Friendship & Service MAKING A DIFFERENCE - Through acts of ... · VP Arti Agarwal Nepal Riya Goenka Nepal VP Femke Hagen Netherlands P Marleen Kaarsemaker Netherlands VP Kirsten Lauvrak

Ladies’ Circle International

Friendship & Service

MAKING A DIFFERENCE - Through acts of kindness

President

Anne Ahlefelt – LC Finland

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Vice President

Kenza Sbihi – LC Morocco

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Immediate Past President

Gry Haugen – LC Denmark

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Treasurer

Prachi Agarwal – LC India

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Secretary

Sandra Murahwa – LC Zimbabwe

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Web lady

Criss Lengyel – LC Romania

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Councillors Meeting

Thursday 30st August 2018

Scandic Maritim hotel, Haugesund, Norway

AGENDA

1. Opening of the meeting

2. Lighting of the Candle of Friendship

3. Reading of Aims and Objectives of Ladies’ Circle International

4. Introduction of

• LCI Board

• Councillors of Full Member Countries

• National President/Chairlady of Associate Member Countries

• Past LCI Officers

• Guests

5. Apologies, Greetings and Obituaries

6. Announcement of the Minute Secretary

7. Confirmation and Adoption of the Councillors’ Meeting 2018 Agenda

8. Adoption of the Minutes of the Councillors’ Meeting 2017, held on 24th August 2017,

Sønderborg, Denmark

9. Matters arising thereof, if any

10. Final Financial Report of Sønderborg, LCI Conference 2017

11. Summary and matters arising if any, from the Full Year Report of Countries

12. ‘3 minute speech’

13. LCI 2017-2018 Activity Highlights Presentation

14. Extension

• Extension Report

15. Associate Member Country

• Cameroon

16. New Full Member Country

17. Financial Report

• LCI Treasurer’s Report 2017-2018

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President


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Vice President


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Treasurer


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Secretary


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Web lady


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18. Read through the Agenda of the LCI AGM 2018, discussion and explanation of standing

order, procedures, etc.

19. Proposals

• Rules and Guidelines submitted by Member Countries

• Rules and Guidelines submitted by LCI Board

• Voting for Guidelines

20. Presentation of Budget 2018-2019

21. Presentation of nominees of LCI Officers

• LCI Vice President 2018-2019

• LCI Secretary 2018-2019 / 2019-2020

22. LCI International Service Projects

• Report on ISP 2015 - 2017 Little Big Help

• Report on ISP 2017 - 2019 Happy Hearts

23. LCI Conferences

• Report on the LCI Conference 2019 - LC The Netherlands

• Report on the LCI Conference 2020 - LC Finland

• Application to host the LCI Conference 2021

24. Any other Business

• Tombola

25. Date and Place of the Councillors’ Meeting 2019

26. Closure of the Meeting







President


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Vice President


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Treasurer


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Secretary


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Web lady


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1. Opening of the meeting

The meeting was opened by President Anne at 9:00

President Anne welcomed everyone to the Councillors’ Meeting (hereafter CM) held at Scandic

Maritim Hotel in Haugesund, Norway. President Anne explained for the Councillors who attended

for the first time that this meeting is a rehearsal for our Annual General Meeting (hereafter AGM)

held tomorrow and we go through all the items that are on the Agenda. Today we discuss and ask

questions, so that everything can run smoothly in the AGM.

President Anne wished a fantastic and productive meeting with positive and constructive

discussions. She encouraged everyone to ask questions, whenever something comes to mind. We

are here as friends and we have a common goal – to share friendship with each other and to take

Ladies’ Circle further.

President Anne asked everybody to stay kind and positive and NOT to turn off their mobile phones.

Let them ring during the meetings so that we can collect 5€ for the International Service Project

(ISP) Happy Hearts. This kind request would also apply at the AGM and International Contact

Meeting (ICM).

Our Sergeant of Arms for the meeting was Minna Hämäläinen form LC Finland. It was explained that

those breaking rules or misbehaving would be ‘fined’ with a penalty to have a drink or pay €5 for the

ISP. President Anne explained that our schedule is very tight and asked to keep questions and

statements short. LCI Secretary Sandra would give a sign when the time is up. Those who wish to ask

a question or make a statement should clearly state their name and country before speaking.

2. Lighting of the Candle of Friendship

Lighting the candle is a symbol of our friendship locally, nationally and internationally to remind us

of our motto of Friendship and Service.

President Anne asked Marleen Kaarsemaker - van der Kuip, President of LC The Netherlands 2017-

18, to light the Candle of Friendship for friendship locally, nationally and internationally.

Everyone was asked to remain standing after the lighting of the candle whilst the aims and

objectives were read.

3. Reading of Aims and Objectives of Ladies’ Circle International

President Anne called upon Gaone Keitumetse, President of LC Botswana 2017-18, to read the Aims

and Objectives of Ladies Circle International.

Aims and Objectives:

● To promote international friendship, understanding and goodwill by encouraging members to

extend their knowledge of each other and other people.

● To promote, coordinate and develop the extension of Ladies’ Circle throughout the world.

● To be non-political and non-sectarian.

● To promote, coordinate and develop working relationship with Round Table international

wherever possible.

President Anne asked everyone to be seated.







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Vice President


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Treasurer


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Secretary


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Web lady


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4. Introductions

President Anne asked that everyone introduced themselves stating their name, position and

Country. As in all meetings, introductions form part of the formalities for all participants here today.

The introduction was made as follows:

● The LCI Board

● Councillors of Full Member Countries

● The National Presidents or Chairpersons of Associate Member Countries

● Past LCI Officers

● Observers & Guests

Please refer to the list below detailing the attendance register for all those at the meeting

LCI officers:

Position Name Country

LCI President Anne Ahlefelt LC Finland

LCI IPP Gry Haugen LC Denmark

LCI VICE PRESIDENT Kenza Sbihi LC Morocco

LCI SECRETARY Sandra Murahwe Chitewe LC Zimbabwe

LCI TREASURER Prachi Agarwal LC India

LCI WEBLADY Criss Lengyel LC Rumania

2017/2018 Councillors of Full Member Countries


VP Stephanie Schrempf Austria

P Manuela Aeppli Austria

VP Joyce Tahon Belgium

P Isabelle Lievens Belgium

P Gaone Keitumetse Botswana

VP Deborah Moses Botswana

NOT ATTENDING Burundi

NOT ATTENDING Cyprus

VP Louise Leonorah Coco Jendrysik Denmark

P Dorte Kjær Holdt Hansen Denmark







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Treasurer


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VP Airi Arrak Estonia

P Kadri Sooberg – Aetik Estonia

VP Mari Punnonen Finland

P Camilla Aaltonen Finland

P Emanuelle Lecuyer France

VP Joanne Hudson GB&I

P Ginette May GB&I

VP Anne Hagner Germany

P Sandra Eilers Germany

NOT ATTENDING Hong Kong

VP Eva Björg Skuladottir Iceland

P Salome Yr Runarsdóttir Iceland

VP Namratha Shenoy India

Sec Nindi Gupta India

VP Shabi Badani Keren Israel

P Rachel Sela Israel

P Daniela Bergantino Italy

Weblady Martina Santoro Italy

P Ilze Jurjane Latvia

VP Gintare Drunilieni Lithuania

P Sigita Baronaite Lithuania

VP 18-19 Cynthia Klein Luxembourg

P Charlotte Glod Luxembourg

P Imbolatiana Ranaivoson (Bishou) Madagascar

VP Boutaina Azmi Morocco

P Ikram Elboukhari Morocco

VP Arti Agarwal Nepal

Riya Goenka Nepal

VP Femke Hagen Netherlands

P Marleen Kaarsemaker Netherlands

VP Kirsten Lauvrak Norway

P Therese Hagland Norway

Representative Joana Basanu Romania

IPP Bronwenn Odendaal South Africa

P 18-19 Judy Theunissen South Africa

P Anna Andersson Sweden

P Helene Nybom Sweden







President


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Treasurer


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Secretary


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P Jenipher Chombela Mhlanga Zambia

P Pamela Boka Zimbabwe

2017/2018 National Presidents or Chairpersons of Associate Member Countries


NOT ATTENDING Kenya

P Maria Messina Malta

IPP Romina Lewis Malta

NOT ATTENDING Mauritius

NOT ATTENDING Portugal

NOT ATTENDING Singapore

NOT ATTENDING Slovenia

NOT ATTENDING Spain

NOT ATTENDING Sri Lanka

VP Anke Leopold Switzerland

NOT ATTENDING Tunisia

P Princess Jimenez USA

Past LCI Officers & Guests


LCI Past President 2015/16 Ruth Hungwe Botswana

LCI Past Treasurer 2015/17 Sirli Rooma Estonia

LCI Past Weblady 2015/17 Hildur Halldorsdottir Iceland

Guest/ Convener of AGM 2021 Najwa Bouzoubaa Morocco

Guest Pia Steffensen Denmark

Guest Bitten Boegh Winther Denmark

Guest Gardien Van Dyk The

Netherlands

Guest Angela Hook GB&I

TCI President 2018/19 Paula Farnfield GBI

Guest/ VP 2018/19 Teea Takala Finland

Guest/ VP 2018/19 Ann Charine Letnes Norway

Teller Livi Fagerli Norway

Teller Ingrid Haugen Norway

Guest/ VP 2018/19 Clotilde Wauthoz Belgium







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President Anne thanked all Past Officers who are always there for us. Thank you for your support,

friendship and assistance, and for everything you have done to make LCI what it is today.

