District 105D Lions Information Day

1. District 105DLions Information Day 12th April 2015 District Governor: Lion Mike Hendy

2. 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)

3. DGE Objectives & Vision 2015/2016 International President Theme: Therefore my theme: “Teamwork with friendship and fellowship”

4. 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

5. Club Officers DG Lion Mike Hendy

6. Club Officers Who are the principal club officers? • President • Secretary • Treasurer • Membership Chairman • Tail Twister What do you think their role is?

7. President Chief responsibilities: • Chair all club meetings and BoDs • Oversees elections of Officers • Oversees regular functioning of committees • Acts as member of DG Advisory Committee (via Zone meetings) • Has no absolute power in club – that comes from BoD recommendations and club acceptance

8. Secretary Chief Responsibilities: • Liaison officer between club and District/LCI by timely submission of reports • Member of DG Advisory committee via Zone meetings • Maintains all records of club and board meetings • Issues to successor all records at end of tenure of office

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

10. Membership Chairperson Chief Responsibilities: • Development of a membership growth and retention programme • Encourage other members to recruit new members • Preparing and implementing timely orientation for all new members

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

12. These people are the major elements of the club team

13. Discuss • What issues could arise among the Club Team and its relationship within the club? • How would you overcome these issues?

14. Zone and Region Chairsfor 2015/16 IPDG David Merchant

15. Communicator: Ears and Eyes of DG Clubs/Individual Lions and Cabinet Cabinet and Clubs/Individual Lions Role of Zone Chair 1

16. Role of Zone Chair 2 • Motivator: Be Positive and Transparent • Counsellor: Be ready to support and advise

17. Meetings • Club Visits • Zone Meetings • Cabinet Meetings • District Convention

18. Reports • Club Visits: to DG • Monthly: to Region Chair and cc GMT • both positives and negatives • Cabinet: to Region Chair • Convention: to Region Chair

19. Communication • Communication • Communication

20. Working with Others • Clubs • Region Chair • GMT/GLT • DGT

21. Deadlines • Check MyLCI • Dates in District Diary • Please adhere to all deadlines • Sets a good example • Helps everyone

22. Responding • Reply to emails etc in a timely fashion • Encourage Clubs to do likewise • Nil returns always required • Helps everyone

23. Succession Planning • Meet with Predecessor • Receive Relevant Information • Seek advice • Make sure it happens

24. Communication • Communication • Communication

25. Additional Notes 1 • Look for Likely Successors • Look for Prospective Leaders • Stand when addressing Clubs, Zones or Cabinet • Remember Alexander Graham Bell

26. 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

27. Region Chair 1 • Member of GMT/GLT • Advise and Support Zone Chairs GMT/GLT DGT 2 Way Process

28. Region Chair 2 • Meetings GMT/GLT Cabinet District Convention • Reports GMT/GLT Cabinet District Convention

29. Region Chair 3 • Communicate Regularly with Zone Chairs • Concerns? Tell someone • Check receipt of monthly notes

30. Enjoy Your Year

31. Communications and Reporting DS PDG Godwin Micallef

32. Charity Commission Accounts IPDG David Merchant (working with DT Lion Linda)

33. General Notes 1 • Collection of Dues • Deadlines • Prepare a budget • Prepare end of Year Accounts • Accounts subjected to Independent Examination

34. 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

35. 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

36. 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

37. 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

38. Role of Trustees 2 • Changes from 1st July 2015 • Require written Policies • Conflict of Interest • Risk Management • Vulnerable Beneficaries

39. 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

40. Which Sorp? • FRSEE • Financial Reporting Standard for Smaller Entities • Information on Charity Commission website

41. Warning! • 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

42. If you need any help or advice please consult the District Treasurer Good Luck

43. Any Questions?

44. Lunch 12.45 to 13.30

45. New GMT/GLT Initiatives GMT Lion Pauline GLT Lion Brigid

46. New GMT/GLT Initiatives. • The Big 4 – Just Ask, • Blueprint for a Stronger Club. • New Club Development Programme. • Join Together. • Lions Mentoring Programme.

47. Lions Mentoring Programme. Why ?

48. 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.

49. Lions Mentoring ProgrammeObjective. Is to help every member achieve the goal of better service to his/her community.

50. Mentoring Programme.. Mentoring Programme is divided into two parts - Basic and Advanced Basic is divided into two levels Level One The Responsibility of Being a Lion. Level Two. Relationships.