Phil Schrack, PCC 1
Dr. Tam s Bio Wing Kun Tam President (2011 2012) Wing Kun Tam, of Hong Kong Special Administrative i i Region (SAR), People s Republic of China, will be elected as President of The International Association of Lions Clubs at the association's 94th International Convention, held in Seattle, Washington, July4 July 8, 2011. 2
Dr. Tam s Theme I BELIEVE, challenges Lions in districts and clubs to demonstrate their belief by having the courage to make a commitment and take action. This action will make visible the power of belief in the Lions clubs network of service; making an impact worldwide today and for the future 3
Introduction Describe the Duties of the Secretary You will be exposed to Awards, Attendance, Dues, Forms, Membership categories, Minutes, Report Filing If you have questions please ask 4
Agenda Minutes Attendance Records Awards Types Reports (District, State & International) Membership Categories Membership Records 5
Overview Secretary s is the person having oversight of, or responsibility for the Correspondence, keeping records and filing reports Supplies Minutes Dues Awards Membership PU 101 Activity ty Report Attendance Other assigned Letters 6
Vocabulary Minutes: Board, Regular & Special Dues: Meal Cost, Club, State, International Attendance: Good Standing, Constitution Membership Categories: Reports: Membership, Service Activity, PU 101 Awards: 100% Attendance, Chevrons, Club Lions Pins Officers Membership Kits 7
Agenda Should include date, time location, pledge, prayer, song, old and new business (Committee Reports), program, birthdays, 50/50 winner, profit to the club, visitors, guests Information for the reports 8
Sample Agenda 6:30 pm July 4, 2011 Westminster at Lake Ridge Pledge: Lion Karl Redtree Song: Lion Mike Rose Visitors: Sam Smith, Lake Ridge, Guests: Prospective member Randy White, Committee Reports Old Business Bingo Report Golf Tournament New Business Work Day at the Northern Virginia Lions Youth Camp Program: Homeless people; Dr Sam Yoder Birthdays: Don Duck on July 10 50/50 winner: Mickey Mouse; profit to the club $17.00 9
Minutes Should include date, time location, pledge, prayer, song, old and new business (Committee Reports), program, birthdays, 50/50 winner, profit to the club, visitors, guests Secretary sign Information for the reports History of the club Records of awards 10
Sample Minutes ANYTOWN LIONS CLUB DINNER MEETING MINUTES July 15, 2010 7:00 PM President Jim Sunday called Meeting to order Song was lead by Mike Applebee Pledge ld of Allegiance to the Flag lead by Karl White Invocation was by Chaplain Bob Blue Attendees: List the names of Attendees President Jim welcomed all to the dinner meeting thanked everyone for attending and provided copies of the evening s agenda and 2010 2011 Committee Assignments for final review Dinner was served. President Jim asked kd Lions Mickey & Minnie i Mouse to give a brief if overview of their hi trip to Australia and the 93 rd International Convention in Sydney. Lion Jim stated that the committee White Cane will be addressed at the next board meeting and a decision will be made whether to continue this activity Lion Hope provided the draft of the clubs brochure requesting all members to review and contact her or President Jim with any suggestions. Hope requested more pictures for the brochure if available from the members. Lion Bob Blue gave a brief summary of the club s trip to Mouseville Lions center to process used eyeglasses. Lion Bob suggested that the club consider setting up a schedule to visit the center on a regular basis this will be discussed at the board meeting Lion Jim suggested that the club get involved with the stage production of Miracle Worker in some manner. Jim will pursue this and report at the next board meeting in August. President Jim suggested a date for the golf tournament to be April 29, 2011, Lion Kelly will check the school calendar s so the club doesn t have a conflict with school spring break. Easter is April 24 th and could impact the participation of some players. Lion Ed suggested that the club look at the types of games being played at bingo, Ed and members felt that the letter T took to long with ih the small number of attendees. Bingo committee to review the games being played and make a decision i IPP Peter was presented with a scrapbook from Lion Joe for his year as club president REMAINDER: Mouseville to support the Sight & Hearing Van on Saturday August 21st The meeting was adjourned at 8:25 PM 11
Membership Records Each Lion has their own record Name, address, sponsor, date joined, offices and committee assignments Perfect attendance Key awards Chevron 12
Sample Membership Record 13
Dues Club = Meal + Operating Costs State ($16.00/Year) Increased Failed & State Convention Billed based on October 31 membership Pay by December 31 International $19.50 semi annually (Present) $20.50 2012 (Proposed) $21.50 2013 (Proposed) Billed June and December Pay by July 31 & January 31 Family Member $9.75 (Present) Family Member ½ of Proposed Dues ($10.25 2012; $10.75 2013) Report delinquent Lions to Board of Directors 14
Attendance Record each members attendance Thirteen days before & after regular meeting date Make up meetings 6/8/2011 15
Membership Categories Active Charter Privileged Honor Member at Large Associate Affiliate Family Member 16
Membership Categories Show Club Standard Constitution & By Laws Pages 15 1717 & 29 31 17
Membership Reports Delegates State & International Convention Totals for the District, Multiple District & International Electronically Lions International on Line District Governor Vice District Governor Cabinet Secretary Region Chair Zone Chair President Secretary The above can be download from Lions International Website 18
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Reports (cont) Project & Activities (Panda) District 24 A is no longer required by the District Governor. Starting July 1, 2011 Panda report will be available to be filed by clubs who wish too. It will not be sent to the District 24 A Diatric Governor Will report all items on the International Activity Report 20
MD 24 Reports (State) S A hi State Achievement The requirements are on a form that will be given to you by either the DG, VDGs or Zone Chairs They are available at the District 24 A web site valions.org/admforms 21
International Reports M b hi Membership Monthly PU 101 Filing Dates April 30 Activity Report Monthly 22
Letters Correspondence from the club Thank you letter Contribution letter Acknowledgement 23
Awards/Recognition Perfect attendance Key Awards Chevrons Club Excellence (replaces Presidents) Secretary s Treasurers State Achievement 24
Awards/Recognition Outstanding Clubs Sight Hearing Mobile Screening Unit NVLYC Bland Visitation 25
Awards/Recognition Order from Catalog Local Suppliers February March 26
Summary Duties of secretary Reports District State International ti Show WMMR instructions Tell us what you think 27
Where to Get More Information District Officers International Lions International Web site State Convention Fall Conferences Winter Conferences From District GLT Chair PCC Phil Schrack 28
Questions? 29