Cabinet Meeting Minutes of August 21, 2005 Sunnyside Lions Club

Transcription

1 Cabinet Meeting Minutes of August 21, 2005 Sunnyside Lions Club Meeting called to order by District Governor (DG) Sam Wells at 10:30 am. Lions Invocation was led by Vice District Governor (VDG) Sam Parsons Moment of silence observed for deceased Lions, Lioness, Leos and world peace. Special observance for recently deceased Lion Reg Mason from the Port Union Lions Club and Lion David Keel from the Bonavista Lions Club. MOTION by Lion Bob Beauchamp to adopt the agenda. Seconded by Lion Paul Abbott. Motion carried. DG Sam welcomed all Lions to the first Cabinet meeting for Special welcome to Lions Gail and Jerry Osborne visiting from District A4 in Ontario and Quebec. DG Sam inducted Lions into the following Cabinet positions: VDG Sam Parsons and Cabinet Secretary-Treasurer (CST) Gordon Warford Zone and Region Chairpersons District Chairpersons. CST Gordon Warford read the Gander Cabinet meeting minutes dated April 15, MOTION by Lion Pauline Metcalfe to adopt the minutes. Seconded by Lion Sharon Oram. Motion carried. BUSINESS ARISING FROM THE MINUTES Past District Governor (PDG) Az Oram advised that the Multiple District (MD) 41 did not officially approve changing the dress jackets from Navy Blue to Seafoam Green. As such, District Governors are still free to wear blue dress jackets. PDG Az Oram contacted NL Power, who advised they would not change their billings for Lions Clubs electrical usage. District would have to make representation at the next public hearing of the Public Utilities Board (PUB). It was suggested a committee be formed to make a presentation at the next PUB hearing. CORRESPONDENCE DG Sam presented a letter from MD 41 requesting our District raise $ 15,000 for the Portage Youth Drug Treatment Centre. Letter tabled to the Long Range Planning Committee. Page 1 of 4

2 PRESENTATION OF AUDITED FINANCIAL STATEMENT FOR MOTION by Finance Chairperson Lion Randy Dicks to transfer $ 50 from reserve to cover over expenditure on CST bond. Seconded by Lion Job Blackwood. Motion carried. MOTION by Finance Chairperson Lion Randy Dicks to reduce the price of our MD 41 pins for to $ 2, 2001 pins to $1.5, 1999 and 1996 pins to $ 1. Seconded by PDG Frank Antle. Motion carried. MOTION by Finance Chairperson Lion Randy Dicks to approve the Audited Financial Statement. Seconded by Lion Lewis Fifield. Motion carried. PRESENTATION OF PROPOSED BUDGET FOR MOTION by Finance Chairperson Lion Bill Grandy to approve the proposed budget, with a restriction on the Lions Quest donation until such time as they submit a written report accounting for last years $ 8,000 donation. Seconded by Lion Gerry McClendon. Motion approved. MOTION by Finance Chairperson Lion Bill Grandy to advance PDG Lion Ralph Rogers $ 500 for travel expenses related to the MD 41 Long Range Planning Committee meeting in October. The $ 500 advance to be repaid when PDG Ralph is reimbursed by MD 41. Seconded by PDG Frank Antle. Motion approved. INTERNATIONAL PRESIDENT ASHOK MEHTA AND DG SAMS GOALS The International Presidents theme is PASSION TO EXCEL. We will have to meet many challenges in order to show our passion to excel. DG Sam stated his personal theme is ASK ONE. He wants every member to ask at least one person to become a Lion. Focus placed on club extension. DG Sam established goals to form three new lions Clubs, two new Leo Clubs, and for each existing club to have at least a net increase of 1 member. New opportunities to form a Branch Club, Campus Lions Club, New Century Lions Club, or a local Chinese Club. DISTRICT GOVERNOR ORGANIZATIONAL (DGO) MEETING UPDATES Marystown DGO Chairperson Lion Geoff Lomond reported it is scheduled for October 21-23, Rooms are $ 84/night and a registration form will be in the next newsletter. Page 2 of 4

3 St John s DGO is scheduled for Feb 3-5, 2006 at the Capital Hotel. DGO is hosted by clubs in Zone 8 and Chairperson Lion Job Blackwood. Gander Convention is scheduled for April 21-23, Guest speaker is confirmed. DISTRICT GOVERNORS NEWSLETTER Deadline for submitting articles in the newsletter is the 7 th of each month. Over 130 Lions are receiving the newsletter electronically. If you want to receive the newsletter give your address to Information Technology Chairperson Lion Sam Wells Jr. DISTRICT DIRECTORY Please advise the District Cabinet Secretary-Treasurer if there are any errors in the Directory. Corrections will be printed in the Newsletter. INFORMATION PACKAGES FOR CABINET MEMBERS Information packages for District Chairpersons, Region and Zone Chairpersons, and Clubs can be picked up at the back of the room. District Chairpersons can access additional information on Lions Club International (LCI) website. NEW BUSINESS Lions Quest Foundation report by PDG Cliff Forward. Foundation Board members are as follows: Chairperson Lion Stanley Legge, Treasurer PDG Clayton King, PDG Brian Power, Lion Len Mooney, MHA Ross Wiseman and RCMP Sergeant Dwyer. Foundation received first instalment of $ 9, from the LCIF Grant. MD 41 Re-districting report by PDG Ralph Rogers. Six of seven sub district voted in favour of allowing Maine to separate from MD 41. Process of re-districting has been slow and frustrating. We have to be careful that our province isn t forced to become a single district. Lions Club International requires a minimum of 35 clubs and 1250 members for a District. Increasing our membership is very important, in order to demonstrate to LCI that our District is strong and growing. PDG Ralph will be attending the next MD 41 Long Range Planning Committee meeting scheduled for October. There will be one more vote, when a final re-districting proposal is prepared. Page 3 of 4

