Club Officers Manual
Lion Tim
Club Officers Manual
2012-2013 English
Lions Lions Clubs International
Clubs International Purposes
Code of Ethics
TO ORGANIZE, charter and supervise service
TO SHOW my faith in the worthiness of my vocation by clubs to be known as Lions clubs.
industrious application to the end that I may merit a reputation for quality of service. TO COORDINATE the activities and standardize the administration of Lions clubs.
TO SEEK success and to demand all fair remuneration or profit as my just due, but to accept no profit or
TO CREATE and foster a spirit of understanding among the peoples of the world.
success at the price of my own self-respect lost because of unfair advantage taken or because of questionable acts on my part.
TO PROMOTE the principles of good government
TO REMEMBER that in building up my business it is and good citizenship.
not necessary to tear down another’s; to be loyal to my clients or customers and true to myself. TO TAKE an active interest in the civic, cultural, social and moral welfare of the community.
WHENEVER a doubt arises as to the right or ethics of my position or action towards others, to resolve such TO UNITE the clubs in the bonds of friendship,
doubt against myself. good fellowship and mutual understanding.
TO HOLD friendship as an end not a means. To hold
TO PROVIDE a forum for the open discussion of all matters of public interest; provided, however, that partisan politics and sectarian religion shall
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. not be debated by club members.
ALWAYS to bear in mind my obligations as a citizen to TO ENCOURAGE service-minded people to serve their community without personal financial reward, and to encourage efficiency and promote high
my nation, my state and my community, and to give them unswerving loyalty in word, act and deed. To give them freely of my time, labor, and means. ethical standards in commerce, industry, professions, public works and private endeavors.
TO AID others by giving my sympathy to those in distress, my aid to the weak, and my substance to the needy. Lions Clubs International Vision Statement
TO BE CAREFUL with my criticism and liberal with my praise; to build up and not to destroy.
TO BE THE GLOBAL LEADER in communities and humanitarian service.
Lions Clubs International Mission Statement
TO EMPOWER VOLUNTEERS to serve their communities, meet humanitarian needs, encourage peace and promote international understanding through Lions clubs.
Club Officers Manual Table of Contents
ESSENTIAL INFORMATION
Resources ....................................................................................................4
International Headquarters Lions Clubs International Web Site Standard Form Lions Club Constitution and By-Laws Periodicals International Theme District Officers Lions Clubs International Foundation
Club Structure ...............................................................................................8
Officers’ Duties Committees Membership Categories Club Financing
Lions Clubs International Trademark Policies ..............................................12
Limits on Authority ........................................................................................12
Leadership Skills ..........................................................................................12
Status Quo and Club Cancellation ................................................................13
Financial Suspension of Clubs .....................................................................13
Club Mergers and Single Club Transfers ......................................................14
Club Name Changes ....................................................................................14
Club Officer Orientation at the District Level .................................................14
1
CLUB MANAGEMENT
Beginning the Year .......................................................................................15
Preparation Setting Goals Making Committee Assignments Selecting Service Activities Determine Record Keeping Methods Know Your Forms Fiscal Responsibilities
Throughout the Year .....................................................................................19
Conducting Meetings Communicating Effectively Handling Correspondence Understanding Membership Topics Attendance Financial Responsibilities Promoting Your Club New Club Extension Attending Zone Meetings District Governor’s Club Visit Attending Conventions
Finishing the Year .........................................................................................28
Recognition Transitioning to the Next Leadership Team
2
Introduction
This manual contains helpful information to guide you through your year as a club officer. The association recognizes that each Lions club is unique, and people have diverse management styles. To accommodate these facts, there is a great deal of latitude in how you choose to manage your club—as long as you follow the basic club requirements set forth in the Standard Form Lions Club Constitution and By-Laws (LA-2).
Serving as a club officer is a privilege and honor bestowed upon you by club members. Through your election, your peers have recognized your leadership skills and potential to manage the club effectively. Your term in office will offer many opportunities to learn new skills, enhance the experience of others and grow as a leader. By taking advantage of the many opportunities to learn and grow, your term can have personal and professional development benefits that will last a lifetime.
All of the members of your club are part of your team, and it is the club officers’ responsibility to guide members toward reaching the club’s goals. Every member has his/her important role to fill, and by working together, your club will be able to meet its full potential and serve a vital role in your community.
3
ESSENTIAL INFORMATION
Resources
There is an abundance of information, materials and people ready to assist you as you serve your term in office. You may take advantage of these resources as needed.
