Policy Minutes as amended 28th August 2016 Page 1

Transcription

1 DISTRICT 201W2 POLICY MINUTES CONTENTS Introduction PAGE 2 Section 1 - Administration PAGE 3 Section 2 - Awards, District Functions and Recognition PAGE 4 Section 3 - Convention PAGE 5 Section 4 - Constitution and By-Laws PAGE 8 Section 5 - District Newsletter PAGE 8 Section 6 - Expenditure PAGE 9 Section 7 - District Finances PAGE 12 Section 8 - District Governor s Committee PAGE 13 Section 9 - New Club Charter PAGE 13 Section 10 - District Strategic Planning and Review Committee PAGE 13 Section 11 - Donations PAGE 14 Section 12 - Life Membership PAGE 14 Section 13 - Closing a Lions Club PAGE 14 Section 14 - District Records PAGE 15 Section 15 - Media Communication PAGE 15 Section 16 - WA Leo of the Year State Winner PAGE 16 Section 17 - WA Lions Hall of Fame PAGE 16 Section 18 - Membership Drive Incentive Payment PAGE 17 Section 19 - Children of Courage Awards PAGE 17 Section 20 - State Lions Disaster Committee PAGE 17 Section 21 - Cabinet Officer Reports PAGE 17 Section 22 - Youth of the Year PAGE 18 Section 23 - District Centennial Celebrations PAGE 18 Section 24 - Volunteer National Police Checks, Youth Protection Policy and Working With Children Checks PAGE 18 Policy Minutes as amended 28th August 2016 Page 1

2 DISTRICT 201W2 POLICY MINUTES As amended August 2016 Introduction Policy Minutes shall be endorsed at the first Cabinet Meeting of each Lions Year. In addition to these Policy Minutes you are referred to the following publications of Lions Clubs International, which govern the District: Lions Clubs International Constitution. Lions Multiple District 201 [MD 201] Constitution. Lions District 201W2 Constitution. Lions District 201W2 Club Officers Manual Lions District 201W2 Cabinet Officers Manual. These Policy Minutes shall be published on the District website and one copy shall be provided to each Club by the Cabinet Secretary. District Policy Minutes shall be reviewed annually by the Constitution and By-Laws Chairman and a committee selected by him. These Policy Minutes are the authority for the administration of District 201W2. NOTE: In these Policy Minutes: singular includes the plural, and vice versa, where appropriate. reference to writing or written includes printed or any other reproduced language in visible form, where appropriate. headings are included for convenience only and shall not affect the interpretation of any Section. where masculine pronouns are used, they shall be read to include the equivalent feminine pronoun any reference to the District shall be read as a reference to the International Association of Lions Clubs (District 201W2) Inc. Policy Minutes as amended 28th August 2016 Page 2

3 Section 1 Administration 1.1 Regions and Zones shall be changed only where one or more of the following apply: a Region or Zone becomes too big or too small for effective administration; a change to a Zone would result in more effective administration; a change would result in reduced administrative costs; or a change is required as a result of redistricting. 1.2 The District shall have a post office box, to be arranged for, controlled and checked by the Cabinet Secretary. 1.3 The District shall update the Lions Clubs Officers Manual and District Officers Manual each Lions Year and publish them on the District website, such update to be undertaken by the Global Leadership Chair and Global Membership Chair and other Cabinet Officers at the discretion of the District Governor. 1.4 A Shadow Cabinet Meeting shall be held on the same weekend as the final meeting of the outgoing Cabinet and at the same or nearby venue. 1.5 The District shall hold Region or Zone Seminars for incoming Club Officers prior to 30 June each year. 1.6 All District Chairmen shall submit a report to the Cabinet Secretary at the end of each Lions Year, no less than 28 days prior to Convention, outlining the activities of their portfolio, for publication in the Convention Handbook. 1.7 Each District Chairman may form a committee of three or more Lions, whose names will be reported to the Cabinet Secretary. 1.8 Correspondence originating from any Cabinet Officer shall be copied to the Cabinet Secretary. 1.9 Cabinet Meetings shall be held on weekends Each Cabinet Officer shall submit brief, factual written reports to the Cabinet Secretary no less than 10 days prior to each Cabinet Meeting. These shall be provided to all Cabinet Officers prior to each Cabinet Meeting via the District website Notices of motions for Cabinet Meetings must be submitted in writing to the Cabinet Secretary no less than 10 days prior to each Cabinet meeting Cabinet minutes shall record: attendances and apologies. motions, including mover, seconder and result. pertinent points of Cabinet business and reports. actions and responsible parties. summary of District Governor s remarks. summary of guest speaker s remarks. other relevant information Cabinet minutes shall be published on the District website and circulated within 30 days of the Cabinet meeting to the following: Lions Clubs International. Policy Minutes as amended 28th August 2016 Page 3

