LIONSCLUBS INTERNATIONAL
DISTRICT 201V5
NEW MEMBER MANUAL2017-2018
“Unite Serve Communicate”
Pat MillsDistrict Governor
“We Serve”
Dr. Naresh AggarwalInternational President
Global Membership Chairman – PCC Lou Onley10Aminya Court Wantirna 3152
Email: [email protected]: 0425 731 333
TABLE OF CONTENTS
DISTRICT 201V5 EXECUTIVE OFFICERS.........................................................................................3KEY EVENT PLANNER FOR DISTRICT V5 CLUBS...........................................................................4ADMINISTRATION MANUAL................................................................................................................7AVAILABILITY OF ASSISTANCE..........................................................................................................7CLUB MEMBERSHIP...........................................................................................................................7LIONESS & LEO CLUBS.....................................................................................................................8OBLIGATIONS OF LIONS MEMBERSHIP............................................................................................8BENEFITS OF LIONS MEMBERSHIP...................................................................................................9ATTENDANCE EXPECTATIONS...........................................................................................................9GUESTS AT MEETINGS......................................................................................................................9MEMBERSHIP DUES...........................................................................................................................9CLUB BULLETIN AND DIRECTORY....................................................................................................9ELECTIONS........................................................................................................................................10CLUB CALENDAR..............................................................................................................................10LIONS DISTRICT 201V5..................................................................................................................10DISTRICT GOVERNOR......................................................................................................................11VICE DISTRICT GOVERNORS..........................................................................................................11DISTRICT CABINET...........................................................................................................................11ZONE CHAIRMAN..............................................................................................................................12LIONS INSURANCE COVER..............................................................................................................12DIRECTORIES, MANUALS AND LION MAGAZINE............................................................................12THE INTERNATIONAL ASSOCIATION OF LIONS CLUBS.................................................................12CABINET SECRETARY & CABINET TREASURER............................................................................13DISTRICT PROJECT CHAIRMAN......................................................................................................13DISTRICT CHANGEOVER LUNCHEON..............................................................................................14DISTRICT AGM & CONVENTION.....................................................................................................14MULTIPLE DISTRICT CONVENTION.................................................................................................14ANZI-PACIFIC FORUM......................................................................................................................14INTERNATIONAL CONVENTION........................................................................................................14APPENDIX 1: MULTIPLE DISTRICT 201 MAP...............................................................................15APPENDIX 2: DISTRICT 201V5 ORGANISATIONAL STRUCTURE................................................16APPENDIX 3: USE OF FUNDS - GUIDELINES...............................................................................17APPENDIX 4: RISK ANALYSIS........................................................................................................23APPENDIX 5: AWARDS / RECOGNITION........................................................................................25APPENDIX 6: PROJECTS & COMMITTEES IN DISTRICT 201V5..................................................27APPENDIX 7: LIONS PURPOSES & ETHICS..................................................................................28APPENDIX 8: LIONS ABBREVIATIONS............................................................................................29
DISTRICT 201V5 EXECUTIVE OFFICERS
All District Mail to PO Box 1286, Blackburn North 3130 or E: [email protected]
District GovernorPat MillsBox Hill
Unit 2, 38 Karingal StreetCroydon North 3136
0408 753 266 [email protected]
1st Vice District GovernorLaurie Cooper(Claudia)Wantirna
10 Festival PlaceThe Basin 3154
0418 949 551 [email protected]
2nd Vice District GovernorKumar Swaminathan (Sashi)Lysterfield
5/6 Willowbank CtGlen Waverley 3150
0415 428 178 [email protected]
Immediate Past District GovernorBrian Buchanan (Karen)(South Vermont
Unit 3 386 Maroondah HwyHealesville 3777
0408 395 685 [email protected]
Cabinet SecretaryKeith Yates(Diana)Blackburn North
PO Box 1286Blackburn North 3130
0412 556 780 [email protected]
Cabinet Treasurer / Finance Committee RepresentativeJoanne McNamara(Greg)Nillumbik
5 Mayling CourtWatsonia 3087
0408 332 224 [email protected]
Constitution & By-Laws Chairman / Association SecretaryIvan Kayne OAM(Annette)Donvale
3 Leon CourtDonvale 3111
0411 717 810 [email protected]
District Governors Honorary ChairmanBrian Buchanan (Karen)South Vermont
Unit 3 386 Maroondah HwyHealesville 3777
0408 395 685 [email protected]
Global Membership ChairmanPCC Lou Onley(Kate)South Vermont
10 Aminya CrtWantirna 3152
0425 731 333 [email protected]
Global Leadership ChairmanGreg McNamara(Joanne)Nillumbik
5 Mayling CourtWatsonia 3087
0448 894 637 [email protected]
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KEY EVENT PLANNER FOR DISTRICT V5 CLUBS
The Lions Year – July 2017 to June 2018
THE FOLLOWING TABLE LISTS GENERALISED ACTIVITIES APPLICABLE TO ALL LIONS CLUBS IN 201V5.