President Anne welcomed everyone to the meeting.

Nominees for the LCI posts:

Nominees for the post of Vice President (in alphabetical order of country) we have:

● Alexandra Bennett, LC GB&I

● Hildur Halldorsdottir, LC Iceland

And nominee for the post of Secretary:

● Marieke van den Gent, LC the Netherlands

Our Conference Conveners:

● LCI Conference 2018, LC Norway Therese Steine Hagland

● LCI Conference 2019, LC the Netherlands Femke Van Raam

● LCI Conference 2020, LC Finland Heidi Kolila

ISP – Happy Hearts Home

● Melissa Thula Kadzirange

5. Apologies, greetings and obituaries

All apologies, greetings and obituaries received will be shown on the walls outside of the meeting

room at the AGM.

6. Announcement of minutes secretary and tellers

The Minutes Secretary was introduced as Sirli Rooma from LC Estonia.

The Tellers for the voting were announced as Ingrid Haugen from LC75 Ølen, Norway and Livi Berg

Fagerli from LC16 Voss, Norway.

The Scrutineer of the Councillors’ Meeting was introduced as Ruth Hungwe, Past LCI President.

7. Confirmation and adoption of the Councillors meeting 2018 agenda

The Agenda for the Councillors Meeting was circulated by Sandra Murahwa-Chitewe via email to all

the Councillors on July 10th 2018.

It was explained that only Full Member Countries can propose, second and vote during the

Councillors Meeting and at the AGM the following day. Voting would be done by show of hands at

the CM and at the AGM with the green, red and yellow voting slips.

To adopt the Agenda, a single majority was needed and confirmed that 26 of the 29 Full Member

countries are present. It is a total of 52 votes (2 times the number of full member countries present

as each country has 2 votes), meaning the single majority is 27 votes.







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(We were missing LC Zimbabwe at the beginning of the meeting (they joined the meeting later),

which means a total of 50 votes and the single majority is 26 votes).

President Anne asked if there were any amendments of the Agenda. There was none.

Voting took place for the adoption of the Agenda

Seconder: LC Estonia

Those in Favor: 50 votes

Those against: 0 votes

Abstentions 0 votes

The Councillors Meeting 2018 Agenda was adopted.

8. Adoption of the minutes of the Councillors Meeting 2017, held on 24th august 2017 in

Sønderborg, Denmark

The minutes of the Councillors Meeting 2017, held on 24th August 2017 in Sønderborg, Denmark,

were circulated earlier by Sandra by email to all the Councillors on the 10th July 2018.

Anne asked if there are any corrections or comments concerning these minutes.

LC Finland stated that the positions were marked wrong, correct is Minna Hämäläinen President

and Camilla Aaltonen as Vice President at the Councillors Meeting in Sønderborg.

There were no further corrections.

Voting took place for the adoption of the Minutes

Seconder: India

Those in favor: 50 votes


Abstentions: 0 votes

The Councillors Meeting 2017 Minutes were adopted.

President Anne Ahlefelt and Past President Gry Haugen signed the Minutes.

9. Matters arising from the 2017 CM minutes.

President Anne asked if there were any matters arising. There were none.

10. Final financial report of the LCI Conference 2017 in Sønderborg, Denmark.

President Anne invited Mette from LC Denmark to present the Final Finance Report of the LCI

Conference 2017 in Sønderborg, Denmark.







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Mette presented the financial report and also suggested that maybe it’s time to review the

planning and organizing method of the Conference. This is a long-term preparation and it’s difficult

to guess how many members are coming.

There were no further questions or comments and President Anne thanked the whole LCI 2017

Conference Team for a job well done.

11. Summary of the full year reports from the countries and matters arising thereof.

President Anne told that it was absolutely wonderful to read the Full Year Reports and that they

give a lot of insight into what LC really is all about in your countries. However, for some years now

we have gotten the feedback from you Councillors that the summary, that the LCI VP usually does,

takes too much time out of this meeting. Last year LC Germany even put up a proposal to remove

reports such as this from the Meeting. So, this has now been done and the summary of the

countries will not be presented at the meeting. It is however possible to read the 150-word reports

in the AGM booklet and VP Kenza also stressed out that it’s possible to read all the Full Year

Reports on the LCI webpage.

The LCI Board hoped that this was to everyone’s satisfaction and that this leaves more time for

important discussions.

There were no matters arising from this item.

12. Three minute speech

In many countries and also at the LCI Conference it is a tradition to have a ¨3 minutes speech¨ at

the meetings. The speech can be about anything that the speaker wants to share with the others,

there are no restrictions on the topic, only the time. But from my experience these three minutes

usually touches the audience in a very special way.

President Anne invited Kadri Sooberg-Aettik from LC Estonia to present her ¨3 minutes speech¨:

My fellow ladies,

My message today is about women leadership potential in our organization, but also more widely.

As a small country with less than 90 members it is often challenging for LC Estonia to fill national

board positions. And I have heard that it’s the case also in some other countries. But why, if we all

know that requirements to apply are not very high and more important are a passion for Circling

and willingness to learn and gain new experiences?

I have to admit that applying to LC Estonia president position was the biggest step I have ever taken

out of my comfort zone.







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I had many doubts, but the biggest ones were probably classical: Am I good enough for being

president? Can I do this when working fulltime, being wife, mother of 4 boys and a fifth on the

way? Honestly? It seemed absolutely crazy for me.

Why we often doubt in ourselves? Or is there something else that may hold us back?

No doubt that we carry our values “Friendship and Service” high up and reflect them in our words

and deeds, most of time. But let´s be honest. We all have the moments when we forget them. I

have! Sometimes we do and say things we don´t actually mean, and without thinking that it may

hurt someone, influence their motivation or self-confidence and hold them back for a long time. If

this happens, we don´t use a full potential that our members have to offer.

It is natural that the sky is not always cloudless. We are women and there almost 13 000 of us here,

each with a unique personality, emotions, strengths and weaknesses. But it is important that we all

are self-aware and also ready to step out if necessary to ensure that Friendship and Service can

always come first.

Or let´s think even more widely for a moment, to the very recent example in global leadership. If

the biggest democratic country, with best universities in the world, does not have better president

candidate than Donald Trump, then what message it gives about global leadership? I believe that

it´s a clear sign that leadership is under pressure at these days. Today the world expects women to

the leadership more than ever. Just think about the potential that we, as a women organization

have in that sense!

Finally, I would illustrate this with my motto “From Caring Comes Courage”. With all of my heart I

believe that by caring and rising each other we strengthen sisterhood and use full potential in our

organization, but also give the wings for those who dare to dream and fly even higher!

Here´s to strong women! May we know them! May we be them! May we raise them!

13. LCI 2017-2018 Activity highlights presentation

President Anne advised that all the individual reports of the LCI Board were printed and circulated

in the AGM booklet. The reports were not read out at the CM and the presentation of the LCI

Board’s Full Year Report would be shown in the AGM the following day.

At this point the Councillors were divided into their work groups for closure of the activities that

were done as a joint effort during the year.

The Councillors started working in the groups at the ICM in Sønderborg, where they were divided

into 5 different groups and every group had their own topics to discuss and work on. These topics

and groups reconvened at the MTM’s and some discussions were also done in between these

meetings. The groups did not quite come to work the way it was hoped for, but that’s okay. This

was a trial and we will learn from it.







