DISTRICT GOVERNOR LION LES CROSSMAN

Transcription

1 LIONS AUSTRALIA DISTRICT 201Q4 LIONS CLUB SECRETARY RESOURCE MANUAL DISTRICT GOVERNOR LION LES CROSSMAN 1

2 CONTENTS INDEX: PAGE Contents Listing 2 Lions Clubs International Purposes 3 Lions Clubs International Ethics 3 How to contact your Cabinet Secretary 4 Introduction 4 Duties of Club Secretary 4 Secretaries Tutorials 6 General Meetings 6 Board/Business Meetings 6 Minutes 7 Membership 7 Club Elections 7 Insurance 7 Safety Officer 8 Correspondence 8 Reports 9 Transfers 9 Attendance Register 10 District Governor s Zone Advisory Committee 11 Meetings 11 Elections 11 Members Records 12 Member s Accounts 12 Blue Cards 13 District Team Member s Club Visitation 13 Publications 14 Getting Help 15 Where do you start? 15 Monthly Check Lists 16 Log on, Password and Registration for MyLCI 21 Inwards/Outwards Correspondence Register 24 Sample Minutes Template (can be adapted to suit) 25 Flow Chart for Transfer of a Member 26 PU101 (New ) 27 SEPARATE APPENDIX MyLCI Information attached as a separate item; Procedure for lodging, printing On disc and saving WMMR s 2

3 LIONS CLUBS PURPOSES. TO ORGANIZE, charter and supervise service clubs to be known as Lions clubs. TO CO-ORDINATE the activities and standardize the administration of Lions clubs. TO CREATE and foster a spirit of understanding among the people of the world. TO PROMOTE the principles of good government and good citizenship. TO FUND and otherwise serve the civic, cultural, social and moral welfare of the community. TO ASSIST financially, culturally, socially, and morally the disabled, disadvantaged and infirm of the community both directly and indirectly. TO UNITE the clubs in the bonds of friendship, good fellowship and mutual understanding. TO PROVIDE a forum for the open discussion of all matters of public interest; provided, however, that partisan politics and sectarian religion shall not be debated by Club members. TO ENCOURAGE service minded people to serve their community without personal financial reward, and to encourage efficiency and promote high ethical standards in commerce, industry professions, public works and private endeavours. LIONS CLUB ETHICS TO show my faith in the worthiness of my vocation by industrious application to the end that I may merit a reputation for quality of service. TO seek success and to demand all fair remuneration or profit as my just due, but to accept no profit or success at the price of my own self-respect lost because of unfair advantage taken or because of questionable acts on my part. TO remember that in building up my business it is not necessary to tear down another s, to be loyal to my clients or customers and true to myself. WHENEVER a doubt arises as to the right or ethics of my position or action towards others, to resolve such doubt against myself. TO hold friendship as an end and not a means. TO hold that true friendship exists not on account of the service performed by one to another, but that true friendship demands nothing but accepts service in the spirit in which it is given. ALWAYS to bear in mind my obligation as a citizen to my nation, my State and my community, and to give to them my unswerving loyalty in word, act and deed. To give them freely of my time, labour and means. TO aid others by giving my sympathy to those in distress, my aid to the weak, and my substance to the needy. TO be careful with my criticism and liberal with my praise, to build up and not destroy. 3

4 IMPORTANT - CABINET SECRETARYS ADDRESS AND CONTACT DETAILS. Cabinet Secretary Lion Bonnie Fox (George) 10 Venus Street, Urraween QLD bongeo@bigpond.com Phone: (H) (M) Club: Fraser Lions Club INTRODUCTION This manual is compiled to assist the club secretary in the efficient execution of his/her duties. For a club secretary, some level of clerical skills is an advantage as letters need to be correctly written and filed, accurate minutes of meetings prepared and correspondence attended to promptly. There are also the Monthly Membership Reports and the Monthly Activity Reports to submit over the internet and various other tasks including keeping the members records up to date, if there is no Membership Chairman in the club. Importantly all incoming secretaries should attend the club officer training day conducted by the District, usually in May or June each year. This applies to new as well as seasoned club secretaries as new secretaries have lots to learn and seasoned secretaries have lots to share (and might learn a thing or two as well). DUTIES OF THE CLUB SECRETARY. Under supervision and direction of the President and the board of directors, the secretary is the Liaison officer between the club, the District and the International association. The secretary shall have custody of, keep and maintain the general club records, including records of minutes of regular and board meetings; plus attendance, record of service, committee appointments, elections, classifications, addresses and telephone numbers of members. All such records must be kept current and available for inspection by club members at any reasonable time. 4

