BROCKVILLE LIONS CLUB CONSTITUTION

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1 BROCKVILLE LIONS CLUB CONSTITUTION March, 2014

2 INDEX ARTICLE PAGE Attendance and Attendance Awards VII.6 Board of Directors IX...11 The Constitution......XVIII...15 Convention Delegates......XV Dispersal of Funds.X 12 Elections.XI Emblem and Colours...XIV...14 Fees and Dures.. Forfeiture of Membership. Honourary Mailing List Membership.. Meetings Officers. Qualifications B Duties.IV...5.VI XVI.15...III.15.I...3 VIII.7-10 Parliamentary Practices....XVII.15 Purpose and Objectives..II...3 Resignations...V...4 Vacancies...XII.13 REVISED at Director s Meeting: Mar 19, 2014 REVISED Mar. 19, 2014 Page 2 of 15

3 CONSTITUTION ARTICLE 1 Name, Slogan and Motto A. The name of the organization shall be The Brockville Lions Club Inc. charted by and under the jurisdiction of The International Association of Lions Club. B. Its slogan shall be: Liberty, Intelligence, Our Nation s Safety. C. Its motto shall be: We Serve ARTICLE II Purpose and Objects The Objects of this club shall be: A. To create and foster a spirit of understanding among the people of the world. B. To promote the principles of good government and good citizenship. C. To take an active interest in the civic, cultural, social and moral welfare of the community. D. To unite the members in the bonds of friendship, good fellowship and mutual understanding. E. 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. F. To encourage service-minded persons to server their community without personal financial reward and to encourage efficiency and promote high ethical standards in commerce, industry, professions, public works and private endeavors. ARTICLE III Membership Section A: Subject to the provisions of Section B hereinafter, any person of legal majority and good moral character and good reputation in this community, may be granted membership in this Lions Club. Section B: Membership in this lions Club Shall be as follows: (1) Active: A member entitled to all rights and privileges and subject to all obligations which membership in Lions Club confers or implies. Without limiting such rights and obligations, such rights shall include eligibility to seek, if otherwise qualified, any office in this Club, District or Association and the right to vote on all matters requiring a vote of the membership, and such obligations shall include regular attendance, prompt payment of dues, participation in Club activities and conduct reflecting a favourable image of Brockville Lions Club in the community. (2) Membership-At-Large: A member of this Club, who has moved from the community, or because of health or other legitimate reason, is unable regularly to attend Club meetings and desires to retain membership in this Club, and upon whom the Board of Directors of this Club desires to confer this status. This status shall be reviewed six months by the Board of Directors of this Club. A Member-At-Large shall not be eligible to hold office or to vote in District or international meetings or conventions, but shall pay such dues as the local Club may charge, which dues shall include District and International Dues. REVISED Mar. 19, 2014 Page 3 of 15

4 (3) Honorary: An individual not a member of this Lions Club, having performed outstanding service for the community or this Lions Club, upon whom this Club desires to confer special distinction. This Club shall pay entrance fees and International and District dues on such a member, who may attend meeting, but shall not be entitled to any privileges of active membership. (4) Privileged: A member of this Club who has been a Lion fifteen or more years, who because of illness, infirmities, advanced age or other legitimate reason, as determine by the board of Directors of this Club, must relinquish his Active status. A Privileged Member shall pay such dues as this Club may charge, which dues shall include District and International dues. He/She shall have the right to vote and be entitled to all other privileges of membership except the right to hold Club, District and International office. (5) Life Member: Any member of this Club who has maintained Active membership as a Lion for 20 or more years and has rendered outstanding service to this Club, his/her community, or this Association; or any member who is critically ill; or any member of this Club who has maintained such active membership for 15 or more years and is at least 70 years of age may be granted Life Membership in this club upon: (1) Recommendation of this Club to the Association; (2) Payment by the Club of the fee assessed by Lions International for this category, in lieu of all futures dues of the Association and, (3) Approval by the International Board of Directors Nothing herein shall prevent the Club from charging a Life Member such dues as it shall deem proper. A Life Member shall have all the privileges of Active Membership. A Life Member who desires to relocate and receives an invitation to join another Lions Club shall automatically become a Life Member of said Club. (6) Associate Member: A member who holds his/her primary membership in another Lions Club but maintains a residence or is employed in the community served by this Club. This status may be conferred by the invitation of the Board of Directors and shall be reviewed annually. The Club shall not report an Associate Member on its Membership and Activities Report. An Associate member may be eligible to vote on Club matters, at meetings where he/she is present in person, but may not represent the Club as a delegate at District (single, sub-, provisional and/or multiple) or International conventions. He/She shall not be eligible to hold Club, District or International office, nor District, Multiple District or International committee assignments through the Club. International and District (single, sub-, provisional and/or multiple) dues shall not be asses on the Associate; PROVIDED, however, nothing shall prevent this Club from assessing an Associate such dues as it shall deem proper. (7) Affiliate Member: A quality individual of the community who currently is not able to fully participate as an active member of the Club but desires to support the Club and its community service initiatives and be affiliated with the Club. This status may be conferred by the initiation of the Club s Board of Directors. REVISED Mar. 19, 2014 Page 4 of 15

