ASPLEY LIONS CLUB - POLICY MINUTES

Transcription

1 ASPLEY LIONS CLUB POLICY MINUTES PM-1 PURPOSE... 2 PM-2 THE CLUB... 3 PM-3 CONSTITUTION / POLICY MINUTES... 4 PM-4 CLUB MANAGEMENT... 5 PM-5 BOARD NOMINATIONS / ELECTION... 6 PM-6 BOARD MEETINGS... 7 PM-7 DINNER MEETINGS... 8 PM-8 ANNUAL GENERAL MEETING PM-9 NEW MEMBERS PM-10 MEMBERSHIP PM-11 FINANCE PM-12 ANNUAL CHANGEOVER NIGHT PM-13 WELFARE OFFICER PM-14 PUBLICITY PM-15 WEB MASTER PM-16 YOUTH OF THE YEAR PM-17 LIONS MEDICAL RESEARCH PERSONALITY QUEST (LMRPQ) PM-18 CHRISTMAS CAKES PM-19 MINTS PM-20 SAUSAGE SIZZLE PM-21 LIONS PARK PM-22 7th BRIGADE PARK PM-23 PROJECTS PM-24 DONATIONS PM-25 CONVENTION PM-26 HONORARIUM AND EXPENSES PM-27 GRANT APPLICATIONS PM-28 SUMMARY OF TIMINGS & ACTIONS PM-29 CHILD PROTECTION Page 1 of 33

2 PM-1 PURPOSE 1.1 The purpose of these Policy Minutes is to: Prescribe administrative procedures necessary for the management of the Aspley Lions Club Inc. (Club), so as to facilitate the day-to-day conduct and administration of the Club. Acquaint all members of the Club, Board Members and Committees with ongoing management, procedure and tradition. Provide a source of education for Club members particularly new members. Provide guidelines necessary for the smooth running of the various Club portfolios, activities, projects and events. Page 2 of 33

3 PM-2 THE CLUB 2.1 Lions Club International Club No: District: 201 Q3 2.3 Chartered: 21 ST November, Incorporation of Association (QLD) ACN: IA Australian Business Number ABN: Postal Address: PO Box 707 ASPLEY, Web Site: Page 3 of 33

4 PM-3 CONSTITUTION / POLICY MINUTES 3.1 The Club has adopted the Standard Lions Club Constitution which is available on the District 201 Q3 web site. 3.2 A hard copy of the Club Constitution and Club Policy Minutes should be held by the Secretary and be readily available at all meetings. 3.3 These Policy Minutes are to be reviewed / updated / ratified by the incoming Board of Directors (Board) at the first Board meeting after the changeover. 3.4 Subject to the Constitution and By-Laws of the Club, the Policy Minutes may be amended or repealed (without notice of motion) by a majority vote of Club members at any Club meeting. 3.5 A copy of these Policy Minutes should be presented to each new member at the time of their induction or transfer into the Club. 3.6 The secretary must hold a master copy of the Policy Minutes. Page 4 of 33

5 PM-4 CLUB MANAGEMENT 4.1 The management Board consists of the following: President Immediate Past President 1 ST Vice President 2 ND Vice President 3 RD Vice President Secretary Treasurer Membership Chairman Director Tail Twister (Optional) Lion Tamer (Optional) 4.2 The duties of the Club Officers are detailed in the Club Constitution, and the Club is administered as prescribed in the Club Administration Manual, both available on the District 201 Q3 web site. 4.3 The following PORTFOLIOS should be allocated to either Vice Presidents or individual members at the first Board and/or Club meeting of the Lions year: Christmas Cakes, Lions Mints, Youth of the Year, Camp Duckadang, Sausage Sizzles, Projects, Lions Park, Guest Speakers, Social, Welfare Officer, Webmaster, Safety Officer and Publicity Officer. 4.4 Where portfolios are allocated to a Vice President (VP), the VP may delegate portfolio tasks to members, with the VP retaining overall responsibility. 4.5 The Club will pay the cost of attending the incoming officers schools for the President, Secretary, Treasurer and Membership Director. 4.6 Wherever possible, distribution of correspondence should be via and Club records should be stored and managed electronically, with a back-up copy held. At the end of the Lions year all such records are to be archived. Records over 2 years old are to be stored in the Container in the Lions Park. Page 5 of 33

