Officer Training

Officer Training Information (2016-2017)



CENTENNIAL

Theme: Where There’s A Need, There’s A Lion

Resource Web Site:  http://www.Lions100.org/

  • Centennial Coordinators – Each Lions Club should designate a member to serve as the Centennial Coordinator to serve as an information conduit from LCI and our District Coordinator about upcoming events. Please contact your District Coordinator (Erica Briest) with your club’s representative
  • Centennial Service Challenge – Benefit 100 million people by December 2017 in four Global Service Action Campaigns: Vision, Youth, Hunger, Environment
      • 85 million people have benefitted (May 2016)
      • Tennessee Lions recorded over 200,000 people served (2014-2015)
      • Only 30% of our clubs are reporting to have participated in 2 or more of these campaigns in the MyLCI system
      • PLEASE report your contributions in MyLCI

     

  • The Centennial Celebration Membership Awards
    • Special recognition effective from April 1, 2015 to June 30, 2018.
    • Invite a new member to become a Centennial Sponsor
    • Help charter a new club to be recognized as a Centennial Club Organizer
  • Centennial Community Legacy Projects
    • Connect with our community with a visible gift that commemorates our Centennial and creates a lasting legacy of your Lions Club’s service contributions
    • There are three levels based on investment and permanence:
      • Level 1 – Raises your community visibility
      • Level 2 – Provides a community gift
      • Level 3 – Makes a long-term and sustained community impact
  • Miscellaneous
    • Special celebrations:
      • Lions Learning Retreat in January 2017
      • Multiple District Convention in May 2017
      • Others
    • A state-wide celebration on service projects in each county and major city – for a total of 100 activities.
    • Planning a special trading pin and golf shirt with Tennessee Centennial to assist with fundraising for some of our efforts

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BOARD OF DIRECTORS

Composition

  • President, Immediate Past President, Vice-President(s), Secretary, Treasurer, Membership Chair, Elected and/or Appointed Board Members
  • Branch President (if a Club Branch exists)
  • OPTIONAL: Lion Tamer and Tail-Twister (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. Determine time and place for regular Board of Directors meetings (recommended at least once each month).
      4. Approve appointment of Special Committees.
      5. Determine the Tail-Twister fine amount.
      6. If necessary, modify, override or rescind the action of a Club Officer.
      7. Ensure Officer elections for the coming year are conducted in accordance with the Constitution & By-Laws
      8. Ensure Club is represented at District and Multiple District, and International Conventions (to the extent possible), to vote on matters important to clubs
    • 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.
        • 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.
      4. Ensure the Club maintains at least two separate funds to ensure appropriate use of Public and Administrative Funds.
      5. Have the accounts and operations of the Club audited annually
    • Membership Responsibilities
      1. Approve and support the Membership Committee’s plans for membership growth and satisfaction (retention)
      2. Vote on prospective Club members.
      3. Review status of Member-At-Large members every 6 months.
      4. Confer and review Privileged (Lion for at least 15 years who can no longer fully participate), Associate (primary membership in another Club), and Affiliate (cannot fully participate) members annually.
      5. Accept or withhold member resignations and reinstatement of membership.
      6. Determine action of Lions who fail to pay debts to the Club within 60 days of written notice from the Secretary.

Best Practices

  1. Keep a current Club Membership Roster
  2. Keep a list of Club Committee Chairs and Members
  3. Be familiar with your Club’s Constitution and By-Laws (if you do not have a clubs-specific one, see resource LA-2)
  4. Establish goals for the Club and individual Offices/Committees
  5. Develop and approve a Budget