5 ARTICLE III Membership (Cont d) Section C: Membership in this Lions Club shall be acquired by invitation only. Nominations shall be made on forms provided by the International office, which shall be signed by a member in good standing who shall act as sponsor, and be submitted to the Membership Chairman or the Club Secretary, who, after investigation shall submit the same to the Board of Directors. Upon the approval of the Board of Directors, the name of the proposed member shall then be published in the club bulletin requesting any written objections to be in the hands of the secretary within 7 Days of the publication. Any such objection will be evaluated by the Board of Directors along with the Sponsor, before a final decision is made to invite the applicant to become a member of the Brockville Lion s Club. A properly filled out membership form duly signed, as well as, the entrance fee and dues must be in the hands of the Secretary before the member is reported to and officially recognized by the association as a Lion member. Section D: An application for reinstatement of membership shall be passed upon the Membership Committee and Board of Directors in the same manner as the prospective member. In the event that six months have passed between the separation of the member and his reinstatement, it will be necessary for him to come into the Club as a new member. Section E: The Club May Accept On A Transfer Basis: (1) a member of another Lions Club who has moved to the community served by this Club. (2) the application to transfer his/her membership must be made within six months of the date of termination, in good standing, of membership in the former Club. The Secretary of the former Club shall provide a statement showing his/her record in that Club. In the event more than six months have passed between the separation of the member and his/her reinstatement application, it will be necessary for him/her to come into the Club as a new member. Section F: Persons who have been approved for membership must be inducted into the Club within 12 months of approval by the Board of Directors. Approval by the Membership Committee and Board of Directors become invalid thereafter. ARTICLE IV Fees and Dues Section A: There shall be a membership fee for each new member of this Club, which fee shall be collected before the member is identified as a member of this Club, and before the Secretary shall be allowed to report the new member to Lions International Section B: The dues for active members of this Club shall be an amount as approved by the Board of Directors. The Board of Directors shall announce the amount of the annual dues to the general membership no later than the first meeting in May for their approval. Dues are payable by June 30 th. (Lions International dues, magazine subscriptions and Lions International Convention fund tax are included in the Club dues. Section C: Transfer, reinstatement and membership fees shall be set by the Board of Directors Section D: The Club shall set aside the International annual dues of all members and these shall be remitted in accordance with the Constitution and By-Laws of Lions International. REVISED Mar. 19, 2014 Page 5 of 15