6 PM-5 BOARD NOMINATIONS / ELECTION 5.1 The Board is nominated and elected each year as prescribed in the Club Constitution. 5.2 In February, the Board will appoint a Nominations Committee, consisting of at least 2 experienced members, who will canvas members to determine interest for nomination to the various Board positions for the forthcoming Lions year. 5.3 A Nomination Meeting must be held no later than the 31 ST arch and 14 days written notice must be given to each member. At this meeting the Nominations Committee is to submit the names of candidates for the various Club offices. Nominations may also be made from the floor at this meeting. 5.4 An Election meeting is to be held no later than the 15 TH April and 14 days written notice must be given to each member of the election date and a list of candidates. No nomination may be made from the floor at the Election meeting, except when there is a position which has no nominee. Page 6 of 33

7 PM-6 BOARD MEETINGS 6.1 The duties of the Board are detailed in the Club Constitution. 6.2 Board Meetings are to be held once per month and should last no more than 2 hours at such venue, time and date as agreed to by the Board. Any extension of the 2 hours will require a majority decision by the Board. 6.3 Prior to the Board meeting, the Secretary is to forward to ALL Club members: Meeting Agenda, including venue, business to be conducted and apology requirements; List of incoming and outgoing correspondence for the month. 6.4 A quorum (majority of Board Members) is to be established and maintained before any business may be approved / ratified. Note: The Board may still conduct business if a quorum in NOT established, but no action may be taken until the Club or Board (with quorums as per the Constitution), approves the actions. 6.5 All Club members are welcome to attend Board Meetings but only Board members may vote. 6.6 The Treasurer must provide a financial statement and reconciliations at each Board meeting which details the financial position of the Club. All cheques raised for the month are to be listed and presented at the Board meeting, and the Board must ratify all payments and approve accounts outstanding for payment. 6.7 The President is to sight and sign the bank statements and bank reconciliation on a monthly basis. 6.8 The Secretary is to distribute to ALL Club members a copy of the minutes of each Board Meeting. These minutes are to be ratified at the next Board meeting and then signed by the President/Chairman. The Board Minutes MUST also be ratified by the Club members at the next Dinner meeting. 6.9 Every May and November the Board is to review members at large as well as any members in arrears with their dues. Any change in membership status must be promptly advised in the Monthly Membership Report (MMR) to avoid the next 6 monthly membership charges. Page 7 of 33

8 PM-7 DINNER MEETINGS 7.2 Dinner meetings are to be held on the 2nd and 4th Tuesday of each month. 7.3 Prior to the Dinner meeting, the following should be sent to members: Secretary: Meeting Agenda, including venue, business to be conducted and apology requirements. Treasurer: A summary of financial balances. 7.4 Apologies and numbers of guests attending are to be submitted on the day preceding the meeting to a nominated person, who will manage the dinner bookings. Failure to apologise may render the member liable for their dinner fee. (The Board may waive the above charge if there is a satisfactory reason for the member's non-attendance). 7.5 Dinner meetings are to be held in a smoke free environment and members are to be neat and smartly dressed at all Dinner meetings. 7.6 Fellowship is 6:30pm for 7:00pm then call to order by the Lion Tamer. Meetings should conclude no later than 9:00pm. 7.7 The abbreviated Lions Purposes and/or Lions Ethics (available from the MEMBERS log-in page of the Club web site) are to be read at dinner meetings when no guests, officials or dignitaries are present. The full versions are to be used at all other times. 7.8 Due to time constraints, and to help ensure dinner meetings are enjoyable and relaxed, business at these meetings should be kept to an absolute minimum and any previously circulated reports should only be clarified / summarised. 7.9 The Secretary is to distribute to ALL Club members a copy of the minutes of each Dinner meeting. These minutes are to be ratified at the next Dinner meeting and then signed by the President/Chairman The Secretary is to distribute a Log of Service Hours at each Dinner meeting for members to record their personal service hours donated to approved projects and charitable causes, including related distance travelled in their own vehicles The recorded service hours are used, in part, to compile the online Monthly Activity Report (MAR), which is submitted monthly to International Headquarters The distance travelled is converted to a dollar value at the rate per business kilometre as determined by the Taxation Office from time to time. After Club approval, this dollar value is then donated from the Community Service Account to the Club Administration account Dinner meeting costs to members are to be charged at-cost plus any surcharge determined by the Board The Treasurer is responsible for the collection of Dinner meeting fees Guests, Cabinet Officers and other Lion dignitaries and their partners attending a Dinner meeting in an official capacity are guests of the Club and are not required to pay for their meal. Such meal costs are debited to the Community Service account Guests of the Club include, for example, guest speakers, prospective Page 8 of 33

