Officer Training Information

Links to Information Below:

Using MyLCI to Manage Your ClubWebinar Recording | Presentation

Watch a virtual tour of MyLCI where you will learn how to manage your club using MyLCI, maintain/update officer and member information, pull rosters, review statements, and much more!

Club Officer Training and Resources: Webinar Recording | Presentation

Learn for the first time or return to brush up on knowing the key skills, attitudes and actions excellent leaders.

GUIDING PRINCIPLES

  • Lions Clubs International Vision Statement:  TO BE the global leader in community and humanitarian service.
  • Lions Clubs International Mission Statement:  TO EMPOWER volunteers to serve their communities, meet humanitarian needs, encourage peace and promote international understanding through Lions clubs.
  • Lions Motto: We Serve!
  • Catchphrases: Where There’s a Need, There’s a Lion, Kindness Matters

BOARD OF DIRECTORS

Composition

  • Club Officers: President, Immediate Past President, Vice-President(s), Secretary, Treasurer, Service Chair, Marketing Communications Chair, and Membership Chair
  • Board Members: Club Officers, Club LCIF Coordinator, Program Coordinator, Branch President (if a Club Branch exists), and Elected and/or Appointed Board Members and/or Chairs
  • Optional Board Members: Lion Tamer, Tail-Twister, Safety Officer (See your Club’s Constitution & By-Laws)

Responsibilities – Serve as the Club’s Management Committee.

  • Operational Responsibilities:
    1. Oversee the execution (through the Club Officers) of the policies approved by the Club.
    2. Consider all new business and policy prior to presenting to and approval by the Club members.
    3. If necessary, modify, override or rescind the action of a Club Officer.
  • Financial Responsibilities
    1. Appoint, on recommendation of the Finance Committee, the bank(s) for the deposit of Club funds.
    2. Appoint the surety for the bonding of any Club Officer.
    3. Authorize all expenditures. The Board shall not authorize, nor permit, the expenditure of funds raised from the public through projects/activities for any administrative purpose.
    4. Have the books, accounts and operations of the Club audited at least annually. [Any Club member in good standing may inspect any such audit or accounting upon request at a reasonable time and place.]
    5. Ensure the Club maintains at least two separate funds to ensure appropriate use of Public and Administrative Funds.
      • Public (Activity or Charity) Funds – All funds raised from the public must be returned to public use (direct operating expenses of the fundraising activity may be deducted). Money accumulated from interest must also be returned to public use.
      • Administrative Funds – All funds used to support Club operations are provided by contributions from members through dues, fines and other individual contributions.

Resources

  1. LA-2 – Standard Club Constitution and By-Laws (June 28, 2018)
  2. LA-15 – Club Officer’s Team Manual
  3. Lions Club Sample Calendar
  4. 2020-2021 Blank  Calendar (Sample)
  5. Quick Ideas for Improving Meeting Atmosphere
  6. http://www.LionsUniversity.org/ – Free, self-paced training resources
    • Bachelor’s Program – help Lions members lead at the Club level
    • Master’s Program – help Lions members lead at the District level

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PRESIDENT

Responsibilities

  1. Serve as the chief executive officer of the club.
  2. Preside at all meetings (Club and Board of Directors).
  3. Chair the Club Global Action Team.
  4. With Club Officers and Committee Chairs, implement a plan for membership growth, community engagement, operational improvement and the fulfillment of humanitarian services as presented and approved by the Club’s Board of Directors.
  5. Issue the call for regular and special meetings of the Board of Directors.
  6. Appoint standing and special Committees of the Club.
  7. Serve as an ex-officio member of all Club Committees.
  8. See that elections are called, notices provided, and held.
  9. Ensure the club is operating in accordance with local laws.
  10. Ensure proper administration of Club operations by ensuring that all Club officers and members adhere to the Club’s Constitution & By-Laws, and the International Constitution & By-Laws.
  11. Encourage diplomacy and solve disputes in a fair and transparent manner.
  12. Be an active member of the District Governor’s Advisory Committee of the Zone in which the Club is located.
  13. Serve as a mentor to vice presidents to ensure the continuance of effective leadership.
  14. Serve as a member of the Lions Volunteer Blind Industries (LVBI) Board of Governors. The annual Board of Governors meeting is usually held in April. [District 12-N specific duty]