5 The secretary must also arrange for a handover on or before July 1 st when club secretary records become the responsibility of the incoming secretary. Consult with the new president regarding plans, projects, program and committees; and together prepare a calendar of events for the year. Become familiar with the club s legal responsibilities Public Officer and Auditor, the requirements of incorporation, annual general meeting, Collections Act, the club s Authority to Fundraise and GST (GST is rarely a requirement for most of our clubs). Become familiar with the incorporated club rules, any policy minutes, as a ruling may be required at meetings. The District has a Constitution and By-Laws Chairman (CBL) who is available for an interpretation or ruling on constitutional matters. Refer as necessary to this manual, the Multiple District 201 Club Administration Manual, the International Association of Lions Clubs Constitution and By Laws and the District Constitution and By-Laws, remembering that the Lions Club Rules under Incorporation are the first port of call legally. Open all mail (including ) immediately upon receipt and précis the contents. Discuss all but routine correspondence with the president, and forward copies of letters to the appropriate vice-president or committee chairman as directed by the president. Ensure that mail addressed to club officers care of the club, is delivered as soon as possible. Submit reports containing such information as may be called for on forms provided by the District, the International Association, or by Statutory Regulation. Keep membership and attendance records up to date, if there is no Membership Chairman in the club.. Ensure that Web Monthly Membership Reports (WMMR) are submitted over the internet by the middle of the current month. Instructions for submitting the WMMR are available on the MyLCI website website. District Trainers with these skills are available if you need assistance. Ensure that your clubs Monthly Activity Report is updated over the internet each month. Instructions for updating the monthly activity report are on the MyLCI website. Regularly check your membership details, addresses, contact phone numbers etc. for correction and updating, include any changes in the monthly membership report and also changes to the Cabinet Secretary and Zone Chairman. When a member transfers to another club or District, follow the procedures of dropping on transfer in MyLCI and, where possible liaise with the receiving club Secretary. A completed Transfer Member Form (ME-20) must be forwarded to the Cabinet Secretary if the member is transferring outside the District. Attend all District Governor s Advisory Zone meetings. Take to all club meetings, the secretary record book, club bannerettes, guest speaker certificates, temporary name badges, board and club minutes, club constitution and policy minutes. Apply for club awards as members qualify, and arrange with the president for presentation, if there is no Membership Chairman in the club. Maintain a stock of forms, appreciation certificates etc. or have available for printing. 5

6 Complete and return all District and Multiple District convention delegate and registration forms etc. by the due date, even if a NIL report. Include on the District and Multiple District Remembrance Ceremony return forms, the names of those members who have passed away since the last return was completed for that convention. Advise the Cabinet Secretary by phone of deceased members (with next of-kin address) for a memorial to be organised. This is crucial for Remembrance Ceremonies at Conventions. Ensure that the PU101 form, to be completed immediately after the election of club officers is completed in MyLCI (refer next point) and forwarded a copy to the Cabinet Secretary on time, to ensure that your club s detail is correctly recorded in the Multiple District and International directories. ALSO, log on and complete details of your club s officers for the coming year. 6 If you are unsure of a correct procedure, always be prepared to ask. SECRETARY S TUTORIALS. A wealth of information is available on the Multiple District website ( to assist club secretaries. Go to the Members Area and click on Training and then Tutorials for club officers. Further useful information is available on the Lions Club International website. Go to ( and select Member Center/Resources. Bear in mind that much of the content applies to USA or has been superseded by similar publication which have been modified for use in Australia (e.g. the Transfer Members ME-20) the Club Supplies Order, and Club Officer Report (PU- 101) forms and, of course, this very manual. GENERAL MEETINGS. Correspondence. All correspondence should be distributed to the appropriate vice-presidents or chairmen prior to the meeting. Any item of information for the club generally should be presented in the secretary s report and/or given to the bulletin editor for publication (e.g notice of club functions and projects, mail from District Governor, other clubs or Districts). Minutes. There is no requirement for detailed minutes of general meeting proceedings to be taken, except to record club decisions which are debated moved and carried. All matters of club policy and operations determined at a board meeting must be advised to members at the next club meeting. Lions Protocol. It is important to be aware of the proper protocol when guests or visitors attend your club. A copy of the Lions Clubs International protocol is included in the Lions Administration Manual. BOARD/BUSINESS MEETINGS. General. At least one week prior to the board/business meeting, the secretary should liaise with the president to prepare and circulate minutes of the previous board/business meeting, a list of the inward and outward correspondence, a copy of important correspondence, a copy of the treasurer s report and an agenda for the meeting. Board members time is valuable but by circulating these items members are allowed the opportunity to make an informed decision on matters that will arise in addition to reducing the time spent at meetings. Board members may request a letter to be read at the meeting if further information is required. The meetings should be run under the standard rules of order and debate in our District By-Laws. If a quorum is not present at the start of the meeting, the meeting can still proceed provided that any