6 ARTICLE V Resignations Any member may resign from this Club at any time, and said resignation shall become effective upon acceptance thereof by the Board of Directors. However, in order to do so in good standing the member must ensure that all indebtedness to the Club has been cleared. ARTICLE VI Forfeiture of Membership Section A: Any member whose dues are unpaid as of 01 October may be dropped from membership. He/She will be advised in writing by the Secretary that failure to remit dues within 14 days will result in automatic termination of membership. Section B: Section C: Any member may be expelled for cause from the Club by a two-thirds vote by the Board of Directors. The Attendance Chairman shall present to the Board of Directors the name of any member who absents himself from four consecutive regular meetings or make-up functions and the reasons for such absence. The Board will then determine what action if any should be taken with respect to such members ARTICLE VII Attendance and Attendance Awards Section A: International attendance awards shall be granted only to members who qualify under rules as set out by Lions International for this award. To qualify for a perfect attendance award in the Brockville Club, a member must have attended a minimum of 20 Lions Club functions during the year. Section B: Any member unable to attend a meeting because of illness or other good cause will be credited with attendance provide the Secretary or Chairman of the Attendance Committee is notified prior to the meeting. REVISED Mar. 19, 2014 Page 6 of 15

7 ARTICLE VIII Section A: Section B: Section C: Section D: Officers: The Officers of this Club shall be: Immediate Past President, President, First Vice President, Second Vice President, Second Vice President and Third Vice President, Secretary, Treasurer and Membership Director. In addition, there shall be five Directors, who, together with the officers, shall constitute the Board of Directors. Qualification of Officers: No person shall be eligible to hold elected office in this Club unless he/she is an active member in good standing. No officer or director of this Club shall receive any compensation for any service rendered to this organization. Term of Office: (1) The term of office for the President and respective Vice Presidents will be one year. (2) The five Directors will server for one year. (3) Removal from office: Any officer of this Club may be removed from office for just cause by two-thirds (2/3) of the members present at a general meeting. Section E: Duties of Officers (1) The President shall: (1) Serve as Chief Executive Officer of the Club and Chairman of the Board of Directors. (2) Preside at all meetings. (3) Call regular and special meetings. (4) Appoint Secretary, Treasurer and all Committees. (5) Act as ex-officio member of all Committees. (6) Divide the Committees into three groups and appoint a Vice-President to supervise each group. (7) Retain responsibility for the proper functioning of all Committees (8) Request reports on all projects investigated by Committees. (9) Call elections as provided by this Constitution. (10) Co-operate with and be an active member of the District Governor s Advisory Council of the Zone. (11) Designate a Vice-President to perform any or all of the above duties in his/her absence. REVISED Mar. 19, 2014 Page 7 of 15

8 ARTICLE VIII (cont d) Section E: Duties of Officers (cont d) (2) The Immediate Past President shall: (3) Vice Presidents: (1) Act in an advisory capacity to the President and Board of Directors. If the President is unable to perform the duties of that office for any reason, the Vice-President next in rank shall occupy that position and perform those duties with the same authority as the President. Each Vice-President shall, under the direction of the President, oversee the functioning of such committees of this Club as the President shall designate. (4) The Secretary Shall: Be under the supervision and direction of the President and the Board of Directors, and shall act as liaison officer between the Club, the District, and the Association. The duties shall be, in general, as follows: (a) To Lions International: As provided in the Lions International Constitution and By-Laws, the Secretary shall submit: Regular monthly membership and activities reports to Lions International on blanks provided. Note: The monthly reports should be submitted, as soon as, possible after the last meeting of each month and not later than the 5 th of the next month, to reach the International Office before 5:00 p.m. on the 10 th. (b) The District: (1) Keep in touch with the District Governor. (2) Submit regular membership and activity reports, as well as, other reports required by the District Governor s organizations. (3) Co-Operate with and be an active member of the District Governor s Advisory Council of the Zone. REVISED Mar. 19, 2014 Page 8 of 15

