District 105DLions Information Day

12th April 2015

District Governor: Lion Mike Hendy

Agenda

• Introductions – GLT Lion Brigid• DGE Objectives & Vision – DGE Alan• Club Officers – DG Mike (in here)• District Officers – IPDG David (break out room)• Communications & Reporting – DS Godwin• Charitable Trust status changes – IPDG David• Lunch (around 12.45)• New GMT/GLT initiatives – GMT Pauline/GLT

Brigid• What do you want from your DG Team? – All• Summary and Close – DGE Alan (around 15.30)

DGE Objectives & Vision

2015/2016 International President Theme:

Therefore my theme:“Teamwork with friendship and fellowship”

Main focus – back to our beginnings and raison d’etre

• Re-vitalise community service activity by encouraging smaller clubs to work together on larger projects where practical/possible:

• Combining teams from different clubs• Combining Leadership abilities from different clubs• Celebrate successes with others thus ensuring friendship

and fellowship among clubs• Maybe Zone/Region community service projects

• Work together with other organisations to promote community service – they are not competitors, they are also service organisations

• Higher visibility in the community should lead to the opportunity to grow club memberships

Club Officers

DG Lion Mike Hendy

Club Officers

Who are the principal club officers?•President•Secretary•Treasurer•Membership Chairman•Tail Twister

What do you think their role is?

President

Chief responsibilities:1.Chair all club meetings and BoDs2.Oversees elections of Officers3.Oversees regular functioning of committees4.Acts as member of DG Advisory Committee (via Zone meetings)5.Has no absolute power in club – that comes from BoD recommendations and club acceptance

Secretary

Chief Responsibilities:1.Liaison officer between club and District/LCI by timely submission of reports2.Member of DG Advisory committee via Zone meetings3.Maintains all records of club and board meetings4.Issues to successor all records at end of tenure of office

Treasurer

Chief Responsibilities:1.Receive all monies due from club members2.Pay to District, MD, LCI and any other creditors sums as they become due3.Maintain all club financial reports4.According to local custom, arrange for accounts to be scrutinised by independent person and report such arrangement and result to BoD5.Hand over all records to successor

Membership Chairperson

Chief Responsibilities:1.Development of a membership growth and retention programme2.Encourage other members to recruit new members3.Preparing and implementing timely orientation for all new members

Tailtwister

Chief Responsibilities:1.Promote harmony among club members by judicious imposition of fines or penalties2.Nobody can appeal against the Tailtwister decision3.Tailtwister can only be fined by unanimous vote of all members present4.DO NOT UNDERESTIMATE THE IMPORTANCE OF HAVING THE RIGHT PERSON IN THIS ROLE

THESE PEOPLE ARE THE MAJOR ELEMENTS OF THE

CLUB TEAM

Discuss

• What issues could arise among the Club Team and its relationship within the club?

• How would you overcome these issues?

Zone and Region Chairsfor 2015/16

IPDG David Merchant

Role of Zone Chair 1

•Communicator:

Ears and Eyes of DG

Clubs/Individual Lions and Cabinet

Cabinet and Clubs/Individual Lions

Role of Zone Chair 2

• Motivator:

Be Positive and Transparent

• Counsellor:

Be ready to support and advise

Meetings

• Club Visits

• Zone Meetings

• Cabinet Meetings

• District Convention

Reports

• Club Visits: to DG

• Monthly: to Region Chair and cc GMT • both positives and negatives

• Cabinet: to Region Chair

• Convention: to Region Chair

• Communication

• Communication

• Communication

Working with Others

• Clubs

• Region Chair

• GMT/GLT

• DGT

Deadlines

• Check MyLCI

• Dates in District Diary

• Please adhere to all deadlines

• Sets a good example

• Helps everyone

Responding

• Reply to emails etc in a timely fashion

• Encourage Clubs to do likewise

• Nil returns always required

• Helps everyone

Succession Planning

• Meet with Predecessor

• Receive Relevant Information

• Seek advice

• Make sure it happens

• Communication

• Communication

• Communication

Additional Notes 1

• Look for Likely Successors

• Look for Prospective Leaders

• Stand when addressing Clubs, Zones or Cabinet

• Remember Alexander Graham Bell

Additional Notes 2

• Be available to advise Clubs or Lions

• If unable to answer a question – say so

• Then seek the answer and pass it on

• If you need help – ASK someone

Region Chair 1

• Member of GMT/GLT

• Advise and SupportZone ChairsGMT/GLTDGT

2 Way Process

Region Chair 2

• Meetings GMT/GLT Cabinet District Convention

• Reports GMT/GLT Cabinet District Convention

Region Chair 3

• Communicate Regularly with Zone Chairs

• Concerns? Tell someone

• Check receipt of monthly notes

Enjoy Your Year

Communications and Reporting

DS PDG Godwin Micallef

Charity Commission Accounts

IPDG David Merchant(working with DT Lion Linda)