Resources

  1. LA-2 – Standard Club Constitution and By-Laws (June 30, 2015)
  2. LA-15 – Club Officer’s Team Manual
  3. Lions Club Sample Calendar
  4. 2015-2016 Oak Ridge Lions Club Planning 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. Issue the call for regular and special meetings of the Board of Directors and the Club.
  4. Appoint standing and special Committees of the Club (with exception of Membership Committee Chair, who is elected).
  5. Serve as ex-officio member on all Committees. Cooperate with Committees Chair to ensure Committees function and report to the Board of Directors and/or Club.
  6. See that elections are called, notices provided, and held.
  7. Be an active member of the District Governor’s Advisory Committee of the Zone in which the Club is located.
  8. Represent your Club at Zone Meetings, District Meetings/Convention, Multiple District Convention, and International Convention (as able)
  9. 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. Prepare in advance. Have a well thought-out agenda for each meeting, and provide copies to attendees.
  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. Attend Zone and District Cabinet Meetings; report at Zone Meetings.
  9. Communicate regularly with your Board of Directors and the Club Membership.
  10. Recognize and reward the efforts of your Club members:Lion of the Year (Club nominees due at the end of February)Virginia Lindsey Leadership Award
  11. Lion of the Decade (Club nominees due at the end of February)
  12. Individual Lion and Committee contributions
  13. 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. Meeting Agenda – Sample 1 (Word)
  2. Meeting Agenda – Sample 2 (Word)
  3. Meeting Agenda – Sample 3 (Excel)
  4. Robert’s Rules of Order Motion Chart
  5. District Directory (to be provided in July)
  6. LDSP-003 The Art of Recognition
  7. Lion of the Year 2015 (2016 form will be available in August)
  8. Lion of the Decade 2006-2015 (2007-2016 form will be available in August)
  9. Virginia Lindsey Lions Leadership Award Nomination
  10. Tennessee Lions Hall of Fame Criteria
  11. Tennessee Lions Hall of Fame Nomination Form (Word document)

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VICE PRESIDENTS

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.

Best Practices

  1. Understand the President’s role and duties.
    • Run Club or Board meetings periodically when President is able to attend, as preparation.
  2. Help Committee Chairs set goals and serve as a resource to them.

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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:
    • MyLCI – Monthly Membership Report
    • MyLCI – Monthly Service Activities Report (including Centennial Service Challenge reporting)
    • Submit new officers for the coming year within 15 days of election, and in sufficient time to be included in Directory
    • Apply for Club Excellence Award at the end of the Lions year
  3. Submit to the District Governor’s Cabinet any requested reports, including copies of regular membership and activities reports:
    • Monthly Club Contest Forms for District/Multiple District
    • Lion of the Year and Lion of the Decade nominees (see President’s Resources)
  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:
    • Club Charter;
    • Club Constitution and By-Laws;
    • Minutes of Club and Board of Directors meetings;
    • Membership and Activities Reports
    • Attendance;
    • Committee Appointments;
    • Elections;
    • Member roster with contact information; and
    • Members’ club accounts (dues payment status).
  6. Arrange for issuance, in cooperation with the Treasurer, quarterly or semi-annual statements to each member for dues and other financial obligations owed to the club, collect and turn over to the Treasurer and obtain a receipt.
  7. Give bond for the faithful discharge of the office in such sum and with such surety as determined by the Board of Directors.
  8. Deliver, in a timely manner, at the conclusion of your term in office, the general records of the Club to your successor.

Best Practices

  • Attend all Club and Board of Directors Meetings.
  • Assist the Club President in compiling meeting agendas.
  • File Monthly Membership Report on MyLCI EVERY MONTH, even if you have no changes in members for the month.
  • Receive and respond to Club correspondence.
  • Order Club supplies and awards.
  • Promote Club member attendance at Club functions, nearby Club events, Zone and District Events, other Lions events beyond the District.
  • Have New Member kits available for use.
  • Do not try to record all debates or discussions in meeting minutes, just motions and actions on motions.

Resources

  1. MyLCI Overview (Word document)
  2. M-33B – Form for Minutes of Club Board of Directors Meeting
  3. M-33C – Form for Minutes of Club Meeting
  4. DA-1 – Club Excellence Award Application for 2017-2018
  5. Club Contest Worksheet 2014-2015 Word (2016-2017 form will be available in August)
  6. Club Contest Worksheet 2014-2015 Excel (2016-2017 form will be available in August)