9 ARTICLE VIII (cont d) Section E: Duties of Officers (cont d) (5) The Club: (1) Keep the general club records, including minutes of all club and Board meetings, Committee appointments, officers list, attendance records, and list of members showing addresses and telephone numbers. (2) Receive correspondence directed to the club, report on same to the Directors and direct such correspondence to the appropriate committee or officer. (6) The Treasure Shall: (1) Maintain the Club accounts, as well as, detailed records of the Club receipts and disbursements. (2) Issue quarterly, semi-annual or annual statements to each member for dues or other financial obligations to the Club as may be requested by the Board of Directors. (3) Collect all monies due to the Club. (4) Deposit all funds in a bank or banks approved by the Board of Directors. The Treasurer shall maintain at least two bank accounts. The first fund to deposit administrative monies such as dues, tail twisting fees and other internally raised Club funds. A second fund shall be established to deposit activity or public welfare monies raised by asking support from the public. Disbursement from such funds shall be in strict compliance with Article X. (5) Pay out monies only on authority of the Board of Directors. (6) Ensure that all cheques issued are properly countersigned by one officer as determined by the Board of Directors. (7) Submit monthly financial statements to the Board of directors, as well as, other financial statements as may be required by the District or Lions International. (8) Ensure that a financial statement is submitted to the Treasurer by each committee/event Chairman, annually or may be required by the District or Lions International (9) Ensure that all cheques issued by the Club and/or Club committees are countersigned by two authorized members of the Club. (10) Be a signing authority for all accounts held by the Club or any committee of the Club. REVISED Mar. 19, 2014 Page 9 of 15

10 Section E: Duties of Officers (cont d) (7) The Lion Tamer Shall: ARTICLE VIII (cont d) (1) Be responsible for the Club s paraphernalia and ensure their safe keeping. (2) Place flags, gong, gavel, song books and buttons, in proper place before each meeting. (3) Return all equipment to the approved storage area after each meeting. (4) Distribute literature as required at all meetings and act as Sergeant-At-Arms. (5) See that guests and members are properly seated. (6) Ensure that new members sit with different groups at each meeting. (8) The Tail Twister Shall: (1) Promote harmony, good fellowship, fun and laughter at general meetings. (2) Collect fins from members at Club meetings. (3) Impose fines of not more than 25 per incident. (4) Not fine any member more than two times at any meeting. (5) Immediately turn over all fines to the Treasurer (6) Not be fined except by unanimous vote of members present. (9) The Membership Director Shall: (1) Serve as chairman of the membership committee. (2) Develop a growth program specifically for the Club and present this program to the Board of Directors for approval. (3) At Club meetings regularly encourage the recruitment of new qualified members. (4) Ensure implementation of proper recruitment and retention procedures. (5) Prepare and implement retention services. (6) Report to the Board of Directors on ways to reduce loss of members. (7) Co-ordinate with other Club committees in fulfilling their responsibilities. (8) Serve as a member of the zone level membership committee. REVISED Mar. 19, 2014 Page 10 of 15

11 ARTICLE IX Board of Directors The Board of Director s term of office shall be from July 1 st to the following June 30 th. A quorum at a Board of Directors meeting shall be 6 members of the Board. The Board of Directors Shall: (1) Constitute the Executive Board of the Club, and shall be responsible for the execution, through its officers, of the authorized policies of the Club. All new business of the Club shall first be considered and shaped by the Board of Directors for presentation to the Club members at a regular meeting. (2) Authorize all expenditures subject to Article X, but shall not create any indebtedness beyond the current income of this Club, nor authorize dispersal of Club funds for purposes inconsistent with the business and policy authorized by the Club membership. (3) A majority vote of the Board of Directors shall govern, except where otherwise provide. The Board of Directors shall have the power to overrule or modify the action of any officer of the Club. (4) Finally approve or reject, after due consideration of membership committee s report and recommendations any nomination for membership before invitation is extended. (5) Have the books and accounts audited annually, or more often at its discretion. (6) Determine the date, time and place of annual nomination and election meeting and shall instruct the Secretary to issue the call for such meetings. (7) Hold regular monthly meetings. (8) Hold special meetings when called by the President of the Club or by written request of five members of the Club in good standing. (9) Designate, on recommendations of the Finance Committee, a bank and committee s of the Club for the deposit of the funds of the Club. (10) Receive committee reports and recommendations, and shall submit to the Club at regular meetings, recommendations which it has approved affecting the administrative or activities policies of the Club. (11) Determine the time and place of the regular Club meetings, and shall have the authority to call any special meetings considered necessary. (12) Name the delegates and alternates to the District and International Conventions. REVISED Mar. 19, 2014 Page 11 of 15

