The International Association of Lions Clubs Multiple District 105 British Isles Council of Governors Meeting October 2017

Transcription

1 Minutes of October Council meeting (Friday 27 th to Sunday 29 th October 2017) Present: DG 105A Lion Abnash Baines DG 105EA Lion Derek Prior DG 105BN Lion Roy Axten (Sunday) DG 105M Lion Chris Burrows DG105BS Lion Teresa Nickson DG 105NE Lion Malcolm Hogg DG 105C Lion Michael Boldero (Saturday PM DG 105SE Lion Jackie Robinson and Sunday) DG 105D Lion Peter Burnett DG 105SW Lion Ian Snell DG105E Lion Stephen Green (Saturday) DG 105W Lion Steve Petty Council Chairman (CC) IPDG Lion Balvinder Singh Sokhi Council Secretary (CS) PCC Lion Andy Pemberton Council Treasurer (CT) PCC Lion Philip Goodier Sergeant at Arms (SAA) PDG Lion David Seager (Saturday and Sunday) In attendance: PID Howard Lee, PID Phil Nathan PCC Geoff Leeder (ID Candidate) Lion Keith Messenger GMT (Friday afternoon) PDG Lion David Merchant - GLT (Friday afternoon) PDG Max Mongia - Sunday Morning Agenda item 1: Call to order (Friday): First session of the second Council meeting of the 2017/18 year, was called to order by the Chairman of Council at 3pm on Friday 27 th October Council received a presentation from Lions Keith Messenger and PDG Lion David Merchant (GMT and GLT) and there followed detailed discussions. The presentations to be circulated to Council after the meeting. Decisions from these two presentations are shown at item 9, reports section A. Agenda item 2: Welcome and Apologies (Saturday): Chairman of Council welcomed all to the meeting and offered a warm welcome to ID Elect PCC Geoff Leeder. Apologies for absence were received from DG 105BN for Friday and Saturday. DG 105C for Friday afternoon, Saturday morning, DG 105E Sunday. The papers for the meeting as circulated were explained by the Council secretary, introducing the reporting structures. Agenda Item 3: Notice of Any Other Business Council Secretary requested any other items of AOB as detailed at section 11 to these minutes. Agenda item 4: Minutes of the July 2017 Meeting The minutes of the July Council meeting were considered and proposed for adoption and approved unanimously. Decision

2 Agenda item 5: Matters Carried Forward from July 2017 Council Meeting The minutes were reviewed and the following matters arising noted: Agenda item 4 relating to 105A crime report. Still nothing received. DG 105A commented that she had been informed that the MD had received this. Council Treasurer clarified that nothing had been received. Council therefore gave 105A until January 2018 Council to submit the report, or else the matter would be closed with no further discussion. B3 Insurance Adviser report it was noted that despite the minutes of the July meeting clearly stating that the matter of in which accounts the self insurance fund is, should not be brought back before Council, a decision request had yet again been submitted to this October meeting. Council expressed their disappointment at this and reiterated that this item should not reappear at a Council meeting. See Appendix One for matters carried forward from July. Agenda item 6: Ratification of Decisions made since July 2017 Council Meeting Attached at Appendix Two are the decisions taken since the July Council meeting, which were ratified by Council. Decision & Agenda Item 7: Finance Review Reports B1. Council Treasurer Council Treasurer presented his report to Council, sharing the draft general fund accounts for 2016/17. PCC Philip spoke to these accounts and their followed discussion. In response to questions concerning the investment income generated, CT detailed the balance between generating income from members funds, to offset dues increases, and the need to maintain the safety of members funds. CT advised that, of the interest & investment income shown in the accounts, over 5,000 is derived from investments, the majority of which are paid net of tax. Not having those investments would necessitate an increase in dues payable of 50p. A valuation of the portfolio is requested quarterly and stock market trends are monitored regularly. CT confirmed, by reference to a letter from the Stockbrokers, that the investments are liquid, noting the paradox that to obtain the highest bank rates would necessitate long term deposits, making the funds illiquid. Council acknowledged and accepted the investment risk considering that, on balance, the present arrangements are in the best interest of members. CT further confirmed that it had always been his intention to recommend to Council that, when bank interest rates generated the same return as the yield on the investments, that the investments be realised and deposited with Banks. Following discussion DG 105D and DG 105 E proposed and seconded the accounts for approval in draft form, which was unanimously supported by the Governors present and will now be presented for independent examination. Decision