4 Long Range Planning Chairperson PDG Herb Burry presented a proposal for a new District Visitation Policy. There was a lengthy discussion on the new proposal and several changes were suggested. PDG Herb Burry to incorporate suggestions into the proposed policy. The revised District Visitation Policy will be printed in the next Newsletter for all clubs to review before the October DGO. NOTION OF MOTION was given by PDG Herb Burry to adopt the proposed District Visitation Policy. Sight First II Chairperson Lion Sharon Oram reported that LCI has launched a new three year campaign. The main goal is to stop preventable blindness. Focus in year one is on Education and starting to fund raise. Year two will focus on motivation and intensive fund raising. Year three will conclude with a celebration at the International Convention in Bangkok. Monies raised will be eligible for a Melvin Jones Fellowship Award. Mission 30 Chairperson Lion Art Snook spoke briefly on the need for new Lions and Clubs. More information will be available on Mission 30 at the October DGO. Lion Max Simms Memorial Camp fund raising Chairperson PDG Gerald Hutchings advised clubs to pick up information packages at the back of the room. Cost $ 364,000 to operate the camp last year, of which Lions contributed $ 144,000. New guideline suggests clubs donate $ 60 for each member/year. Constitution and By Laws Chairperson PDG Frank Antle distributed a draft District Constitution and By Laws to a number of Lions for comments by October. A revised draft will be ready for the February DGO and final approval at the April Convention. Provincial Diabetic Liaison Lion Randy Dicks advised he received several complaints about donations to the District Cavalcade not qualifying for the Canadian Diabetes Association (CDA) $ 800 Harry Newman Award. This issue will be discussed with CDA. DG Sam reported that minutes will not be read out at future meetings. The minutes are sent out in the newsletter and a special section will be setup on our District website. Lion Art Snook stated the Sunnyside Lions Club was happy to host the meeting and a roast beef dinner would be ready shortly. DG Sam thanked Sunnyside for hosting the Cabinet meeting. Meeting adjourned at 12:35 pm. Attendance sheet was signed by 58 Lions. Page 4 of 4

5 District 41 S2 Cabinet Meeting Minutes of October 21, 2005 Marystown Lions Club Meeting called to order by District Governor (DG) Lion Sam Wells at 7:40 pm. Lions Invocation was led by Past District Governor (PDG) Lion Ralph Rogers. Moment of silence observed for deceased Lions, Lioness, Leos and world peace. MOTION by Lion Bob Beauchamp to adopt the Meeting Agenda. Motion was Seconded by Lion Gerry McClendon. Motion carried. DG Lion Sam Wells welcomed all Lions to the October Cabinet meeting. King Lion Heber Pike, also welcomed everybody on behalf of the Marystown Host Club. Minutes of the Sunnyside Cabinet meeting were previously distributed in the District Governors newsletter and were also made available on our District website s2.com. The were no errors or omissions in the minutes MOTION by Lion Paul Abbott to adopt the minutes. Motion was seconded by Lion Danny Campbell. Motion carried. THERE WAS NO BUSINESS ARISING FROM THE MINUTES PRESENTATION AND ADOPTION OF FINANCIAL STATEMENT Cabinet Secretary-Treasurer (CST) Lion Gord Warford presented a financial Statement for the period July 1, 2005 to September 30, A few of the highlights: 1) District received the first instalment of VOCM monies early this year in the amount of $ 13,439.00, which is currently showing as part of the reserve. The reserve of $ 34, will be reduced by this $ 13,439.00, because it is already committed to budgeted youth program expenditures. 2) All expenditures are within budget. 3) Outstanding club dues from last year have been collected. 4) Administration account advertising revenue is over the budgeted amount of $ 3,940 as more monies have come in since Sept 30 th 5) Contingency Account monies of $ 10,000 are now invested in a 2 year non-renewable GIC, as directly by Cabinet last year. MOTION by CST Lion Gord Warford to approve the Financial Statement. Motion was seconded by Lion Harry Cooze. Motion carried. Page 1 of 5

6 BUDGET AND AUDIT COMMITTEE REPORT Cabinet Meeting Chairperson Lion Bill Grandy stated the audit report at our August Cabinet meeting was approved subject to the Finance Committee receiving and auditing the records of District 41-S2 Lions Quest Foundation. These records have been received and audited by the Finance Committee and everything was found to be in order and acceptable. A copy of the audited report will be in the next District Governor newsletter. MOTION by Chairperson Lion Bill Grandy, that the amended audited report be approved by Cabinet. Motion was seconded by PDG Lion Frank Antle. Motion carried. Chairperson Lion Bill Grandy reported the unspent portion of last years $ 8,000 District donation to Lions Quest has been returned to the District. It was noticed in the audit, the bank account used for the Lions Club International Foundation (LCIF) Quest Grant is not with the Bank of Nova Scotia as is required by our District Policy Manual. Finance Committee recommendation that if at all possible the accounts be administered with the Bank of Nova Scotia, as per our District Policy Manual. A lengthy discussion took place between several Cabinet members on the rationale for our existing bank account policy. Immediate Past District Governor (IPDG) Lion Az Oram explained last years three signing officers for District 41 S2 LCIF Quest Grant were from the Clarenville area, so they shopped around the area and selected the bank which gave them the best deal on service charges. CIBC in Clarenville was chosen because they had the lowest service charges. PDG Clayton King advised he is the Treasurer for District 41 S2 Lions Quest Foundation they selected a CIBC bank in St. John s because of no service charges. DG Lion Sam Wells stated our present permanent district account with the bank of Nova Scotia does not charge any service fees. A new account with the Bank of Nova Scotia may have charges on it, we do not know, as that avenue was not explored outside the Clarenville area. There was nothing done wrong, now there may be a problem with trying to switch banks after the fact with LCIF. The discussion centres on our policy manual. DG Lion Sam Wells referred this issue to the Long Range Planning Committee. MOTION by Finance Chairperson Lion Bill Grandy that the District 41 S2 Lions Quest Foundation bank account be changed to the Bank of Nova Scotia and for IPDG Lion Az Oram to check with LCIF for approval to have the District 41 S2 LCIF Quest Grant bank account also changed to the Bank of Nova Scotia. Motion seconded by PDG Lion Frank Antle. Motion carried. Page 2 of 5