12 ARTICLE X Dispersal of Funds Section A: Section B: The Board of Directors shall authorize expenditures up to $ and report same to the next general meeting. Any expenditure over $ must be approved by the Club after authorization by the Directors. Expenditures involving amounts of Two Thousand Five Hundred ($2,500.00) or more shall be subject to the following procedures: (1) Approval by the Board of Directors Section C: Section D: (2) A motion shall be published in the bulletin previous to the general meeting where that motion will be discussed; (3) The motion shall be fully discussed at that meeting then tabled to a later general meeting. (4) The motion will be discussed again at this general meeting and voted upon. No further tabling motions will be permitted. The President shall have at his disposal the amount of Five Hundred Dollars ($500.00) for emergency welfare use. Disbursements from this emergency fund must have the verbal approval of three Directors. Any expenditure from this fund must be reported at the next general meeting of the Board of Directors. In addition the President shall have at his disposal the sum of $ for administrative purposes. Any requests or proposals calling for the expenditure of Club funds must first be called to the attention of the committee under which the expenditure would be classified and passed by said committee prior to presentation to the Board of Directors. The decision on all such requests or proposals must be reported to the Board by the Investigating Committee. ARTICLE XI Elections The officers of the Club, excluding the immediate Past President, shall be elected as follows: Section A: Section B: Section C: The President shall appoint a Nominating Committee by December 15 th which after canvassing all eligible members shall submit the names of candidates for Club Directors to the Club at the nomination meeting. Additional nominations for Directors may be made from the floor at this meeting. A Nomination Meeting shall be held at the first General Meeting in February of each year, with the date and place of such meeting to be determined by the Board of Directors and notice thereof published in the club bulletin at least ten days prior to the time of the holding thereof. A candidate not present at the nomination meeting must submit a signed statement indicating his/her desire to have his/her name placed on the ballot. If in the interim between the nomination meeting and the election meetings, any nominee is unable for any reason to serve in the office to which he/she was nominated and for which office there was no other nominee, the nominating committee shall submit, at the election meeting, names of additional nominees for that office. REVISED Mar. 19, 2014 Page 12 of 15

13 Section D: (1) ARTICLE XI Elections (Cont d) The membership shall by the second meeting in March elect by ballot eleven (11) Directors. The said eleven (11) Directors shall, with the incoming President acting as chairman, elect from this group the first (1 st ) Vice President, two further Vice Presidents, Secretary, Treasurer and Membership Director for the coming year. The 1 st Vice President will hold this office for one year and then will automatically assume the position of President the following year. In the event that more than one of these Vice Presidents wishes to run for the position of \First Vice President, the names of those wishing to run for the First Vice President will be presented to the Club and an election will be held. The membership will elect the First Vice President by closed ballot at the next regular meeting. If the Vice President receiving the most votes does not receive the votes of more than one half of the members present, the vote will be taken again between the two Vice Presidents who received the highest number of votes until a majority vote is realized. (2) Advance polling will be arranged for any eligible member who may be unable to attend any election meeting. (3) At least two weeks prior to an election meeting, notice will be published in the Club Bulletin. It shall be the responsibility of the Nominating Chairman to ensure that all eligible members receive a Ballot prior to the election. (4) No nominations may be made from the floor at an election meeting. (5) In the event of a tie for the final position(s) of the Board of Directors, a run-off election shall be held at the next regular meeting. ARTICLE XII Vacancies Section A: If the office of the President or any Vice President shall become vacant for any reason, the vice Presidents shall advance in office, according to their rank. In the event such provisions for advancement shall fail to fill the office of the President, First, Second or Their Vice President, the Board of Directors shall thereon call a special election, giving each member in good standing two (2) weeks notice of the time and place thereof, which time and place shall be determined by said Board, and such office shall be filled at said election meeting. In the event of a vacancy in any other office, the Board of Directors shall appoint a member to fill the unexpired term. In the event vacancies shall be of such number as to reduce the number of Directors to less than the number require for a quorum, the members ship of the Club shall have power to fill such vacancies by an election held at any regular meeting of the Club upon prior notice, and in the manner, specified in Section B hereinafter. Such notice may be give by any remaining Officer or Director, but if none, then by any member. Section B: In the event any Officer-elect, before his/her term of offices commences, is unable or refuses for any reason to serve therein, the President may call a special nomination and election meeting to elect a replacement for such Officer-elect. Two (2) weeks prior to notice of such meeting, setting forth the purpose, time and place thereof, shall be given to each member, by mail, or personal delivery. The election shall be held immediately after nominations have been closed and a plurality vote shall be necessary for election. REVISED Mar. 19, 2014 Page 13 of 15