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The work groups were given the task to:

● choose a target/task (what needs to be done/improved etc.)

● make a strategy (draw a map on how we get there/reach the goal)

● be very focused and find a solution

● present your solution to the floor

Group 1: Charity March / Number Club Exchange

Sandra Eilers, LC Germany: There can be a banner on FB for everyone to use during Charity March

and also fund raising could be done on FB. A web map would be a good idea to have on the

webpage, so that you can find Number Clubs in other countries.

Group 2: Side by side

Princess Jimenez, LC USA: focus on 5 clubs and that all clubs should work together, Change Aims

and Objects to all five countries as same, Board Meetings together, Document sharing locally on

internationally between 5 clubs. There should definitely be a logo for the 5 clubs.

Group 3: Regions / Extensions / Growth

Maria Messina, LC Malta: Focus on relationship between Godmother and godchild. Malta has very

good relationship with their godmother country. If new member club has no relationship with RTI

then it’s hard to follow our aims and objectives. Then godmother country should help and advise

them. It’s really needed that the godchild country will travel to godmother country’s national AGM.

Through travelling grows friendship and understanding.

President Anne underlined the importance of the Godmothers to take their role seriously and help

and support their godchildren. And not just in the beginning, but also continuously through the

years to come.

Group 4: Marketing and communications inside of LC

Isabelle Lievens, LC Belgium: We need more LCI logo on the goods to buy and there could also be a

LCI shop.. New LCI Countries should combine their logos with LCI logo and not have only national

logo. All countries should use more LCI logo on their products and do more branding of LCI.

Group 5: Marketing and communications outside of LC

Namrata Shenoy, LC India: More about branding LCI, come up with strategy, posting more info to

social media, put up more highlights to share, posting activities. Identity is important for

international branding. Every country should use more LCI Logo. Use email footer that also show

the LCI logo. Footer can be designed by LCI Board that we all can use the same. We should use

more social and digital media and proudly show everyone that we are part of something bigger -

the LCI.

President Anne thanked all Councillors for all the work they have done, and said it was a privilege to

work together with them. Together we can do more.

President Anne went on with thanking everyone that had welcomed her and the Board into their

countries and their homes.







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We have always been welcomed so open heartedly and you have gone to lengths to make our stays

the best ever.

Anne also thanked the LCI board members and acknowledged all their efforts and hard work.

President Anne asked if there was any comments or question for the LCI Board at this point.

Femke Van Raam, LC Netherland: We do not know exactly what the LCI Board needs. If we know

what you really need we can open up better and give more support.

Anne agreed that the Board should be more open about this and clearly communicate what they

wish and need help with.

(NB! LC Zimbabwe joined the meeting, which means that our voting matters requires total of 52

votes and the single majority is 27 votes).

14. Extension report

President Anne called upon IPP Gry to present the report on LCI Extensions.

IPP Gry shared that over the last 12 months, she has been responsible for Extensions and the Travel

fund.

Her duties involved dealing with countries wanting to join the LCI family. Received all applications

and approved all the two travel Funds. However, she is happy report that there are some

extensions.

Started with the Charters

a. New associated member countries

Last year in Sønderborg, we accepted two new countries into Associate Membership: LC Singapore

and LC Spain.

LC Singapore was chartered December 2017, Godmother country is LC The Netherland and LC Spain

charter was held beginning of April, Godmother Country is LC Finland

The endless support that you have showed with our new countries is amazing and we all know that

the two new countries greatly appreciate your help. At the same time she encourage to keep in

touch with the Goddaughters. For inspiration LC Malta invited LC Rumania to visit them for their

AGM and LC Denmark invited LC Lithuania – also The Nordic Countries (Denmark, Norway and

Sweden) also visit each other AGMs.

The role of godmothers

The last couple of years has shown, that some countries have been closed. This year we don’t close

any country. It has been experienced and learned that the Godmothers and the general contact

from the LCI Board is very important with new countries,

but also with countries with a decrease in numbers. It is important that the countries get to know

the expectations of LCI and also the economically duties of being a member of LCI.

If we adopt the proposal later on to have Area Chairs. Each country ¨new and old¨ will have a go to

lady, who will be there serve them and help initiate the contact between The Godmother and

Goddaughter countries. Last year our then IPP Ruth Hungwe said that it is a learning curve.







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This year LCI decided to add to the learning curve and bring a new system with Area Chairs to

improve this area and make LCI grow at a steady, solid and still dynamic approach.

New prospective countries

Every year we experience new countries contacting us. Some of the countries were mentioning last

year, also LCI have lost contact with – however they have several new and interesting contact with

some very ambitious ladies across the world.

New prospective countries:

• Canada

• Malawi

• Seychelles

• Australia

• Turkey

• China

• New Zealand

• Rwanda

• Nigeria

Those countries that do not have a Godmother yet, will get one in the International Contact

Meeting on Saturday.

LC Botswana announced that Dubai had been contacted and they started a chat group.

b. Extension fund and godmother/child

This year again we paid attention to guidelines for Godmothers and their Godchildren.

We received 13 applications for Extension Fund and approved all of them.

c. Other Funds

LCI Board received a large number of applications for the Travel Fund. 2017 AGM -LCI approved 155

application and received 101 Travel Reports. MTMs - were approved 35 applications received only

6 Travel Reports. OTHER EVENTS - these include Anniversaries, AGMs and other celebrations, we

approved 9 and we received 9 Reports on time.

LCI Board noticed that there is a trend that a many report was wrote as a group report. It was

strength out that all applicants must send their own reports, not the group reports. This way LCI

Board and other members will learn what the applicants have experienced.

LCI Board announced that this year almost all applications and reports were on time and the

deadlines were really well respected. Also, they apologized that the Board was not so much on time

for many different reasons.

15. New Associate membership applications

In June, the LCI Board received applications from LC Cameroon.

LCI Board received their application to join us before June 10th. All the boxes are ticked, and LCI

Board is confident to present them in AGM.







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Comment from floor:

Manuela Aeppli LC Austria: The application which was sent to LC Countries are missing signatures. It

would be nice to receive fully filled documents and to be convinced that all documents are filled

properly before 10th of June.

IPP Gry: The LCI Board now has all signed documents.

16. New full member country

This year we do not have any applications for Full Member Countries.

LC Tunisia chartered their 3rd circle and so did LC USA – maybe next year file up their applications to

become full members. Also, LC Switzerland is growing. It would be very exciting to see what the

year of LCI 2018/2019 brings.

At lunch time LCI Board introduced new sashes with 6 past LCI president’s pins.

17. FINANCIAL REPORT

President Anne invited the Treasurer Prachi to present the financial report. The Financial Report

has been sent by secretary Sandra on the 13th of August. The Report could also be found in the

AGM Booklet.

It was noted that the reports must be approved by 75% of the cast votes. In our case that means 39

votes. Voting takes place in the AGM following day.

Prachi started with the Profit and Loss Balance Sheet

PROFIT AND LOSS STATEMENT:

The income was based on capitation fees, affiliation and full membership fees, bank interests and

pin sales. LCI Budgeted the income 92.999€. the actual income was as follows:

Capitation Fees: The budget was based on 12.500 members and this would mean us an income of

84.375€. The reality was that there was 12.521 members and received Capitation fee total of

84.551€. this brought in 176€ more.

Affiliation Fees and Full Member Fees: There was 2 new Associate countries, LC Singapore and LC

Spain. LC Sri Lanka was chartered in July 2017 and their fee came during this financial year. LC Spain

transferred in the new circling year 2018. LC Burundi became full member country.

Sales: within the year were sold LCI Pins (not the Charity pins) for a sum of 1.525€. There are still

several pins at stock.

EXPENDITURES

LCI Officer expenses and travels: This year LCI challenged with changing the signatories in the

beginning with existing Belgian bank and few month later the bank changed from Record to ING.

The accounts were inaccessible for almost 3 months. President Anne attended to two charters in

Singapore and Spain. Together with VP Kenza she attended the Tangent AGM and some other

events in different countries. All board members attended to national AGMs.

MTM: this year there were 2 MTM’s: 3-4 of LCI Board members attended in each MTM in

Luxembourg and Botswana.







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Vice President


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Treasurer


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Secretary


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Web lady


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Treasurer Prachi thanked all MTM hostess countries to helping them as much as possible and home

hosting them to keep costs low.

OTHER EXPENSES

Directory: there was no printed directories thereby it was saved money.