3 Council Treasurer Philip then presented the 2017/18 spend position, against budget and Council raised questions which the Treasurer answered in full. DG 105EA asked the treasurer for clarity on whether Council were covered by the Officers insurance policy, specifically in reference to possible penalties under GDPR. The Council Treasurer confirmed that they were. B2. Charities Treasurer Council Treasurer updated the Charity Treasurer s report and the following decision requests were received: Please could Council consider the implications raised in the Charity Commissions verbal statement, advise the officer and Guide District Officers in the policy it wishes to adopt. This decision was DEFERRED, with the Council Treasurer to talk with District Treasurers on the 4th November To reinstate the previous practise of District Treasurers examining club accounts annually DEFERRED with the Council Treasurer to talk with District Treasurers on the 4th November, reminding them of responsibilities under MD Resolutions passed at 1990 and 1997 Conventions. To approve the funding of mentors training from a combination of sources District and MD. APPROVED Decision Expected to cover 7 Districts, to be held at MDHQ. Districts pay travel cost; MD accommodation and subsistence allowance Council also noted that LCIF has five major donor areas for which it launches various appeals and that Clubs wanting to donate to LCIF, and not wishing to donate to any particular cause, should just state AOGN (Area of Greatest Need) B3. Insurance Adviser Council noted the officers report and accepted it having struck out the decision request, as they had previously requested that this item be not brought back to Council (minuted at item 5). Council agreed that the position of Insurance Adviser should be advertised, to include a requirement to organise a competitive tender process for the appointment of Broker with the tender process to include Sutton Winson, the MD Brokers prior to Decision B4. Tax Adviser No report Agenda item 8: Council Meeting Council agreed that January 2018 Council meeting would be a Saturday 9am start. Council agreed to hold video conference meetings on the 3 rd Sunday of November, December, February and March, commencing at 19:00 hours. Council agreed that the Chairman of Council is responsible for GMT, GLT, GST (once structure confirmed) and that the membership and Leadership role is redundant. They also confirmed that there is no requirement for an International Portfolio coordinator. 3

4 9: MDO Reports and Decisions requested A: Membership Portfolio A1: GLT Council confirmed the cancellation of the RLLI. Decision Council expressed their disappointment, but felt that perhaps too much was going on such as CIO and Symposium, although this was the agreed timing. A2: GMT The acting officer requested Council to request Lions Clubs International to amend the Grant Administrator from PDG Lion Ian Clare to Lion Keith Messenger. Decision Grant to be declined, letter to LCI explaining reasons A3: Lioness C: Council Chairman Portfolio C1: Council Chairman The Council Chairman s report was noted. C2: CNRO Council noted the officer s report and requested that any reference to Ireland be removed. Council also considered the decision request as follows: Council are requested to approve the circulation of the letter attached at Appendix I, by MDHQ, to Club Secretaries and others (as detailed in the Header), on MD headed notepaper in early November Approved C3: MD Strategic Development The Officer s report was noted under Any Other Business and there were no matters that Council wished to refer to the SDC at this time. The draft training programme for January was noted. C4: Patron Liaison Report was noted. C5: Convention Officer The officer s report was noted. The Council Treasurer noted that an additional 6,000 was required for MD Convention 2018 as the IT provision was more costly than projected in the budget. Council agreed to this commitment. Decision