4 International Director. MD 201 Council Chairman. MD 201 Council Executive Officer Where a Cabinet Officer has served three consecutive years in a portfolio, he shall not be invited to continue in that portfolio. Section 2 - Awards, District Functions and Recognition 2.1 International, District and Club Awards may be worn at: Installation Nights Charter Ceremonies District Governor s Awards Night Other Formal Functions. 2.2 An Award in the form of a suitably inscribed plaque or equivalent shall be presented to the District Governor by the District at the conclusion of each Lions Year, in recognition of his contribution to the District The Cabinet Secretary shall order one District Governor Plaque from Lions International, no later than 30 August each year, for presentation to the District Governor at the end of his term as District Governor. 2.3 Awards may be presented by the District Governor and shall be limited to the following: One - 100% award for the Cabinet Secretary One - 100% award for the Cabinet Treasurer One - 100% award for each Region Manager One - 100% award for each Zone Chairman One - 100% award for each District Chairman One - Award to the 1st Vice District Governor One - Award to the 2nd Vice District Governor Two - District Governor Appreciation Awards Two - Star Awards Two - Plaques for deserving officers Certificates of Appreciation/ floral arrangements. 2.4 Where the actions of a Cabinet Officer jeopardises another Lion s 100% Award, the District Governor may decide to not confer the transgressing Lion s own Award. 2.5 The form of dress at Charter Ceremonies, District Governor s Awards Nights and Installation Nights shall be dinner or lounge suit for men and after five for ladies. 2.6 The District shall provide up to $250 for incidental expenses, not including food or beverages, incurred for the District Governor s Award Night. 2.7 Upon the death of a serving Lion, the District shall place a death notice with the Lions logo in a weekday issue of The West Australian newspaper. Policy Minutes as amended 28th August 2016 Page 4

5 Section 3 - Convention Organisation 3.1 The District Convention shall be held on a date nominated by the District Governor between 15 September and 15 October. In extraordinary circumstances, the District Governor, with the agreement of the District Executive, may nominate a date outside this period, 3.2 A Convention Organising Committee ( the COC ) shall be formed and shall at all times keep the District Governor informed of its activities. The 1 st Vice District Governor/DG Elect who will be District Governor at the time of the Convention shall be a member of the COC. 3.3 The COC shall be chaired by a member of the Convention Host Club 3.4 The COC will submit a budget and Hospitality Book fee for approval to the Cabinet Meeting six months prior to the Convention. Venues and Accommodation 3.5 Venues for business sessions shall be capable of seating a minimum of one-third of the District membership as at 30 June prior to the Convention Host Club s nomination being submitted to Convention. 3.6 The minimum requirement for accommodation shall be one-third of the District membership as at 30 June prior to the Convention Host Club s nomination being submitted to Convention. Accommodation shall be primarily hotel and motel rooms of a good standard. Caravan facilities and billets can be considered only to augment motel and hotel arrangements. All accommodation shall be no more than a one hour drive of the Convention Headquarters, unless otherwise agreed by District Convention or Cabinet. No less than eight double rooms in close proximity to the Convention Headquarters shall be reserved for VIPs. 3.7 All Clubs nominating to host a Convention shall submit with their nomination, the number of rooms they can reserve. If accommodation in the course of construction is proposed, the Club must also submit a statement from the developers that the rooms will be finished by the date of the relevant Convention and details of a compensation arrangement if such accommodation is not available at the time of the Convention. 3.8 The cost of business venues shall be borne by the District. The Convention Host Club will receive payment from the District in two instalments, after funds have been collected from members as part of Semi-Annual Dues. Registrations 3.9 Club secretaries shall advise the Cabinet Secretary of the names of delegates and alternates not less than 30 days prior to the start of Convention All registrations shall be submitted to the COC. The COC shall determine how registrations are to be made. This information shall be stated on registration forms and in prior notices of Convention information Registrations for hospitality shall close 15 days prior to the start of the Convention No refunds shall be given on cancellations within 7 days of the start of Convention. Policy Minutes as amended 28th August 2016 Page 5

6 3.13 No registrations shall be affected by the COC unless accompanied by payment. Hospitality Books 3.14 Hospitality Books shall cover the costs of hospitality at the Convention including lunches and morning and afternoon teas. Suitable lunch arrangements should also be made for partners, children and invited guests The District will make payment for the following Hospitality Books (excluding alcoholic beverages) at no cost to the individuals concerned: District Governor and Partner. 1st Vice District Governor and Partner. 2nd Vice District Governor and Partner Cabinet Secretary and Partner. Cabinet Treasurer and Partner. Constitution & By-Laws Chairman and Partner. District Governor, 201W1 and partner.[or appointed representative and Partner] Two invited official Lion guests of the District Governor, and Partners All entertainment shall be of a standard to uphold the image of Lionism All drinks at hospitality functions shall be purchased by consumers A Key Members function, at the District Governor s discretion, may be arranged by the Convention Host Club, at cost to the Key Members attending. The Chairman of the function shall be appointed by the District Governor The COC shall supply a satchel or folder of Convention information to all registrants and to invited guests of the District Governor The Convention Host Club shall endeavour to find a sponsor or sponsors, to provide financial support for the Convention. Programme 3.21 The programme shall be decided by the District Governor and shall be submitted to the COC not less than 60 days prior to the start of Convention A suitable programme of entertainment shall be provided for registered non-lions, allowing them free time to attend the Opening and Closing ceremonies and other important parts of the programme The COC shall ensure baby-sitting arrangements on a user-pays basis are available, where requested by registrants on the registration form Special facilities should be made available for people with disabilities, those with special dietary requirements and other special needs. Individuals shall advise the COC of their specific requirements at the time of their registration. Policy Minutes as amended 28th August 2016 Page 6