Best Practices

  1. Have a well thought out agenda for each meeting, provide copies.
  2. Have a small American flag with you for all meetings (as a backup).
  3. Understand Parliamentary Procedure; use Robert’s Rules of Order to efficiently conduct Club business.
  4. Match members’ interests, skills, and knowledge to Committee assignments.
  5. Assign Vice Presidents to work with Committees. They should oversee, assist, and mentor, but not take over.
  6. Provide job descriptions for each Committee.
  7. Support all Club activities.
  8. Recognize and reward the efforts of your Club members.
  9. Represent your Club at Zone Meetings, District Meetings/Convention, Multiple District Convention, and International Convention (as able)
  10. Identify any District or Multiple District representation you may have as your Club’s President.
  11. Keep a President’s Binder:
    • Calendar of Events
    • Club Budget (Activity & Admin)
    • Club Constitution & By-Laws
    • Meeting Agendas and Minutes
    • Club and District Directories
    • List of Officers and Committees

Resources

  1. Club President/Club First Vice President e-Book
  2. Meeting Agenda – Sample 1 (Word)
  3. Meeting Agenda – Sample 2 (Word)
  4. Meeting Agenda – Sample 3 (Excel)
  5. Robert’s Rules of Order Motion Chart
  6. District Directory (to be provided in July)
  7. LDSP-003 The Art of Recognition
  8. Lion of the Year
  9. Lion of the Decade
  10. Virginia Lindsey Lions Leadership Award Nomination
  11. Tennessee Lions Hall of Fame Criteria
  12. Tennessee Lions Hall of Fame Nomination Form (Word document)

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VICE PRESIDENTS

First Vice-President Duties

  1. Conduct an annual Club Quality Assessment and collaborate with the Club officers (Club Global Action Team and other Committee Chairs) to develop a plan for membership growth, community engagement, and the fulfillment of humanitarian services – to present for approval by the Board of Directors during his/her term as President.
  2. Serve as a member of the Club’s Global Action Team as the Club Leadership Chair (along with other members of the leadership committee):
    1. Ensure new members are provided an orientation.
    2. Ensure current and/or incoming Club Officers attend Training.
    3. Communicate training needs and potential new leaders to the District Global Leadership Coordinator.
    4. Identify potential leaders and encourage their development as future leaders.
    5. Encourage members to participate in leadership training offered by the District, Multiple District and Lions Clubs International.
  3. Take a key role in membership retention and ensure organizational excellence by measuring member satisfaction and utilizing feedback to improve club operations.
  4. Understand the Club’s role in district activities and events.
  5. Network with the officers of other Clubs to gain ideas.
  6. Gain knowledge of district and multiple district initiatives that support leadership development, membership growth and the expansion of humanitarian service.
  7. Be an active member of the district governor’s advisory committee of the zone in which the Club is located.

Club President/Club First Vice President e-Book

General Vice-President Responsibilities

  1. Carry out duties of the President if he/she is unable to perform them.
  2. Oversee the functioning of Committees as the President designates.

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SECRETARY

Responsibilities

  1. Act as the liaison officer between the Club and the District, Multiple-District and Lions Clubs International (LCI).
  2. Submit regular monthly and other reports to LCI. Examples:
    1. Monthly Membership Report
    2. Monthly Service Activities Report
    3. New officers for the coming year within 15 days of election (and in enough time to be included in District/Multiple District Directories)
    4. Apply for Club Excellence Award at the end of the Lions year
  3. Submit to the District Governor’s Cabinet any requested reports.
  4. Be an active member of the District Governor’s Advisory Committee of the Zone in which the Club is located.
  5. Have custody and keep and maintain general records of the club, including:
    1. Minutes of Club and Board of Directors meetings;
    2. Attendance;
    3. Committee Appointments;
    4. Elections;
    5. Member roster with contact information; and
    6. Members’ club accounts (dues payment status).
  6. Give bond for the faithful discharge of the office in such sum and with such surety as determined by the Board of Directors.
  7. Deliver, in a timely manner, at the conclusion of your term in office, the general records of the Club to your successor.