9 members, Youth of the Year candidates and members of the Judging Panel, Lions Medical Research Personality Quest Entrant, Changeover Installing Officer and partner, project beneficiary and other persons who may be approved by the Board Visiting Cabinet Officers and Lion dignitaries are to be presented with a Club banner and consideration should also be given to presenting a suitable gift, where appropriate Guest speakers are to be presented with a gift as a token of the Clubs appreciation for their time Members are to be presented with their Attendance Tab indicating their number of years of service, in the month in which it becomes due Members should be requested to return their previous tab, so they can be re-issued. Page 9 of 33

10 PM-8 ANNUAL GENERAL MEETING 8.1 An audit report must be available at the Annual General Meeting (AGM), therefore the Treasurer should liaise with the Auditor to ensure that the Auditor's requirements are known well in advance and to agree upon a date for the books to be presented to the Auditor, in preparation for the AGM. 8.2 The AGM must be held prior to the 30th September each year and the Secretary must give members fourteen days notice in writing ( or postal) of the proposed AGM, including: Agenda; Minutes of the previous AGM; Outgoing Presidents report; Audit report; and 8.3 The AGM must: Listing of the elected Board of Directors. Confirm the minutes of the previous AGM; Adopt the outgoing Presidents report; Adopt the Auditors report on the Statement of Income and Expenditure, Assets and Liabilities and Mortgages, charges and securities affecting the property of the Club during the last financial year; Ratify the Election results; Appoint a Club Auditor for the forthcoming year. 8.4 Within one month of the AGM, the Secretary must send to the Government Department responsible for the administration of the Associations Incorporation Act: 8.5 A copy of the financial statement approved at the AGM, signed and dated by the President and Treasurer, including: Statement of Income & Expenditure; Balance sheet (assets and liabilities); Signed auditor or approved accountant statement. 8.6 The prescribed fee and completed relevant forms (including Forms 12 and 20) Note: Forms are forwarded to the Club for completion by the relevant Government Department. Page 10 of 33

11 PM-9 NEW MEMBERS 9.1 Introduction: Membership to the Club is by invitation only. Persons who wish to be considered for Membership of the Lions Club of Aspley are to attend at least three Club Meetings (or a combination of meetings, projects and social events) prior to a Membership Proposal being made to the Board. The prospective member is to be introduced as a guest and the cost of their first meal is to be paid from the Club s Community Service account. 9.2 Proposal / Interview: The sponsor of a prospective member is to be satisfied that the person is of good character, service minded and will be an active member of the Club. The Membership Chairman should also outline membership obligations, financial commitment, time commitment, attendance and expected participation in Club activities. Note: An invitation to membership is NOT to be issued at this time. 9.3 Recommendation: The Membership Chairman must review the membership proposal (or membership transfer request if transferring from another Club), and if deemed necessary, refer the application to the full Club for consideration. The Membership Chairman is to make a recommendation regarding the prospective member to the Board. 9.4 Board Approval: Voting by the Board for approval of Club Membership may be by secret ballot if so requested by any Board member. The sponsor may only issue an invitation to membership after approval by the Board. 9.5 Payment of Dues: Prior to their induction, the Prospective Member must pay all Club dues as determined from time to time. The Club pays the International joining fees of any new Lion coming into the Club out of the Community Service account. The Secretary should also order a Members badge at this time. 9.6 Induction: The Induction of new members will be conducted with all due ceremony and dignity. The new member will be presented with their dinner badge, induction kit (including lapel badge) and a copy of these Policy Minutes. Club members will individually and personally welcome the new member into the Club immediately following the induction. 9.7 Orientation: The Sponsor will be responsible for the new member s orientation. The President and Sponsor must ensure that the new member is immediately invited to contribute and participate in Club activities, and also encourage the new member to qualify for whatever incentive awards are available for new members at the time. 9.8 New Members Background: The new member (or transferee) should be invited to address the Club on their background. This should be done within one month of joining and at a meeting other than the induction. Page 11 of 33

12 PM-10 MEMBERSHIP Each new member will receive a Club shirt Members will be provided with a Multiple District Directory (hard copy or electronic). The information provided is confidential for the use of Lion members exclusively. Under no circumstances should members use it for commercial purposes, nor allow the use by others When a member resigns or is dropped from the Club, the member must return their name badge, lapel badge, Club shirt and any other Lions regalia they may have The Membership Director should contact the resigning member and conduct an exit interview to determine the reasons the member is leaving. The reasons for leaving should be discussed at the next Board meeting to ascertain if remedial actions are required within the Club. Page 12 of 33