7 General 3.25 The Official Party shall be: District Governor. 1st Vice District Governor. 2nd Vice District Governor Cabinet Secretary. Cabinet Treasurer Constitution and By-Laws Chairman Convention Chairman Host Club President. Invited guests of the District Governor, including the District Governor of 201W1 (or representative) and the partners of the above. Others at the discretion of the District Governor The COC may engage the services of a photographer to attend the Convention, the cost of which shall be underwritten by the sale of photographs by the photographer The COC shall request the Local Government Authority to hold a Civic Reception for District Officers and invited guests of the District Governor The COC shall provide an information centre in the registration area. It shall accept club banners and issue receipts for them There shall be no solicitation of funds by visiting Clubs or charities from attending Lions for any purpose other than the official Convention raffle, as approved by the District Governor. This does not preclude the COC promoting souvenirs of the Convention, provided that costs and charges are reasonable and are not financed or subsidised in the costs of the Hospitality Book Delegates and alternates shall be provided with identification Each Club with names of deceased members or deceased partners of members to be recorded in the Remembrance Ceremony will meet the cost of a suitable memorial tribute. The COC will supply tributes and charge the relevant Clubs The Constitution and By-Laws Chairman shall make available for each registrant a copy of the Rules of Procedure and Debate for use at the Convention Notices of Motions, Nominations and other relevant Convention business submitted to the Cabinet Secretary not less than 28 days prior to the start of Convention shall be printed in the Convention programme. Voting 3.34 A suitable voting location and number of ballot boxes, tables and chairs shall be provided for use during voting. The Constitution and By-Laws Chairman shall liaise with the COC for arrangements Voting times shall be detailed in the programme. Policy Minutes as amended 28th August 2016 Page 7

8 Convention Records 3.36 The Cabinet Secretary shall prepare a précis of the Convention to be published on the District website and circulated within 40 days of the close of Convention to the following: Lions Clubs International International Director MD 201 Council Chairman MD 201 Council Executive Officer 3.37 The précis of the Convention proceedings shall include: Motions in full, including movers, seconders and speakers Reports Paraphrases of addresses made by District Governor and other speakers Names of Lions who conducted the various ceremonies Credentials report 3.38 A summary of results of ballots, motions and any other relevant information shall be included in the first edition of the West Lion magazine following the Convention Within 30 days of the close of the District Convention, the Cabinet Secretary shall advise all Clubs in the District of the outcomes of all motions presented at the Convention Prior to the Convention the District Governor shall appoint a Convention auditor to audit all Convention accounts. Section 4 - Constitution and By-Laws 4.1 All motions presented for Convention shall be reviewed by the Constitution and By-Laws Chairman for compliance with the Constitutions. 4.2 All nominees for positions on Foundations and District Committees shall be afforded a period of two minutes to speak to their nomination at Convention. 4.3 The Constitution and By-Laws Chairman shall assist the District Governor at the District Convention to ensure that all rulings and resolutions are constitutional. 4.4 The Constitution and By-Laws Committee shall continually review and update the rules of procedure and debate for use at Conventions. Section 5 - District Newsletter 5.1 A District Newsletter or equivalent shall be published on a regular basis. 5.2 The Newsletter shall be financed by advertising and District funds. 5.3 The District Governor shall appoint a Chairman, to edit and arrange publication and distribution of the Newsletter. 5.4 Copies of the Newsletter shall be distributed to: Each member of the District Policy Minutes as amended 28th August 2016 Page 8

9 MD Council Executive Officer. Lions Clubs International (as part of the District Governor s monthly report) Each advertiser The Battye Library 5.5 The content and format of the Newsletter shall be resolved by the District Governor and the Chairman at the start of each Lions Year. Consultation with the District Governor and the Chairman of District 201W1 shall also take place where appropriate. Section 6 - Expenditure Cabinet Officer Reimbursement 6.1 While reasonable costs incurred by Cabinet Officers may be reimbursed by the District, any Cabinet Officer who envisages major expenses in the execution of their duties should seek the District Governor s approval prior to committing the District to large costs. 6.2 The District Governor shall attend all Council meetings. The District Governor Elect shall attend such meetings as are organised for training purposes. The Cabinet Secretary Designate shall attend such meetings as are organised for Cabinet Secretary training. The Cabinet Secretary shall attend the Multiple District Convention. The District Governor s partner shall attend such meetings as are organised for training and the Multiple District Convention The District shall reimburse the District Officers named in Section 6.2 for the cost of return economy airfares to enable attendance at the meetings detailed in Section 6.2, other than the District Governor, who shall be reimbursed the difference between costs incurred and amounts reimbursed under the International Rules of Audit for District Governor expenditure. The District and its Officers shall obtain the lowest cost airfare with a recognised commercial airline On the basis that accommodation is usually arranged and approved by the Multiple District Council Executive Officer for Council Meetings with the express aim of having the Council domiciled under one roof, District Officers shall use this accommodation unless its cost is, in the view of the District Governor, too high and he seeks cheaper rooms for his party. District will reimburse accommodation costs as follows: [a] District Governor: Reimbursement of difference between actual expenditure and that recovered under the International Rules of Audit for District Governor expenditure up to four nights for normal Multiple District Council Meetings, up to eight nights on the occasion of the combined Multiple District Council Meeting and Convention and one night for the Council Meeting held immediately following the International Convention at which he is declared District Governor, unless special circumstances dictate longer meeting times. [b] District Governor Elect: Up to four nights for the Multiple District Council Meeting for training and up to eight nights on the occasion of the combined Policy Minutes as amended 28th August 2016 Page 9

