POLICY MANUAL For Seymour Lions Club District 26-M6 of Missouri Adopted June 4, 2013 Purpose: This manual, and any amendments thereto, shall govern specific areas of operations of the Seymour Lions Club of District 26-M6. It shall be maintained by the club secretary and available to provide information to the club. It should be considered a written record of the policies as adopted by the current membership and should provide continuity in the administration and operation of the club. Article I: Adoption The club shall adopt the Policy Manual within the first 30-days of each Lionistic year, which is July 1 through June 30, and it shall guide the operations of the club. The club board of directors with the input from any Past District Governors within the club, shall screen the language to assure compliance with the District, Multiple District, and International constitutions. Article II: Club Meetings Section 1. Regular club meetings will be held on the first, third, and fifth Tuesdays of each month beginning at 6:00 p.m. Section 2. Suggested Agenda This agenda is not meant to be all-inclusive and is subject to change by the presiding officer. It is meant to be an example to ensure that all items of business are addressed at all meetings. Call to Order Pledge of Allegiance to Flag Invocation Introduction of Guest(s) Roll Call Illness Report Minutes of Previous Meeting(s) Correspondence Treasurer's Report Program Committee Reports Old Business New Business Presentations Unfinished/Wrap Up Drawings (If Any) Adjourn 1
Section 3. Meals (A) The cost of meals at club meetings or special events shall be the responsibility of the member. (B) The club will cover the cost of the meal for a District Officer or Zone Chairperson making their official visit of the club, and the program presenter. The cost of the meal will be paid from the club s administrative account. (C) The club will cover the cost of the meal for the first club visit of a prospective member. The cost of the meal will be paid from the club s administrative account. (D) Visitors and/or member s guests shall be responsible for the cost of their meals. Section 4. Regular and/or Board of Directors meetings will be cancelled for bad weather if Seymour Schools have been dismissed early or cancelled for the day due to weather related conditions. Article III: Retention and Destruction of Club Files/Records The current club secretary shall be the custodian of the Archives of the club and shall transfer these Archives to each succeeding club secretary. Section 1. Minutes of Club Meetings A final copy of the approved minutes of each Club Meeting shall be retained and transferred to each succeeding club secretary or designated location. These minutes shall include any Board of Directors, special or called meetings for any purpose. After a period of five (5) years, the records from the oldest year may be destroyed. Section 2. Financial Records A copy of the Club Financial Records (including budget planning, all requests for payment, and monthly, quarterly, and end-of-year account balances shall be retained and transferred to each succeeding club treasurer. After a period of five (5) years, the records from the oldest year may be destroyed. Section 3. Monthly Membership Report (MMR) and Club Activity Reports A copy of the membership and activities reports shall be retained by the club secretary for use during the current year. These files may be destroyed at the conclusion of the fifth Lion's year after which it was reported. Article IV: Approved Club Projects and Programs The projects and programs listed here shall be considered as officially endorsed by the Seymour Lions Club. Lions Concessions CBCO Bloodmobile Turkey Shoot Share Your Christmas American Flag Service Adopt-A-Highway White Cane Day Mint Sales Pancake & Sausage Feed Peace Poster Contest Adopt A Resident at Glenwood Healthcare High School Senior Scholarship 2
Section 1. Other fundraising an/or community service projects may be held as the opportunity and/or need may be presented. Article V: Budgets Section 1. The budget committee shall be made up of the club s treasurer as chairperson, immediate past club treasurer, president, 1 st vice president, and 2 nd vice president. Section 2. The committee shall meet and prepare a budget for the club s administrative and activities accounts within 90 days of each Lionistic year. Section 3. The committee will present the proposed budget to the club Board of Directors. The Board of Directors will present their recommendations and make an approval of the budgets, subject to club membership adoption. Section 4: Following Board of Directors approval the committee will present the budget to the membership for final approval. Section 5. The budget may be amended with Board of Directors and membership approval. Article V: Disbursement/Receipt of Club Funds Section 1. The club secretary shall prepare member dues statement two times per year for January 1 and July 1. The secretary shall receive the payment of dues for the members, make proper recording of payment, then turn payments over to the treasurer for proper deposit in club approved banks. Section 2. The Club Treasurer is responsible for receipt and disbursement of club funds. Section 3. The treasurer shall make disbursements for budget approved donations at the appropriate time without a vote of the club. All other disbursements must have approval of the Board of Directors and/or club membership unless authorized by Club Bylaws or Policy Manual. Section 4. All checks issued and savings accounts including passbook or certificate of deposits require two authorized signatures. One signature preferably shall be the treasurer plus one of the following officers: president, 1 st vice president, or 2nd vice president. Article VI: Share Your Christmas Fund The Share Your Christmas Fund shall be a separate checking, savings, and/or Certificate of Deposit account maintained by the Club Treasurer to deposit donations made to the Fund. Disbursements are made by the Treasurer through these special checking accounts with the same required signatures as stated in Article V; section 4 and as directed by the Board of Directors. 3