7 decisions made by those present are ratified by a quorum of board members before being implemented. Information for inclusion in the Monthly Membership Report should be agreed at the Board meeting. Immediately after the board meeting, the WMMR should be submitted electronically via the Lions Clubs International website and committee chairman should be advised of any relevant board decisions. Minutes. Minutes of the meeting must be a true record of proceedings. They should include details of meeting location, time, whether regular or not, confirmation of quorum, attendees, apologies, details of reports, and wording of motions as they were moved, details of proposer and seconder and the voting result. Any debate which occurs on a motion should be summarised. It is useful to have motions presented to the secretary in writing so that the detail can be accurately recorded. Clubs have become incorporated to protect the members from litigation, but this could be in vain if club board minutes are not recorded correctly. For insurance purposes, full details of projects must be recorded in the board minutes. It is essential that the treasurer s financial statement be attached to the minutes, with each cheque number, amount, payee and purpose recorded in the minutes. To ensure that Government requirements in relation to your club s Authority to Fundraise for Charitable Purposes are satisfied, when the treasurer s reports are presented the minutes should record the following wording. Treasurer s Report:...moved...seconded that the Treasurer s written financial reports to../../... (as attached) be received and that cheque numbered...to...totalling $... drawn on the Administration Account and cheques numbered...and...in the amount of $... drawn on the Activity Account be ratified. (Sample minutes are on page 26.) Membership: The membership chairman should make contact and advise the board of the result of discussions with Lions who have been absent from our consecutive meetings without apology, or who are two months overdue in the payment of dues or other indebtedness to the club. CLUB ELECTIONS and the PU-101 FORM. Club elections are generally held annually during the month of March. A form called PU-101 is used to report details of newly elected club officers to the Cabinet Secretary who, in turn, will pass this information to the Multiple District office. Club secretaries must also log on to the Lions Clubs International website to update the club officers for the coming year. Each Secretary needs to set up their own Log-in in July by Member No. and selecting your own password. You also need to be consistent with the use of upper and lower case when entering members details on the MyLCI system. All Lions communications you receive during your new executive term of office will be based on the information provided on your club s PU-101 form. The information provided is also used to complete the Multiple District Directory so it is EXTREMELY important that it is correct and provided in a timely manner. The form should be completed IMMEDIATELY following you election of officers and forwarded to the Cabinet Secretary before the end of March. Remember to use upper and lower case fornames eg Jim Jones. (Copy on page 27) An up to date version of the PU-101 is ed to all clubs during March each year. INSURANCE: The Multiple District Insurance Broker is JUA Underwriting Agency Pty Limited. The Lions Insurance 7

8 Program Consultant is PDG Bob Korotcoff, a member of the Insurance Committee for well over twenty years. Bob is able to assist you with all queries and claims and may be contacted: (W) : (M) : (E) insurance@lionsclubs.org.au Public Liability Insurance certificates may be downloaded from the Lions Insurance website at If a particular endorsement is required, usually for large projects, contact Bob by , allowing at least 3 working days notice. Refer to the appropriate section in the Multiple District 201 Directory for a detailed summary of insurance for Lions. Safety Officer. It is vital that each Club appoint a Club Safety Officer and adopt the District recommended Safety Policy. The Club Safety Officer should, for every project, complete the Safety Check List (available from The role of the Safety Officer is to carry-out simple checks that ensure nobody is hurt or placed in an unsafe position whilst working on a club project or activity. The recording of project and activity decision in club meeting minutes and full detail of any personal injury however sustained must be kept in case of any future claim being made. Full details of compulsory and optional insurance cover as set out in the Multiple District Directory should be brought to the attention of all club members. The club president, secretary and treasurer should study this section in detail. CORRESPONDENCE: Since the club secretary is the key communication link, constant and efficient communication is vital. The Club Secretary: Is the officer in charge of responding to all requests and enquires. Should meet with the club president at the beginning of their term to discuss how correspondence will be answered, kept and reported. Should respond Immediately. Should discuss with the club president a time frame goal for responding to correspondence. When responses are delayed, opportunities can be missed and clubs can seem disorganised or unreliable Should respond Promptly. The club secretary is in charge of reports and other communications with deadlines and requirements. Not communicating promptly can lead to club status changes and missed opportunities for club involvement or recognition. Should respond appropriately. All communication from the club should be professional and use correct language. When writing about a legal or constitutional matter, exact quotation from the appropriate Constitution and By-Lays should be used. Should keep written communication organised. Organisation is very important to the role of club secretary as he/she is the club information resource centre. How communication is organised will be decided at the beginning of the term through discussion with club president or officers. 8

9 Note: It has been found that keeping club records of correspondence in one file is an efficient method of keeping track of communication throughout the year. When working with the president on responding to communication: Provide copies of all correspondence to the president. During the beginning of the year term, discuss routine correspondence and what can be answered without the president s input. The president will review and advise if subsequent action is necessary. The secretary may be requested to respond on president s behalf or the president may wish to respond personally. The club secretary may also assist with public relations for the club. REPORTS. MONTHLY MEMBERSHIP REPORT (WMMR) The WMMR is a critical report. It MUST be sent regularly by the 20 th of each month. The method of applying for a password to MyLCI is attached, see page 21. Your President may also set up access to MyLCI, using this method. You cannot apply until 1 July New members are NOT covered by Lions Insurance if not reported on the WMMR. New and dropped members are recorded in District, Multiple District 201 and Lions Clubs International (LCI) records. The number of Lion Hunter and Lion Magazines sent are taken from your membership figures. District, Multiple District and LCI dues are based on membership. If not kept up to date, your club may be billed for departed members and your club is obliged to pay these extra dues. Failure to submit WMMR s as requested could lead your club to be placed in Status Quo until the matter is resolved. Each Secretary needs to set up their own Log-in in July by Member No. and selecting your own password. The procedure for lodging, printing and saving WMMR s is attached as an appendix and also will discussed at the Incoming Officers Training. Other Regular Reports to District. Most of the regular reports to District other than the WMMR and Activities reports, are annual ones e.g. Convention delegates and convention alternates. Necromacy (Lions & Partners) Remembrance Ceremony Details. Almost all have deadlines for their return. It is important to meet these deadlines so that other Lions are not inconvenienced or held up in their work. Most are straight forward and don t require any specific instructions other than what is on the form itself. Some forms will ask you to submit them as nil Returns if you have nothing to report. It is important that you do so. TRANSFERS. Transfers In: If possible liaise with the Secretary of his/her previous club and pick them up on MyLCI when advised they have been dropped on transfer. 9