LCI CONFERENCE

Councillors to AGM Sønderborg: The refund of the Councillors travels to the AGM in Sønderborg

turned out bit higher”. There was missing only 1 full member country and 2 associate member

countries in Sønderborg.

ADMINISTRATION

LCI Board meetings: LCI Board stayed within the budget, like every year there were unexpected

costs but thankfully in the world of friendship they had people to help to keep costs down.

Treasurer Prachi thanked specially LC Belgium president Isabelle and Circlers of the country for

completely hosting them and not taking a single penny.

Stationery, printings: They did not use stationary and printing money and did the printing from

home or work.

Closing Income statement

Treasurer Prachi gave short overview on the Profit and Loss Statement.

The total Income was around 94.000m this includes Membership fee, pin sales and bank interest.

Expenditure was around 80.000€, and therefore the costs were 14.000€ less than budgeted. To

cover budget deficit, it was agreed to transfer own capital of 7.000€. LCI finished the year with a big

profit approximately 7.000€, this is first time ever. Since it was budgeted own capital 7000 as

income we must show it in the statement as well. There is a profit this year 14.000€ which will be

returned to our capital account and recorded as surplus for the year.

BALANCE SHEET

The balance sheet shows that there LCI is in good financial position.

The assets stand at 194.000€, which is made up of our bank balance and LCI debtors. Just to clarify,

who the debtors are: It is those fabulous AGM committees, who we have lent out money to enable

them to get started preparing for our future AGMS’s. The total liabilities include the Travel the

Charity, the Associate and the Extension fund as we as the own capital.

Travel Fund: The travel fund fills up when circlers are travelling and attending AGM’s and

participating in the Tombola. LCI started the year with a balance of 14.000€. the fund is fed by AGM

Sønderborg surplus and Tombola. Previous year conference travel costs were 2.370m less than

budgeted. LCI Paid out 13.000€ to members so they could participate in various LCI events. The

fund is closed with balance 12000€.

Charity Fund: Rule 11-10 on Charity Fund Rules, points out that the ISP should be audited at the

end of the second year and the report should be brought up at the following LCI Conference, LCI

wish to implement this for the current and future ISP projects henceforth.

LCI sold 2.500 President Anne’s pins and had generous donations. At present they have collected

39.564€ for IPS. 21.000€ is transferred to ISP Happy Hearts. This year biggest charity Pin buyers are

LC Finland and LC Norway. LC Botswana and Zambia bought pins to all members.







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Associate Member fund: this LCI fund doing well and 11 countries rely on this fund to attend the

AGM. The fund started the year almost 26.000€ and have added 4.463€ according to the rules. LCI

paid out 6.500€ and closed this fund with a little over 24.000€. With this fund, LCI can support our

Associate members countries to travel to LCI Conferences for next 3-4 years or transfer it into the

extension fund as that’s on the verge of more expenditure in the near future.

Extension Fund: The extension fund was used by many countries. In total was granted 4.900€.

President Anne thanked Prachi and advised that the matter would be voted on at the AGM the

following day.

President Anne went on to ask if there were any questions for this topic.

Judy Theunissen LC South Africa: Why does Mariame (Treasurer 2013/15) still have access to LCI

Bank Accounts when she is not treasurer anymore? Why bank does not move with treasurer?

Mariame Hichaux LC Belgium: The LCI bank accounts are in Belgium bank. It is not possible to open

bank accounts just-like-that for non-registered associations. We have made a study from different

banks in different countries. All European banks open accounts only to people and companies

which are involved o the country where they stay. The LCI bank accounts were opened many years

ago in Belgium bank: Record bank as Mariame is the Belgium resident. Today bank rules are more

strict. Since 2018 Record bank merged with ING Bank and as Mariam lives in Belgium and she has

her own accounts also in ING Bank the LCI was able to get bank access back via Mariame. Now

Prachi has all access to bank accounts and she can work with it. Still there is support from Mariam

and Sirli.

Princess Jimenez LC USA: How much is the sash in NOK?

Prachi: Sashes costs 15 euros which is 150 NOK, and it’s was also possible to add it to country

Membership fee invoice.

18. Read through the Agenda of the LCI AGM 2018, discussion and explanation of standing

orders, procedures etc.

As the Agenda of the LCI AGM 2018 was circulated by 10th of July by Sandra and was to be found in

the AGM Booklet there was no need to read through it at the meeting.

There were no questions for this item.

President Anne moved on to the standing orders for the LCI AGM and called upon Scruitneer Ruth

Hungwe, to come and read out the standing orders. It was noted that these will not be read out

again at the AGM.

STANDING ORDERS

1. A record shall be kept of the attendance of the Officers and voting Councillors.

2. The quorum for any LCI AGM shall be a number equal to 2/3 of the Full Member Countries.

3. The Board shall appoint two (2) Tellers, who shall be responsible for reporting to the Chairman of

the meeting the result of all voting. Voting on all proposals shall be by a show of hands except when

a written ballot is specifically requested. In the case of Officers, Conference venue and charity







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Project the voting shall always be by secret ballot. The appointed Tellers will ensure that all ballot

papers, when used, remain confidential to the meeting at all times. If there are more than two

candidates or choices, the single transferable voting system shall be used.

4. ANY MEMBER ATTENDING THE AGM MAY SPEAK ON ANY RESOLUTION, but only the Councillors

may vote.

5. In the event of any equal division of votes, the President shall have a casting vote.

6. Procedure to be followed when dealing with resolutions:

a) Any resolution may be discussed by the Meeting before it is voted on.

b) At this stage, any voting Councilor, subject to the approval of the Chairman, may propose an

amendment.

c) If the voting is against the amendment, then it is lost, and the Chairman will then ask for any

other amendments. If there are no more amendments, the original proposal will then be

voted upon in accordance with LCI Rule 7-18.

d) If the voting is for the amendment, it is therefore carried and becomes the amended motion,

to which any further amendments can be proposed and dealt with as in (b) and (c) above. The

final amended motion then becomes the substantive motion (the new proposal) and as such

must be voted on in accordance with the LCI Rule 7-18.

f) If the voting is against the substantive motion, it means that the whole proposal is lost, and

on no account does the meeting return to the original proposal.

7. The Chairman’s ruling on any point of order shall be final.

8. These Standing Orders can only be suspended or altered by a 75% majority of the voting

Councillors present at the LCI AGM.

President Anne then explained the voting procedures, to ensure that everyone understood them.

a. The election for LCI Officers and Conferences will be done writing on a blank white note. In case

of a tie between nominees for LCI officers, Conferences or when specifically requested the Tellers

will use the secret ballot given to them by the LCI President.

Please remember: For hosting LCI conference 2021 you need to write the name of the country that

you are voting for on the white blank note.

b. The other option is voting by show of hands. This method of voting will be taken in these

situations:

• New Rules and Guidelines

• Amendments to existing Rules and Guidelines

• Recommendations

Abstentions do not count - they are neither a vote in favor nor against the motion. All the

calculations are made on the votes cast and not persons present.

75 % (¾) majority of the votes cast is needed – in this case 39 votes

- To accept a report

- To approve a recommendation







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- To pass a new rule or alteration to an existing one

- To pass a resolution regarding finance

- To accept an alteration to the Standing Orders of the LCI AGM

- To adopt the minutes of the previous AGM

A straight majority (½ plus one vote) is needed – in this case 27 votes

- To accept an amendment on a proposal

- To withdraw an item from the agenda

- To accept a Charity Project

- To elect an LCI officer

- To elect LCI Conference hosts

- To elect an AGM Chairman

VOTING

Tellers receive, from the President, casting votes in sealed envelopes for LCI Vice President, LCI

Secretary and LCI Conference 2021. These are only opened in the event of a tie. If these casting

votes are not needed they should be returned to the President at the end of the AGM.

All voting slips have to be destroyed after elections. (Will be done by the scrutineers, Gitte and

Ruth.)

There were no questions.

19. Rules and guidelines

The meeting proceeded to the proposals submitted by Member Countries.

President Anne reminded that all discussions/debates/ arguments happening are for the progress

of the Association and only in the spirit of friendship. More over when discussed any topic for a

good length of time and many views are heard, LCI Secretary will guide into the next topic by

ringing her bell.

LCI Guidelines will be voted during the Councillors meeting. Only proposals related to LCI Rules

need to be taken up at the AGM.

All proposals were read by proposing country representatives.