5 Council agreed that the appointment of a Deputy MD Convention officer should be made, to focus on the 2019 to 2022 conventions. Approved advertisement of the position. Decision Council Treasurer drew to Council s attention the clause in the 2018 MD Convention contract that final numbers and payment to the hotel was required 28 days prior to convention: consequently, there would be no refunds on cancellations made after 5 th April The MD Officer requested Council, District Governors, Officers and DGEs to confirm their own bookings with the 2018 Convention Hotel. ll other rooms are reserved for other Lions but they must make their own bookings. PLEASE if you have not done so telephone the Hampshire Court hotel, C6: Centennial PID Phil Nathan spoke to his report under Any Other Business and provided an update on the Centennial targets. He also presented the Centennial Bell to Council, which was well received and reported that a formal invite would follow, in due course, to Council, when the bell would be hung and launched in the arboretum. PID Lion Phil reminded council that the Sounds of a Century was forthcoming in Leeds and asked Council to seriously consider attending and supporting this centennial event. D: Council Secretary Portfolio D1: Council Secretary Council considered the officers report and the decisions requested: Permission Circulate to Clubs Easyfundraising message through District Network Approved Permission to continue exploring with Aonix the possibilities of creating a Club in a Box - Approved D1a: MDHQ Council noted the officer s report and approved the replacement and upgrade of the IT hard and software in the Office. Decision D2: Special projects Council noted the officer s report and approved the decision request for special projects to be transferred to the GST Coordinator once appointed. Decision BVUK - Governors were requested to facilitate the use of all their District communication & PR facilities to highlight the need, as publicised in the latest edition of LION magazine, for the final 19k to be generated to close off the current MD Special Appeal for Blind Veterans of 100k for the Rehabilitation facilities to be used for their Life Skills for Independent Living project to Support Homeless Sight Impaired & Limbless Service Personnel. This is a Council Endorsed Appeal (2015) & a final push is required to meet our commitment to Blind Veterans UK. D3: Legal No report. 5

6 D4: Vulnerable persons The officer report and advice to Council was noted. D5: Data Protection The report was noted and the officer thanked for his comprehensive detail. Council noted the risks outlined in the report, to the organisation. Equally, Council noted the need to be compliant with the law, including the just giving pages. The decision request of Council to accept Example MD105 version of Standard Contract Clauses (Annex B) document 2, was DEFFERED, with Council requesting a more simplified message to clubs and a comparison undertaken with similar partner organisations. It was agreed that Council Secretary and PID Phil Nathan would make the approach to 5 partner orgnisations. D6: Health and Safety E: Health Portfolio The Coordinators report was noted. E1: Diabetes Council noted the officer s report and approved the appointment of Lion Pauline Fanti as Deputy. Decision E2: Lions MIAB E3: Medic Alert The report was noted and the request to Council to give approval for MedicAlert to appeal directly to clubs in respect of the Lions Early Start Programme to generate further funds to allow MedicAlert to add children on to the programme, was approved. Decision E4: Physical and Learning Disabilities The reports were noted. Council asked the Secretary to write to Lions Simon Smith and Margaret Riley, for their sterling work on behalf of the Multiple District at the recent SOGB Games in Sheffield. Council considered the decision request of the EFDS Officer: Council approved the English Federation of Disability Sport (EFDS) Appeal Letter being issued to Clubs in November E5: Sight 6

7 Council approved in principle the appointment of Stephen Gray as Deputy, but requested that the Council Secretary speak to the Health Coordinator in the first instance. Decision E6: LEHP E7: Speech and Hearing The detailed report was noted and Decision was approved by Council, to send out the Hearing Aid recycling letter, with revisions, again to all clubs. E8: Environment F: International F1: Europa Forum Congratulations were offered to PID Phil Nathan on his election as Archivist and Advisor. Two decision requests were considered by Council, although it was noted that the request to pay 20 cents per member contribution to reduce deficit of Sofia Forum 2016 has already been approved. Decision was approved to pay 20 cents per member contribution to reduce deficit of Macedonia Forum F2: Korle Bu F3: Gift for Living The report was noted under Any other Business, as the officer was away in Sarajevo on site visits at the time of the reports being requested. F4: International Convention Council Secretary report was noted and Council approved the authorisation to plan a British Isles Reception at New York New York, Las Vegas - format and timing as previous International Conventions. Decision F5: International relations Decision was approved by Council - That Council approve the circulation to all Clubs of the attached Appeal from WaterAid in respect of their upcoming Winter Appeal. F6: LCIF 7