10 If a member transfers in without a copy of their member record form, try to obtain the original form his/her old clubs secretary. Start a new member record with pencilled-in details from the new member as an interim measure while you wait for the member record. If a Lion wants to transfer in to your Club but you have no transfer papers, don t lose the new member? You can accept a Lion as a transfer without a transfer form based on a current Membership Certificate (Card) Phone or the secretary of the old club to confirm the Lions membership. If the secretary of the old club says the member is OK, but you don t have any papers, use your judgement accept the member anyway. You must be careful NOT to accept imposters, or Lions whose dues are more than 6 months in arrears. Try not to lose a genuine Lion? If they seem OK but their dues are out of date interview him/her as you would a new member. Transfers Out: Many Lions are lost every year because Secretaries do not follow the procedures set out for transfers. When a member transfers to another club or District, follow the procedures of dropping on transfer in MyLCI and, where possible liaise with the receiving club Secretary. A completed Transfer Member Form (ME-20) must be forwarded to the Cabinet Secretary if the member is transferring outside the District. Follow the procedure marked on the form for its distribution to the new club where it is known, or to the new District if the club is not known. Attach copies of the Member Record and any other relevant papers to every copy of the form. When a member transfers out, keep a copy of the Member Record form for your club s records, give the member the original to hand over to the new club, and send a copy with the Transfer Member Form. Give your outgoing member the original Member Record and a copy of the Transfer Form so that, even if the other copies are lost he/she will be able to identify his/herself and their history at their new club. ATTENDANCE REGISTER. Most Lions club secretaries in our District rely on the treasurers record for the dinner meeting. However this does not fit if there are no payments for a dinner. The easiest way to keep track of members attendance at meetings is to use the official Lions Attendance Record form. This is a very well designed form that is simple to use. Just follow the instructions printed at the top of the page. When a member leaves the club for any reason, rule a line through their name and write the reason alongside. Add new members as they are inducted, rule a line through the period before they joined and write, JOINED (OR INDUCTED) and the date, on that line. 10

11 If you use an Attendance Record form, there is no need to include names of attendees in your minutes, jut write attendance as per register but remember to have the register with you. THE DISTRICT GOVERNORS ZONE ADVISORY COMMITTEE. The purpose of Zone Advisory Meetings is to discuss matters of mutual interest to the clubs in each Zone and to provide an opportunity for clubs to have an input to the District Cabinet meeting by way of comment, criticism or recommendation. It is normal to hold four Zone Advisory meetings during the Lions year. The President, Secretary, Treasurer and Membership Chairman are members of the committee which meets four times each year. Meetings are called and chaired by the Zone Chairman. Each club at the meeting gives a report and your President may ask you to prepare the one for your club or at least ask you to provide some of the information for it. This report should include (briefly): 1. Current membership, recruitment plans and activities to that end. 2. Club activities, fund raisers and participation in district and national activities such as Youth Exchange, Lions Mints, Convention attendance etc. 3. Social activities, joint inter-club activities and plans etc. 4. Other relevant items that would be of interest to other local clubs. MEETINGS. There is no legal requirement for you to give separate notice of regular meetings, e.g. Dinner meetings and Board meetings when these are held at a regular time and place that is common knowledge eg. Printed in the Directory. The Constitution requires you to give notice of your club s Annual Nomination Meeting and your Annual Election Meeting. o It is vitally important that you adhere to the length of notice given and the contents of the notice for your elections to be valid and legally binding. Every member is entitled to receive a written notice either hand delivered, posted or ed. An item in the Club Bulletin which is sent/given out to all members before the notice time begins may suffice. o You must allow adequate delivery time for posted notices usually 3 days and this time is in addition to the amount of notice required.the number of day s notice does NOT include either the day the notice is given or the day of the meeting. ELECTIONS; FORM PU-101 IS REQUIRED BY THE CABINET SECRETARY BEFORE THE END OF MARCH EACH YEAR. It follows that where 14 days notice is required you cannot give notice at one meeting for the next meeting if that meeting is two weeks ahead. Even if only one member is absent from a meeting, although you can hand out written notices to everyone else, you must still allow for delivery to that one member. You should read the Constitution and make sure you understand what is required to be in each of these notices. Example the notice of the Election meeting requires the names of all candidates to be included in the notice and a notice that nomination will 11