22nd May Shadow Cabinet Meeting
27th May Club Development Day – Metro at East Doncaster Secondary College.
4th June Club Development Day – Rural at Tatura PS.
June / July Each club to arrange its own Changeover Dinner and notify District Governor.
30th June – 4th July
Lions Clubs International Convention to be held in Chicago, USA. Each Lions club in good standing is entitled to have one delegate.
16th July’17 District 201 V5 Changeover Lunch will be held at The Wantirna Club, 350 Stud RD. Wantirna South 3152. All clubs are invited to be represented. The District Governor’s Cabinet first meeting is on 23rd July.
18th July Executive Meeting
23rd July 1st Cabinet Meeting
July 2017 to
June 2018 (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 www.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 www.lionsclubs.org this should be done in conjunction with the lodgement of the WMMR on a monthly basis.
(c) The District Governor, Brian Buchanan, 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 Chairperson will make at least 2 official visits to each Lions club in his/her Zone. They are to be a guest of the club on these occasions.
(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 (one per member) will be posted to clubs month except January.
(g) Clubs should organise and conduct their AGM by the last business meeting in September.
(h) Each Lions Club is to lodge their Annual CAV (Consumer Affairs
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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’17 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’17/ August / September
The Zone Chairperson will arrange the first Zone Meeting (District Governor’s Advisory Committee). Club Presidents & Secretaries to attend and club Membership Chairmen are encouraged to attend.
19th – 21st August
MD Council Meeting
1st – 3rd Sept ‘17
ANZI Forum in Ballarat, Victoria
19th September
Executive Meeting
24th September
2nd Cabinet Meeting
30th September
Grand Final Day
20th – 22nd October’17(Fri – Sun)
District 201 V5 Convention will be hosted by the Box Hill Lions Club at Box Hill. Each Lions Club in good standing is entitled to have delegates (one per 10 members or major part thereof) and alternates. This event will be held at the Box Hill Town Hall.
7th November
Melbourne Cup day
30th Nov’17 Lodgement of CAV Returns to Consumer Affairs Victoria should be completed by today.
1st January ‘18
New Year’s Day Holiday
January 2018
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.
19th – 21st January
MD Council Meeting
26th January Australia Day
January’18 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 2017/2018 Lions year.
Jan/Feb’18 The Zone Chairman will arrange to conduct the second Zone Meeting in early February (before the Cabinet Meeting). Club Presidents &
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Secretaries to attend and Club Membership Chairmen are encouraged to attend.
12th February
Executive Meeting
18th February 18
3rd Cabinet Meeting
February’18 Each club to conduct a Nominations Meeting, including a report from the Nominations Committee to the Cabinet Secretary by April 15th.
March‘18
Each club to conduct an Election Meeting. Clubs to advise contact details of the Club Executive (President, Secretary, & Treasurer) and the Membership Chairman on the PU101 form. Lodge the completed form via the internet at the Lions Clubs International website at www.lionsclubs.org
April/May’18 The Zone Chairman will arrange the third Zone Meeting before the next Cabinet Meeting. Club Presidents & Secretaries to attend and Club Membership Chairmen are encouraged to attend.