8 The report was noted and DG 105D reported that his district had received an LCIF grant for its work with Gambia, being led by PDG Lion Mike Hendy. F7: Sewing Machine G: Communications Portfolio The Coordinators report was noted with the following decision considered: The MD forum needs one district governor or more to reply to posts and questions. Council approved this but asked that it be the Council Chairman nominated. G1: Information Technology The officer report was noted and the request to take out licence agreement with Go To Meeting Video Conference Software was DEFERRED until the issues of budget at District level are agreed at the end November on line meeting. DG s to discuss in districts. G2: Lion Magazine The officer s report and decision requests were considered: It will be necessary to appoint another member to serve on the management committee for APPROVED that this be advertised. 2018/2019 Decision required regarding the number of issues of the magazine and also the number of digital issues. Council Treasurer was asked to provide costed options to Council in advance of the next on-line conference meeting. Also a review of content likely to be mandatory if move to two editions in first half of Support the Magazine Committee decision to change presentation of obituary notices. Council did NOT approve this, instead requested that we return to an obituaries sections, but a maximum of 50 words per deceased lion. G3: Marketing and PR Report noted. H: Youth Portfolio The Coordinators report was noted Council REJECTED the request for the Deputy officer to be expensed to attend MD Convention in the MD Officers place. 8

9 83-17 Council agreed that Portfolio Co-ordinators be involved at an early stage in any proposed changes to PR materials relevant to their Officers roles. Council asked that Coordinators ask MD Officers to keep them involved and informed. In terms of the officer s comment about a Deputy Leo MD Officer, the DG from 105NE was asked to liaise with the Youth Coordinator and LEO MD Officer, who are both from District 105NE. H1: Leos Report was noted. The officer s request to gain access to LCI as Leo Coordinator was rejected, as Council saw no justification as no MD information is recorded on LCI. Decision H2: Life Skills Council Treasurer as a trustee of Life Skills presented Council with an update, reporting that there had been a successful event held where our Patron was present, that 7K had been received from the Stock Exchange Veteran s and that Lion Mandy Broadbent was liaising with Lions Quest. Council treasurer also reminded Council that there were funding bodies who would look upon Life Skills favourably, but to attract the funding we required quality applications. He referred to such an application where funding had been given and asked for Council s approval to send a copy of that application, as an example, to all clubs, to help them submitting funding bids. Approved by Council. H3: YLIS Report was noted. H4: Young Ambassador Report was noted. H5: Youth Exchange Council considered the decisions required as below: Directive or confirmation from the Council of Governors on the storage of the 2017 data held by MD105 Youth Exchange Program. APPROVED to be held on an encrypted memory stick in a safe at MDHQ. Period of storage to be determined, but minimum one year Youth Exchange Officer to attend European Training weekend 4-6th May REJECTED Appoint a deputy Youth Exchange Officer - REJECTED Council also, under Any Other Business considered the draft programme for the MD 105 Youth Camp 2018 in Chichester. Youth trust to look at the detail. H6: Peace Poster Report was noted. 9