7 A request was received by the Budget and Audit Committee from the MERL Team Chairperson Vice District Governor (VDG) Lion Sam Parsons, for travel funding to enable the team to deal with matters related to declining membership. MOTION by Chairperson Lion Bill Grandy, that the existing $ 700 in reserve for leadership be increased by $ 300 from the Reserve Fund for mileage purposes only. Consultation would occur with the District Governor before any travel takes place. Motion seconded by Lion Danny Campbell. Motion carried. A request was received from the Mission 30 Chairperson for travel funding in order to visit clubs with membership problems. MOTION by Chairperson Lion Bill Grandy, that $ 600 is made available from the Reserve Fund for mileage purposes only. Consultation would occur with the District Governor before any travel takes place. Motion seconded by Lion Danny Campbell. Motion carried. Letter from Zone 8 requesting the District set up a $ 5,000 Emergency Fund, for quick response and good public relations when an emergency occurs within the province, was referred to Long Range Planning. REPORT FROM THE APRIL 2005 GANDER CONVENTION Written report was submitted to the District along with a cheque for $ 125 by Convention Chairperson Lion Pat Bursey. CORRESPONDENCE DG Lion Sam Wells presented a letter from the Autism Society of Newfoundland and Labrador requesting we partner with them on a Grandfathers Ticket Raffle. This letter will be printed in the next District Governor Newsletter for club feedback. ZONE OR REGION CHAIRPERSONS REPORTS With the exception of Zone 5 all Zone Chairpersons attended the Cabinet meeting and presented reports. Lion Edward Lockyer presented the report on behalf of Zone 5 Chairperson Lion Ralph Trowbridge, who was unable to attend the Cabinet Meeting. Written reports are available. It was suggested that the District consider making changes to meeting agendas, which would shorten up meetings and make them more interesting. DG Lion Sam Wells referred the suggestion to the Long Range Planning Committee. Page 3 of 5

8 LONG RANGE PLANNING COMMITTEE REPORT MOTION by Chairperson PDG Lion Herb Burry, now therefore, be it resolved that we initiate a new visitations policy for our district, District 41-S2, beginning with the Lions year Recognition will be in the form of annual certificates bronze, silver, gold highlighting the International President s theme and culminating in a five year platinum pin. Motion was seconded by Lion Walter Snow. Motion carried. Chairperson PDG Lion Herb Burry advised that the District Visitation Policy will be printed in the next District Governors Newsletter. MOTION by Chairperson PDG Lion Herb Burry, now therefore, be it resolved that District 41-S2 not commit financial support in the amount of $ 15,000 to the Multiple District 41 project for the Portage Youth Drug treatment Centre. Motion seconded by PDG Lion Gerald Hutchings. Discussion on the above motion resulted in an amendment to the motion as follows. Amendment by PDG Lion Ralph Rogers that the motion be changed by replacing not commit financial support in the amount of $ 15,000 with make no financial commitment what so ever. Amendment was seconded by PDG Lion Gerald Hutchings. Amendment carried. AMENDED MOTION by Chairperson PDG Lion Herb Burry, now therefore, be it resolved that District 41-S2 make no financial commitment what so ever to the Multiple District 41 project for the Portage Youth Drug Treatment Centre. Amended motion was seconded by PDG Lion Gerald Hutchings. Amended Motion carried. Chairperson PDG Lion Herb Burry presented four recommendations for consideration: 1) Future Participation in programs requiring a financial commitment by the district should first be approved by the Finance Committee with a recommendation to the Cabinet 2) Our district should adhere to the guidelines established by the focusing committee ( ) in establishing priorities for financial commitments to projects 3) Clubs wishing to make a financial contribution to the Portage Capital Campaign are encouraged to do so, if funds are available and provided existing commitments are honoured. 4) Enter into discussions with the Provincial Government (Department of Health) to see if the province is willing to assist financially since clients from this province utilizes the facility. Page 4 of 5

9 NEW BUSINESS Special mention was made of Lion Gary Spurrell, Lion Art Snook, and Lion Ross Murphy who are sick and under going treatment. Pakistan Earthquake - Two ladies in St. John s area have announced on VCOM radio they are collecting clothing for victims of the disaster in Pakistan. They now have a house full of donated clothing and have made arrangements with Oceanex to ship free of charge a container full of clothing to Montreal and hopeful all the way to Pakistan. They are requesting Lions Clubs be drop off centers for donated clothing until they there is enough donated clothing to fill a container. This is a great opportunity for interested Lions Clubs to help others and get some great Public Relations. Interested clubs are asked to contact DG Lion Sam Wells or PDG Lion Gerald Hutchings. Request letter from Stephenville Lions Club A lot of clubs have received a letter from the Stephenville Lions Club of District 41-S1 asking for assistance with their disaster. DG Lion Sam Wells advised he did not receive or sanction the request letter but District Governor Lion Bruce Button from District 41-S1 did sanction the letter. Clubs can assist if they choose to do so. Peace Poster Contest Many Lions expressed concern about the early October DGO deadline for submitting posters and the manner in which peace poster information is being communicated to all Lions Clubs. DG Lion Sam Wells referred the Peace Poster contest to the Long Range Planning Committee. The committee was asked to review the entire process but especially the deadline for Peace Poster submissions, consider moving the judging to a different location each year, and also look at improving the transition between outgoing and incoming District Chairpersons for the Peace Poster. MOTION by Lion Victor Pennell, to change next years District Peace Poster deadline to Nov 15 th, the same date established by Lions Club International. Motion was seconded by Lion Paul Abbott. Motion carried. Meeting adjourned at 9:38 pm. Attendance sheet was signed by 79 Lions. Page 5 of 5