12 not be accepted from the floor at that meeting except if a candidate becomes unavailable. It is unlikely that invalid election procedures would have any effect on most clubs but if you were to be involved in a legal issue, such as a liability claim, the consequences that may flow from a club being directed by officers who had never been legally elected could be far reaching, expensive and very damaging. The Election results MUST be sent to reach the Cabinet Secretary before the cut off date. These are completed on the PU-101 Form. WMMR PASSWORD ACCESS; PLEASE REFER TO MY LCI LOGON. MEMBERS RECORDS. In most clubs the Membership Chairman carries out the duties of keeping the Members Records. However. If your club does not have a Membership Chairman, this may devolve upon you. The Members Record Form is a simple but vital one. Over the years it builds up a history of a member s activities positions and awards. While it is usually interesting reading after a few years, when a member transfers to another Club, it can provide a vital snapshot of the member to his/her new club. You should maintain one form for every member. It is essential that you keep the forms current and accurate otherwise they are deemed worthless. You should make a habit of reviewing and updating Member s Personal History Records regularly. TO DO THIS. Start a new form as soon as a new member is inducted.forms are available on line from Lions Clubs International Immediately after elections each year enter all of the incoming officer details on the front of the form. Don t forget to enter the release date against outgoing officers. Enter all District and Multiple District appointments similarly as soon as they occur. Enter sponsorship details on the back of the form whenever a member sponsors a new Lion. Enter the Awards section on the back whenever a member receives an Award. If you run out of space simply attach a new form and clearly make it PAGE 2. New blank forms are available on line. IN SUMMARY. Read and understand your club s Constitution regarding notices of special meetings. In conjunction with your president, plan right at the beginning of the year, the dates for your Nomination and Election Meetings, so that not only can the correct notice be given but that the election results can be sent off to the Cabinet Secretary on time. Ensure that everything required to be included in the notice is included. MEMBERS ACCOUNTS. Constitutionally, the Secretary is required to hand out notices of accounts due to be paid (i.e. member s dues) collect those dues and hand them over to the Treasurer. 12

13 This is not a very common practise in Australia as the Treasurer usually collects and receipts the dues. After you have read the section in the Constitution about this job, you should sort out with the Treasurer the best way for the two of you to proceed. Often the Secretary will hand out the notices and the Treasurer will collect the dues. NOTE Dues are constitutionally required to be paid in advance, so that notices of dues to be paid by 31 st July would need to go out in late May and by 31 st January would need to go out in late November. BLUE CARDS. The club secretary is also responsible for member s blue cards. Each new member should be given the Volunteer Blue Card Application Form to complete. The secretary then completes the CLUB section and sends it away for processing. The club secretary should keep an up to date list of Blue Card Expiry Dates as he/she is also responsible for reminding members to renew cards on time. Blue Cards are essential for every Lion when dealing with children in any way while at a Lions function. Forms can be downloaded form After entering the above website on your computer the Blue Card system opens Select Blue Card System On Left Hand side select -Volunteers & Student. This opens another page & at the top, select FORMS, Then click on Quicklinks and select Bluecard Application (BC) form which then opens the pdf ready for printing. There is only one form for New/Renewal bluecards. District ByLaw 32, which should have been adopted by all Clubs for this area, includes a very important Duty of Care form which you should make yourself familiar with. GUIDELINES FOR DISTRICT TEAM S CLUB VISITATION. (The District Team is comprised of the District Governor, First Vice-District Governor and Second Vice-District Governor) A Member of the District Team is required to visit Clubs in the District during each Lions year.the Cabinet Secretary will advise all Clubs of the proposed dates and club groups of the District Governor s official visit. If this date is unsuitable please advise Immediately. It is often very difficult to change at a later date. Remember, the District Team Member and Partner will be visiting Lions, Lioness and Leo Clubs. The host club will be responsible for: The Venue The cost of the meal for District Team Member and Partner. Accommodation, either privately or at a motel (which will be at District Team Member s Expense) The program for the evening please allow 15 to 20 minutes for the District Team Member to address the meeting. If time permits, rearrange a visit by the District Team Member to Club projects. Please advise the District Team Member of the dress code in advance. 13

14 The District Team Member may wish to meet with the Board of Directors just prior to the meeting. If so, this will be advised in advance. PROTOCOL FOR MEETING. 1. The Presidents and Partners of all the Clubs (Lions, Lioness & Leos) being visited should be seated at the top table together with the District Team Member and his/her partner. 2. The order of precedence is. The President of the Lions Club. The President of the Lioness Club. The president of the Leo Club. The District Team Member. 3. Unless there is room at the top table, specially invited guests (Mayor, Member of Parliament, Zone Chairman) may be seated at an adjacent table with a senior Lion as host. 4. The Chairperson for the evening should be seated adjacent to the lectern in a position from which he/she can see the host Club s President in case there is need for communication. 5. The people seated at the top table and any invited dignitaries should be introduced together with any International, Multiple District and District Officers. The District Team Member will wish to address the meeting. The Zone Chairperson, if present, should introduce him/her. If not, then a senior Lion should do the introduction, but NOT the President. PROGRAMMING TIPS. Lions Clubs Purposes and Ethics should be read. President/s should give a SHORT report. Clubs should have the opportunity to have new members inducted by the District Team Member and also have him/her present any awards. Please advise the District Team Member of such matters/duties in advance of his/her visitation. Tail Twister should be active. Give time to the Club Secretaries to advise members of coming events. No Club business to be conducted during the meeting. Allow time for the Presidents to exchange bannerettes with the District Team Member. REMEMBER : This is always a partner s night. Please treat this as a great opportunity for fun and fellowship between Lions, Lioness, Leos and the community. The official protocol of the Association is set out in the President s Section (Chapter5) of the CLUB ADMINISTRATION MANUAL. Should your Club wish to have a more informal gathering, official protocol may be able to be relaxed. PUBLICATIONS. There are a number of publications the secretary needs to have. The Lions Clubs Incorporation Rules. The Standard Form Club Constitution. Constitutions for your District, Multiple District and International. These are less important but you should still have a working knowledge of them. The Secretary Manual Handbook - from the Incoming Officers Training. 14