10 Multiple District Council Meeting and Convention prior to taking office, unless special circumstances dictate longer meeting times. [c] [d] Cabinet Secretary and the Cabinet Secretary Designate: Up to four nights for Multiple District training meetings with a maximum of eight nights for the combined Multiple District training meeting and Multiple District Convention. 2nd Vice District Governor: Up to two nights for the combined Multiple District training meeting prior to the Multiple District Convention. Other Expenditure Meals: Reimbursement of up to $40/day will be paid on presentation of receipts to offset the cost of meals (exclusive of alcoholic beverages) for District Governor and partner, District Governor Elect and partner, Cabinet Secretary and Cabinet Secretary Designate and 2nd Vice District Governor and partner attending the abovementioned Multiple District Meetings and training, except where provision has otherwise been made by the District to cover hospitality costs Ground Transportation: Costs of ground transportation to and from airports to attend Multiple District Meetings will be reimbursed against receipts. Costs equivalent to use of commuter bus transportation only shall be reimbursed when this facility is available and is cheaper than taxi fares MD Convention Hospitality: The District will pay for the cost of the Convention Hospitality Book for District Governor, District Governor Elect, and Cabinet Secretary attending the Multiple District Convention. This includes the Cabinet Secretary s luncheon for the District Governor and Cabinet Secretary. This Hospitality Book provision does not cover other meals and functions that are not available to all Lions Where appropriate, transport and accommodation will be shared to minimise District expenditure The District Governor and partner may claim a return economy airfare to attend the W1 District Convention where that Convention is held more than 1,000 kilometers from District Governor s usual place of residence The District shall pay expenses incurred by the District Governor and partner in the performance of his/her duties, including, but not limited to, activities, meetings and commitments of the District and also in meeting expected commitments to District W1 and Multiple District not recovered from Lions Clubs International or Multiple District or any other entitlement up to a maximum of $10,000, expenditure to be at the discretion of the District Governor. 6.3 Postage, phone, facsimile and photocopying costs associated with District Administration will be reimbursed to the District Governor [adjusted by his reimbursement via International Rules of Audit], Cabinet Secretary, and Cabinet Treasurer. 6.4 Accommodation costs associated with attendance at the District Convention will be reimbursed to: Policy Minutes as amended 28th August 2016 Page 10

11 District Governor and Partner. 1st Vice District Governor and Partner 2nd Vice District Governor and Partner Cabinet Secretary and Partner Cabinet Treasurer and Partner Constitution and By-Laws Chairman and Partner 6.5 The cost of producing District Governor personal bannerettes or pins will be reimbursed up to a maximum of 200 bannerettes or pins. In addition, the District Governor Elect shall receive, at no cost, fifty [50] District pins prior to departure to attend the Lions Clubs International District Governor Elect s seminar held in conjunction with the Lions Clubs International Convention. 6.6 An annual allowance of $500 will be available to the District Governor to cover hosting costs at the District, Multiple District and International Conventions. 6.7 District and Zone Chairmen shall be reimbursed for expenses on the following basis: Zone Chairmen may be reimbursed for all costs associated with the performance of their duties to a maximum reimbursement of 25 cents per kilometre travelled to make two visits to each Club within their Zone during their year of office and to a central location for the purpose of holding District Governor's Advisory Meetings on three occasions during their year of office Region Managers and District Chairmen may be reimbursed for administrative expenses associated with their portfolio up to a limit of $30 during their year of office. Region Managers may also be paid at the rate of 25 cents per kilometre travelled to conduct Incoming Club Officer Forums. The District Governor may authorise reimbursement of other reasonable travel expenses upon production of receipts Chairmen shall not be reimbursed for travel expenses to attend the District Convention or District Officer Forums Cabinet members may be reimbursed to a maximum of 25 cents per kilometre to attend District Cabinet meetings Vice District Governors, Cabinet Secretary, Cabinet Treasurer, Constitution and By Law Chairman, GMT Coordinator, GLT Coordinator and Zone Chairman Coordinator may claim a maximum reimbursement of 25 cents a kilometre travelled to attend special club visits or other meetings or events as may be defined or authorised by the District Governor from time to time. 6.8 The 1st and 2nd Vice District Governors shall be reimbursed in accordance with the provisions herein for the District Governor where they deputise for the District Governor. The 1st and 2nd Vice District Governors are entitled to claim such amounts from Lions Clubs International as would be paid to the District Governor under Rules of Audit. 6.9 All claims for reimbursement of expenditure relating to items 6.3 to 6.8 shall be authorised by the District Governor upon satisfactory proof of the claim. Policy Minutes as amended 28th August 2016 Page 11

