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LIONSCLUBS INTERNATIONAL

DISTRICT 201V5

PRESIDENT MANUAL2017-2018

“Unite Serve Communicate”

Pat Mills District Governor

“We Serve”

Dr. Naresh AggarwalInternational President

District Governor – Pat Mills2/38 Karingal St Croydon North3126Email: [email protected]

Mobile: 0408 753 266

TABLE OF CONTENTS

DISTRICT 201V5 EXECUTIVE OFFICERS.........................................................................................3KEY EVENT PLANNER FOR DISTRICT V5 CLUBS...........................................................................5ADMINISTRATION MANUAL................................................................................................................8MINUTE BOOK....................................................................................................................................8AUDIT AND STATUTORY REQUIREMENTS........................................................................................8USE OF FUNDS - GUIDELINES..........................................................................................................9AVAILABILITY OF ASSISTANCE........................................................................................................15HAS YOUR CLUB REGISTERED AS A FUNDRAISER?....................................................................15HAS YOUR CLUB REGISTERED AS A COMMUNITY & CHARITABLE ORGANISATION?...............15APPENDIX 1: MULTIPLE DISTRICT 201 MAP...............................................................................16APPENDIX 2: DISTRICT 201V5 ORGANISATIONAL CHART.........................................................17APPENDIX 3: RISK ANALYSIS........................................................................................................18APPENDIX 4: NEW MEMBER INDUCTION CEREMONY.................................................................20APPENDIX 5: YOUTH OF THE YEAR PLANNER.............................................................................22APPENDIX 6: AWARDS / RECOGNITION........................................................................................24APPENDIX 7: LIONS OFFICIAL PROTOCOL...................................................................................26APPENDIX 8: VACANT CHAIR.........................................................................................................27APPENDIX 9: LIONS ABBREVIATIONS............................................................................................28APPENDIX 10: LIONS PURPOSES & ETHICS................................................................................30

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


2nd Vice District GovernorKumar Swaminathan (Sashi)Lysterfield

5/6 Willowbank CtGlen Waverley 3150


Immediate Past District GovernorBrian Buchanan (Karen)(South Vermont

Unit 3 386 Maroondah HwyHealesville 3777


Cabinet SecretaryKeith Yates(Diana)Blackburn North

PO Box 1286Blackburn North 3130


Cabinet Treasurer / Finance Committee RepresentativeJoanne McNamara(Greg)Nillumbik

5 Mayling CourtWatsonia 3087


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

3 Leon CourtDonvale 3111


District Governors Honorary ChairmanBrian Buchanan (Karen)South Vermont

Unit 3 386 Maroondah HwyHealesville 3777


Global Membership ChairmanPCC Lou Onley(Kate)South Vermont

10 Aminya CrtWantirna 3152


Global Leadership ChairmanGreg McNamara(Joanne)Nillumbik

5 Mayling CourtWatsonia 3087


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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.

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http://www.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’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.

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Jan/Feb’18 The Zone Chairman will arrange to conduct the second Zone Meeting in early February (before the Cabinet Meeting). Club Presidents & 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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http://www.lionsclubs.org/

ADMINISTRATION MANUAL

It is recommended that each Club President have a copy of 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.

Items (a) to (e) are available from the Multiple District Office at Newcastle, whilst the District 201-V5 Statement of Rules & Purposes are issued to each Club annually following the District Convention. A copy of item (f) can be obtained through the Cabinet Secretary.

Each Club Secretary should be aware of the contents of these documents particularly where their Club position requires such knowledge and understanding.

If clarification of any points is required please direct your specific enquiries to our District Constitution & By-Laws Chairman or to your District Cabinet Secretary as may be appropriate.

MINUTE BOOK

All expenditure must be authorized by Board resolution and details of each payment so authorized be recorded in the Minutes of the Board of Directors Meetings.

Cheque Number, Payee, Reason for payment and amount should be detailed in Minutes, such details being included in the Treasurer’s report to the monthly Board Meetings.

AUDIT AND STATUTORY REQUIREMENTS

Association Incorporation Act requires each appointed Association Secretary to provide Consumer Affairs Victoria a report on the Annual General Meeting together with Financial Statements.

This return must be lodged promptly following the Club’s Annual general Meeting, together with the appropriate fee. Each Lions club is to lodge their Annual CAV (Consumer Affairs – Victoria) Return to the Victorian Consumer Affairs Bureau by 30th November each year. This is a legal requirement for all incorporated bodies such as Lions clubs and severe penalties may be applied by CAV for non-compliance.

The club must hold their Annual General Meeting within two (2) months of the year end. It is possible to arrange an alternative period by contact with, and advice to, the Consumers Affairs Victoria.

As soon as possible after the close of the financial year, the Club Treasurer must arrange to have the Club Accounts duly audited, as required by the Lions Club Constitution, for presentation to the Board of Directors.

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This Audit must be carried out by a qualified auditor, not being a Club Member or being a member of any Lions Club.

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. It 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 shows. 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. of 31

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 moneyreceived 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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AVAILABILITY OF ASSISTANCE

On behalf of District Governor and Cabinet Secretary please accept our congratulations on your appointment as President of your Club for the year - it is a most important position.