International Headquarters: International Headquarters is accessible to all clubs. The staff at headquarters is ready to assist Lions with their quest for information, supplies or answers to their questions. Clubs can visit the Lions Clubs International Web site, www.lionsclubs.org.
The following description of each division within International Headquarters can also enable clubs and members to contact the appropriate division. The general phone number for International Headquarters is (630) 571- 5466.
Club Supplies and Distribution Division E-Mail: clubsu...@lionsclubs.org
Responsible for inventory, marketing and distribution of club supplies worldwide. Responsible for association mail operation. Manages worldwide licensing programs. Coordinates assistance to other departments that procure, inventory, promote, ship and bill Lions club materials throughout the world.
Convention Division E-Mail: conve...@lionsclubs.org Develops, manages and coordinates all logistics and major activities relating to the international convention, DGE Seminar, and International Board of Directors meetings.
District and Club Administration Division E-Mail: districtadm...@lionsclubs.org
Assists the administration of districts and clubs worldwide. Provides language services in the association’s official languages. Issues District Governor Team, and Club Excellence Awards and supports club development by providing clubs with the e-Clubhouse, Certified Guiding Lion Program and Club Rebuilding Awards. The four language departments serve as important communication resources.
Extension and Membership Division E-Mail: exte...@lionsclubs.org
Directs the plans, programs and internal and field operations designed to achieve membership growth through new clubs, new members and retention initiatives.
4
Finance Division E-Mail: fin...@lionsclubs.org
Manages the association’s resources, i.e., people and money. Directs the implementation of the association’s financial policy, including banking, transfer of funds, general accounting functions, cost accounting and investments.
Information Technology Division E-Mail: i...@lionsclubs.org
Plans, organizes and controls the overall activities of electronic data processing, including computer systems analysis, programming, data entry, and the preparation of financial, statistical, inventory and membership reports. (Web site: www.lionsclubs.org)
Service Activities Division E-Mail: prog...@lionsclubs.org
Responsible for researching, planning and developing activity-related programs. Implements board directives related to activity programs.
Leadership Division E-Mail: leade...@lionsclubs.org
Designs, develops, implements and evaluates leadership development programs, seminars, and conferences at the international, multiple district, district and club levels. Provides online learning opportunities (Leadership Resource Center: http://www.lionsclubs.org/EN/member-center/leadership-development/index.php and curriculum tools and resources for local use.
Legal Division E-Mail: le...@lionsclubs.org
The Legal Division is responsible for maintaining the association’s worldwide trademark registrations, global insurance program and risk management and litigation. In addition, the Legal Division provides guidance and advice to Lions on the association’s constitution and by-laws and board policy, including district elections, international director endorsement inquiries, dispute resolutions and constitutional complaints.
Lions Clubs International Foundation Web site: www.lcif.org E-Mail: lc...@lionsclubs.org
Responsible for administration of the foundation, including promotion, fundraising, investment management, execution of grants and liaising with trustees and board of directors. The Foundation also manages emergency grants, the SightFirst program, the Lions Quest program and other humanitarian grant programs, in addition to processing donations and providing recognition.
5
Public Relations and Communications Division E-Mail: p...@lionsclubs.org
Coordinates and integrates communication programs encompassing public relations, internal and external communications, and LION Magazine. Provides editorial support and services for all association information bulletins, guides, program manuals and audiovisual materials. Responsible for overall production and manufacturing phases of English and Spanish editions of LION Magazine and all published literature emanating from the association.
Lions Clubs International Web Site: The association’s official Web site, located at www.lionsclubs.org, is an essential tool for club officers. There are hundreds of pages of information on the site. The Club Resource Center includes many documents that are useful to club officers. Club officers can visit the site at http://www.lionsclubs.org/EN/member-center/managing-a-club/club-resource- center.php
On the LCI Web site, you will find basic information about the association’s programs, contact information and e-mail links to International Headquarters, various directories and an online Club Supplies section. Many publications can be downloaded, which saves both time and money.
WMMR website: The WMMR web site, https://www3.lionsclubs.org/EN/RegisterLogin/HomeLogin.aspx offers a training area and has a membership reporting area enabling club officers to view and update their club membership records each month. In July 2012, a new membership reporting area will be launched, My LCI. Training on using the new My LCI will be available through webinars and on the LCI web site. Adding a new member, dropping a member, transferring a member from another club and reinstating a member, as well as updating a member’s address, telephone number, fax number, e-mail address, etc. can be accomplished through this area.