12 6.10 The District shall cover the cost of Cabinet Member s morning and afternoon teas and other meals organised by the Hospitality Chairman, excluding meals at Hotels or Restaurants, for Cabinet Meeting weekends The District shall pay a set fee of $150 per day and/or night for the use of the Lions Myalup Pines Cottages facility for Official District Functions such as Cabinet Meetings and Training Courses/Forums The District shall fund up to $5,000 for the development and training of the following GLT and GMT Lions Pride Workshops for the Lions Year 2016/17: Zone Chairmen full day training Club Administration & Development Days Lions Pride Workshops leadership and membership Succession planning, DGE and Cabinet position information sessions. State GLT/GMT meetings Future unplanned workshops 6.13 A meeting shall be held each year for prospective District Officers (including Vice District Governors, Cabinet Secretary, Cabinet Treasurer and Zone Chairmen) and the cost of meals, room hire and materials shall be paid by the District. The District Governor in consultation with the Vice District Governors shall be authorised to approve reasonable travel and accommodation expenses of distant representatives attending the meeting. Section 7 - District Finances 7.1 The bank accounts for District 201W2 shall be held at a bank or banks approved by Cabinet The District shall operate two accounts, one for administration and one for any other income. 7.2 Signatories to District accounts shall be any two of: District Governor Cabinet Secretary Cabinet Treasurer One other District Officer nominated by the District Governor 7.3 Each Club shall pay to the Cabinet Treasurer, to defray District Administrative costs, an amount of $28.50 per Member per Annum, made up of 17% Convention Fund, 13% Membership Development Fund and 70% General Administrative costs. With effect from the 1st July 2016, the amounts so payable shall be the sums payable in respect of the immediate preceding year adjusted by the Annual Consumer Price Index (All Groups) Australia for the year ending the preceding 31st March. The amounts shall be due and payable in two semi annual payments - refer Article 8, Section 1 (a) and (b) of the District 201W2 Constitution and By-Laws 7.4 Any Cabinet Officer intending to incur expenditure over and above incidental travel costs covered under Section 6.4 is required to submit a budget to the Cabinet Treasurer prior to the commencement of the Lions year. 7.5 No District Officer may commit the District to expenditure unless prior approval has been granted by the District Governor. District Officers who have expenditure approved by the District Governor shall submit detailed accounts to the Cabinet Treasurer for approval of Policy Minutes as amended 28th August 2016 Page 12

13 payment on the last day of September, December, March and June. If accounts have not been received by the end of the following quarter, no reimbursement shall be made by the District. 7.6 District funds shall be invested at the best rate of interest available at banks, building societies or reputable finance companies, as determined by the Cabinet Treasurer in consultation with the District Governor and approved by the Cabinet. 7.7 The Cabinet Treasurer may authorise payment of all accounts and such payments shall be ratified on the presentation of the Cabinet Treasurer s report at the following Cabinet meeting. 7.8 The audited annual accounts shall be published in the Convention Handbook. 7.9 The Treasurer will prepare a list of accounts for the previous year for publication in the Convention Report. Should the District Convention be held later than September, such a report shall be distributed to each Club. Section 8 - District Governor s Committee 8.1 The District Governor may select a Committee to advise him regarding the efficient conduct of District business, such Committee to meet at times to be decided by the District Governor. Minutes of the Committee Meetings shall be made available to Cabinet Officers prior to the next Cabinet Meeting. Section 9 - New Club Charter 9.1 Subject to availability of funds, the District shall meet the following costs related to the chartering of new clubs: Advertising and advising details of the Charter Night to Clubs The purchase of a Club banner depicting: name of Club Lions logo and District name The inscription of names of Charter Members and other pertinent information on the Charter Certificate The framing of the Charter Certificate The cost of incorporation 9.2 Each Lions Club in District 201W2 shall be asked to make a voluntary contribution of $20.00 to enable a new Club to establish a viable administration account. Section 10 - District Strategic Planning and Review Committee 10.1 The members of the Committee shall be: A Past District Governor, who shall be Chairman The District Governor Policy Minutes as amended 28th August 2016 Page 13