10 Agenda item 10: Global Service Team Coordinator Constitutional Area 4D PDG Lion Max Mongia made a presentation to Council, which was discussed in depth. It was agreed that the roll out of GST was work in progress and that the detail needed to be built into the Vice Governors training programme in January Agenda item 11: Any Other Business 1. DG 105 C VERBAL DG 105C provided an update on the 105 C dispute filed against the 2016/17 Council Chairman and 2016/17 Council of Governors, under LCI Board Policy rules. In summary the DG 105C requested the Council Chairman to waive the timeline for submission of an appeal hearing. On LCI advice, the Chairman of Council refused this. As such DG 105C stated that his district withdrew their appeal and made a formal recommendation to Council that the vote at MD convention should not be allowed as it was unsafe. DG 105C circulated various s from lions supporting this statement. Note DG provided a copy of the complaint to Council, Council were not given a copy of the response to the complaint or the from LCI Legal Counsel offering a solution to the impasse. The issue raised was part of the complaint. As such and after much discussion, Council requested a report from the Constitutions committee, to consider by reference to Constitutions and Roberts Rules on Convention voting. Decision DG 105 D VERBAL Update/Issues arising from Weymouth Lions Club legal dispute, special reference to insurance cover There was a discussion about a recent issue and the following decisions were considered: Guide to expulsion of a member to be located, updated and reissued approved. Council, after considered discussion and on the recommendation of the Council Treasurer, declined a request from Weymouth Lions Club for the 1,500 excess paid under the PI policy to be funded by the Multiple District. Council, noted that, in his report on the request, the Council Treasurer referred to contradictory statements and a substantial timeline and determined, without precedent to make a contribution to Weymouth Lions Club if District 105D were prepared to match the sum concerned. 3. DG 105 NE VERBAL re the Development grant (LCI Membership Development grant for Scotland) This was covered in the GMT Coordinator report at report A2. 4. DG 105 SW VERBAL I would like to see all the mail from MD Officers come direct to DG s for sending out in their District Mail drop in time for the beginning of each month. Note there are 4 requests for Appeals letters to be approved in Council papers Request to circulate all appeals and circulars through District mailing channel, PR to be requested to circulate information bulletin end of 7 days before month end. Copy DG and District Secretary Approved. 10

11 5. MD Patron Liaison officer Governors to re empahise to all clubs and District Secretaries that no invitations to be sent direct to Royal Patron, they must go via the Patron Liasion Officer 6. New Member Kits The new Member packs were noted and commented upon. DG 105D confirmed that there should be no increased postage cost for members in MD Council Secretary Replacement A paper was considered by Council, presented by DG 105M The job description of Council Secretary was accepted, position to be advertised to Past District Governors respecting timetable in paper submitted to Council as per option one. 8. CS Portfolio Data Protection Officer As agreed in Convention resolution to Europa Forum expense of trip to Data protection Meetings would be financed by MD. Request for funding of meeting to held 24 th November in Weisbaden (MD111 Headquarters) requested, estimated at 450. Includes one overnight accommodation. Approved. Decision DG 105EA Permission to circulate Health questionnaire DG to decide if to circulate questionnaire in their own Districts - Agreed 10. IPDG 105 SE Council approved the sending of a message of Loyal greeting to HM Queen and Prince Philip on the occasion of their 70th wedding anniversary 11. MIAB Council agreed to the proposed make up and sale of MIAB pins, providing they are done at cost and no cost to the MD. 12. DG 105M Projects Review Council approved the report submitted by DG 105 M summarising decisions of Council, subject to Hearing Trust amendment. Council Secretary to inform Portfolio Coordinators. 13. LEO Funding DG 105BN commented that despite being raised at April s COG and again in July, nothing had yet been heard back from the Youth trust about the LEO event. Council Secretary to pursue. Agenda item 12: Closing Remarks 11

12 PID Howard and Phil thanked Council for their friendship over the weekend and offered their services to Council over the coming year. PID Howard reminded Council to let him have suggestions for International awards. Council Secretary shared the timetable for circulation of Council Meeting Decisions and Minutes. Council requested that ALL reports from MD Officers must be with the Council Secretary 14 days prior to each Council Meeting, or else they will only be considered under AOB if time allows over the weekend. Council Chairman expressed his thanks to Council for an interesting meeting and wished all a safe journey home. The decisions itemised in these minutes are in the range to 97-17, shown at Appendix Three. These being no further business the meeting concluded on Sunday 29 th October 2017 at 13.02pm, with a toast to Lions Clubs International. Lion Balvinder Singh Sokhi Lion Andy Pemberton Chairman of Council Council Secretary 26 th January th January