PROPOSAL FROM LC AUSTRIA AND LC BELGIUM

Ladies’ Circle Austria and Belgium propose the following change of Guideline

Explanation

Proposal from Ladies Circle Austria and Ladies Circle Belgium Ladies Circle Austria and Ladies Circle

Belgium is bringing forward this proposal, because we think that a sustainable growth within Ladies’

Circle International (LCI) is very important for our future. And therefore, we think it is necessary to

implement a minimum number of members when forming the first Ladies’ Circle in a new country.

Additionally, we think it is also important to have a certain number of members within the first

three Ladies’ Circle in a country at the moment they apply for Full Membership of LCI. We would

like to have the opportunity to firmly discuss the formation of a new country or the application for

a full membership of a country during the Councillors’ Meeting.







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Please note, that the applications forms should be changed so we get all the necessary information

out of it. Please note the following changes in green letters:

8.1.2 (actual) When there are at least 10 women interested a meeting should be held where a

resolution is taken that “a Ladies’ Circle should be formed, to be known as … “. A Chairman, Vice

Chairman, Secretary and Treasurer should be elected. Minutes of this so called Inaugural Meeting

should be kept and copies sent to the LCI President and the President of the Godmother Country (at

this stage ask the LCI Secretary to send “HOW TO FORM A LADIES’ CIRCLE” with Aims and

Objectives and Rules of a new Ladies’ Circle). Thereafter all the minutes should be sent to the LCI

Immediate Past President and to the President of the godmother country.

8.1.2 (proposal) When there are at least 10 women interested a meeting should be held where a

resolution is taken that “a Ladies’ Circle should be formed, to be known as …“. A Chairman, Vice

Chairman, Secretary and Treasurer should be elected. Minutes of this so called Inaugural Meeting

should be kept and copies sent to the LCI President and the President of the Godmother Country (at

this stage ask the LCI Secretary to send “HOW TO FORM A LADIES’ CIRCLE” with Aims and

Objectives and Rules of a new Ladies’ Circle). Thereafter all the minutes should be sent to the LCI

Immediate Past President and to the President of the godmother country. As this is the formation

of a new Ladies’ Circle Country, the first Ladies’ Circle in this country can be chartered when they

have at least 12 members. This minimum number of members is necessary for a sustainable

growth within Ladies’ Circle International.

Voting took place for the adoption of the Guideline 8.1.2.

Seconder: Germany




The proposal for guideline 8.1.2. is adopted.

8.1.4 (actual) Before this new Ladies’ Circle can be chartered their aims and objectives must be sent

to the LCI Secretary before June 10th prior to the LCI AGM, where they will be considered by the

AGM. It is recommended that a representative of this new Circle should be present at that

particular AGM. Once the AGM has approved their aims and objectives the Charter of this new

Circle can take place. The LCI President or another member of the LCI Board will charter the new

Circle which then will automatically become an Associate Member of LCI.

8.1.4 (proposal) Before this new Ladies’ Circle, with at least 12 members, can be chartered their

aims and objectives must be sent to the LCI Secretary before June 10th prior to the LCI AGM, where

they will be considered by the AGM. It is recommended that a representative of this new Circle

should be present at that particular AGM. Once the AGM has approved their aims and objectives

the Charter of this new Circle can take place, unless they have less than 12 members. In this case

the Charter has to be postponed. The LCI President or another member of the LCI Board will charter

the new Circle which then will automatically become an Associate Member of LCI.







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President Anne asked is there any comments or questions on the topic.

LC South-Africa Bronwenn Odendaal: How did you come up with the minimum of 12 members?

Belgium/ Austria: We noticed that there is no rule of membership. Spain had 6 members at charter

time and there were concerns that this is not running okay. After chartering country there should

be fully functioning club. Also 12 or more members gives more stability for the club.

Voting took place for the adoption of the Guideline 8.1.4

Seconder: Sweden




The proposal for the Guideline 8.1.4 is adopted.

8.1.6 (actual) The No. 1 Circle should then try to expand and establish new Circles in the country.

When there are two or three Circles in the Country, it is wise to form a National Association and

elect a National Board. Again, the National Board of the godmother country has a very important

role (Ask the LCI Secretary for “HOW TO FORM A NATIONAL ASSOCIATION AND NATIONAL BOARD”

package).

8.1.6 (proposal) The No. 1 Circle should then try to expand and establish new Circles in the country.

Now as Ladies’ Circle is growing in this new country each additional Ladies’ Circle should have at

least 10 members. When there are two or three Ladies’ Circles in the Country, with at least 10

members each, it is wise to form a National Association and elect a National Board. Again, the

National Board of the godmother country has a very important role (Ask the LCI Secretary for “HOW

TO FORM A NATIONAL ASSOCIATION AND NATIONAL BOARD” package).


Seconder: India





(NB! LC Latvia left the meeting room, which means that our voting matters requires total of 50

votes and the single majority is 26 votes).

8.1.7 (actual) The new Country can apply for Full Membership of LCI, when there are at least three

Circles and the National Board has been established for at least TWO consecutive years (see: HOW

TO APPLY FOR FULL MEMBERSHIP OF LCI). An Application form can be received from the LCI

Secretary and it must be submitted to her not later than December the 31st prior to the LCI AGM

where it is considered and voted on.







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An LCI Officer will where possible visit the Country and be present at the National AGM to clarify

the obligations and responsibilities of a LCI Full Member to all members. The report of the LCI

Officer should be distributed to all the Member Countries of LCI together with the application.

8.1.7 (proposal) The new Country can apply for Full Membership of LCI, when there are at least

three Circles, with at least 10 members each WITH AT LEAST 30 MEMBERS IN TOTAL, and the

National Board has been established for at least TWO consecutive years (see: HOW TO APPLY FOR

FULL MEMBERSHIP OF LCI). An Application form can be received from the LCI Secretary and it must

be submitted to her not later than December the 31st prior to the LCI AGM where it is considered

and voted on. An LCI Officer will where possible visit the Country and be present at the National

AGM to clarify the obligations and responsibilities of a LCI Full Member to all members. The report

of the LCI Officer should be distributed to all the Member Countries of LCI together with the

application.

President Anne asked is there any comments or questions on the topic.

Anke Leopold LC Switzerland: What advantage it gives 3 clubs with 10 members and then you

become full member?

There was open discussion about different effects when you will have 2 clubs with 10 or more and

one which would have less than 10 members. At the same time it’s a much stronger and active club.

It should not be a goal that every club should have only ten members and then you will open new

member club.

Judy Theunissen LC South-Africa: we prefer that there will be at least 30 strong members as a total

instead of the 3 times 10 members.

Ginette May LC GB&I: Do we have problem with opening countries and then closing quickly?

Ruth Hungwe LC Botswana: This problem is usually for Associated member countries. In Europe we

are strong in almost all countries, but the big market is in Africa right now. The main reason for

closing countries are financial problems and that we have not done proper due diligence for these

countries.

Alexandra Bennett GB&I: We are mixing right now chartering and becoming full member. Please

let’s keep these two separately.

After discussion it was agreed on a new wording. Change is marked with Capital Letters.


Seconder: France











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LADIES CIRCLE GB & I PROPOSED THE FOLLOWING CHANGE OF LCI RULE

Existing Rule:

Item 1

Original Constitution item:

1.9 The association is open to all women aged 18-45

Proposed Constitution item:

1.9 The association is open to all women aged 18-48

Explanation:

GB&I members debated a rule change proposal (to increase the upper age limit to 48) during our

February 2018 Council Meeting where members had various views with many being concerned

about the implications such a change could have on our LCI membership. After much discussion it

was decided to withdraw the original proposal and take the discussion to the LCI forum and as a

result the GB&I national team were asked to submit the proposal to the LCI AGM.

Item 2

Original Rule 4-2b:

4-2b It adopts a retirement rule requiring active members to retire not later than the age of 45.

Proposed Rule:

4-2b It adopts a retirement rule requiring active members to retire not later than the age of 48.

Explanation:

As with item 1 above.

Item 3

Original rule 5-19.1:

A holder of office on the LCI board, namely Vice President shall be no more than 42 years by the

30th June for the year her nomination is sent for Vice President, LCI.

Proposed rule 5-19.1:

A holder of office on the LCI board, namely Vice President shall be no more than 45 years by the

30th June for the year her nomination is sent for Vice President, LCI.

Explanation:

To bring in line with items 1 and 2 above.

Item 4

Original rule 5-19.2

A holder of office on the LCI board namely IPP, Secretary, Treasurer and Weblady shall be no more

than 44 years of age during the period she is an LCI Officer. If she is 45 years before the 30th June in

her last year in LCI office, she is allowed to continue on the LCI board until the following LCI AGM.