If you should require assistance on any matter relating to your duties as a President please contact the Zone Chairman or Cabinet Leadership Chairman who will be pleased to offer whatever advice or guidance is required.

HAS YOUR CLUB REGISTERED AS A FUNDRAISER?

Refer to Treasurer Manual and Consumer Affairs website:-

http://www.consumer.vic.gov.au/clubs-and-not-for-profits/fundraisers/registration/register-as-a-fundraiser

HAS YOUR CLUB REGISTERED AS A COMMUNITY & CHARITABLE ORGANISATION?

Refer to Treasurer Manual and Victorian Commission for Gambling Regulation website:-

www.vcglr.vic.gov.au

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http://www.vcglr.vic.gov.au/



APPENDIX 1: MULTIPLE DISTRICT 201 MAP

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APPENDIX 2: DISTRICT 201V5 ORGANISATIONAL CHART

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APPENDIX 3: 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 4: 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”.

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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

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 5: 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 Chairperson. Obtain all manuals and supplies from previous chairperson.

Communicate with the District Chairperson 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 Chairperson.

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 Chairperson 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 also provide contestant information to judges

Invite parents, teachers and community leaders

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

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 Chairperson 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 Final REFER 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 Chairpersons 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 Chairperson for the upcoming year. This may be the current Chairperson 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 Chairperson.

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

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APPENDIX 6: 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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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 $ 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 7: LIONS OFFICIAL PROTOCOL

The following is the official protocol policy of The International Association of Lions Clubs. Only the principal speaker is required to acknowledge all dignitaries present.

Order of PrecedenceLions shall be recognized in the following order:-

Order of Precedence (proposed October 2015)1. International President2. Immediate Past International President/LCIF Chairperson3. International Vice President (according to rank)4. Past International President (b)5. International Director (Board Appointee)* (a)6. LCIF Board of Trustees7. Past International Directors (c)8. GLT/GMT International Coordinators, Family and Women International Coordinator (FWC)

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

Advisors/Japan Vice Constitutional Area Leaders (a)11. Chairperson, Council of Governors (a)12. District Governors13. International Administrative Officers/Constitutional Area Executive Staff14. Immediate Past Council Chairperson15. Past Council Chairpersons (a)16. Multiple District FWC/GLT/GMT and LCIF Coordinators17. Immediate Past District Governor (a)18. Vice District Governors (according to rank)19. Multiple District Committee Chairpersons (a)20. Past District Governors (a)21. Multiple District Secretary (volunteer) (a)22. Multiple District Treasurer (volunteer) (a)23. District Secretary (a)24. District Treasurer (a)25. District FWC/GLT/GMT and LCIF Coordinators (a)26. Region Chairperson (a)27. Zone Chairperson (a)28. District Committee Chairperson (a)29. Club Presidents (a)30. Immediate Past Club President (a)31. Club Past Presidents (a)32. Club Secretary (a)33. Club Treasurer (a)34. Multiple District Secretary (staff) (a)35. Multiple District Treasurer (staff) (a)36. District Administrative Secretary (staff) (a)

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APPENDIX 8: VACANT CHAIR

ONE WAY TO RESPECT A DECEASED MEMBER

A VACANT CHAIR IS PLACED IN FRONT OF THE FLAG SET, ON THE CHAIR IS A PHOTO OF THE DECEASED MEMBER AND OR THE MEMBERS DINNER BADGE ON A PURPLE AND GOLD CUSHION.

LION PRESIDENT “Lions, lions Partners and Guests, please be upstanding, you see before you a Vacant Chair and a photo of our past member Lion………………,It is therefore fitting that we are here tonight to show a mark of respect to our departed Lion……………………..

………………was one of our Inducted Members, not only a good Club Member, but in every sense a true Lion, as he/she so often proved by way that he/she worked, not only for his/her Lions Club, but also the whole community. His/Her passing is a loss to the……………………. Lions Club especially, and to Lions Clubs International as a whole, therefore let us for a few moments look back and remember him/her as he/she was.

PLEASE WAIT A FEW MOMENTS & THEN READ THE ETHICS WITHOUT FURTHER ANNOUNCEMENT. (Secretary.)

Lion President,

“As we stand here having heard the Lions “Code of Ethics” by which Lion……………….lived we remember him/her many qualities and the happy times we spent together-may we join in a silent pledge-to extend the hand of service to all in need, as he/she would have us do. I now ask you to conclude this tribute, joining with me in a silent prayer to a true Lion”

Lion Tamer…………….,would you please remove our departed Lion……………’sdinner badge for the last time.

**THE LION TAMER PICKS UP THE CHAIR AS A WHOLE AND WALKS AWAY WITH IT OUT OF SIGHT AND RETURNS TO HIS/HER PLACE AT THE TABLE.

Lion President.

The Secretary will now read the Invocation and Loyal Toast (Toast to the Queen and People of Australia and then Toast to the memory of the departed member).

As we Lions Gather here, we pause to offer up this prayer, bless now the food that we partake, and every effort that we make, to build the Towns in which we live, to put in our hearts the will to give, bless the blind and all we do serve mankind, be with us till we meet again, bless our land and our friends—Amen.

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APPENDIX 9: 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)

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

PIP Past International President of 31

Abbreviation Description

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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APPENDIX 10: 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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