15 A Multiple District Directory. The latest Supplies Catalogue and Australian Supplement Now on Website. Club Administration Manual now has to be printed off line and website. Your Club should also have access to a copy of Joske s Rules and Procedures for meetings in Australia which is the authority for anything not specifically in the Constitution and the interpretation of much that is (Also available online). GETTING HELP. Whenever you need help with anything to do with your secretarial duties, there are several places to look: Past secretaries within your own club. Your Cabinet Secretary. Current and past secretaries from adjacent clubs, or even from distant clubs. Cabinet Officers. They are selected because of their abilities and experience and many of them have been secretaries themselves. Your District Leadership (or Training) Coordinator, (this is Lion Pat Bauer) and her team of Trainers. The publications listed previously. Your own club s archives. How something was done previously. Don t be afraid to ask for help. Most people will be flattered to be asked. Remember that the only dumb question is the one that is not asked. WHERE DO YOU START. 1. Arrange for takeover on 1st July when Club Secretary records become your responsibility. 2. Consult with the new President regarding plans, projects, program and committees in order to prepare a Calendar of Events for the year. 3. Investigate the club s legal responsibilities Auditor Annual General Meeting Collections Act, GST and requirements of incorporation (Dept of Fair Trading Rules). 4. Maintain familiarity with the Club Rules and Policy Minutes as a ruling may be required at meetings. 5. Refer regularly to this manual, the Multiple District Administration manual, the International Association of Lions Clubs Constitution and By-Laws, the District 201Q4 Constitution and By-Laws and the International Club Secretaries Manual. 6. Open all mail immediately upon receipt and précis the contents. Discuss all but routine correspondence with the President and forward copies of letter to the appropriate Vice President or committee chairman as directed by the President. Ensure that mail addressed to Club Officers, care of the club, is delivered ASAP. 7. Submit reports containing such information as may be called for on forms provided by the District, the International Association or by Statutory Regulation. 8. Keep membership and attendance records up to date. 9. Ensure that the Monthly Membership and Monthly Activities Report are completed by the due date each month. Don t forget to print a copy of each to send to the Cabinet 15

16 Secretary and Zone Chairman by the due date. Always retain a copy of each for your club record. 10. Copy members regularly with full membership detail for correction and update (address, occupation, phone numbers, and ) and transfer any changes to WMMR. The Cabinet Secretary will request an updated list of club members at least once per year. 11. A completed Transfer Member Form (ME-20) on which such transfer is shown must generally accompany the WMMR to the Cabinet Secretary. 12. The Secretary is required to attend the District Governor s Zone Advisory Committee Meetings. 13. Always have the following at club meetings: the secretary record book, club bannerettes, guest speaker certificates/gift, temporary name badges, board and club minutes, Club Rules and By-Laws and Policy Minutes. 14. Apply for club awards as members qualify and arrange with the President for presentation. 15. Maintain a stock of Forms, Membership Kits (the rules have changed recently regarding these). Appreciation Certificates etc as available on order from the Lions Multiple District Office in Newcastle. 16. Complete and return all District and Multiple District Convention delegate and registration forms etc. by the due date even if a NIL report. Include on the District and Multiple District Remembrance Ceremony return forms the names of those members who have passed away since the l.ast return from was completed for that Convention. 17. Advise both Cabinet Secretary, AND District Almoner by phone or of deceased member (with a next of kin name and address) for a card to be sent. 18. Ensure that the PU-101 form (to be completed immediately after election of club officers) is forwarded to the Cabinet Secretary on time to ensure that your club s details are correctly recorded in the Multiple District and International Directories. SUMMARY. IF UNSURE OF A CORRECT PROCEDURE, ALWAYS BE PREPARED TO ASK. Send reports promptly and accurately. Keep personal and attendance records current and accurate. Issue special meeting notices that comply with the Constitution. Go to your Zone meetings adequately prepared. Always ask for help whenever you aren t sure. Make sure the Minutes, Correspondence and WMMR S are accurate. HAVE A REWARDING YEAR AS A SUPER SECRETARY. THE FOLLOWING INFORMATION WILL BE VERY USEFUL AS A MONTHLY CHECKLIST. IF POSSIBLE PHOTOCOPY THESE PAGES AND KEEP HANDY AS YOUR REMINDER. THINGS TO DO IN JUNE (as Secretary Designate). Meet with incoming President and Treasurer, with current Secretary, Treasurer and President to complete bank authorities. 16