Proposed rule 5-19.2

A holder of office on the LCI board namely IPP, Secretary, Treasurer and Weblady shall be no more

than 47 years of age during the period she is an LCI Officer. If she is 48 years before the 30th June in

her last year in LCI office, she is allowed to continue on the LCI board until the following LCI AGM.

Explanation:

To bring in line with items 1, 2 and 3 above.







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President Anne asked if there were any comments on the topic.

Princess Jimenez LC USA: How does it affects Agora and Tangent?

Paula Farnfield Tangent Club International President: There was a problem that the age gap is very

big and people didn’t want to come in. The age to become member of Tangent and Agora is 43-44.

We expect you to join the club and don’t want the age gap to be bigger. It is a win-win situation for

both clubs if the age stays like it is.

Namratha Shenoy LC India: 40-45 is the right age for LC and the age gap in LC is already big. We

should get in more young people and not raise the age.

Gry Haugen LC Denmark: in Denmark they started club for younger girls with age rank of 18-25 and

later they will join to LC and have knowledge and understanding of the club.

Alexandra Bennett: I am commenting as an individual and that as president of Gb&I Ginette has

brought this as was the wish, voted for at the national AGM by gb&i members, I personally don't

agree with it but as a democracy it is important that all voices are heard. As an association it is my

belief to grow we need to work hard to attract younger members that will then be ready to move

on to Tangent having spent over 10 years in Ladies Circle and given it their all.

LADIES CIRCLE SWEDEN PROPOSED THE FOLLOWING CHANGE OF LCI RULE

Current wording of the rule:

3. Aims and objectives

A. To promote international friendship, understanding and goodwill by encouraging members to


B. To promote, coordinate and develop the extension of Ladies’ Circle throughout the world.

C. To be non-political and non-sectarian.

D. To promote, coordinate and develop working relationship with Round Table international

wherever possible.

Proposed rule 3D:

3. Aims and objectives

A. To promote international friendship, understanding and goodwill by encouraging members to


B. To promote, coordinate and develop the extension of Ladies’ Circle throughout the world.

C. To be non-political and non-sectarian.

D. To promote, coordinate and develop working relationships with Round Table International,

Tangent Club International, Agora Club International and Club 41 International wherever possible.

Argument:

As we are now working towards 5 clubs 1 vision, Ladies’ Circle Sweden proposes to add Tangent,

Agora and Club 41 in our aims and objectives so that all clubs in the Round Table family are

included.







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There were no comments for this topic.

PROPOSALS FROM LCI BOARD

Proposal 1 submitted by the LCI Board

Proposals from the LCI Board for Rule Changes.

Proposal for a new rule to Rule 8: Rules governing finance

8 – 14

At the International Contact Meeting all member countries shall submit to the LCI Treasurer a

statement of membership for the new year alongside with an audited report of previous year,

where the number of members who have paid the National Capitation Fee the previous year must

match the Capitation Fee that the country has paid towards the LCI the previous year. If the

members do not match, an update shall be made and the difference paid together with a penalty of

80 Euros by 31st of October.

If a country does not go through a professional audit, then they shall submit a report stating the

numbers and signed by The LC Country President and Treasurer.

Explanation:

For several years the LCI Board has seen a difference between the numbers that are stated in the

Country Year reports and the numbers that are reported to the LCI Treasurer. The numbers given to

the LCI Treasurer will be the numbers that are used for capitation fee.

This new rule will become 8.14 and then the existing rule 8-14 will be 8-15 and so on.

President Anne asked is there any comment for this subject.

There was long discussion of the membership numbers. Some countries do not understand which

number to send in and when to send it to the LCI Board. It was explained and clarified by previous

LCI Treasurers Sirli and Mariame that the membership number to give to the LCI Treasurer is the

number that the country will start their new LC season with. Countries have their national AGMs in

April and May, some of them have it already in April, so most of the time the number to give to LCI

is the same that country will make their financial budget and this number is sent to LCI by 10th of

June.

Proposal 2 submitted by the LCI Board

Proposal for change of Rule 10.4 Rules for LCI Travel Fund

Existing rule:

10.4 Choice of Candidates

The candidate must have been an active member for at least two years prior to the date of

application and must have at least one year left as an active member by the time the

journey is undertaken. She may be a member of a Full or Associate Member Country.

There will be no limitation to the number of the applications from different countries. All

applications are to be received prior to travel. Applications for MTM meetings are to be

received by the 31 October.







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Applications for LCI conference are to be received by 31 January. Applications for all other

events (NATIONAL AGMs, INTERNATIONAL CHARTERS, INTERNATIONAL ANNIVERSARIES

AND NUMBER CLUB EXCHANGE) are to be received one month prior to travel. It is not

forbidden for a husband/partner to accompany her on the tour. Present LCI Officers and LCI

Councillors (National President, VP and IPP or any other officially appointed Councillor) and

ELECTED nominees are not eligible for grants. The Committee will use their discretion on

selection.

Proposed change:

10.4 Choice of Candidates

The candidate must have been an active member for at least two years prior to the date of

application and must have at least one year left as an active member by the time the journey

is undertaken must SHOULD be an active Circler by the 30th of June following the year after

the LCI conference. She may be a member of a Full or Associate Member Country.

There will be no limitation to the number of the applications from different countries. All

applications are to be received prior to travel. Applications for MTM meetings are to be

received by 30th November. Applications for LCI conference are to be received by 10th

June. Applications for all other events (NATIONAL AGMs, INTERNATIONAL CHARTERS,

INTERNATIONAL ANNIVERSARIES AND NUMBER CLUB EXCHANGE) are to be received one

month prior to travel. It is not forbidden for a husband/partner to accompany her on the

tour. Present LCI Officers and LCI Councillors (National President, VP and IPP or any other

officially appointed Councillor) and ELECTED nominees are not eligible for grants. The

Committee will use their discretion on selection.

Explanation

To add clarity to the requirements

The LCI Board is looking to digitalize all application systems so that everything can be more

efficient and user friendly. Once everything is uploaded online the work of processing all

applications is much faster and the Board does not need so much time to work on it. This also gives

the Circlers more time to plan their travels.

President Anne asked if there are any comments or questions regarding this subject.

Discussion from the floor:

Judy Theunissen from LC South Africa said that they need the answer for the application at least a

month before the early bird price is closing.

Pamela Boka : proposed to keep the existing rule.

Alex Bennett from GB&I proposed to make amendments in wordings. It was agreed that there

would be a group who will make a suggestion for an amendment and bring it back to the

Councillors at the end of the meeting.

The group decided to keep it as it is and changes may be submitted next year to this rule.







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GUIDELINES Proposals – Submitted by the LCI Board

Existing Guideline

2.3. The Mid-Term Meetings are normally held in January / February. Most of the LCI

Countries belong to one of the Mid-Term Meeting groups, which are the Northern, the

Middle-European, the Southern and the African. These meetings are mainly forums for

discussion and of great value in the continued development of LCI. It has been agreed that

joint Mid-Term Meetings between two or three areas are arranged every two years.

Proposed change

2.3 The Mid-Term Meetings are normally held in January / February. The LCI Countries

belong to one of the five the Mid-Term Meeting groups Regions, which are the Northern,

the Middle-European, the Southern, the African and the APAC (2017). These meetings are

mainly forums for discussion and of great value in the continued development of LCI. It has

been agreed that joint Mid-Term Meetings between two or three areas are arranged every

two years. It has been agreed that joint Mid-Term Meetings between two or three areas

CAN BE arranged every two years.

Explanation

To get the definitions that are used into the Guideline and up to date with the 5 Regions

that LCI is now divided into.

President Anne asked if there were any questions on the topic.

Judy Theunissen South Africa: Why are we not making joint meetings?

LCI Board: As we have now five regions and members wanted to have more connection in their own

regions. And maybe in future the members comes up with new formats.

After open discussion Councillors agreed to change wording so that this can be an option. New

wording is with capital letters.

Voting took place for the adoption of the amended Guideline 2.3.

Seconder: Sweden




The proposal for guideline 2.3 was adopted.







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PROPOSAL 2 Guidelines – Submitted by the LCI Board

7.4.4 Charity March Trophy

A Charity March Trophy (introduced 2017 by the LCI Board) will be awarded and presented at the

LCI AGM to the country that has either collected the most money AND/OR spent the most time on

doing charity during the month of March AND/OR had a great idea on how to do charity in the

month of March.