Article VII: Procedures for Sponsoring a New Member Any person of legal majority and good moral character and good reputation in his/her community, may be granted membership in this Lions club. Membership in this Lions club shall be acquired by invitation only. Section 1. Before inviting a prospective new member to a club meeting that person s name and information should be given to a member of the Club s Membership Committee by a member in good standing who shall act as sponsor. Section 2. After investigation by the Membership Committee, the Chairperson shall submit their findings and recommendation to the Club s Board of Directors. The sponsoring Lion is to be notified by the membership committee of the Board of Director s decision. If the candidate has been approved and placed on the club s perspective membership list that person may be invited to attend a regular club meeting. Section 3. After the prospective new member has attended two meetings an application for membership application shall be given the prospect by the sponsoring Lion. Section 4. Following the return of the completed application for membership, payment in full of the entrance fee and prorated dues the board of directors will vote on the final acceptance for membership. The member is then reported to LCI and officially recognized by the association as a Lion member. Section 5. The new member will be required to purchase their choice of a club vest or club shirt at their expense within 90 days of installation. Section 6. All current members shall be provided a copy of the approved policies and a copy shall be provided to all new members at induction. Article VIII: Death of a Club Member or Immediate Family Member Section 1. The club president should be immediately notified of the death of any club member or the Lions immediate family member (parent-spouse-child). If the deceased is a member of the District 26-M6 Cabinet then the current district governor shall be notified. Section 2. In lieu place of flowers in the case of the death of a Lion a $25.00 memorial donation will be made to the Missouri Lions Eye Research Foundation in that member s name. Section 3. A rose ceremony may be provided by the club for the deceased Lion if the family requests the service. Cost of the flowers to come form the Activities Account. Article X: Election of Officers Section 1. The Club President will appointment a nominating committee made up of no less than three past club presidents in the month of February. Section 2. The nominating committee will meet and compile a slate of members recommended for club officers for the upcoming Lions year. No candidate shall have 4
any delinquent dues and/or fees. The committee should contact each candidate to make sure they are willing to serve and to review the duties of that office. Section 3. The committee will present their recommendations at the first regular club meeting in March. The club will vote at that meeting to accept the report only. Section 4. At the second regular club meeting in March the club secretary will read the nominating report and announce that at the next regular club meeting the election of officers for the following Lions Year will be held. At this meeting nominations may be made from the floor. Section 5. If there are two or more nominees running for the same office a secret ballot will be used with the candidate receiving a majority of the vote be declared winner. Section 6. All elected officers, chairperson of the membership committee, and all Past District Governors shall be considered voting members of the Board of Directors. Article XI: Forfeiture of Membership Section 1. Any member may be expelled from the club for cause by a two-thirds vote of the entire board of directors. Upon removal from this club, any and all right to use the name LIONS, the emblem and other insignia of this club and this Association shall be forfeited. This club shall remove members whose conduct has been deemed a violation of the International Constitution and By-Laws and Board Policy and unbecoming a Lion by the International Office or otherwise face Charter cancellation. Section 2. Any member may be expelled from the club for non-payment of dues and/or other fees that are due to the club by a two-thirds vote of those present with a quorum of the board of directors. When any fees are outstanding for more than six months the member is to be given a second notice for payment. After eight months the member will be given a third notice with an explanation that if no contact is made with the secretary for payment or some type of payment arrangement the member s failure to act will be taken to the board of directors for possible forfeiture of membership. Article XIII: Amendments This Policy Manual may be amended by a majority vote of the Club Membership. Any club member in good standing may purpose an amendment to this policy manual that is not in conflict with Lions International, Multiple District, and the District Constitution and Bylaws. The proposed amendment shall be voted on at the next regular club meeting. Such approved amendment(s) shall take effect at the close of the meeting in which the vote was taken. 5