10 District 41-S2 General Meeting Minutes of October 22, 2005 Marystown DGO Meeting called to order by District Governor (DG) Lion Sam Wells at 9:35 am. Lions Invocation was led by Lion Fred Thompson Moment of silence observed for deceased Lions, Lioness, Leos and world peace. MOTION by Lion Bob Beauchamp to adopt the Meeting Agenda. Lion Gerry McClendon seconded the motion. Motion carried. DG Lion Sam Wells welcomed all Lions to the General meeting. DGO Chairperson Lion Geoff Lomond welcomed everybody on behalf of the Marystown Host Club. Mayor Sam Synard welcomed everybody to Marystown. Minutes of the April 15, 2005 General Meeting were previously distributed in the District Governors newsletter and were also available on our District website s2.com. The were no errors or omissions in the minutes MOTION by Lion Danny Campbell to adopt the minutes. Lion Paul Abbott seconded the motion. Motion carried. THERE WAS NO BUSINESS ARISING FROM THE MINUTES PRESENTATION AND ADOPTION OF FINANCIAL STATEMENT Cabinet Secretary-Treasurer (CST) Lion Gord Warford presented a financial Statement for the period July 1, 2005 to September 30, All expenditures are within budget and outstanding club dues from last year have been collected. MOTION by CST Lion Gord Warford to approve the Financial Statement. Lion Aiden Hynes seconded the motion. Motion carried. CORRESPONDENCE DG Lion Sam Wells presented a letter from the Autism Society of Newfoundland and Labrador requesting we partner with them on a Grandfathers Ticket Raffle. This letter will be printed in the next District Governor Newsletter for club feedback. Page 1 of 8

11 VICE DISTRICT GOVERNOR (VDG) REPORT VDG Lion Sam Parsons reported on his earlier meeting with the Zone and Region Chairpersons. Presidents should make sure the District Governors newsletter is discussed at club meetings to keep all members informed on Lionism in our District. Guiding Lion training session scheduled for the upcoming DGO in St. John s. Membership is a big concern. DISTRICT GOVERNOR REPORT DG Lion Sam Wells reported there was a good turn out for last nights Cabinet Meeting. All Zone Chairpersons reported on clubs in their area. Membership is a big problem, our District membership is down to 1275 members. If we drop below 1250 members we will become a transitional District. There was a lengthy discussion on our District Peace Poster Contest at last night s Cabinet meeting. MOTION by Lion Victor Pennell, to change next years District Peace Poster deadline to Nov 15 th, the same date established by Lions Club International (LCI). Lion Paul Abbott seconded the motion. Motion carried. REDISTRICTING REPORT PDG Lion Ralph Rogers reported our District membership has decreased 527 over the last 20 years. Multiple District 41 draft redistricting proposal is ready for approval by the Council of Governors. A detailed summary was given on previous redistricting efforts and a road map for the next few years. The greatest things we can do this year is to show LCI we are taking this seriously, by having each club show a net increase of 1 member. DG Lion Sam Wells was asked to set up a committee to help build a stronger case for LCI keeping NL as two Districts. The committee should also develop a contingency plan, in the event NL is forced to become one District. COMMITTEE REPORTS BUDGET AND AUDIT: Chairperson Lion Bill Grandy reported the proposed budget at our August Cabinet meeting was approved subject to the Finance Committee receiving and auditing the records of District 41-S2 Lions Quest Foundation. These records have been received and audited by the Finance Committee and everything was found to be in order and acceptable. A copy of the audited report will be in the next District Governor newsletter. Page 2 of 8

12 MOTION by Chairperson Lion Bill Grandy, that the amended audited report be approved by this Lions General Session. Lion Gus Green seconded the motion. Motion carried. A request was received by the Budget and Audit Committee from the MERL Team Chairperson VDG Lion Sam Parsons for funds for travel to enable the team to deal with matters related to declining membership. MOTION by Chairperson Lion Bill Grandy, that the $ 700 in reserve for leadership be increased by $ 300 from the Reserve fund for mileage purposes only. Consultation would occur with the District Governor before any travel takes place. Lion Fred Thompson seconded the motion. Motion carried. A request was received from the Mission 30 Chairperson for funding to travel to clubs with membership problems. MOTION by Chairperson Lion Bill Grandy, that $ 600 is made available from the Reserve Fund for mileage purposes only. Consultation would occur with the District Governor before any travel takes place. Lion Gerry McClendon seconded the motion. Motion carried. Letter from Zone 8 requesting the District set up a $ 5,000 Emergency Fund for quick responses and good public relations when an emergency occurs within the province was referred to the Long Range Planning Committee. CONSTITUTION AND BY-LAWS: Chairperson PDG Lion Frank Antle reported our draft Constitution and By-Laws will be made available to clubs at the Feb DGO. Final document should be ready for approval at our April 2006 District Convention in Gander. UPDATE ON FEB DGO: Zone 8 Chairperson Lion Job Blackwood announced the DGO will be held at the Capital Hotel and Lion Len Mooney will coordinate with other clubs in the area. Rooms are $ 94/night and there are 5 physically challenged and 11 smoking rooms. Clubs are encouraged to book their room now as the hotel is expected to fill up quickly. A letter will be sent out to all clubs on the Feb DGO. Overflow rooms will be available at the Best Western Travellers Inn. CULTURAL AND COMMUNITY ACTIVITIES: Written report submitted by Chairperson Lion Jennifer Pennell. DG Lion Sam Wells encouraged clubs to take an active interest in the civic, cultural, social, and moral welfare of their community. Page 3 of 8