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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. Pay out monies in payment of club obligations only on authority given by the Board of Directors.
  3. Have custody and keep and maintain general records of club receipts and disbursements.
  4. Prepare and submit monthly and semi-annual financial reports to the Board of Directors.
  5. Give bond for the faithful discharge of the office in such sum and with such surety as determined by the Board of Directors.
  6. 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.
Determine which category the following items belong under: Admin Activities
Membership dues
Electric bill for Lions Club building
Monies collected at pancake breakfast
Leo Club sponsorship fee
Brooms sales monies
Monies received for rental of building
Donations to LCIF
Cost to run an advertisement in the newspaper
Tail-Twister fines collected
Holiday Party for members
Holiday Party for disadvantaged children

Tax-Exempt Status

  1. 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.
  2. 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.
  3. An informational return is to be filed with the IRS annually by November 15. The IRS is required to revoke the tax-exempt status of any organization that fails to meet their filing requirement for three consecutive years.

 

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
  • Clubs that own any property must file the Form 990-EZ or 990

Best Practices

  1. Maintain accurate records.
  2. Report reconciled balances with brief income and expense statements.
  3. Be prepared to present financial information at club meetings; keep members informed.
  4. Be prepared to collect money and issue receipts.
  5. Receive and deposit money in approved bank accounts.
  6. Work with the Financial Committee to prepare Administrative and Activities budgets for the following year.
  7. Establish system for reimbursements (receipts are required).
  8. Request and use checks when possible. Cash transactions can be confusing.
  9. Deposit monies promptly.
  10. Pay LCI bills to ensure Good Standing status.
  11. File the appropriate tax return after the end of the year.
  12. Banks statements, Audit reports and Tax Returns should be kept for a minimum of 7 years.

Resources

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MEMBERSHIP CHAIR

Responsibilities

  1. Chair the Membership Committee and serve on the Board of Directors.
  2. Understand the different membership types and programs offered by LCI.
  3. Create plans and present to the Board of Directors for approval and support:
    • Club membership growth plan; and
    • Membership satisfaction (retention) plan.
  4. Encourage the recruitment of new members and promote award programs to the club members.
  5. Ensure new members receive New Member Orientation and participate in the Lions Mentoring Program.
  6. Serve as a member of the zone level membership committee.
  7. Submit Membership Chair Recruiting Reports and Club Membership Satisfaction Report to club officers once per month.
  8. Assist Club officers in organizing a Club Excellence Process workshop to examine your community ’s needs, assess your current membership satisfaction and develop action plans.
  9. Conduct exit surveys with members who leave the club.

Best Practices

  1. Conduct meaningful new member induction ceremonies.
  2. Develop a plan and implement the plan.
  3. Involve all club members; member growth is not just the responsibility of the Membership Committee.
  4. Gain personal commitments from Lions in support of member growth goals.
  5. Ask a member other than the Sponsor to serve as a mentor for the new Lion.
  6. Extend personal invitations for new Lions to attend Lions events beyond the Club; explain what they might expect during the event.

Resources

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

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LION TAMER

Responsibilities

  1. Responsible for the property and paraphernalia of the club
  2. Ex. flags, banners, gong, gavel, song books, name badges, etc.
  3. Ensure property is placed before each meeting and stored after the meeting.
  4. Act as sergeant-at-arms at meetings, ensuring everyone is seated, assisting in passing out material, etc.

Best Practices

  1. Arrive to the Club Meetings early enough to have things set up before potential guests arrive.
  2. Work with Club Secretary and Treasurer to identify any supplies that may need replaced or updated.

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TAIL-TWISTER

Responsibilities

  1. Promote harmony, good fellowship, life and enthusiasm in meetings.
  2. Use judicious imposition of fines on club members.
  3. No fine shall exceed an amount fixed by the Board of Directors, and no member shall be fined more than twice at any one meeting.

Best Practices

  1. Be creative, using different ideas at each meeting for variety and fellowship.
  2. Plan ahead
    • Consider events around Holidays or special days for Members.
    • Research, prepare and bring materials for your quizzes or activities.
  3. Don’t conduct any activity that would be considered dangerous or embarrassing.
  4. Don’t make personal comments about a person, or make fun of someone.
  5. Avoid religious, ethnic, or political comments. Avoid jokes in poor taste.
  6. Avoid arguments or confrontation if someone doesn’t want to pay the fine.
  7. Do not fine guests; use discretion of the guest is a Lion from another Club.

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