4th – 6th May’18
Multiple District 201 Convention, Townsville. Lions clubs are entitled to have delegates (one per 10 members or major part thereof) and alternates.
15th May ‘18 Executive meeting.
20th May ‘18 Cabinet and Shadow Cabinet meetings.
June 2018 District Club Development Days to be conducted in country and 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
29th June – 3rd July’18
Lions Clubs International Convention to be held in Las Vegas, USA. Each Lions club in good standing is entitled to have one delegate.
June/July’18 Each club to arrange its own Changeover Dinner and notify District Governor.
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ADMINISTRATION MANUAL
It is recommended that each Member 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 and Cabinet Secretary please accept our congratulations on your induction into Lions Clubs International.
If you should require assistance on any matter please contact any member of your club executive or District Cabinet Members as appropriate – they will be pleased to offer whatever advice or guidance is required.
CLUB MEMBERSHIP
Club Membership is open to any person of legal majority (18 years and over) and good reputation in their community. There is no discrimination in relation to gender, nationality, creed or religion in the Lions Constitution.
Most clubs are of mixed gender with an occasional one being all male or female Every club has a mix of members from different backgrounds and this is strongly
encouraged Some ways of attracting new members include use of flyers, letters, contact with key
community people, contact with general community members and group as well as club membership campaigns
Membership is by invitation and completion of a membership application signed by the sponsoring Lions member and the Membership Chairman
Membership categories are: Active Member (usual), Life Member, Member-at-large, Honorary Member, Privileged Member, Affiliate Member, Associate Member
Club Executive are all elected positions being: President, Secretary and Treasurer Club Board of Directors exists in some clubs depending on membership numbers In a large club with a Club Board of Directors the Board members could be President
(Chief Executive), Secretary, Treasurer, Immediate Past President, Vice Presidents (1st, 2nd & 3rd where existing), Lion Tamer (looks after club property and may chair meetings), Tail Twister (fun-raiser), Directors (1 & 2 year) and Membership Director
Large clubs have 3 Vice Presidents looking after standing committees, smaller clubs have fewer Vice Presidents and committees. Vice President’s committees consist of some Lions Chairmen responsible for individual activities along with a range of responsibilities.
Special Committees can be appointed on a needs basis Membership Committee – usually consists of 3 members with rotating 3 year terms
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Each Club determines its meeting venues, dates, times and purpose. Most Clubs usually have 2 meetings per month as dinner meetings but a few opt for luncheon or breakfast meetings as preferred by their members.
Depending on Club size there is usually one dinner and one business meeting (which can act as a Board meeting) with larger clubs often holding a separate Board of Directors meeting.
There is usually only 1 meeting in December with most clubs opting for a Christmas social gathering instead of a 2nd meeting
There is sometimes no meetings or maybe 1 in January again with some clubs option for a social gathering like a BBQ instead
Clubs are required to operate 2 bank accounts to keeps funds separate for Administration and Activities.
Any money raised from the general public in the name of Lions (and therefore with an expectation of the public that it will be used for an activity) needs to be deposited into the Activities account and cannot be used to subsidise the Club’s administration account – the money can only be used in relation to the event it was raised for or if non-specific then for club projects to assist the community
Monies raised from within club membership (eg raffle on meeting night, wine drive etc) or specific sponsorship from organisations to that purpose needs to be deposited into the Administration account and be used to cover general running costs of the club like printing, stationery, attendance of delegate at convention etc.
Clubs produce their own directory of members with contact details and many include a brief club history, perhaps a list of past office bearers, awards to members etc. A good directory will also include an annual program of meetings, social events, known community service commitments.