Resources

  1. Club Secretary e-Book
  2. MyLCI Overview (Word document)
  3. M-33B – Form for Minutes of Club Board of Directors Meeting
  4. M-33C – Form for Minutes of Club Meeting
  5. DA-1 – Club Excellence Award Application for 2017-2018
  6. Club of the Year Contest Information and Forms

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TREASURER

Responsibilities

  1. Receive all monies and deposit the bank(s) recommended by the Finance Committee and approved by the Board of Directors.
  2. Arrange for issuance, in cooperation with the Secretary, quarterly or semi-annual statements to each member for dues and other financial obligations owed to the Club, and report payments to the Board of Directors.
  3. Pay out monies in payment of Club obligations only on authority given by the Board of Directors.
  4. Have custody and keep and maintain general records of club receipts and disbursements.
  5. Prepare and submit monthly and semi-annual financial reports to the Board of Directors.
  6. Give bond for the faithful discharge of the office in such sum and with such surety as determined by the Board of Directors.
  7. Deliver, in a timely manner, at the conclusion of your term in office, the financial accounts, funds and records of the Club to your successor.
  8. Serve as chair of the Finance Committee

Tax-Exempt Status

  • All clubs chartered under Lions Clubs International in the United States are exempt from federal income taxes under the IRS Code section 501(c)4.
  • Lions Clubs are not considered charities and donations to Lions Clubs or projects are not deductible as charitable contributions, unless your Club has filed to be a 501(c)3, which has additional reporting requirements.
  • An informational return is to be filed with the IRS annually by November 15 (Form 990, version dependent on Club’s annual gross revenue). The IRS is required to revoke the tax-exempt status of any organization that fails to meet their filing requirement for three consecutive years.
  • Clubs that own any property must file the Form 990-EZ or 990
Club’s Annual Gross Revenue IRS Form Required Filing Method
Less than $50,000 Form 990-N (e-Postcard) Electronic only
$50,000 to $200,000 Form 990-EZ Electronic or Paper
More than $200,000 Form 990 Electronic or Paper

Resources

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SERVICE CHAIR

Responsibilities

  1. Serve as a key member of the Club Global Action Team as the Club Service Chair.
  2. Collaborate with the District Global Service Coordinator, Club LCIF Coordinator, District leaders, members of the Club’s Service Committee and others to develop and communicate annual service goals and action plans that address current community needs and/or align with the Lions Clubs International’s global causes (can be advocacy, fundraising, and/or direct service).
  3. Lead the Service Committee to implement the Club’s service action plans in order to achieve the Club’s service goals.
  4. Incorporate opportunities for local youth and Leos to engage in all aspects of service activities, including goal setting, implementation, project evaluation and reporting.
  5. Report service activities to Lions Clubs International.
  6. Serve as a Club resource on current community needs by monitoring the service activities of other service clubs, developing community partnerships to expand service, and utilizing tools and resources offered by Lions Clubs International and Lions Clubs International Foundation.
  7. Increase member satisfaction by encouraging participation and engagement in service projects.
  8. Collaborate with the Club Membership Chair and other Club Committees to promote membership opportunities to non-Lions during service projects.
  9. Attend the District Governor’s Advisory Committee meeting of the Zone in which the Club is located when appropriate.