13 DIABETES AWARENESS: District Chairperson Lion Claudette Coombs distributed Diabetes resource packages to all clubs. Anybody interested in the Canadian Diabetes Association (CDA) Signature Program should let Lion Claudette know ASAP. CDA training session may be scheduled at our next DGO in St. John s. ENVIRONMENT: District Chairperson Lion Pauline Metcalfe distributed information packages to all clubs on a new Lions environment photo contest. Mail submissions to Lion Pauline by Jan 31, 2005, as judging will take place at the Feb DGO. FORTY ONER: District Chairperson Lion Walter Snow encouraged all clubs to send in articles for our Multiple District FORTY ONER newsletter. This newsletter can be accessed on the internet at HEARING AND SPEECH/WORK WITH THE DEAF: District Chairperson Lion Danny Campbell distributed information packages to all clubs on our new District project, to raise funds for a newborn screening unit at the Dr. G. B. Cross Memorial Hospital in Clarenville. All clubs encouraged to donate what they can afford. HONORARY: PDG Clayton King advised their Association is preparing a letter in support of our District s position on redistricting. INFORMATION AND TECHNOLOGY: District Chairperson Lion Sam Wells Jr. advised there are two new sections (Club Projects and Photo Gallery) on our District Website Clubs interested in linking their website to LionNet should contact Lion Sam Wells Jr. LIONS CLUB INTERNATIONAL FOUNDATION (LCIF): District Chairperson PDG Lion Az Oram asked clubs to support LCIF. The Foundation has been really generous to our District in recent times, giving grants to hospitals in Gander and Marystown. District 41-S1 has applied for a $ 10,000 grant for the Stephenville flood. PDG Lion Az Oram presented a large number of Year Round Membership Growth Awards and District Chairperson Awards for last year. $ 91, LCIF Grant cheque presented for the Burin Peninsula Health Care Foundation, DDR Project. Cheque presented by PDG Lion Az Oram to the Clubs of Region G, who were represented by Region G Chairperson Lion Doug Jackman, Zone 10 Chairperson Lion Harry Cooze, Lion Morgan Pardy, Lion Bruce Grandy, and Lion George Walters. Page 4 of 8

14 LEOS: District Chairperson Lion Janet Abbott advised plans are underway to host the April 2006 District Leo Convention at the Lion Max Simms Memorial Camp. All Lions clubs were asked to consider becoming involved and sponsoring a Leo Club. LIONS FOUNDATION OF CANADA: District Chairperson Lion Loretta Ryan advised the Gambo Lions Club is sponsoring a Guide Dog for the son of a Lion s member. Lion Loretta presented the Placentia Lions Club and our District with plaques for sponsoring a Guide Dog last year. Lion Denise Russell was presented with a life membership certificate. A thank you letter was presented on behalf of Lion Art Snook. LIONS FOUNDATION DISTRICT 41-S2: District Chairperson PDG Lion Hayden Petten encouraged clubs to use official Income Tax receipts for fund-raising projects. Problem with submitting annual report to Revenue Canada, by December 31 deadline. LIONS SERVICES FOR CHILDREN: District Chairperson Lion William Russell encouraged clubs to help children in adverse circumstances through health and education services. Today s youth will be our leaders tomorrow. LIONS RANGE PLANNING: District Chairperson PDG Lion Herb Burry brought forward two motions which were approved at last nights Cabinet meeting. MOTION by Chairperson PDG Lion Herb Burry, now therefore, be it resolved that we initiate a new visitations policy for our District, District 41-S2, beginning with the Lions year Recognition will be in the form of annual certificates bronze, silver, gold highlighting the International President s theme and culminating in a five year platinum pin. Lion Rita Pennell seconded the motion. Motion carried. Lion Claudette Coombs volunteered to design a form to be used for recording visitations. The newly approved visitations policy is effective today and will be administered by our District Pins Chairperson. The District Visitation Policy will be printed in the next District Governors Newsletter. MOTION by Chairperson PDG Lion Herb Burry, now therefore, be it resolved that District 41-S2 make no financial commitment what so ever to the Multiple District 41 project for the Portage Youth Drug Treatment Centre. Lion Carl Chafe seconded the motion. Motion carried. Page 5 of 8

15 Chairperson PDG Lion Herb Burry presented four recommendations for consideration: 1) Future participation in programs requiring a financial commitment by the District should first be approved by the Finance Committee with a recommendation to the Cabinet. 2) Our District should adhere to the guidelines established by the focusing committee ( ) in establishing priorities for financial commitments to projects. 3) Clubs wishing to make a financial contribution to the Portage Capital Campaign are encouraged to do so if funds are available and provided existing commitments are honoured. 4) Enter into discussions with the Provincial Government (Department of Health) to see if the province is willing to assist financially since clients from this province utilizes the facility. MEMBERSHIP EXTENSION RETENTION LEADERSHIP (MERL TEAM): MERL team spokesperson District Retention Chairperson Lion Fred Thompson reported on their meeting and the possibility of new Branch, Campus, Family, and Hospital based Lions Clubs. There is a need for more Guiding Lions. Hope to train at least one Guiding Lion for each Zone. Clubs are encouraged to develop orientation sessions for their new Lions. Membership is a big problem for our clubs and the District. MERL team should focus more on membership at the Zone level, be proactive and help any clubs in need of assistance. MERL team will be drafting a letter in support of our Districts position on redistricting. MOTION by PDG Lion Ralph Rogers to keep the present MERL team members in place for next year and in future years the maximum of people leaving the team in any given year would be one. District Retention Chairperson Lion Fred Thompson seconded the motion. Motion carried. LIONS MAX SIMMS MEMORIAL CAMP FOUNDATION: District Fund-Raising Chairperson PDG Lion Gerald Hutchings and Foundation Board Vice Chairperson Lion Ron Pond advised the camp is very active and encouraged Lions to promote the camp to outside agencies. The suggested club donation of $ 60/member is a goal. Clubs can only give what they can afford. A lengthy discussion took place on the goal of donating $ 60/member and the qualifying criteria for the Lion Max Simms Memorial Camp Fellowship Award. Page 6 of 8