13 PM-11 FINANCE In May, the incoming and outgoing Treasurers will develop a budget for the forthcoming year. The incoming Treasurer will present the budget for adoption at the first Board Meeting after Changeover The Treasurer will bill each member half-yearly to cover International, National and Multiple District dues as well as a share of the administrative costs of the Club. The Club may relieve part of the dues/costs payable by raising funds among members The Board may nominate a Discounted Membership Fee in November and June each year. This discounted fee is provided to Active Members in recognition of the level of service given to the Club An Active Member is a person who regularly attends scheduled Club dinner meetings and participates in Club projects during the past six months A Non Active Member is regularly absent from scheduled Club dinner meetings without apology and does not participate in Club projects for which they would normally be available. This member is not entitled to receive a discounted membership fee. The President will discuss this with the member before their membership fee is set The Club maintains 2 operating accounts at the Commonwealth Bank: Administration Account Community Service Account The Club is permitted to collect and bank funds for a specific purpose without setting up a separate Trust Deed. Any such account and the conditions on how the funds will be managed and used must be approved by the Club and details recorded in the Minutes. Any such accounts are subject to existing audit provisions All bank account statements should be mailed by the bank directly to the Club Treasurer for appropriate action and filing Financial statements should be submitted monthly at each Board meeting and should show all income / expenditure for the preceding month and year-to-date and also contain the bank reconciliation A summary of financial balances should be presented at each Club dinner meeting The accounting system used by the Club shall be the Cashflow Manager Simple Small Business Accounting Software Associations and Clubs. The Clubs software disc and handbook for this program shall be passed on from one Treasurer to the next, and instruction provided by the outgoing Treasurer on the setup and use of the system For the protection of both the Club and the Treasurer, the President is to sight and sign the bank account statements and bank reconciliation on a monthly basis For any extraordinary reason, the Club Executive (President, Secretary and Treasurer) is empowered to spend up to $ on a project or item, in the absence of a Board decision. Before the expense is incurred all reasonable efforts must be made to contact a majority of Board members to Page 13 of 33

14 approve the expenditure. Any such expenditure must be ratified at the next Board Meeting. Page 14 of 33

15 PM-12 ANNUAL CHANGEOVER NIGHT Once Election Night ballots have been determined: A sub-committee consisting of President, President Elect and one other should be formed to organise the Changeover meeting. The Secretary must order a Past President s badge and an incoming Presidents badge for presentation on the night. The Installing Officer should be booked by the end of April, to ensure the officers availability The Changeover meeting should be held in June, whenever practicable The President may make awards and presentations to Club members and/or Lions Ladies, provided that the total cost of such presentations and/or awards does not exceed $ The cost must be charged against the Club s Administration Account Complimentary invitations may be forwarded to: Federal Member, and partner; State Member, and partner; Brisbane City Councillor; Installation Officer, and partner; Lions Medical Research Personality Quest entrant, (if applicable); Other guests / dignitaries at the outgoing Presidents discretion The sub-committee may recommend to the Board that the Club relieve part of the dinner cost per member, while having due regard to the financial health of the Administration Account The actual program for the evening, including the appointment of a Chairman, is determined by the outgoing and incoming Presidents, with suitable liaison with the sub-committee The President Elect must arrange a suitable gift for presentation to the Installation Officer and partner, with the cost charged against the Club s Administration Account A suitable gift may be presented to the partners of the President, President Elect, Secretary, Secretary Elect, Treasurer, Treasurer Elect, Federal Members, Installation Officer, etc The President Elect, in liaison with the sub-committee (but excluding the President), must arrange the purchase of a suitable gift for presentation to the outgoing President. Page 15 of 33

16 PM-13 WELFARE OFFICER 13.1 The Welfare Officers duties include: Overseeing and monitoring the welfare of members; Acknowledgment of members birthdays, anniversaries, special events and achievements; Ensuring membership commitments are not placing a personal or financial strain on any member; Providing support to any member who is unable to fully participate in Lions activities; Providing support to any member or their family, who may have met with an accident, been hospitalised, are suffering from an illness, or bereavement Members should keep the Club Welfare Officer informed of relevant issues in relation to others member s health and well-being, while always taking into account privacy considerations The Welfare Officer should be the first point of contact to liaise with any member who may be suffering hardship, sickness or be incapacitated, and all members should consider what assistance they could give to that member In the case of financial hardship a member should advise their sponsor / Welfare Officer / President. The Board may authorise the waiving of a six monthly membership fee and/or relieve the dinner fees In the event of a member s death, the Club should ensure that the family members are suitably supported during this time of crisis The Club is to ensure that for a minimum of 12 months after a member s death that the deceased member s husband/wife/partner is to be involved or to be regularly informed of the Club s activities. Page 16 of 33

17 PM-14 PUBLICITY The Publicity Officer duties include arranging media publicity about club activities, events or any other newsworthy items; Press releases should be in consultation with the President / Vice President / Project Chairman The reference to any Club member or person associated with the Club in any newspaper article or any other publicity must have the prior consent of that person The Secretary is to advise members via when the monthly District Newsletter is available for viewing on the District Q201 Q3 web site. Page 17 of 33