Club Newsletters or Dinner Notice are produced by some clubs usually on a monthly basis
New members are encouraged to find out about existing club projects and committees and let the Executive know of their interest in any particular area to offer assistance – usually another set of hands is most welcome
LIONESS & LEO CLUBS
Are activities (or projects) of a sponsoring Lions Club Have a lot of freedom to determine their own programs within Lions guidelines Leo Clubs provide option for young people aged 14-28 years to assist their
community Lioness Clubs are a project of a sponsoring club – members do not pay dues so
don’t receive full membership benefits
OBLIGATIONS OF LIONS MEMBERSHIP
Participative obligations include attendance where relevant at club & board meetings, community service, fund raising, social activities, special committees, inter-club visitations, etc
Financial obligations consist of payment of membership dues before they run out, dinner fees, tail twisting fines and sometimes donations (if individuals support the cause)
Moral obligations are outlined in the Lions Code of Ethics and Lions Club Purposes
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BENEFITS OF LIONS MEMBERSHIP
Personal satisfaction from helping your community and individuals who are in need Making new friends and discovering new interests through exposure to activities Able to offer their knowledge and experience to assist the Club and it’s projects Gain a variety of skills from involvement in Club activities and training opportunities
offered by the Club and District - from running meetings or planning activities to becoming a District Governor!
ATTENDANCE EXPECTATIONS
Regular attendance at Club meetings is expected It is recognized that work and family can sometimes impact on attendance (e.g. at
meetings) yet you might be able to participate in other ways during these times such as helping more with projects (e.g. at weekends)
There are other attendance opportunities available by assisting with a Lions projects, a Board meeting, a visitation to another Club’s meeting, Convention attendance etc whilst on holidays – it’s actually a great way to see how other clubs operate and meet other Lions around the country/world
If a Lion is a member of the Board then regular attendance at Board meetings is expected
GUESTS AT MEETINGS
Guests are very important at meetings – as prospective members or as visitors Guest meals – if prospective members then usually paid by the host Lion or some
Clubs Guests should be properly introduced by their host to club members and other
guests
MEMBERSHIP DUES
Annual/quarterly dues are the responsibility of each member with set deadlines Some clubs subsidise the membership entry fee but not all Dues cover Club, District, Multiple District and International expenditures and
programs and clubs will receive bills in January & July Dues ensure a member is covered by Lions insurance and receives copies of the
Australian edition of the The Lion magazine approximately 6 times a year Collection of dues is as agreed by the Club – usually quarterly A District Newsletter is issued each month (except January) – information is sourced
from District Governor, Cabinet Secretary, District Chairman, upcoming events like District Convention and club submissions about activities, social events and special issues
CLUB BULLETIN AND DIRECTORY
Clubs are encouraged to produce a Club Bulletin/Newsletter on a regular basis as it provides information and is a great communication tool within the Club
Clubs should produce a list of members and other updated Club information each year
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ELECTIONS
Held each year for Club office bearers’ positions with Nominations Committee is appointed by the President (around February) with their tasking being to ensure there is a candidate happy to take on each position
Nominations are put forward at a March meeting and Elections are held at the April meeting at latest
15th April is deadline for notification of elected club positions to be notified via Cabinet Secretary to Multiple District for the production of MD Directory & others
New office bearers and Board take office at the Club Changeover dinner held in June or July each year
CLUB CALENDAR
The Lions Club Year runs from beginning of July to end of following June Club Changeover Dinner is when the official installation of new office bearers and
members of the Board of Directors occurs – usually conducted by the District Governor (DG) or a Past District Governor (PDG)
Program of Club meetings should be well planned and varied Some different types of meetings include:- guest speakers, partners nights,
Anniversary or special dinners, interclub visits, visits by Lions Officials (District Governor, Zone Chairman), Vice Presidents’ committees, visits to places of interest (Parliament House, operational companies, Naturalisation ceremonies), Nominations & Elections meetings etc
LIONS DISTRICT 201V5
Each club is a member of a Zone – with approximately 10 clubs in each Zone, looked after by a Zone Chairman – in turn they are looked after by Zone Advisor Chairmen
Each Zone is a member of a District – with approximately 10 Zones in each District, looked after by a District Governor
Each District is part of a Multiple District, looked after by Council of Governors (approx.19 District Governors) with an Elected Council Chairman from previous group of CG’s
Your club is part of District V5, within Lions International Multiple District 201 Sometimes district boundaries are adjusted to redistribute clubs evenly MD 201 covers many districts across Australia, Papua New Guinea, Norfolk Island
and New Zealand There are approximately 27,000 members in MD201 over about 1,350 Clubs District V5 covers part of central Victoria, up into the Goulburn Valley and down to
the Bay – including most of Melbourne’s suburbs to the north, east and part of the south-east
There are approximately 1,350 Lions members in over 71 clubs in V5 – the base requirement for a District is 1,250 members over 35 clubs
The District Governor has the role of Executive officer and as the leader visits all Clubs in their District and is also the Chairman of the District Governor’s Cabinet
Each District Governor reports directly to Lions Clubs International in the USA The District Governor is an automatic member of the Council of Governors in MD
201
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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 Chairmen and Zone Advisor Chairmen;
To organize 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 authorized to do so To assist the Zone Advisor Chairman 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 Chairmen and the Vice District Governors work together Vice District Governors are usually the Zone Advisors Our 2nd Vice District Governor Is the Zone Advisor for all Zones in 2016-17 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
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.