16 Some members expressed concern that the fund-raising goal was not realistic and may actually discourage club donations. Concerns were also expressed about the criteria for the Fellowship Award. These issues were tabled to the camps next Board meeting, for further review. Lion Ron Pond presented the Clarence C. Whitten Memorial Trophy to the Goulds Lions Club for the most funds donated to the Camp by a Lions Club. The Lion Harry Nee Memorial Trophy went to the Goulds Lioness Club for the most funds donated to the Camp by a Lioness Club. Outstanding Achievement Award to the Goulds Leo Club for the most funds donated to the Camp by a Leo Club. Numerous other Lions and Lioness Club were recognized for their donations to the camp. MISSION 30 COORDINATOR: District Chairperson PDG Lion Gerald Hutchings reported he was asked to replace Lion Art Snook, due to illness. He questioned how much longer we will be able to report on our great District, if we lose another 25 members we will become a transitional District. We need to find new ways to retain existing members and recruit new members. A brief report was given on the Mission 30 membership awards program, full details available at PEACE POSTER: District Chairperson Lion Ron Pond reported on the winners for the Peace Poster Contest: First Place Catherine Hogarth sponsored by the Port Rexton Lions Club Second Place Courtney Vivian sponsored by the Gander Lions Club Third Place Jillian Pickett sponsored by the Indian Bay Lions Club SIGHT FIRST PROGRAM: District Chairperson Lion Sharon Oram reported on the start of our new three year Campaign SightFirst II. Clubs are encouraged to start making plans for fund-raising projects over the next year or two. Used eyeglasses can be shipped free of charge by Hyot s Moving and Storage. All clubs are encouraged to participate in our Journey For Sight project; pledge sheets will be available in the District Governors newsletter and at the next DGO in St. John s. SPEAK OUT: District Chairperson Lion Pat Bursey distributed information packages to all clubs. YOUTH OPPORTUNITIES: District Chairperson Lion Edward Lockyer asked clubs to submit reports on their youth activities. Youth activities projects include Leo Clubs, Peace Poster, Youth Camps, Youth Exchange, Lions Quest, Scouting, Speak Out, Scholarships, and the Young Ambassadors of the 21 st Century Award. Page 7 of 8

17 NEW BUSINESS District Public Relations Chairperson DG Lion Sam Wells advised he is looking for a Lion to volunteer for Public Relations Chairperson. If you are interested please contact DG Lion Sam Wells. Multiple District 41 Pins - VDG Lion Sam Parsons has Multiple District 41 Pins available for sale at $ 3/pin. Disaster Relief - Lion Gerry McClendon is traveling to Mississippi to help the Salvation Army with disaster relief. District Dues Invoices - All clubs were reminded to pick up dues invoices at the back of the room. If clubs are not present, their Zone Chairperson was asked to make sure the invoices are delivered to the clubs. Trepassey Lions Club President Lion Victor Pennell thanked the Goulds Lions Club for giving the Trepassey Lions Clubs some of their stores on the Southern Shore that sell the Lions VOCM Radio Bingo Cards. The funds from these stores are keeping the Trepassey Lions Club alive. It was also suggested that each Lions Club consider making a few local dignitaries affiliate members. If each club sponsored at least one affiliate member our District would show an overall increase of at least 55 members. Travel Count Conducted by Lions Loretta and Vince Ryan. With special appearance by the signing trio: Lion Theresa Lewis, Lion Mary Halleran, and Lion Danny Campbell. Meeting adjourned at 3:20 pm Attendance sheet was signed by 129 Lions. Page 8 of 8

18 District 41-S2 Cabinet Meeting Minutes of February 3, 2006 St. John s, NL Meeting called to order by District Governor (DG) Lion Sam Wells at 7:30 pm. Lions Invocation was led by Vice District Governor (VDG) Lion Sam Parsons. Moment of silence observed for deceased Lions, Lioness, Leos and world peace. MOTION by Lion Bob Beauchamp to adopt the Meeting Agenda. Motion seconded by Lion Harry Cooze. Motion carried. DG Lion Sam Wells welcomed all Lions to the February Cabinet meeting. St. John s DGO Chairperson Lion Leonard Mooney welcomed everybody on behalf of the St. John s Lions Club. Minutes of the October 2005 Cabinet Meeting in Marystown, were previously distributed in the District Governors newsletter and were made available on our District website The were no errors or omissions in the minutes MOTION by Lion Gerald Coombs, to adopt the Minutes of the October 2005 Cabinet Meeting in Marystown. Motion seconded by Lion Ron Pond. Motion carried. THERE WAS NO BUSINESS ARISING FROM THE MINUTES PRESENTATION AND ADOPTION OF FINANCIAL STATEMENT Cabinet Secretary-Treasurer (CST) Lion Gord Warford presented a financial Statement for the period July 1, 2005 to December 31, A few of the highlights: 1) Three clubs have outstanding District Dues for the first half of this Lions year. They have been sent a second notice and their Zone Chairpersons were asked to follow up with these clubs. 2) Administration account advertising revenue is over the budgeted amount of $ 3,940, as we have collected $ 4,160. 3) All expenditures are within budget. 4) Lions District 41-S2 LCIF Quest Grant monies are in a separate CIBC bank account. The account balance at December 31, 2005 was $ 9, MOTION by CST Lion Gord Warford, to approve the Financial Statement. Motion seconded by PDG Lion Frank Antle. Motion carried. Page 1 of 4