18 PM-15 WEB MASTER A suitably experienced web-master is to be appointed to manage the Aspley Lions Club web site The web site allows the Club to promote itself to the public and also efficiently provide relevant Club information to Lions Club members The webmaster should be kept informed of relevant Club activities and information so that the web site may be kept up-to-date The webmaster is to regularly review and update the site; ensuring information is current, relevant and correct A Web development Help page is available via the Lions Oz Club House. Page 18 of 33

19 PM-16 YOUTH OF THE YEAR 16.1 The project is managed by the Youth of the Year Chairman, and in accordance with the rules and requirements published on the Lions Youth of the Year Quest web site The a i m of the Youth of the Year Quest is to encourage, foster and develop leadership and good citizenship qualities in our youth The Club Youth of the Year preliminary judging commences February with the Club judging at a dinner meeting completed by closing date advised by Multiple District The Chairman should approach the Principal, staff and students of the local schools seeking participation, and invite appropriately experienced members of the community to act as judges A P r o g r a m must be produced and any national and local sponsors are to be featured prominently in the program C o m p l i m e n t a r y invitations to the Club s judging dinner must be issued to: Judges; Entrants and one parent; Principal (or nominee) of participating schools; Any other staff member of the school who, in the opinion of the Chairman, rendered assistance worthy of recognition The C h a i r m a n should act as the Master of Ceremonies for the evening The M a s t e r of Ceremonies must ensure that no meals or alcohol are served during actual judging and mobile telephones are switched off The C h a i r m a n must arrange for suitable gifts and Certificates of Appreciation to be presented to all judges and entrants Additional p r e s e n t a t i o n s in the way of special prizes must be made to the entrants who the judges select as Overall Winner on the night and Public Speaking Winner on the night Prior to the conclusion of the meeting, the Chairman should arrange for a Club m e m b e r to move a vote of thanks to the judges, entrants, their parents and coaches The cost of dinners for all the complimentary invitees will be charged against the Club s Community Service Account To help d e f r a y expenses of the evening, a suitable raffle may be conducted Note: The Youth of the Year judging night is an opportunity to place the Club on p u b l i c exhibition and every effort should be made to ensure the competition enhances the Club s image. Page 19 of 33

20 PM-17 LIONS MEDICAL RESEARCH PERSONALITY QUEST (LMRPQ) 17.1 The project is managed by the LMRPQ Chairman, and in accordance with the rules and requirements published on the Lions Medical Research Personality Quest web site Benefits to be gained by participating in the LMRPQ are: Public recognition; Potential for membership increase; Assisting the Lions Medical Research Foundation; Contributing to a Youth Project; Enhancing the candidate s maturity and confidence The LMRPQ Chairman, in consultation with the Club, should select a suitable Lions Medical Research Personality Quest Entrant, provided always that preference is given to daughters of Club members A fundraising committee, in conjunction with the entrant, should organise appropriate fundraising activities. The committee may include parents, relatives and friends of the entrant The Club is to donate the first $ towards the entrant s fundraising activities. This donation is to be charged against the Club s Community Service Account All Quest incentive prizes should be presented to the entrant at dinner meetings. Where possible, LMRPQ entrants parents should be invited to also attend and their dinner costs are to be charged against the Club s Community Service Account ALL members are expected to show support for their entrant by attending the judging at the Preliminary Finals and Grand Final At the conclusion of the Quest, a Certificate of Appreciation must be presented to the entrant and any other outstanding supporters i.e. non- Lions who may have assisted her fundraising efforts In any year when the Club has no entrant, the Club may opt to sell tickets in the LMRPQ Art Union and/or support another Clubs entrant. Page 20 of 33

21 PM-18 CHRISTMAS CAKES 18.1 The Cake Chairman s duties are to: Order and distribute cakes; Promote the sale of cakes; Ensure cakes are on display by late October; Motivate members to increase sales and outlets; Reconcile cakes issued and monies received; Maintain a Sales Outlet Register with details of cakes sold at each outlet The project is managed by the Cake Chairman, and in accordance with requirements published on the Lions Christmas Cake web site The Cake Chairman is to maintain a record of all cakes issued to individuals / outlets and monies received. All cakes supplied and monies received are to be reconciled and outstanding debts followed up To ensure accurate reconciliation, all sale proceeds must be paid to the Cake Chairman only, who will then record the payment against the cakes issued. Monies received are then on-forwarded to the Treasurer The Treasurer is to record all cake purchases / sales through a separate ledger entry in the Community Service Account and provide a profit / loss statement as required. Page 21 of 33