17 With the assistance of your current Club Secretary, check LCI website to ensure all member details (addresses - postal and ) etc are all up to date. If they are not, refer to your Cabinet Secretary for help. Change the President s, Membership Chairman s, Treasurer s and your address to the club address. This is usually the club s Post Office Box. Ensure all is in hand for the annual audit. Check the Blue Card Register. Meet with Incoming President and Treasurer to establish operational procedures and practices. Prepare or update list of member s birthdays and anniversaries or other special occasions. REMEMBER TO CHECK THIS LIST BEFORE EACH MEETING NIGHT. REMEMBER, LIONS ARE ONE BIG FAMILY. WHAT TO DO IN JULY. (You are now Secretary). You will need to logon to MyLCI which will then give you access to the club website as long as you were registered as the club secretary on the PU101 entered online last March. Obtain P.O. Box keys. Review Policy Minutes. Check on number of New Member Kits and order if an induction is imminent. Can only order from Club Supplies as new members are being inducted. Adopt all Projects as Club Projects. Remind your members of the District Convention Dates. Ensure all District, MD and International accounts have been paid. With Treasurer, have the required club books ready for the Auditor. You will receive Office of Fair Trading Forms for lodgment after the Annual General Meeting. Assist President with setting up sub-committees. Newsworthy events and photos to District Bulletin Editor for the Lionhunter. WMMR S and Activities Report on or before 20 th WHAT TO DO IN AUGUST: First Zone Meeting this month, prepare a report with President. Is your Cake Chairman ready to go? Are your members receiving their Australian Lion Magazine? Check their addresses and notify Cabinet Secretary of any changes and include on next WMMR. Adopt Club Policy Minutes including adopting all your present projects. Check your New Member Kits. Your reported member numbers determine the number of delegates you have at Convention. Watch out for Notices of Motion for District Convention as they MUST be returned by a given date. WMMR S and Activities Report on or before 20 th. WHAT TO DO IN SEPTEMBER. Is your Youth of the Year Chairman ready to go? Christmas Cake Order Forms to hand - ensure payment to ensure maximum discount. 17

18 Is your club supporting a Lions Medical Research Personality Quest entrant? Registration for District Convention is required ASAP. Delegates and any member for the Remembrance Ceremony need to be registered now. Remember to arrange guest speakers and organize any Certificates of Appreciation or gifts as required. Invite a District Chairman to speak at your meeting to enlighten you on a Lions project. Try to set fun times at meetings. WMMR S and Activities Report on or before 20 th. WHAT TO DO IN OCTOBER. Have you conducted your AGM yet? You only have until December. Complete the Office of Fair Trading Forms once AGM completed. Plan a function for World Service Day. Have your members organized accommodation for District Convention this month? Has your club submitted newsworthy articles to our Lion Hunter Editor? Start planning your Club Christmas celebrations. WMMR S and Activities Report on or before 20 th. WHAT TO DO IN NOVEMBER. Second Zone Meeting this month to be attended by President, Secretary, Treasurer and Membership Chairman. Claims for travel to and from Convention for eligible members must be filed by the due date. Remember your LCI dues are based on numbers from this month s WMMR so if there are drops from your membership for any reason, enter them now. (Non attendance is not a legal reason) Check LCI website to ensure member s details are correct. How are you Christmas Cakes sales going? You might need to give them a push. Arrangements for Club Christmas Function should be finalized. WMMR S and Activities Report on or before 20 th. WHAT TO DO IN DECEMBER. Consult with Treasurer and send out membership Accounts this month, due for payment by 31 st. Have you received all your Christmas Cake money? Enjoy your Christmas function. WMMR S and Activities Report on or before 20 th. If you don t get this in on time, your Club Will be billed on the November numbers. 18 MERRY CHRISTMAS AND A HAPPY NEW YEAR TO ALL. WHAT TO DO IN JANUARY. Welcome back and all the best for the New Year. International and District Dues arrive this month. Its best to pay them immediately and ratify at the next Board meeting.

19 If your club is applying for a Christmas Cake Rebate, contact your District Cake Chairman for details on how to apply. Remember the rebate must be used for a Health or Sight Project and all accounts must be paid by 31 January for your Club to be eligible. Remind your President to form a Nomination Committee ready for next (Lions) year s Office Bearers. Organize final details for YOTY Club Judging. Forward an update of all your member s names and addresses to your Cabinet Secretary to update the District Database. WMMR S and Activities Report on or before 20 th. WHAT TO DO IN FEBRUARY. Advise members of the date, time place in writing 10 days before your Nomination meeting. This can be in the form of a Notice in you Club Bulletin. Ask for Multiple District Convention attendees. Remember to note the due dates for return of all forms Delegates, Alternates, Remembrance Service etc. Hold YOTY Club final by due date and send Overall Winner and Public Speaking Winner Forms to YOTY Chairman and Zone Final Host Chairman immediately. Make plans for installation of Officers function. Organize an installation officer as soon as possible to make this a special night. Third Zone Meeting this month. WMMR S and Activities Report on or before 20 th. HAPPY VALENTINE S DAY FOR FEBRUARY 14 TH. WHAT TO DO IN MARCH. Nomination meeting. If President, Secretary and Treasurer are clear, Form PU-101 can be completed and sent to Cabinet Secretary, This MUST arrive on or before 31 st March each year. Please check that you have the correct Form (year at top). Any outstanding dues at International Multiple or District need to be paid. Order/prepare Awards if being given out on Changeover night. Big month on YOTY Zone, Regional and District Finals as advised. Check with YOTY District Chairman, Zone Chairman or Host Lions/Lioness Club if unsure of details. This month s membership figures govern how many delegates your club may have at MD Convention. Election Meeting. Forms to be in Cabinet Secretary by 31 st March each year. WMMR S and Activities Report on or before 20 th WHAT TO DO IN APRIL. Delegates and all information to be sent to Cabinet Secretary for MD Convention by requested date. Incoming Officers Information Training is essential for your incoming President, Secretary, Treasurer and Membership Chairman but are also very interesting for all members. Make 19