The LCI Board will at Board Meeting 4 in June/July select 3-5 candidates based on the Member

Countries’ Full Year Reports. The winner amongst the 5 candidates shall then be chosen in

collaboration with the previous year’s Charity March Winner.

President Anne asked if there were any questions on the topic.

Helen Nybom LC Sweden: Why is the month of March so important?

IPP Gry Haugen explained again the idea of having one month when everyone can focus on the

charity aspect. And when everyone is focusing on something at the same time it usually has a

greater impact. But you can of course do charity whenever you like.

Jenipher Chomela Mhlanga LC Zambia: In the month of March it is hard to make activities, in many

countries.

Sandra Eilers LC Germany: Why not look at it over the year? Is it only contributions in March.

IPP Gry: It’s not only the money that counts, it can be any activities, example reading books or

running. It was just the month what was our focus. And March was selected because in the Year

Planner there is nothing under that month.

Voting took place for the adoption of the Guideline 7.4.4 Charity March Trophy

Seconder: Austria




The proposal for guideline 7.4.4 was adopted.

PROPOSAL 3 Guidelines – Submitted by the LCI Board

Proposal for change of Guideline numbers to match the index in the directory

The LCI Board asks the Council to allow the LCI Board to change the numbers in the index and the

numbers for the guidelines in the directory so that they match each other.

Argument

If you look at the Guidelines Index Numbers and the actual numbers for the Guidelines in the

Ladies’ Circle International Directory they do not match. This creates confusion when a member

would like to use the index to look up where to look for a guideline. We therefore ask the Council to

approve that we (The LCI Board) can change the numbers throughout the guidelines to match the

Index.







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President Anne asked if there were any questions on the topic. There were none.

Voting took place for the adoption of the proposal to change of Guideline numbers

Seconder: Finland




The proposal for change of guideline numbers was adopted.

PROPOSAL FROM THE LCI BOARD

The LCI Board has submitted two new proposals that are neither rule or guideline changes. They are

proposals that we see could further our association and help us take it to the next level.

These two proposals are actually related to the budget and prognosis. They serve as the

explanation to the part of the budget and prognosis that has to do with the projects and travelling.

NEW PROPOSAL – REGIONAL CHAIRPERSONS

We believe that if the LCI Regions have a Regional Chairperson the coordination within the region

will be much better. Extensions within the Regions will increase and struggling countries can get

more help when there is a Regional Chairperson that can focus on them. Also travelling amongst

members will be done more as the distances most likely will be shorter.

LCI has 5 regions:

● Nordic Region|NR| 9 countries- Denmark, Estonia, Finland, Iceland, Latvia, Lithuania,

Norway, Sweden,USA,

● Middle European Region |ME| 10 countries- Austria, Belgium, Germany, GB& I,

Luxembourg, The Netherlands, Malta, Romania, Slovenia, Switzerland

● Southern European Region| SE | 8 countries-Cyprus, France, Israel, Italy, Morocco, Portugal,

Tunisia, Spain.

● African Region | AR | 8 countries - Botswana, Burundi, Kenya, Madagascar, Mauritius, South

Africa, Zambia, Zimbabwe

● Asia Pacific Region | APAC | 5 countries - Hongkong, India, Nepal, Singapore, Sri Lanka

It is time that LCI empowers the Regions with an elected Regional Chairperson, who shall not only

chair the MTM but also act regionally and work on our aims and objectives of LCI. They would know

the pulse of their region better than the LCI board. The Regional Chairperson would have a

manageable amount of Member Countries in her Region and can then focus on them and help

them out if needed.







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She can also help new prospective countries to get formed and be an LCI spokesperson in her

region. So there are many advantages.

Who would be eligible to become Regional Chairperson

The LCI Board suggests that a nominee for Regional Chairperson should have a one year experience

on the National Board and attended at least 1 LCI Conference and 1 MTM prior to applying for the

position.

Role of Regional Chairperson

During the next year the LCI Board would work on molding the new role of the Regional

Chairperson.

Role of LCI IPP

With the new addition of 5 Regional Chairpersons, the role of LCI IPP will be practically non-

existent. She would have an important role as a mentor to the board and help the President when

needed, but she does not need to be physically there for all the Board Meetings or the MTM’s.

Currently the IPP is also the chairman of the Travel Fund, but with technology, the applications and

reports will be uploaded online and can easily be managed through there. The Treasurer and Vice

President can form a workgroup and take care of these.

Once the Regional Chairpersons have been elected and start their term (at the Conference in

Rotterdam 2019) the LCI IPP will no more be a full-time member of the LCI Board. The LCI Board

suggests that she would attend BM1 and BM5, but otherwise be in on the meetings when needed

through Skype for example. During the next year the LCI Board would work on moulding the new

role of the LCI IPP.

The LCI Board asks the Council’s permission to go ahead with the preparations to get this new

structure built up during the next year and 5 Regional Chairpersons elected at the 5 Regional

MTM’s in 2019.

President Anne asked if there were any question on the topic.

Sandra Eilers LC Germany: How long the Regional Chairperson stays in LCI Board?

President Anne: for 1 LCI year

Namratha Shenoy LC India: this is a good proposal. One leader can bring countries closer and work

together more efficiently. Also, they wanted to know does Chairperson attend the BMs?

President Anne: For now they would only attend the 1st and 5th BM which are held in conjunction

with the LCI Conferences.

Judy Theunissen LC South Africa: Who’s going to pay the chairpersons travel costs?

President Anne: In the beginning there will be limited travelling. During the upcoming year there

won’t be any expenses and during the following year 2019-2020 they will travel to their MTM and

the International Conference.







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This will be budgeted for that year. After that, in a few years’ time, we can again together decide if

there is more travelling needed.

Vice President Kenza explained that LCI Board are presenting the vision at the moment. If this goes

through then on Saturday at the ICM there will be more detailed discussions and working on this

topic.

Ruth Hungwe LC Botswana (Past LCI President 2015-16): I am surprised that Board find no value for

IPP. We as IPPs have been needed. I cannot imagen BMs without IPP. In RTI the problem is that

they do not have IPP’s and the Association runs without a long term memory.

President Anne: We are not saying that the IPP is not needed. They are definitely of great value and

are very much needed. Their role would now be more mentoring and guiding and they would not

physically attend all the BMs. They will attend BM 1 and 5 in person and the rest via Skype or in

some other manner.

Gry Haugen LC Denmark: I understand the point of Rue. Other hand this is also one way to allocate

the budget for Chairpersons.

NEW PROPOSALS FROM THE LCI BOARD 2018

Anne explained that the following also is a proposal by the LCI Board, but that the Board has had a

group of interested and engaged Circlers to help them with this. Anne asked Marieke Van Gent

from LC Netherland to come and present the new proposal.

Proposal by Ladies’ Circle International to create the digital platform Circler World. Digitalization

has become mainstream; On the one hand terms like the Internet of Things, Artificial Intelligence or

Blockchain are probably words that will be mainstream in 3 years. But LCI is still trying to connect

our Ladies around the world via a directory in .pdf on our website. As we are all modern and

woman of now, we need to make a giant leap forward in our connection and communication with

each other! This platform brings the answers to our needs:

1. We will get a way to connect with number clubs

2. We can share events and have an updated LC calendar

3. We can share and collect membership information much more efficiently

4. We can really network internationally on many levels

As RTI has done a big part of the job that needs to be done by creating the platform, we can join

with very low investments. We need an investment of approx. EU 2752, - (incl. 21% VAT) to set up

and configure the infrastructure and structure. After that the yearly costs for LCI will be EU 355, -

excl. VAT for hosting of the domain name and the SSL certificate.

All other costs will be covered by the license fee of EU 1, - per member per year (except the one-

time migration cost per country).

The great thing is that every country can decide themselves if they wish to join the platform, there

is no obligation! Each association has the choice whether to join or not to join the future of Circling

and get connected with Ladies around the world. Of course we would love to welcome every single

association on board quite soon, for the digital evolution in Circling







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President Anne asked if there were any question on the topic.

Random questions from floor:

If we have some ideas for this, do we send an email or how is the communication done?

Marieke: There will be a survey sent out to the Councillors and countries to fill in. They can then tell

what they want and need from a platform like this. The answers will then be analysed and help us

to get a working platform for everyone.

Is there email function? Yes.

Is it possible to change personal information? Yes, it is.