22 PM-19 MINTS The Mint Chairman s duties are to: Promote the sale of mints; Motivate members to increase sales and outlets; Order and distribute mints The project is managed by the Mint Chairman and in accordance with requirements published on the Lion Mints web site All members are encouraged to promote sale of mints, seek new distribution sale outlets and submit ideas to the Mint Chairman on how mint sales may be increased Mint outlets are to be serviced by the member responsible, at least fortnightly and monies promptly paid to the Treasurer Proceeds of mint sales are to be passed through a separate ledger entry in the Community Service Account and provide a profit / loss statement as required. Page 22 of 33

23 PM-20 SAUSAGE SIZZLE Sausage sizzles are under the control of the nominated Chairman The Chairman is to prepare a roster and distribute to members, preferably via All members, whenever possible, should participate in the activity and must follow the health requirements, safety requirements and guidelines issued in respect of the operation of the project The Chairman and Safety Officer must periodically inspect all equipment, including the trailer, and arrange maintenance and cleaning as required. Page 23 of 33

24 PM-21 LIONS PARK 21.1 The Aspley Lions Club Park is situated on the corner of Ellison and Gympie Roads, Aspley and is used extensively by the travelling public The Park is owned by the Main Roads Department and is provided by Aspley Lions Club, with the permission of the Mains Road Department District Engineer Park maintenance is managed on an as-required basis by the Club Lions Park Chairman, and includes maintaining the grounds, hut, BBQ and seating amenities. During vegetation high growth months, assistance with extra mowing may be requested from the maintenance section of Transport and Main Roads Department The Park toilets are maintained by Main Roads Asset Services Deagon Depot and no involvement is required by the Club, except to advise the maintenance section of Transport and Main Roads Department Main Roads pays the BBQ electricity account, and the Clubs nominated person and secretary holds keys to the electricity power board and BBQ maintenance access doors. (Refer to the Key Register) 21.6 The Clubs Storage Container is located in the Lions Park, and stores the equipment necessary to maintain the park, barbeque equipment, trailer and the Clubs archived business records The Main Roads Department has approved the installation of the container in the Park and it was purchased and installed through grants from the Queensland Government and Brisbane City Council To control access and security, sets of park keys are only held by nominated persons. (Refer to Key Register). Page 24 of 33

25 PM-22 7th BRIGADE PARK The Club has an involvement with two facilities in 7 th Brigade Park, Chermside: Kidspace at 7th Brigade Park, Murphy Road; Flags Park area at 7th Brigade Park, corner Murphy and Gympie Roads Whilst the Club has no ongoing commitment to Kidspace, the Club was instrumental in building the facility and we have many signs and plaques in place attesting to our involvement. It is recommended that the Club have an annual get-together at Kidspace to commemorate and reminisce on this outstanding achievement by the Club The Flags Park dates back to the Lions World Convention held in Brisbane in Brisbane Council dedicated the Flag Park and safety signage to Aspley Lions Club and the four flags and sign have since been maintained by the Club Replacement flags are obtained by contacting in writing: Lilley Commonwealth Electorate Office Commonwealth flag (free) Aspley State Electorate Office Queensland flag (free) Marchant Brisbane City Council Ward Office - Brisbane City Council flag (free) Lions Supply Office Lions International flag (invoice at cost) The flags usually need replacing every 18 months, due to deterioration The signage on the safety signs in both the Aspley Lions Park and Flags Park is paid for by Queensland Transport and Main Roads, SEQ North Road Safety section, Any changes to the signage at Flags Park should be in consultation with the Councillor for Marchant so as to comply with BCC signage and registration control regulations. Page 25 of 33