Resources:

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MARKETING COMMUNICATION CHAIR

Responsibilities

  1. Develop and implement annual communications plans for internal and external audiences, including Club members, news media, supporters/sponsors and potential new members.
  2. Publicize Club activities, including service projects, fundraisers, donations, Lions Clubs International sponsored contests and other newsworthy accomplishments both internally and externally via the news media, social media, and other effective means.
  3. Expand humanitarian initiatives, community involvement and membership initiatives through social media.
  4. Provide communication tools to Club members and to encourage all Club members to participate in promoting the Club’s activities via social media, referral and other effective means of communication.
  5. Assist the Club President in communicating information from the District, Multiple District and Lions International headquarters with the Club members.
  6. Work closely with the Club Membership Chair to target and reach out to new potential Club members.
  7. Attend the District Governor’s Advisory Committee meeting of the Zone in which the Club is located when appropriate.
  8. Participate in meetings held by the District Marketing Communications Chair.

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MEMBERSHIP CHAIR

Responsibilities

  1. Serve as a key member of the Club Global Action Team as the Club Membership Chair.
  2. Collaborate with the District Global Action Team on membership initiatives, and participate in relevant district, region and zone meetings, and events.
  3. Develop and lead a Membership Committee to help implement action plans to achieve the Club’s membership goals and to positively increase the member experience.
  4. Encourage all members to participate in membership growth by inviting prospective members to the club. Follow up with prospective members.
  5. Promote a harmonious Club atmosphere by listening to and addressing (with support of the Club Board of Directors) concerns that prevent a positive member experience (through surveys or other opportunities for feedback).
  6. Engage new members in activities that are of interest to the member.
  7. Collaborate with the Club Service Chair as well as other Club Committees to promote membership opportunities.
  8. Understand the different membership types and programs offered and promote membership programs to Club members.
  9. Ensure new members are provided with an effective orientation (with Club 1st Vice President/Club Leadership Chair).
  10. Attend the District Governor’s Advisory Committee meeting of the Zone in which the Club is located when appropriate.

Resources

  1. Club Membership Chairperson e-Book
  2. NM-9 New Member Welcome Booklet
  3. MTR-11 Basic Mentoring Guide
  4. ME-13 New Member Orientation Training Guide
  5. ME-13A New Member Orientation
  6. ME-13B New Member Orientation Power Point
  7. ME-15B How Are Your Ratings? Member Survey
  8. ME-22 New Member Induction Ceremonies
  9. ME-44 Club Membership Chairperson Guide
  10. ME-300 Just Ask! New Member Recruiting Guide
  11. ME-301 Membership Satisfaction Guide

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OTHER BOARD MEMBERS

Responsibilities

  • Club LCIF Coordinator – Communicate the mission and success of LCIF and its importance to Lions Clubs International, implement LCIF development strategies within the Club and collaborate with the LCIF District Coordinator to promote LCIF in the local area to ensure alignment with District goals. Collaborate with the Club Service Chair and the Global Action Team to support Club initiatives.  Club LCIF Coordinator Training Manual
  • Program Coordinator – Improve general meetings and keep members informed of topics of importance to members by scheduling speakers and entertainment for general meetings based on the interests of Club members.
  • Director – Provide additional oversight and approval for items placed before the Board of Directors. The term of office is two-years in duration.
  • Lion Tamer (Optional) – Be responsible for the property of the Club, including flags, banners, gong, gavel. Put each in its proper place before each meeting and return to storage after each meeting. Act as Sergeant-At-Arms at meetings. Give special attention to assure that each new member sits with a different group at each meeting so that he/she can become better acquainted.
  • Tail Twister (Optional) – Promote harmony, good fellowship, life and enthusiasm in the meetings through appropriate stunts and games and the judicious imposition of fines on Club members. No fine shall exceed an amount fixed by the Club’s Board of Directors, and no member shall be fined more than twice at any one meeting. The Tail Twister may not be fined except by the unanimous vote of all members present.
  • Safety Officer (Optional) – Ensure that safety measures are in place by reviewing activities to identify potential hazards, completing the self-inspection checklist as available from Lions Clubs International, ensuring adequate supervision and acquiring proper insurance coverage. In the event of an incident, gather and report all significant information relevant to the incident to the insurance company in a timely manner.

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