General Notes 1

• Collection of Dues• Deadlines• Prepare a budget• Prepare end of Year Accounts• Accounts subjected to Independent

Examination

General Notes 2

• Require minimum of 2 Accounts ie Fundraising and Admin

• Cannot transfer from Fundraising to Admin

• Insurance – may take contribution from Fundraising

• Possible need for additional Insurance for large events eg Firework Displays

General Notes 3

• Electronic Banking• 2nd person to authorise• Quicker• Can be used to pay dues• International dues to be paid directly to

District Treasurer

• All cheques must be made payable to LCI District 105D and endorsed according to need

Charity Commission Accounts

• Submit Accounts and Report to Charity Commission annually

• Copy District Treasurer• Make available to Club members• Make regular reports to Club• Hold regular Trustee Meetings

• NB Accounts can be requested at any time – by Commission and/or members of the public

Role of Trustees 1

• Charity is running well• Is doing what it was set up to do• Spends money wisely• On activities money was raised for• Prepare reports and accounts for Charity

Commission• Does not breach its own rules of

governance• Review governance regularly

Role of Trustees 2

• Changes from 1st July 2015

• Require written Policies

• Conflict of Interest• Risk Management• Vulnerable Beneficaries

SORPs

• Statement of Recommended Practice

• Enables Charities to meet its legal requirements for accounts

• Provides a true and fair view• Provides consistency in sector’s

interpretation of accounting standards• Requires figures for income and

expenditure to be gross

Which Sorp?

• FRSEE

• Financial Reporting Standard for Smaller Entities

• Information on Charity Commission website

• This could all change in 2016

• Any changes should make life easier!

• Charity Incorporated Organisation (CIO) status is being sought

• A possible replacement to current Charitable Trust status

Warning!

If you need any help or advice please consult the District Treasurer

Good Luck

Any Questions?

Lunch 12.45 to 13.30

New GMT/GLT Initiatives

GMT Lion PaulineGLT Lion Brigid

New GMT/GLT Initiatives.

• The Big 4 – Just Ask,

• Blueprint for a Stronger Club.

• New Club Development Programme.

• Join Together.

• Lions Mentoring Programme.

Lions Mentoring Programme.

Why ?

Lions Mentoring Programme.

50% 0f New Members drop out within the first 3 years. Why?

•Lengthy boring meetings.

•Club Cliques and politics.

•Lack of meaningful involvement.

Lions Mentoring ProgrammeObjective.

Is to help every member achieve the goal of better service to

his/her community.

Mentoring Programme..

Mentoring Programme is divided into two parts - Basic and Advanced

Basic is divided into two levelsLevel One The Responsibility of Being a Lion.Level Two. Relationships.

Basic Mentoring Programme.

Level One: Responsibility of Being a Lion.

•Develop an understanding of who Lions are

•Our Vision of Humanitarian service,

•Organisational structure,

•Responsibility of being a Lion club member,

Basic Mentoring Programme

Level Two: Relationships.

•Developing relationships within the club.

•Preparation for leadership at club level.

Level Two should ideally be completed before the first anniversary of becoming a Lion.

Advanced Mentoring Programme.

Goal of the Advanced Programme involves the Mentee serving in Lions

Leadership roles at the District Level or above..

Advanced Mentoring Programme.

Level One: Results.•Helps the Lion to further develop leadership and managerial skills.

•Have an excellent understanding of What? How? Why? in order to successfully conduct a service activity.

Advanced Mentoring Programme.

Level Two: Replication.

•Developing others for leadership role within the club.

•Serves as a basis for leadership roles within the district structure.

Lions Mentoring Programme.

As Lions it is well known that ‘We Serve’, BUTit is not always remembered that we can service our community by

HELPING OUR FELLOW LIONS

What do YOU want from your DG Team/District Cabinet?

DG Lion Mike

Summary of Day – final questions

DGE Lion AlanGLT Lion Brigid

Safe Journey