Is the information open to everyone or can I choose what kind of information I would like to show

public and what not? There are several levels with information and most of it can be chosen to have

public or not. Some levels are not closed for example if the information is needed by the national

boards.

Who makes the maintenance work? Maintenance would be made on national level.

Is it only for active members or for past members as well? There is a status. You can choose within

your own country how you would make the migration: with or without past members.

President Anne thanked circlers for the valuable inputs in all proposals related to our rules and

guidelines. And she thought that diligent decisions would be made at the AGM after these

productive discussions.

20. Presentation of Budget 2018– 2019

LCI Treasurer Prachi presented new budget for 2018-2019.

The new budget was made with confirmation of travel amounts from all boardies, considering all

the board meeting venues and other expenses.

This coming year like all years we do have a deficit budget, which means our expenses seem more

than the income and we are going to borrow a part of our capital once again, LCI is going to

borrowed much lesser than previous years and the LCI board thinks that there is no need to

increase the 0.25 Euros per member this year.

BUDGET EXPENDITURE

Every year we keep our budgets in check, this year too we succeeded despite so many obstacles

and following the practice, we the LCI board will be booking our tickets well in time to save money.

We are thankful to Morocco, Cyprus, Madagascar for hosting us for the upcoming board meetings!

Homestays are always beautiful and bring us closer to the circlers! You can always connect with

Kenza and look at having the LCI board stay with you!

The LCI board feels its high time we as LCI members get closely connected using technology! Many

countries have their country apps and know the advantages. We are proposing a platform namely

circler world which will fortify us as ONE. The app is already in place and is being used by RTI. We

are looking at spending 1Euro per member yearly to avail of the service if the full country goes for it

or if an individual circler opts to be in touch its 5 Euros!!







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IF approved it’ll be called CIRCLER WORLD.

As LCI has a healthy balance of over 150,000 Euros, we propose to use LCI money for the first 1-3

years as voted by the countries!! The same can be reviewed each year at the LCI AGM!

PROGNOSIS 2019-2020

Treasurer Prachi also introduced prognosis.

As said before LCI Board proposes to use LCI money for the first 1-3 years as voted by the

countries!! The same can be reviewed each year at the LCI AGM!

As you all know we are looking at introducing Regional Chairpersons who will be handling

extensions within their regions enabling more communication and faster travel connections. They

would be representing their regions at the LCI conference. The concept is in its infancy stage and

we wish to build it step by step. At the moment we are looking at them travelling once to the LCI

conference and attending their regional MTMs by chairing them. Just so that the budgets do not

blow out of proportion the travel allowance is estimated and added, being in line with the

expenditure, we the LCI board felt that the IPP could be with her board at the meetings physically

at the BM1 and BM5 held at the LCI conference venue. Apart from this she could be guiding her

boardies by being present with the help of skype! We feel 2 years as VP and P takes a toll on her

work and family and by giving her this leverage she’s so much more comfortable sharing her duties

from her workplace or home front as and when required. Her travel savings from the 3 board

meetings would go towards the travel of the Regional Chairpersons!!!

President Anne asked if there were any question on the topic. There was none.

21. Presentation of nominees for LCI Officers

President Anne invited the nominees for various posts to present themselves, after which, the floor

is given an opportunity to ask them questions. The questions that are asked the vice president

nominees need to be the same for both nominees. This year there were questions from Councillors

only at the CM and they would not be repeated at the AGM.

One of the nominees standing for the same positions will be escorted out of the room, while the

other is presenting herself and answering the questions.

The nominees were asked to present themselves in alphabetic order of their country.

● Nomination for Vice President

For the post of LCI Vice President we had 2 wonderful ladies standing.

● Alexandra Bennett, GB&I

● Hildur Halldórsdóttir, Iceland

First Alexandra presented herself then Hildur.

There were three questions to the candidates:

Anna Andersson, LC Sweden: What is your nr 1 goal and what is your strategy to reach it?

Zambia: How would you promote extension and best practices?

Gaone Keitumetse, LC Botswana: What is your key strength that you will bring forward?







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● Nomination for secretary

For the post of LCI Secretary President Anne introduced Marieke Van Gent from The Netherlands.

Marieke presented herself to the floor. There were no questions for the candidate.

President Anne thanked all the nominees for stepping forward and wanting to serve LCI. Win or

loose an election, in the eyes of LCI, you are all always a winner because you had the courage to

step forward and wanted to make a difference for LCI and the members.

22. LCI International Service Projects

First President Anne invited Dorte Kjaer Holdt-Hansen from LC Denmark to present final report

from ISP 2015-2017 Little Big Help.

The project was represented by LC Denmark club 54. They thanked all members for their help for

supporting this project. They organized events, money collections, sold bangles and pins. With all

this money they assure that every rupees will help create a new life for both the girls that live their

new life in Girls home, and mostly for the girls that in the upcoming year will have the possibility to

changes their life, away from the street, and the slum, away for violence and abuse, away from

hunger and illness – and into a life were they will learn cope with the traumas that they have

experienced , and feeling safe and loved and to once again trust in life and in them self, by getting

education and support – both by the LittleBigHelp team and the community.

President Anne asked if there were any comments or question on the topic.

Namrata Shenoy, LC India: We are disappointed that they never contacted us, the project was in

our country and we should know what happens in our country and how the project is. The country

where the ISP project is should make the due diligence as we know what is needed and what is not.

Next President Anne called upon Melissa Thula Kadzirange from Botswana to present ongoing ISP

2017-2019 Happy Hearts.

They have made lots of events and fundraising to support the project and sold pins. President Anne

visited the project during the MTM in Botswana. Now they are preparing the land. LC Botswana

have collected 38.500€ and LCI has contribute 34.000€. All the services provided by the technical

team are valued at about 16,000 Euro have all been donated. The planning involved finalizing the

drawings of the structures and also getting the building permit. they are almost done with the

process of getting the technical aspect of the building in order and we have been promised by the

technical team that we should have our building permit in about a months’ time.

President Anne thanked both countries for their presentations and for hosting these wonderful

projects. and thanked all the countries for their contributions, every single one has made a

difference and has been greatly appreciated.

23. LCI conferences

It was time to have a look at the future conference presentations

a. Report on the LCI Conference 2019 LC The Netherlands







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President Anne called upon Femke Van Raam, the conference convener from LC The Netherlands,

to give a short presentation and answer questions. The video will be shown the following day at the

AGM.

Femke also mentioned that they would like to write articles to the national magazines, so they

would like to get contacts from all the LC Countries.

President Anne asked if there were any comments or question on the topic. There were none.

b. Report on the LCI Conference 2020 LC Finland

For next President Anne called upon the convener Heidi Kolila from LC Finland who presented the

LCI conference 2020. The video presentation will be shown at the AGM the following day.

President Anne asked if there were any comments or question on the topic.

Alexandra Bennet LC GB&I: Do you have sponsorship from Salmiakki factory?

Heidi: Not at the moment but we are working on it 😊

c. Application to host the LCI Conference 2021

President Anne announced that there was only one application received before the deadline of the

10th June. The country is LC Morocco.

LC Morocco held its presentation. At the moment they don’t know exactly in which city the AGM

will be held. There are three options: Casablanca, Marrakesh and Rabat. At this point it was a 80%

certainty it would be Casablanca.

There were no further questions.

24. Any other Business

a. LCI Shop/Conference Convenor

LCI Board introduced new sashes which can be bought from LCI Shop and announced that the new

LCI President’s pin would be for sale after the AGM.

b. Tombola

Vice President announced that the Tombola Tickets would be sold by the LC Moroccan Ladies

starting tomorrow at the AGM and money from the Tombola would support the new ISP.

c. Conference convener update

Conference convener Therese Steine Hagland gave some practical information for the Welcome

and Opening Ceremony and tomorrows AGM and lunch.

25. Date & Place of the Councillors Meeting 2019

The next Councillors Meeting 2019 will be held on 30th August 2019 in Rotterdam, The

Netherlands.

26. Closure of the meeting

President Anne thanked everyone for their efficient and constructive participation.







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It was announced that the AGM will start at sharp 09.00 am and all Councillors must be there at the

latest 30 minutes before the meeting starts.

President Anne wished everyone a fantastic time catching up with friends and getting ready for the

Opening ceremony & Welcome party tonight.

Anne thanked the LCI board, the Conference Convener Therese and all the other ladies for all their

help and hard work.

All Councillors were asked to remain for the official photo.

The meeting was closed at 16:35.




Documents

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