19 BUDGET AND AUDIT COMMITTEE REPORT Chairperson Lion Bill Grandy thanked CST Lion Gord Warford for an excellent financial statement and for the ongoing assistance he has given to the Finance Committee. A written request for $ 2,757 in additional funding was received by the Budget and Audit Committee, from the District Leo Co-Chairpersons Lions Janet and Paul Abbott, to help fund the upcoming District Leo Convention at our Lion Max Simms Memorial Camp. MOTION by Chairperson Lion Bill Grandy, that for this year only, $2,000 be transferred from the reserve fund to the Leo Program, to help cover the District Leo Convention at the Lion Max Simms Memorial Camp. The Leo Clubs or their sponsoring Lions Club would have to raise the remaining $ 757. Motion seconded by PDG Lion Frank Antle. Motion carried. A written request for $ 200 was received by the Budget and Audit Committee, from the District Constitution and By-Laws Chairperson PDG Lion Frank Antle. The money is required because all Lions Clubs and Cabinet Members must be mailed a copy of District Constitution and By-Laws prior to the Gander convention, in order for the document to be approved at the Gander Convention in April. MOTION by Finance Chairperson Lion Bill Grandy, to transfer $ 200 from the reserve fund to the office expense budget. Transfer to cover postage expense for mailing out the Constitution and By-Laws. Motion seconded by Lion Gerald Coombs. Motion carried. A written request was received by the Budget and Audit Committee, from VDG Lion Sam Parsons to increase his travel expenses budget by $ 850 due to increased cost of air travel and other escalating travel expenses. MOTION by Chairperson Lion Bill Grandy, that the travel expenses budget for VDG Lion Sam Parsons be increased by $ 850. This money would be transferred from the reserve fund. Motion seconded by PDG Lion Frank Antle. Motion carried. This years Multiple District 41 Speak Out will be held in Portland Maine. We will have to send our District Speak Out winner and a chaperone to Portland, Maine. These travel costs have increased substantially. It was felt that this issue should be addressed now, as opposed to waiting until the Gander Convention in April. Page 2 of 4

20 MOTION by Chairperson Lion Bill Grandy, should our District s existing Multiple District 41 Speak Out budget of $2,500 be insufficient to cover the travel expenses to send our Speak Out winner and a chaperone to Portland, Maine. The Finance Committee be entitled to transfer the balance from the designated funds in the Reserve Activity Account for the Multiple District Speak Out, to the amount budgeted for this Lions Year. Motion seconded by Lion Heber Best. Motion carried. FINANCIAL REPORT ON THE OCTOBER 2005 DGO IN MARYSTOWN Financial report presented by DGO Chairperson Lion Geoff Lomond on the October 2005 DGO in Marystown. Cheque presented to District 41-S2 for DGO profits in the amount of $ MOTION by Lion Geoff Lomond to accept the financial report on the Marystown DGO. Motion seconded by Lion Job Blackwood. Motion carried. THERE WAS NO CORRESPONDENCE ZONE OR REGION CHAIRPERSONS REPORTS With the exception of Zones 1 and 5, all Zone Chairpersons attended the Cabinet meeting and presented reports. Lion Ron Pond presented the report on behalf of Zone 1 Chairperson Lion Harold Hawkins and Lion Edward Lockyer presented the report on behalf of Zone 5 Chairperson Lion Ralph Trowbridge. Written copies of the Zone reports are on file with the District and available upon request. LONG RANGE PLANNING COMMITTEE REPORT Chairperson PDG Lion Herb Burry reported that three issues were referred to the Long Range Planning Committee from the Marystown DGO. Two of the issues will be dealt with tonight. The third issue involving our District Banking Policy will be dealt with at the Gander Convention. Issue # 1: Reorganizing the Agenda for Cabinet Meetings and Business Sessions at our DGO s to make them more appealing to all Lions. The Committee recommended numerous amendments to meeting agendas, with a view to shortening up the meetings and making them more interesting and enjoyable for all Lions. These recommendations will be printed in the next District Governor newsletter. The incoming District Governor should take these recommendations into consideration for next year. Page 3 of 4

21 Issue # 2: Establishment of an Emergency Fund to deal with possible emergencies in our District (Disaster Plan). Chairperson PDG Lion Herb Burry presented the following resolution: Whereas, our the Long Range Planning Committee has received no recommendation from the Finance Committee to indicate whether sufficient long term funding is available to establish and maintain a new District Relief Fund, and Whereas, our District has already agreed that future participation in programs requiring a financial commitment by the District should first be approved by the Finance Committee with a recommendation to the Cabinet, and Whereas, our District has already agreed that we should adhere to the guidelines established by the Focusing Committee ( ) in establishing priorities for financial commitments to projects, and Whereas, in the event of an emergency, financial assistance is already available upon application at our Lions Clubs International Foundation (LCIF), whereby LCIF provides emergency grants up to $ 10,000 US for Districts affected by a natural disaster that affects at least 100 people. MOTION by Chairperson PDG Lion Herb Burry; now therefore, be it resolved that District 41-S2 not support the establishment of a Disaster Relief Fund at this time. Motion seconded by Lion Jim Cook. Motion Carried. Chairperson PDG Lion Herb Burry reported that the committee had put together a 23 page disaster plan, in the event our District decides to proceed at some future date. Anybody wanting a copy of the draft disaster plan should contact PDG Lion Herb Burry. THERE WAS NO NEW BUSINESS Meeting adjourned at 9:03 pm. Attendance sheet was signed by 77 Lions. Page 4 of 4

22 District 41-S2 Cabinet Meeting Minutes of April 21, 2006 Gander, NL Meeting called to order by District Governor (DG) Lion Sam Wells at 7:30 pm. Lions Invocation was led by Lion Bob Beauchamp. Moment of silence observed for deceased Lions, Lioness, Leos and world peace. MOTION by Lion Bob Beauchamp to adopt the Meeting Agenda. Motion seconded by Lion Sam Wells Jr. Motion carried. DG Lion Sam Wells welcomed all Lions to the April Cabinet meeting and Convention. Convention Chairperson Lion Chris Temple welcomed everybody on behalf of the Gander Lions Club, to the 30 th Annual District Convention. DG Lion Sam Wells introduced International Director (ID) Lion Robert J. Eichhorn, who brought greetings on behalf of Lions Club International (LCI) and International President Lion Ashok Mehta. Minutes of the February 3, 2006 Cabinet Meeting in St. John s were previously distributed in the District Governors newsletter and were also made available on our District website The were no errors or omissions in the minutes MOTION by Lion Danny Campbell to adopt the Minutes from the February 3, 2006 Cabinet Meeting in St. John s. Motion seconded by Lion Paul Abbott. Motion carried. THERE WAS NO BUSINESS ARISING FROM THE MINUTES PRESENTATION AND ADOPTION OF FINANCIAL STATEMENT Cabinet Secretary-Treasurer (CST) Lion Gord Warford presented a financial Statement for the period July 1, 2005 to March 31, All expenditures are within budget and there are eight clubs with outstanding District Dues. Five Lions Clubs owe monies to LCI. Clubs were sent a second notice on outstanding monies and their Zone Chairpersons were asked to follow up with these clubs. Clubs not in good standing are not permitted to vote in tomorrow s election. MOTION by CST Lion Gord Warford to approve the Financial Statement. Motion seconded by Lion Sandy Osbourne. Motion carried. Page 1 of 5