14 ARTICLE XI Elections (Cont d) Section A: The Club shall meet regularly the second and forth Monday of each month, September to June inclusive, at a time and place designated by the Board of Directors. Any change from the regular time and place of the meeting shall be published in the Club bulletin at least 2 weeks prior to such a meeting. Section B: Special meetings may be called when considered necessary by the Board of Directors. Section C: The Board of Directors shall meet regularly at the 3 rd Monday of each month at a regular time and place. Section D: The active members in attendance at a regular meeting shall constitute a quorum. ARTICLE XIV The emblem and colours of the Club shall be the same as the emblem and colours as the International Association of Lions Clubs. ARTICLE XV Convention Delegates Section A: In as much as The International Association of Lions Clubs is governed by Lions Club in convention assembled, and in order that this Club may have its voice in Association matters, this Club shall have power to pay the necessary expenses of at least one delegate, and preferably its full quota of delegates, each year to the annual convention of the association. Note: Each chartered Club in good standing shall be entitled in any convention of this association to one delegate and one alternate for each twenty-five, or major fraction thereof, of its members in good standing as shown by the records of Lions International on the first day of the month last preceding month during which the convention is held. The major fraction referred to in this section shall be thirteen or more members Section B: Being fully cognizant of the fact that all district matters are presented and adopted at the District Conventions, one to be held each year, this Club sell send its quota of delegates to all District Conventions. It shall also, if deemed advisable, pay the necessary expenses of each delegate attending said District Convention. Note: Each chartered Club in good standing in the Association shall be entitled in the District Convention to one voting delegate and one alternate for each ten members of said Club or major fraction thereof, as shown by the records of Lions International on the first day of the month last preceding that month during which the convention is held. The Major fraction referred to in this section shall be five or more members. REVISED Mar. 19, 2014 Page 14 of 15

15 ARTICLE XV Convention Delegates (Cont d) Section C: In the event that more members than the quota laid down in Section A and B wish to attend a convention, delegates shall be chosen who hold offices April 1 st of the convention year in the following order. International Convention District Convention President President Secretary Secretary Convention Chairman Convention Chairman 1 st Vice President 1 st Vice President 2 nd Vice President 2 nd Vice President 3 rd Vice President 3 rd Vice President Directors by lot Directors by lot Members by lot Tail Twister Lion Tamer Committee Chairman by lot Members by lot Members who are to be chosen by lot and who have attended the three immediate prior conventions shall be excluded from the initial choosing by lot and shall be included in a separate drawing by lot after all those not so excluded have been given the opportunity to attend. Only voting members may receive remuneration and must attend all convention sessions. ARTICLE XVI Honorary Mailing List The International Association of Lions Clubs and the District Governor shall be included on the mailing list of this club. ARTICLE XVII Parliamentary Practices The proceedings of all Club meetings and Board of Directors meetings shall be conducted according to the Roberts Rules of Order. ARTICLE XVIII The Constitution Section A: The Secretary shall keep at all times a copy of the Constitution and By-laws, together with all amendments, and have it available to all Club meetings and meetings of the Board of Directors. Section B: The Secretary shall record all amendments to the Constitution and By-laws of this Club and publish them yearly or soon, at the discretion of the Board of Directors. Section C: The Constitution may be amended at a regular meeting of this Club and by a two-thirds vote of the members present, provided the Board of Directors has previously approved of the amendments. Section D: No amendment shall be put to a vote unless written notice shall have been publish in two succeeding regular Club bulletins previous to the meeting at which the amendment is to be voted on, said notice to state the proposed amendment REVISED Mar. 19, 2014 Page 15 of 15

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