with which to advance the Purposes of Lions Clubs International in this District.

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 members 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 endeavours.

LIONS 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.

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 lost 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 account of the service performed by one to another, but that true friendship demands nothing but accepts service in the spirit in which it is given.

Always to bear in mind my obligations as a citizen to my nation, my state, and my community, and to give them my unswerving loyalty in word, act, and deed. To give them freely of my time, labor 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.

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APPENDIX 18 – LIONS ABBREVIATIONS

Abbreviation Description

ALCMF Australian Lions Children’s Mobility Foundation

ALDAF Australian Lions Drug Awareness Foundation

ALF Australian Lions Foundation

ALPTC Australian Lions Pin Trading Club

ALQYF Australian Lions Quest Youth Foundation

CC Council Chairman (Chairman of the MD Governors & Council)

PCC Past Council Chairman

Cab Sec Cabinet Secretary

Cab Treas Cabinet Treasurer

CAV Consumer Affairs - Victoria

RBL Rules & By-Laws

CERA Centre for Eye Research Australia

Districts MD 201 (Australia)

C1, C2 (South Australia & Northern Territory)

N1, N2, N3, N4, N5 includes Norfolk Island (NSW)

Q1, Q2 includes PNG, Q3, Q4 (Queensland)

T1 (Tasmania)

V1-4, V3, V4, V5, V6 (Victoria)

W1, W2 (Western Australia)

DC District Chairman

DG District Governor

DGE District Governor Elect

PDG Past District Governor

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Abbreviation Description

ID International Director

PID Past International Director

IPDG Immediate Past District Governor

IP International President

PIP Past International President

IPIP Immediate Past International President

LCI Lions Clubs International

LCIF Lions Clubs International Foundation

LEHP Lions Eye Health MD Program

LIONS Liberty, Intelligence, Our Nations Safety

MD Multiple District

MJF Melvin Jones Fellow(ship)

PP Past President

RC Region Chairman

SAA Sergeant at Arms

Sight First II LCIF Sight program to eradicate preventable blindness world wide

The Lion Official magazine of the Lions Organisation

VDG Vice District Governor

VDGE Vice District Governor Elect

YOTY Lions Youth of the Year Quest

VLF Victorian Lions Foundation Inc

ZC Zone Chairman

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