14 The 1st Vice District Governor The 2nd Vice District Governor Two Lions, who are not currently serving as Cabinet Officers, who shall be elected to their positions All Past District Governors, who are members in good standing of District 201W2, shall be contacted in writing, at appropriate times, inviting them to nominate for the position of Chairman. The election of the Chairman, by the members of the Cabinet, shall be conducted at the last Cabinet meeting of the Lions year, every third year, at the conclusion of the Chairman s term or earlier if required due to the resignation or termination of the incumbent. The Chairman shall be elected to serve a term of three years. In the event there are no nominations from Past District Governors for the position of Chairman for that year, the 1st Vice District Governor will assume the position of Chairman. Vacancies in the other two elected positions will be advertised in the District Governor s Newsletter and/or written correspondence from the Cabinet Secretary as deemed appropriate by the Executive Committee each year. Nominations, in writing, must reach the Cabinet Secretary in time for inclusion on the agenda of the last Cabinet Meeting of the Lions year The Committee shall meet at least three times a year, with meetings held at times that allow the minutes to be distributed to Cabinet Officers prior to the subsequent Cabinet Meeting. The Chairman shall attend Cabinet Meetings and in the event that he is unable to attend then he shall appoint a Committee representative. This position is a non-cabinet position The Committee shall develop a Strategic Plan for the District, annually review and update such Plan and carry out such tasks as the Cabinet may require from time to time The Strategic Plan shall consist of: A vision for the future of the District Definite time period 3 year Plan for the District to be reviewed annually The Strategic Plan shall be submitted to the second Cabinet Meeting each year for review and discussion by the Cabinet. Section 11 - Donations 11.1 Requests for donations from other Districts or Clubs outside District 201W2 must have approval of the District Governor. Section 12 - Life Membership 12.1 Nominations for Life Membership of Lions who have accumulated the necessary qualifications for Life Membership in more than one Club in the District shall be financed on a pro rata basis, provided that said Clubs involved agree to the nomination. Section13 - Closing a Lions Club Closure of a Lions Club may only occur following a unanimous decision of all Club members, communicated to the Zone Chairman and District Governor Prior to applying to the Department of Commerce for formal winding up of the Club: Policy Minutes as amended 28th August 2016 Page 14

15 All outstanding financial commitments of the Club must be met, including but not limited to District, Multiple District and International dues, all outstanding invoices and expense reimbursements All funds remaining in the Activities account must be disbursed to Lions Foundations, other local Lions Clubs or local charities or organisations All funds remaining in the Administration account must be forwarded to District 201W A full audit of Club accounts must be completed and forwarded to the District Treasurer All Club property must be forwarded to the District Property Chair and a list of Club property forwarded to the Cabinet Secretary All Club records must be forwarded to the Cabinet Secretary The Club Charter must be forwarded to the District Governor The Club President or Secretary shall provide written notice to the Cabinet Secretary of the closure of the Club Any Club member in good standing who wishes to transfer to another Lions Club must submit the relevant transfer documents Notify Lions International, with the assistance of the Cabinet Secretary, of the closure of the Club A formal request for the Department of Commerce to wind up must be made by the Club and paid for from the Club Administration account. The Club shall consult with the District Constitution & By-Laws Chair before submitting the formal request The Cabinet Secretary shall provide notice to all Cabinet Officers and Clubs of the closure of the Club. Section 14 - District Records 14.1 The Cabinet Secretary shall retain all correspondence and other information for the following periods of time, after which the records may be destroyed: Monthly Membership Reports - 2 years Correspondence - 3 years 14.2 The Cabinet Secretary shall permanently retain the following: Annual audited financial reports Annual District Governors Reports Annual District Convention Reports Information or material as determined by the District Executive or the Constitution and By-Laws Committee Information determined by the District Executive to be of significant historical significance to the District The Cabinet Treasurer shall retain all financial records for a period of six years from the completion of each financial year, after which it may be destroyed, except where it is otherwise required to be retained. Section 15 - Media Communication 15.1 In controversial matters regarding District, State or Multiple District issues, comment to the media may be made only by the District Governor or 1st Vice District Governor if the District Governor is unavailable. The District Governor or 1st Vice District Governor may Policy Minutes as amended 28th August 2016 Page 15

16 delegate the authority to make comment to the media to another suitable person, but only after the delegate has been briefed by the District Governor or 1st Vice District Governor In controversial matters regarding individual Clubs, comment to the media may be made only by the relevant Club President. The District Governor must be fully briefed prior to comment being made to the media regarding any Club issue that may impact on the standing or reputation of Lions within the community Section 15 does not limit District Chairmen and Lions Clubs from contact with the media in the normal course of their Club or District activities, but applies only to controversial matters with potential to harm Lions standing and reputation in the community. Section 16 - WA Leo of the Year State Winner 16.1 The District shall pay 50% of the total costs involved in sending the WA State Representative to the Multiple District Leo of the Year Quest, including return airfares, costs of accommodation, hospitality fees and $100 spending money for a maximum of seven nights. Section 17 WA Lions Hall of Fame 17.1 Lions District 201W2 shall, jointly with Lions District 201W1, administer a project known as the Western Australian Lions Hall of Fame for the purpose of recognising those Lions from the State of Western Australia who have made outstanding contributions to the community through their membership of Lions Clubs International A Committee of Management comprising from each District the 1 st VDGE, 2 nd VDGE and two other representatives appointed by the District Governor shall administer the project. The term of Committee membership shall be for twelve months commencing 1 st January each year The Committee of Management shall report annually to the Conventions of District 201W1 and 201W The Committee of Management shall call for nominations from all Lions Clubs in Western Australia. Each Nominee is to be a current Lion in good standing or a deceased Lion who has made a significant contribution to Lions in Western Australia. Lion s members currently residing in another state or who have been members interstate are eligible to be nominated, however, it is only their contribution to Lions in Western Australia that will be taken into account. The Nominee does not have to be, or have been, a member of the nominating club. Nominations must be on the official Nomination Form as circulated by the Committee. Nominations may be received throughout the year, however must be received by 31st August to be considered for the current year The Judging Panel will consist of all Committee members and up to three (3) Non Lions may be appointed by the Committee. The Judges decision is final and there will be no right of appeal. Each Nominee will receive a Certificate acknowledging their nomination. The Judging Panel will select up to three (3) Nominees to be inducted into the WA Lions Hall of Fame each year. Each Nominee is eligible in the year they are nominated and also in the following two (2) years. Each Inductee into the WA Lions Hall of Fame will receive a suitably engraved plaque and a Lapel Pin. An Honour Board of all Inductees to be in the form of a virtual Honour Board to be maintained on each Districts website. Inductees shall also be recognized by name in the Joint Districts Planning Diary. Policy Minutes as amended 28th August 2016 Page 16