26 PM-23 PROJECTS 23.1 The Club supports the following projects, including projects that may come under the general headings, and are approved by the Board: Aged Persons Projects Lions Medical Research Foundation Cancer Research Career & Vocational Guidance Lions Mints Physical and Intellectual Disabilities Christmas Cakes LMRPQ Civic & Cultural Sight Conservation Safety Projects Meals on Wheels Drug Awareness Aspley Special School Camp Duckadang Youth Camps Diabetes Awareness Youth Exchange Environmental Projects Youth of the Year Health Promotion Projects Youth Projects Leos 23.2 Correspondence from individuals or organisations requesting projects are to be directed to the relevant First, Second or Third Vice President, depending on portfolio allocation All Club projects / activities must be approved by the Board / Club and recorded in the Minutes. Formal recording of projects is required, in order to be covered and protected under Lions Australia Insurance cover for personal accident and public liability insurance Before any major Club project is approved, a Business Case, including a cost / benefit analysis is to be prepared and presented to the Board / Club The Business Case may take the form of a detailed written analysis, a presentation or verbal explanation, depending on the complexity of the project. It is important that major projects are considered on well-thought- out analysis and not just gut feelings. The Business Case must: examine the feasibility of what is proposed and its value to the club and community; risks. gather together all the relevant information in a logical sequence; clarify what is to be accomplished and expected benefits; give reassurance that members can manage the project and any 23.6 Risk management activities are to be completed, where appropriate, for all approved projects All members, visitors and/or other community members participating in any Club Project must record their attendance times by signing the Project Attendance Book on arrival, and signing off on departure. Failure to record attendance may risk forfeiture of their personal insurance cover Members are to wear their Club shirts where practicable when participating in Club projects and dealing with the public at fundraising activities The Club should consider taking out optional Extra Insurance for Project equipment or stock, if necessary. Page 26 of 33

27 PM-24 DONATIONS Unless there is an obvious expediency, all requests for funds or donations should be included for consideration at the end-of-year distribution of funds The priority for any distribution of funds from the Club's Community Service Account will be firstly to local beneficiaries and Lions Projects, before considering any requests from other organisations If Guest Speakers make an implied or direct request for funds, no motion will be accepted from the floor on the night to allocate funding. All such requests MUST go to the next Board meeting for further consideration and a subsequent recommendation made to the Club In April each year, members are to be invited to submit ideas for the annual Club Distribution of Funds. Ideas are then discussed at the May monthly Board Meeting and decisions made for a subsequent recommendation to the Club Any Distribution of Funds over $ must be approved by the Club before the funds are distributed. Page 27 of 33

28 PM-25 CONVENTION The Board encourages members to attend the International, District and Multiple District Conventions The Club may send delegates to attend conventions, and the Club may elect to pay the necessary hospitality and travel expenses of the delegates. Such expenses are paid from the Administration Account Delegates attending conventions may vote on issues as they see fit, unless previous direction has been issued by the Club on how to vote. Page 28 of 33

29 PM-26 HONORARIUM AND EXPENSES The President, Secretary and Treasurer may each receive an honorarium of $4.00 per week, up to a maximum of $ per term to help defray the intangible personal out-of-pocket expenses of office. (e.g. telephone calls, internet usage, electricity, minor stationery, vehicle fuel, etc.) This amount is to be paid at the end of the term-of-office only. Other necessary expenses are claimed at-cost Reimbursement of personal out-of-pocket expenses incurred by any other member is to be approved by the Board and claims should include receipts and/or details of the expense No honorarium is payable to any other member of the Club and no compensation is payable to any member for service hours rendered. Page 29 of 33

30 PM-27 GRANT APPLICATIONS 27.1 The Club may apply for various Government, Corporate and Philanthropic grants to fund Board approved projects or purchase equipment deemed necessary for the Club Notification of availability of funds and grant application requirements usually comes from 2 sources: direct mailing advice to the Club and through media advertising Funds are available from time to time through: Federal Government Queensland Government Jupiter s Casino Community Benefit Fund Brisbane City Council Lions International Grant Programs Australian Lions Foundation Corporate organisations Philanthropic sources 27.4 Before any application is submitted, the Board or Club must approve the application and any future commitment that the club may be agreeing to by accepting the grant funds Government grant applications must be made on the prescribed forms which are available from Federal, State or Council representatives. It is essential that all required information is fully provided and accurate in the original submission. Information usually required is: Lions Certificate of Incorporation (IA00789) Latest Audited Financial Statements Detailed statement of the project Original quotes, including GST Letters of supports 27.6 It is essential that any grant funds are spent strictly in accordance with the approval requirements and must not be spent on non-approved items or items purchased prior to approval of the grant A letter of acknowledgment and appreciation should be sent to the organisation that provided the funding A political representative should be requested to officially open any new government funded facility and an appropriate plaque fitted, acknowledging the funding provider. Page 30 of 33