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 Chairmen, Zone Advisor Chairman, District Chairman and other Lions as specified in the District or Multiple District Constitutions. Usually District Project Chairmen 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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ZONE CHAIRMAN
Acts as a conduit between Clubs and District Visit Clubs along with the District Governor and at other times Organises 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
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, 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
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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 CHAIRMAN
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:- ALCCF – Australian Lions Childhood Cancer Foundation ALCMF – Australian Lions Children’s Mobility Foundation ALDAF – Australian Lions Drug and Alcohol Foundation ALVIF – Australian Lions Visual Independence Foundation
Some project portfolios from District include:- Children of Courage Future Strategy Communication Services Leo Clubs
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There are other portfolios & committees for different administration tasks including:- GMT – Global Membership Team GLT – Global Leadership Team Rules & By-Laws
DISTRICT CHANGEOVER LUNCHEON To be held on Sunday 10th July 2016 at the Bridge Inn Hotel, 1425 Plenty Rd, Mernda 3754
DISTRICT AGM & CONVENTION To be held 28th – 30th October 2016 at the McIntosh Centre (Shepparton Showgrounds)
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 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
MULTIPLE DISTRICT CONVENTION
Is usually held around May each year – in 2017 it will be conducted in Hobart over weekend of 5th – 8th May.
This convention 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 2016 it’s in Yogyakarta (Jogjakarta), Indonesia from 2nd – 4th September. This 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
In June 2017 – our centenary year - it will be held in Chicago, the city in which Lions Clubs were founded in 1917.
This convention provides an opportunity for all Multiple Districts and 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: MULTIPLE DISTRICT 201 MAP
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APPENDIX 2: DISTRICT 201V5 ORGANISATIONAL STRUCTURE
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APPENDIX 3: 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.Page 22 of 32
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 4: 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 5: 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$1,000.00 International - established in recognition of the Lions International founder Melvin Jones
James D. Richardson Honour Award A$500.00 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 $1,000.00 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 $2,000.00 National – established to acknowledge the founder of Lionism in Australia
Community Service Award A$250.00 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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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 $ 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.
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APPENDIX 6: PROJECTS & COMMITTEES IN DISTRICT 201V5
Christmas Cakes & Mints
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
Prostate Cancer
Drug & Alcohol Awareness Foundation
Hearing Dogs
Australian Lions Childhood Cancer Foundation
Coins for Kids
Organ Tissue Donations
Communication Committee
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 7: 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 8: 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
RBL Rules & By-Laws
CERA Centre for Eye Research Australia
Districts MD 201 (Australia)
W1, W2 (Western Australia)
C1, C2 (South Australia & Northern Territory)
V1-4, V3, V4, V5, V6 (Victoria)
N1, N2, N3, N4, N5 includes Norfolk Island (NSW)
Q1, Q2 includes PNG, Q3, Q4 (Queensland)
T1 Tasmania
DC District Chairman
DG District Governor
DGE District Governor Elect
PDG Past District Governor
ID International Director
PID Past International Director
IPDG Immediate Past District Governor
IP International President
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Abbreviation Description
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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