17 17.6 The Committee of Management may request a Nomination Fee to be set by the Committee on an annual basis from Nominating Clubs to assist with the cost of producing the certificates, plaques and any costs incurred in staging such presentations. A Formal Dinner and Awards Night are to be held on the first Friday evening of each November at a venue selected by the Committee. Such function costs to be offset from an entry fee and/or from sponsorship. An annual contribution of at least $ is requested from each District to assist with costs The Committee of Management shall hold their first Committee meeting each year in March and at that time elect a Chairperson and a Secretary. It is recommended that a different Chairperson and Secretary be elected each year and alternate from each District. The Lions Hall of Fame Committee has the right to appoint a Secretary and Treasurer from outside the Committee, if need be. If appointed, they will have full rights and privileges of the other Committee members. The Committee to meet as required. At any Committee meeting, where a motion is moved, seconded and subsequently results in a tied vote, then the Chairperson will have the casting vote. Section 18 - Membership Drive Incentive Payment 18.1 Upon the recommendation of the District Governor and the District GMT Coordinator, the District shall contribute $600 towards a Club membership drive that complies with the District and Multiple District Membership guidelines. The contribution shall only be made upon presentation of receipts and an expenses summary to the Cabinet Treasurer. Section 19 - Children of Courage Awards 19.1 The nomination fee payable for Lions Clubs for of each Child of Courage nominee is $50 for up to four nominations and $25 for each nominee thereafter. Section 20 - State Lions Disaster Committee 20.1 The District, in conjunction with District 201W1, shall constitute a State Lions Disaster Committee to coordinate relief in the event of a disaster taking place in Australia. The Immediate Past District Governor and the 2nd Vice District Governor shall be the District representatives on this Committee. Section 21 - Cabinet Officer Reports 21.1 All Cabinet reports shall be typed and submitted in Microsoft Word or PDF format Each Cabinet report should have a heading detailing the following:- a. Date of Cabinet Meeting. b. Name of Cabinet Officer and Portfolio 21.3 Cabinet reports may contain concise details of the following:- a. Any outstanding items from the previous Cabinet meeting b. Details relevant to the portfolio c. Upcoming events of importance to Cabinet or the District d. Recommendations to Cabinet relevant to the portfolio 21.4 Relevant substantiating documents may be attached to the report, but must comply with item Policy Minutes as amended 28th August 2016 Page 17

18 21.5 Cabinet reports and agenda items for general business must be received by the Cabinet Secretary no less than 10 days prior to each Cabinet meeting. Section 22 - Youth of the Year 22.1 The District shall pay for the accommodation and return flight expenses of the District Coordinator for Youth of the Year to attend the National Final at the Multiple District Convention, providing the District has the State Winner, subject to the Executive Committee defining the number of days for accommodation reimbursement. Section 23 District Centennial Celebrations 23.1 An allowance of up to $5,000 will be available over a three year period ending 30th June 2018 to cover the personal expenses incurred by the District Centennial Celebrations Coordinator in promoting the Centennial Celebrations Program to the District An allowance of up to $5,000 will be available over a three year period ending 30th June 2018 for the purchase and acquisition of promotional materials required to promote the Centennial Celebrations Program. Section 24 - Volunteer National Police Checks, Youth Protection Policy and Working with Children Checks District recommendation is that ALL Lions and personnel involved in the instruction, supervision, hosting or chaperoning of all young people under the age of 18 years must complete a Police Application Form for Police Check. Personnel who must complete and apply for a Police Check and Working with Children Check card are: Police Check Any Lion or person involved in a youth project/program which requires the direct supervision of youth or involvement with activities being undertaken by youth. For example: Leo s, Youth of the Year/National Tour, Youth Exchange, Children of Courage, Live-In Camps, etc. must apply for a Police Check. Working with Children Check It is a requirement of State Legislation that a Working with Children check card is held by Lions whose usual duties of work (voluntary activities conducted with youth on behalf of Lions) involve, or are likely to involve contact with a child. Contact with a child includes any form of: a) Physical contact b) Oral communication, whether face to face, by telephone or otherwise; and c) Electronic communications. Policy Minutes as amended 28th August 2016 Page 18

