Club Administration Manual Chapter 3 THE LIONS DISTRICT

Transcription

1 Club Administration Manual Chapter 3 THE LIONS DISTRICT CONTENTS Contents THE LIONS DISTRICT DISTRICT ORGANISATION TRANSITIONAL DISTRICT MULTIPLE DISTRICT ORGANISATION MULTIPLE DISTRICT DISTRICT GOVERNOR AND THE DISTRICT GOVERNOR TEAM DISTRICT CABINET DISTRICT CHAIRPERSONS DISTRICT CHAIRPERSONS DUTIES AND RESPONSIBILITIES DISTRICT CONSTITUTION DISTRICT CONVENTION CONVENTION DELEGATES DISTRICT MAGAZINE DISTRICT BOUNDARIES DISTRICT GOVERNORS COMMITTEE DISTRICT PROJECTS NON-LIONS ORGANISATIONS... 7 Revision Date 27 October 2014 Applies to All 1

2 3 THE LIONS DISTRICT The following chapter is a brief description of the structure and organisation of the Lions district under the requirements of the International Constitution. In practice there are many differences between various districts as to detailed organisation, and it is not within the scope of this manual to examine these differences in detail. For convenience in constitutional references, Lions International refers to Sub Districts, Transitional Districts, and Provisional Districts. For all other purposes of the Association, such districts are known simply as districts. The very best, and most up-to-date reference for District Administration is the District Resource Centre on the Lions International website. District members should regularly review the information that is included there DISTRICT ORGANISATION The International Association of Lions is organised into districts under the control of a who is elected by the representatives of the within that district at an annual district convention. Lions within a defined territory are divided into districts with a minimum of 35 chartered Lions in good standing, but must have a total membership of at least 1250 Lions in good standing before they can elect a. 3.2 TRANSITIONAL DISTRICT Should an established district fail to maintain the minimum number of and members specified, it is permitted two fiscal years to regain the qualifying numbers (see 3.1 above). Revision Date 27 October 2014 Applies to All 2

3 If the district fails to achieve the numbers, it automatically becomes a transitional district and loses the right to formally elect a until it again has those numbers. This rule may be relaxed where special circumstances exist, eg: geographic limitations. 3.3 MULTIPLE DISTRICT ORGANISATION A Multiple District is a defined territory comprised of two or more sub districts, with such districts having a community of interests. The s of such districts then form a Multiple District Council, set up under a Multiple District constitution, which coordinates and administers Lions affairs within the Multiple District. It is important to be aware that the Multiple District organisation cannot overrule the authority of a District Governor within his own district. The Multiple District organisation relies on the continuing cooperation of the Governors of the districts concerned, and exists to coordinate Lions policy and activities in the defined territory. 3.4 MULTIPLE DISTRICT 201 Multiple District 201 covers Australia, Papua New Guinea and Norfolk Island and comprises 19 Districts set up under the requirements of the International Constitution. Full details on the organisation of this Multiple District appear in Chapter 2 of this manual. 3.5 DISTRICT GOVERNOR AND THE DISTRICT GOVERNOR TEAM Each District is led by a and supported by the First and Second Vice s. The is elected at the District Convention. Lions International regularly reviews and amends the role requirements for these positions so the best source of current information about these roles is available from the District Resource Centre on the Lions International website. The current role description is here DISTRICT CABINET As required by the Lions International constitution, each must have a District consisting of the as Chairperson, the immediate past, the Vice District Governor, and the following appointed District officers: Secretary, Treasurer and Constitution and By-laws Chairperson. Note that these positions are sometimes combined. For some Districts, the titles of District Secretary and/or District Treasurer are in use Region Chairpersons (if appointed) Chairpersons Such other District Chairpersons as the may appoint The roles, responsibilities and requirements are defined in this document. EXAMPLE DISTRICT STRUCTURE INCLUDING REGIONS Revision Date 27 October 2014 Applies to All 3

4 First Vice District Governor Second Vice Treasurer Secretary Project Chairpersons (Multiple) Constitution and By-Laws Chairperson Region Region Region EXAMPLE DISTRICT STRUCTURE WITHOUT REGIONS Second Vice First Vice District Governor Treasurer Secretary Project Chairpersons (Multiple) Constitution and By-Laws Chairperson Chairperson 4 Chairperson 5 Chairperson 6 Chairperson 7 Chairperson 8 Chairperson DISTRICT CHAIRPERSONS In addition to appointing the cabinet officers listed above, the may appoint District Chairpersons to the District. Such Chairpersons normally have specific project responsibilities. Taking the role of a District Chairperson provides Lions with the opportunity to build skills within an area of interest, and learn about the operation of the District DISTRICT CHAIRPERSONS DUTIES AND RESPONSIBILITIES The duties of District portfolio. Such activities are typically Christmas Cakes, Lion Mints, Insurance, Youth of the Year Quest, etc. The District Chairperson acts as coordinator within the District between Club level activities and District, state or Multiple District levels. Revision Date 27 October 2014 Applies to All 4