31 PM-28 SUMMARY OF TIMINGS & ACTIONS Timing Action Responsible Fortnightly Fortnightly Friday before dinner meeting, Treasurer and VPs are to submit any reports to the Secretary Before dinner meeting, Secretary is to forward to all members the agenda, apology requirements, Treasurer and any VP reports Treasurer, VPs Secretary Monthly Monthly Monthly After 1 st meeting of month, submit to Lions International the online Monthly Membership Report (MMR) and the Monthly Activity Report (MAR) for the preceding month Advise members when the District Newsletter is available for downloading from the District website Treasurer to provide to each Board meeting a report which details the financial position of the Club. Board ratifies payments, approves accounts. Jan / July Half yearly subscriptions are due All Secretary Secretary Treasurer Jan / July Inspection and cleaning of barbeque equipment and trailer BBQ Chairman February Youth of the Year preliminary judging commences All February March Nominations committee formed and canvases names for Nominations meeting / Election meeting Fourteen days notice in writing to ALL members advising of the upcoming nomination night, stating time, date and venue March Club judging for Youth of the Year to be held no later than 1 st dinner meeting in March All March Nomination meeting to be held no later than the 31 st March All March April April Fourteen days notice in writing to ALL members advising of upcoming election meeting, stating time, date, and venue, and listing all nominees approved at the preceding Nomination night. Election of Club Officers to be held NO LATER than 15 th April. (Note: No nominations are to be made from the floor) Enter Board election results into the online MMR and/or submit the PU101 form to Cabinet Secretary NO LATER THAN 15 th April. This information is used to compile the Multiple District 201 Directory Committee Secretary Secretary All Secretary April Incoming President to book Installation Officer for the June changeover President elect April Club members invited to submit ideas for end of year Distribution of Funds All May Board to appoint a Changeover committee 1 st Board meeting in May Board May Board to consider annual Distribution of Funds and make recommendation to Club Board May Incoming and outgoing treasurers to develop a budget for the new Lions year Treasurers May / November The Board to review members at large as well members in arrears with their dues at the May and November Board meetings. If there is any change to membership status, District and International must be advised in the applicable monthly report to avoid the next 6 monthly membership charges. June Changeover should take place before 1st July. All June The Treasurer to close the financial year and deliver books to the Auditor. Books required for next AGM Board Treasurer July The incoming Treasurer is to submit an annual budget to the first Board meeting Treasurer July September September / October These Policy Minutes are to be reviewed / ratified by the incoming Board at their 1st meeting. The Annual General Meeting is to be held by the 30th September. Fourteen days prior notice required of AGM Within 30 days from AGM submit relevant Association Incorporation Act forms and fee Board All Secretary Page 31 of 33

32 PM-29 CHILD PROTECTION 29.1 LEGISLATIVE REQUIREMENTS QUEENSLAND: The Commission for Children and Young People and Child Guardian (CCYPG) is an independent statutory authority, which promotes and protects the rights, interests and wellbeing of children and young people in Queensland The Commission is regulated by the Commission for Children and Young People and Child Guardian Act This Act requires certain people working with children under 18 to undergo employment screening Lions Clubs and District Youth Committees must comply with the provisions of this legislation COMMITMENT - Lions are committed to preventing abuse and neglect of children in its programs and to responding appropriately if breeches are discovered It is the responsibility of all Members, partners and other volunteers to safeguard the welfare of, and to prevent the physical, sexual or emotional abuse of children and young people with whom they come into contact SCOPE - This Policy applies when the Club is participating in community projects which require contact with children or young people under the age of 18. (eg: Youth of the Year, Lions Quest, Camp Duckadang, Youth Exchange, Youth In Search, LYEAC, Camp Quality, Fire Poster, Scouts & Guides, etc) 29.7 BLUE CARD - Aspley Lions Club members must have a Positive Notice Blue Card before they start working with children or young people on Club approved programs Volunteers, including member s spouses, must be supervised by a Positive Notice Blue Card holder while working with children or young people on Club approved programs The Volunteer Blue Card Application Form must be completed by the applicant and handed to the Club Secretary for completion and submission. Appropriate screening of applicants is to be made by the Board REGISTER - The Club Secretary will maintain a Register of Blue Cards and periodically review the Register to ensure Blue Cards are current and data is accurate TRAINING - Awareness training covering legislative requirements, safety measures and disclosure is to be conducted for Blue Card Holders, and records of attendees maintained in the Club minutes REPORTING PROCEDURE FOR HANDLING DISCLOSURES OR SUSPICIONS OF HARM - When a disclosure or suspicion of harm occurs: The Club Member must immediately report the complaint / incident to the Club President. The Club President will refer the complaint to District Youth Protection Committee. Where the matter involves a potential criminal offence, it must be referred to the appropriate authorities. Where the matter does not involve a potential criminal offence, the DYPC will liaise with the Club President to seek a satisfactory resolution. Page 32 of 33

33 If the matter is still not satisfactorily resolved at Club level, the issue is to be escalated to the District Governor for review PRIVACY - Complete confidentiality must be given to all concerned to ensure privacy obligations are met RISK MANAGEMENT - Risk management is an integral part of Club activities and is described in detail in the separate club Risk Management Policy & Procedures Manual. Page 33 of 33