19 Only Lions who fall within the prescribed categories of child related work and whose duties involve or are likely to involve contact with a child can apply for a Working with Children Check card. Lions Clubs are to ensure that host families obtain both a Police Check and a Working with Children Check. The Lions Club should meet the cost of Police Checks and the Working with Children Checks. A Police Check must be obtained prior to involvement with any youth project/program. A Working with Children Check must be applied for as soon as it is confirmed a person will be carrying out child-related work. The completed application for the relevant Police Check must be forwarded to the District Cabinet Secretary. The Working with Children Check card is obtained via Australia Post. When completing the application, give a brief description of the duties involved, e.g. student exchange host rather than volunteer. The Working with Children Check card number is to be advised to the relevant Club Secretary who will maintain a register. The Cabinet Secretary will maintain a register of card numbers for District Cabinet members involved in youth projects at District level. Card numbers should be checked against the Working with Children website on a regular basis to ensure that they are still current and have not been revoked. It is strongly recommended that the Multiple District Legal Officer be consulted should any situation present itself. In relation to the Working with Children Check, if you employ people in child-related employment, you have the following obligations: You must not employ a person in child-related employment on more than five days in a calendar year unless he or she: has applied for a Working with Children Check, or Already holds a current Assessment Notice by the date they are required to under the phasing-in arrangements. You must not employ someone in child-related employment if you are aware that he or she holds a Negative Notice or Interim Negative Notice. You must not employ a person in child-related employment if you are aware that the person has withdrawn his or her Working with Children application. You must not employ a person in child-related employment if you are aware that he or she has: a conviction or pending charge for a Class 1 or Class 2 offence, and does not have a current Assessment Notice or an application for one that is still being considered. If an employee or volunteer reports a relevant change in criminal record to you, you must report this to the Working with Children Screening Unit, as soon as practicable. A relevant Policy Minutes as amended 28th August 2016 Page 19

20 change is where a person is charged with or convicted of a criminal offence relating to the abuse of children. If an employee or volunteer does not report a relevant change to you, but you are aware he or she has been charged with or convicted of an offence and you reasonably believe that the charge or conviction makes it inappropriate for that person to continue to carry out childrelated work, you must advise the Working with Children Screening Unit. Note: the legislation says you CAN report the above information, however it is recommended the policy says you MUST If you receive written request from the Working with Children Screening Unit, you must provide information or documents to show your compliance with your obligations as an employer Obligations of Employees and Volunteers Employees and volunteers must report a relevant change, in writing, to their employer or the organisation for which they volunteer. A relevant change is where the person is charged with or convicted of a criminal offence relating to the abuse of children. The person does not have to give any further information, such as what offence they have been charged with or convicted of, just that a relevant change in their criminal record has occurred. All information relative to the above must be kept in strict confidence by the designated Lion and Legal Officer. Where it is determined that it is not appropriate for the applicant to act as a youth supervisor/carer the appointment should not be proceeded with. It is suggested that the Multiple District Legal Officer provide a draft copy of a letter to be sent to the applicant advising them of this decision (see above in relation to obligations under the Working with Children Act) If the applicant is aggrieved by the decision, the matter should be immediately referred to the Multiple District Legal Officer. There is a great advantage for this organization to have such clearances in order to protect ourselves from possible litigation and showing the public that we, as a service organization, have nothing to hide. It is recommended that two Lions work together at all times on youth projects/programs, to protect each other from possible litigation. It is recommended that at least one female Lion be involved with each youth project/program, interview and transport. In regards to the Working with Children Checks, the person nominated in Part 6 of the application form is sent a letter to advice that the applicant received a card or a negative notice. Policy Minutes as amended 28th August 2016 Page 20

21 Fines Enforcement Registry The current use of FER will be continued to indicate that the person has an outstanding driver s licence suspension, due to unpaid fines. Such a person should not be allowed to drive a motor vehicle on behalf of the Lions organization. EXPLANATORY NOTES The basic intention of this policy is for ANYONE involved in looking after our youth participants to agree to be subject to a Police Check. It is recommended to Youth Chairman, Committees and Clubs that they should not allow persons who refuse to sign the forms to have any involvement with leading youth activities such as chaperoning, home hosting etc. Note: those who are required to apply for a Working with Children Check and don t, are prohibited by law from working with children This policy, as well as setting out the legislative requirements of the Working with Children Act, has also been designed to support and protect our youth, supervisors/carers. CODE OF CONDUCT FOR YOUTH SUPERVISORS/YOUTH CARERS This code of conduct is expected of all persons who work within the activities of youth programs of Multiple District 201, recognising that at all times they should act with responsibility and duty of care to all youth. LIONS AUSTRALIA on behalf of the young people in your care expects that you will: 1. Be loyal to the Objects and Ethics of Lions Clubs International. 2. Adhere to the Policies and Guidelines of all youth programs within Multiple District 201, and ensure that our duty of care is met at all times. 3. Enhance the standing and reputation of Lions Australia. 4. Be a role model to youth participating, in whatever manner, in youth projects or programs within the Multiple District. 5. Treat youth with respect and accept duty of care for their welfare, safety and wellbeing while they are your responsibility. 6. Realise that physical or verbal abuse, neglect or any other type of abuse, is unacceptable conduct in any youth program of Lions Australia. Policy Minutes as amended 28th August 2016 Page 21