5 District Chairpersons will correspond with your Club from time to time during their term of office and welcome the opportunity to address a meeting of your Club on their particular help you in any way, however, do give reasonable notice if you wish them to attend a meeting of your Club. 3.8 DISTRICT CONSTITUTION Each District has a District Constitution, generally based upon the pro-forma constitution issued by Multiple District 201 and published as an appendix to the Multiple District 201 Constitution. Whilst the District Constitution may not override the International Constitution in any way, it must also provide for the specific areas of state and territory legislation affecting registered charities, incorporation and similar matters. In view of this requirement, Districts now have a version of the Lions Club Standard Form Club constitution relevant to their state or territory. This legislation differs widely between states and territories in MD201. Each Club must have copies of the District Constitution, and be aware of the additional requirements of local legislation. Your Secretary will be able to assist you. District organisations are generally incorporated in accordance with the Associations Incorporation legislation for their states. 3.9 DISTRICT CONVENTION Each District in good standing must hold a district convention annually. The convention is the forum for the election of district officers and provides a forum for debate and decision on matters affecting the District. In addition, it serves as an Annual General Meeting required by Australian State Incorporation legislation. At the Convention, the, First Vice and Second Vice are elected and the choice of a Convention host Club and location for the District Convention to be held two years ahead is decided. The Convention discusses and decides action to be taken on matters pertaining to the district, which are consistent with the constitution and bylaws of the International Association of Lions. Such business takes the form of motions submitted by the District or within the district. Many Districts are associated with foundations and institutes set up to administer health and other projects; and it is normal for the District to elect their representatives on the boards of management for such bodies at the District convention. The District Convention also provides an opportunity for forums and training sessions, and importantly, social functions providing opportunities for fellowship between Lions CONVENTION DELEGATES Each Lions Club in good standing appoints delegates to represent them at each District Convention. Each Club is entitled to one delegate and one alternate delegate for each ten members in good standing, or major fraction thereof, who have been enrolled for at least one year and one day in the Club as shown by the records of the international office of the first day of the month last preceding the month during which the Convention is held. Major fraction means five or more members. Each Club is, in any event, entitled to at least one delegate and one alternate delegate. Revision Date 27 October 2014 Applies to All 5

6 A delegate or alternate delegate must be a member in good standing in the Club. There is no requirement that a delegate or alternate delegate must be a member for at least one year and one day. The time requirement relates only to calculation of the number of delegates to which each Club is entitled. The has voting rights in his district. In the majority of MD201 districts all past s also have separate voting rights at their district conventions. In each case, these votes are independent of the Club voting entitlement. Each Club should send its full quota of delegates to participate in the election of the, the choice for future convention host Club and any action taken on matters pertaining to Lionism in the district. District organisations require that the names of voting delegates appointed by the Club be nominated to the District/ Secretary by each Club Secretary. A District form often exists for this purpose and must be submitted according to the instructions provided by the Secretary DISTRICT MAGAZINE The District newsletter or magazine should keep and Lions members up to date on what is going on at District level and in in the District. It is generally a more cost effective method for the and Officers to convey their `message in an article in a magazine than by letters to. The format of District magazines varies widely, with newsletters or magazines being published monthly or bi-monthly DISTRICT BOUNDARIES District boundaries are as determined by resolution of the Multiple District 201 convention from time to time. Districts/ must not fundraise, conduct projects or in any way work outside of their boundaries without the approval of their own and the of the District in which it is proposed to work. The term fundraising includes the solicitation of funds by means of telemarketing DISTRICT GOVERNORS COMMITTEE This committee exists in some Districts, and generally consists of Past s or very senior Lions. It is appointed by the to investigate and advise him/her and the District on matters which are referred to the committee. These matters may be perhaps recommendations arising out of a s Advisory Committee meeting, overspending against budget on a particular account, or policy matters DISTRICT PROJECTS From time to time Districts decide to conduct a project; eg, a District essay competition, a special fundraiser for medical research, a camp for disadvantaged children etc. These projects require approval from District Convention, and generally involve the appointment of a District Chairperson. An alternative may be the designation of a particular Club to be responsible for such a project. Many Districts also operate foundations or institutes connected with medical research or similar matters. In many cases there is also International, Multiple District, or District constitutional requirements to be met. Revision Date 27 October 2014 Applies to All 6

7 Lions/ charged with managing district projects are generally required to report to each cabinet meeting on the state of the project NON-LIONS ORGANISATIONS From time to time Districts and receive mass circulated appeals from outside organisations for assistance in money or kind. It is a requirement that these organisations obtain the approval of the before approaching the district or Club. Before supporting external appeals for assistance from such organisations, should ensure that they have the approval of the. It should be remembered that such appeals often result in our organisation being used as de facto fund raisers for other organisations. Often, this means that organisation gets the public relations credit for work done by our. We must always remember that our organisation must retain a high profile to secure the support of the public in our work. We cannot afford to gift that profile to others by default. Revision Date 27 October 2014 Applies to All 7