23 BUDGET AND AUDIT COMMITTEE REPORT Chairperson Lion Bill Grandy thanked CST Lion Gord Warford for balancing the financial statement and helping the Budget and Audit Committee. A written request for funding was received by the Budget and Audit Committee, from DG Lion Sam Wells, to send a Lion to the Faculty Development Institute in Markham, Ontario. It was also recommended by DG Lion Sam Wells that Lion Fred Thompson be asked to attend on behalf of our District. MOTION by Chairperson Lion Bill Grandy that up to $ 600 of the Multiple District (MD) 41 leadership grant is approved to cover travel expenses (other expenses to be covered by the Institute). Motion seconded by PDG Lion Gerald Hutchings. Motion carried. A written request for $ 500 was received by the Budget and Audit Committee, from District Coordinator for Campaign SightFirst II (PDG Lion Az Oram). The money is required for the 10 Group Coordinators to meet in Clarenville on May 28. MOTION by Finance Chairperson Lion Bill Grandy up to $ 500 is made available from Reserve. Motion seconded by Lion Cam Martin. Motion carried. A redistricting meeting was held in Clarenville back in March. Members of the Long Range Planning Committee incurred expenses to attend the meeting. MOTION by Chairperson Lion Bill Grandy to transfer $ 150 from reserve to reimburse members of the Redistricting Committee for travel expenses (mileage and lunch) incurred to attend the meeting in Clarenville. Motion seconded by Lion Pauline Metcalfe. Motion carried. FINANCIAL REPORT ON THE FEBRUARY 2006 DGO IN ST. JOHN S Financial report presented by DGO Chairperson Lion Len Mooney on the February 2006 DGO in St. John s. Cheque presented to District 41-S2 for DGO profits in the amount of $ MOTION by Lion Len Mooney to approve financial report on the St. John s DGO. Motion seconded by Lion Job Blackwood. Motion carried. Page 2 of 5

24 THERE WAS NO CORRESPONDENCE ZONE OR REGION CHAIRPERSONS REPORTS With the exception of Zones 5 and 10, all Zone Chairpersons presented reports at the Cabinet Meeting. Lion Clyde Ryan presented the report and behalf of Zone 5 Chairperson Ralph Trowbridge and Region G Chairperson Lion Doug Jackman presented the report on behalf of Zone 10 Chairperson Lion Harry Cooze. Region A Chairperson Lion Tom Hynes reported that clubs in the Region decided not to fill the position of Region Chairperson next year. Written copies of the Zone reports are on file with the District and available upon request. REDISTRICTING REPORT PDG Lion Ralph Rogers reported on Redistricting Notice of Motions printed in last months District Governor Newsletter. As suggested by Multiple District 41 there will be two separate votes. One vote on Article III and a separate vote on Article X1X. These two motions will be voted on at tomorrow s General Meeting. PDG Lion Ralph Rogers advised that tomorrow by secret ballot we will vote on Redistricting Notice of Motion on Constitution Article III Membership Section I and the attached Revised Appendix A, as printed in the District Governor s Newsletter. Notice of Motion was seconded by PDG Lion Sam Saunders. PDG Lion Ralph Rogers advised that tomorrow by secret ballot we will vote on Redistricting Notice of Motion on Article XIX Transitional Rules, as printed in the District Governor s Newsletter. Notice of Motion was seconded by Lion Sandy Osbourne. PDG Lion Ralph Rogers reported that our District s Elections Chairperson Lion Vince Ryan would oversee tomorrow s elections. ELECTIONS Chairperson Lion Vince Ryan reported elections will take place tomorrow for the following positions: 1) District Governor, 2) Vice District Governor, 3) Director for the Lion Max Simms Memorial Camp Foundation, 4) Three year Director for the Lions Quest Foundation, 5) Region G Chairperson, 6) Two motions on Multiple District 41 Redistricting. Clubs will be allowed 1 vote for every 10 members or major portion thereof, and all PDG s are entitled to one vote. All ten Zone Chairperson positions are filled for next year. Page 3 of 5

25 LONG RANGE PLANNING COMMITTEE REPORT Chairperson PDG Lion Herb Burry thanked Lion Claudette Coombs for designing the forms for our new visitations policy. The forms will be printed in the next District Governor Newsletter. At the October 2005 DGO in Marystown DG Lion Sam Wells referred the matter of our District Banking Policy, which had come under some lengthy discussion at the Cabinet Meeting, to the Long Range Planning Committee for review. For your information, our District Policy Manual states: I. PERMANENT BANK ACCOUNT - The District will set up a permanent Bank Account with the Bank of Nova Scotia provided that extra charges for deposits etcetera are waived. Chairperson PDG Lion Herb Burry presented the following resolution: Whereas, our existing banking policy provides an essential internal control, ensuring all District monies are kept under the custody and control of the current signing officers, and Whersas, we believe that our existing banking policy is in line with common business practices and provides a greater degree of accountability, and Whereas, we encourage our District to consolidate bank accounts where possible and have the cheque books under the control of our current CST as part of our District records, thereby ensuring that the Budget and Audit Committee have a complete picture of our District Finances to complete their year-end audit, and Whereas, the Long Range Planning Committee is of the opinion that our current banking policy does not need to be changed. MOTION by Chairperson PDG Lion Herb Burry now therefore; be it resolved that the District maintain its permanent Bank Account with the Bank of Nova Scotia provided that extra charges for deposits etcetera are waived. Motion seconded by PDG Lion Gerald Hutchings. Motion Carried. Page 4 of 5