20 sure you inform all members of date, venue and times. RSVP names of attendees to host club and Zone Chairman by the requested date. WMMR S and Activities Report on or before 20 th WHAT TO DO IN MAY. Semi-annual dues are calculated from this month s membership figures. Make sure they are correct. Remind your Incoming officers of the importance of attending the Incoming Officers Training. If any officer is unable to attend on the set date for your Zone, suggest he/she attends training in another Zone on a date to suit. Assess your kit of forms for the incoming Secretary. Order new forms from Newcastle if necessary. Attend Fourth Zone meeting. Check the information for your Annual Activity Report. It should just be a manner of tallying the data already entered monthly. Changeover preparations should be almost completed. WMMR S and Activities Report on or before 20 th. WHAT TO DO IN JUNE. Remind your Incoming officers of the importance of attending the Incoming Officers Training. If any officer is unable to attend on the set date for your Zone, suggest he/she attends training in another Zone on a date to suit. Liaise with Treasurer and remit notices of dues payable by 30 th June to all members. Arrange with Treasurer for books to be audited. Spend time with incoming Secretary to ensure a smooth changeover. WMMR S and Activities Report on or before 20 th. If you don t get this in on time, your Club Will be billed on the May numbers. I HOPE YOU ENJOY YOUR YEAR. 20

21 Log-on, Password and Registration for MyLCI 21 Frequently Asked Questions Q: How do I logon? A: Each new user must first register a user name and password to access either the Directory or MyLCI. From the LCI Logon Page click New User? Click here to register now. Once you have completed the registration process, you will be able to enter your user name and password on the Logon page to access both systems. Q: How do I get a password? A: Directory and MyLCI users create their own password. First time users will click New User? Click here to register now. on the LCI Logon Page. You will be prompted to provide your LCI member number and other information to help us authenticate who you are. You will also create a user name and password that are unique to you. And finally, you will provide security questions and answers that can be used if you forget your user name or password. Q: I forgot my password. Now what do I do? A: From the LCI Logon Page click the Forgot your User Name or Password? Click here. link. You will be prompted to answer one of the security questions you set up when you originally registered your password. If your answer is correct you will have the opportunity to reset your user name and password. Q: How do I register for a password? A: First time users of either the Directory or MyLCI, will click New User? Click here to register now. on the Logon Page. You will be prompted to provide your LCI member number and other information to help us authenticate who you are. You will also create a user name and password that are unique to you. And finally, you will provide security questions and answers that can be used if you forget your user name or password. Q: How do I change my password? A: Once you have registered a user name and password, you can change them. First, go to the Logon Page. Enter your user name and password, select the I want to change my password after logging on checkbox and then click Submit. On the next screen you can change your user name or password or both. Q: How do I change my address? A: Once you have registered a user name and password, you can change the e- mail address associated with your registration. First, go to the Logon Page.

22 Enter your user name and password, select the I want to change my password after logging on checkbox and then click Submit. On the next screen you can change your address as well as your user name, password or security questions and answers. Q: Is access to MyLCI or the Directory available to all Lions members? A: Access to MyLCI and the Directory is based on the member s LCI office or role (e.g. club secretary, cabinet secretary, council chairperson or Past International President). Q: Do I need to reply to the titled LCI CONFIRM PASSWORD PROFILE CHANGE? A: You will receive this whenever your user name, password or security questions were changed. The purpose of the is to protect your logon information from improper use. You only need to contact the Support Center if you DID NOT change your logon information. Q: Do I need to reply to the titled LCI - REGISTRATION COMPLETE? A: You will receive this whenever you complete the registration process. The purpose of the is to protect your logon information from improper use. You only need to contact the Support Center if you DID NOT register. Q: What format is required for passwords? A: The password must contain at least one letter (a-z or A-Z) and one digit (0-9). Passwords must be at least 6 characters. Passwords are case-sensitive. (E.g., these passwords are NOT equivalent LION123 and lion123.) Q: What happens if I forget my password AND I forget the answer to both of my security questions? A: If you forget your username, password and security answers, contact the Support Center by (mylci@lionsclubs.org) or by telephone ( ). Q: Will I get my password mailed to me like last year? A: No, we will no longer mail passwords to officers. You will need to register and create your own unique user name and password to access the MyLCI site, as an officer. Q: Will I need to re-register next year? A: No. Once you register a user name and password you will not need to change it from year to year. Q: Can I use a computer anywhere to access the Directory or MyLCI? A: Yes. Any computer with internet access can be used to access the Directory or 22