Monthly service activity reporting is also completed on this Web site. Clubs can view a summary of their reported service activities and search other clubs or districts service activities that have been shared. Club service goals can be established and progress tracked toward those goals.
Member information can be downloaded for printing mailing labels and membership cards from the Reports section. In addition, club officer information can be updated and information related to a club branch affiliated with their club can be viewed and updated.
Club presidents, secretaries and treasurers need passwords to access this information. Since the 2011-12 fiscal year, club officers have been able to choose their own password. Each officer must be registered with LCI with a unique email address. Therefore it is very important that clubs register their new officers in a timely manner, either online or with the PU 101 form, and that they include a unique email address for each officer. If a club reports only one shared email address for all the club officers, they will not have access to online
6
reports. (Remember during July, the outgoing officers will no longer have access to member records.)For more information regarding online report filing or passwords, visit the LCI Web site, or contact the Information Technology Division at International Headquarters. The e-mail address is my...@lionsclubs.org.
Standard Form Lions Club Constitution and By-Laws (LA-2): This publication, available on the Web site, is another important item for club officers. http://www.lionsclubs.org/EN/common/pdfs/la2.pdf The Club Constitution and By-Laws outlines the structure, duties and responsibilities of Lions clubs and club officers, and is the ultimate guide for club management. Information contained within this constitution is the club’s primary governing guidelines. If your club has its own constitution and by-laws, it must conform to the Standard Form Lions Club Constitution and By-Laws.
Periodicals: Each Lions club member receives the LION Magazine. Lions Newswire, the monthly newsletter on the association’s Web site, keeps members throughout the world informed of important events as well as Lions Clubs International policy changes and news of current Lions events and activities.
Encourage your members to visit Lions Newswire each month at http://www.lionsclubs.org/EN/member-center/online-community/news-news-online.php
International Theme: This theme, which explains the international president’s focus for the year, is available on the association’s Web site and in the LION Magazine. It is suggested that clubs choose some activities that would reflect the International Theme priorities.
District Officers: Club officers are encouraged to work with district officers to achieve shared objectives. Your district governor, first vice district governor, second vice district governor and region and zone chairpersons can help you with questions and problems that may arise during your year. Many districts also have materials for club use, such as a video lending library, that may be helpful. Often, past officers can offer advice based on their experience. Districts often provide a directory of district and club officers, which is useful for communication with district officers and other club officers.
Lions Clubs International Foundation: Located at International Headquarters, Lions Clubs International Foundation (LCIF) accepts donations from Lions and others, and uses those funds to provide grants to help meet crucial humanitarian needs of communities worldwide. It disburses grants in several categories for humanitarian projects, such as SightFirst, Standard, International Assistance, Core-4 and Disaster Relief. Please contact LCIF or visit the foundation’s Web site www.lcif.org to learn more about the foundation’s programs and how your club can become involved.
7
Club Structure
Officers’ Duties: Training resources presenting the responsibilities of the club president, the secretary and the treasurer are available in the Leadership Resource Center on the LCI website at http://www.lionsclubs.org/EN/member-center/leadership-development/news-train-club- officers.php
President
He/she is the chief executive officer of the club who presides at all meetings of the board of directors and the club. The president issues the call for regular meetings and special meetings of the board of directors and the club, and appoints the standing and special committees of the club while cooperating with chairpersons to ensure regular functioning and reporting of such committees. He/she sees that officers are elected as provided for by the constitution and by-laws, and cooperates as an active member of the district governor's advisory committee of the zone in which this club is located
.
Immediate Past President
He/she and the other past presidents officially greet members and their guests at club meetings and represent the club in welcoming all new service-minded people in the community served by the club
.
Vice President(s)
If the president is unable to perform the duties of his/her office for any reason, the vice president next in rank shall occupy his/her position and perform his/her duties with the same authority as the president. Each vice president shall, under the direction of the president, oversee the functioning of such committees of the club as the president designates
.
Secretary
He/she is under the supervision and direction of the president and the board of directors, and is the liaison officer between the club and the district (single or sub and multiple) in which the club is located, and the association. The secretary:
• Submits regular monthly membership reports, service activity reports and other reports specified by the association
• Submits upon request reports to the district governor's cabinet including copies of monthly membership and activities reports
• Cooperates with and serves as an active member of the district governor's advisory committee of the zone in which the club is located
• Has custody of and maintains general records of the club, including minutes
8