Transcript Officer roles summary 2014

Lion Officers
Roles and Responsibilities
We can all be better leaders
Region Chairperson
Who is a Region Chairperson?
the representative of the District
Governor within the geographical
location defined as your Region
previously named “Deputy District
Governor”
Coordinating the Duties of your Zone
Chairpersons
The key to your success is the effectiveness
of your Zone Chairpersons
Your coordination of their activities must be
done in a way that:
Guides rather than ‘bosses’
Is compatible with your DG Team
objectives
Prevents unnecessary duplication of
service and duties
RC Responsibilities
Organise meetings with ZCs to review Cabinet
reports, seek solutions to issues highlighted and
communicate District matters onward to Clubs
Report findings to and attend District Cabinet
If possible attend at least one meeting of each
Zone within the Region
Represent the District Governor Team as requested
Identify locations for new club extension, advise
the District Membership Officer and actively
progress
Attend and report to the District Convention
Support your Zone Chairpersons to ensure
completion of their responsibilities
RC Other Activities
Organise regional heat of the District Youth
Award Project
Monitor the health and status of clubs in your
Region (review Club Health Assessment Reports)
In conjunction with your Zone Chairpersons
identify potential future leaders and advise the
DG Team
Encourage all clubs within the Region to be
represented at the District Convention &
participate in District projects
Your Role in Starting New Clubs
Discuss with Zone Chairs the draft list of
communities in your Region which could
benefit from a new club
Meet with the District Membership Officer
Encourage existing clubs in the Region to
sponsor and assist form a new club
Once a new club is chartered you have the
responsibility to care for it through orientation
of members, club visits and the introduction of
a Guiding Lion
How to Help a Declining Club
Investigate the problem area to determine its
cause
Discuss your findings with the club’s officers &
Zone Chair
Offer solutions: you may wish to confer with
the District Membership Officer and DG Team.
Don’t forget local clubs are usually very willing
to help
Agree a recovery plan with the club and
monitor progress
District Resource PeoplE
District Governor (Pat O’Brien)
1st Vice District Governor (Marion Connelly)
2nd Vice District Governor (Paul Allen)
Region Chairs
Zone Chairs
PR Coordinators (Frank Corr)
Webmaster (Jerry Desmond)
District Leadership Officer (Bernard Black)
District Membership Officer (Pat McCoole)
Reports You Submit
Report to the DG Team on any issues
within your Region
Report to District Cabinet
Report to District Convention
Reports/Resources You Receive
Monthly Membership Report of clubs within
your Region can be viewed online
Monthly copy of District Club Health Assessment
Club Visitation Reports by your Zone Chairs
Cabinet Minutes
Zone Chair reports
Thank you for accepting the challenge
Zone Chairperson
You, the Zone Chairperson, …
. . . are the link between the Clubs in the
Zone and the District team
. . . collaborate with the Region
Chairperson and District Governor Team
to ensure that Clubs in your Zone are in
good standing and conduct service projects
within their community.
Three Hats of a Zone chair
• Motivator: recognise club success
• Counsellor: provides coaching and
guidance
• Communicator: informs clubs of district
information and reports club activities to
the DG and RC
Zone Chair Responsibilities
Visit all Zone Clubs – recommend report visit to RC
Monitor the health and status of clubs in your zone
Organise and conduct 3 Zone Meetings during the year
(1st Year Ahead; 2nd Social aspect; 3rd Incoming Officer Training)
Ensure new club officer details are advised (input) as
requested – PU101
Identify clubs with secretary/treasurer related issues
Ensure clubs complete and submit Financial Accounts
Attend and report to Cabinet Meetings and District
Convention
Zone Chair Other Activities
Encourage clubs to visit other Lions Clubs
Encourage clubs to be represented at the
District Convention
Ensure support and growth plan for clubs
with less than 15 members
Club Secretary is knowledgeable of the LCI
members database and details are accurate
Members email addresses to Pat McCoole
Identify potential leaders
Club Visits
When you visit a club look for the 6 elements of
success:• A major service activity that the community
needs
• A fund-raising project in which the community
will participate and contribute
• Good public relations within the club and in
the community
• Regular well organised club meetings
• Team spirit
• A membership growth programme that
includes involvement for new members
What is a Weak Club?
New members not being recruited
Monthly Membership Reports not submitted
Failure to pay dues on time
Low attendance at meetings
No or poor service or community activities
Too much fundraising for other charities.
Lack of enthusiasm & declining membership
Lack of support for District activities or
convention
Compliment on Club Success
Inform the club of how to put
information in the DG’s District Newsletter
Recognition of publicity or a membership
increase will encourage club officers to
continue in their efforts
Club Excellence Award
Club Excellence Award
This award recognises a club that is
effective, pays its bills, and is filing reports
on time
Recognises a Club that Does what it is
supposed to do. Clubs does not need to
know they are put forward for this award
Award also for Zone Chair if 50% of your
zone’s clubs earn the Club Excellence
Award
Provide Information to Clubs
District events or programs
District convention and events
Successful activities from other clubs
Awards that might be of interest to the
club. Check points available for a MJF
Communicate Regularly
Frequent communication is easy with
email, but phone or face to face is much
more personal and effective so
determine preferred method of each
club president
Clubs may not call you with a problem,
so you should contact them
Offer Assistance
Inform clubs about information, support,
training and many other resources
available direct on DVD or via Lions
websites:
www.lionsclubs.ie (District)
www.lionsclubs.org (International)
First Resource to Clubs
You are the first resource for clubs in
your zone
Keep the lines of communication (UP
& DOWN) open
Problems in a Club
Problem solving is an essential skill for
a Zone Chairperson. Remember to
‘tactfully’ solve a problem as soon as
possible.
Ask for assistance from your district
resources if you need it.
Reports You Submit
Report Zone Meeting minutes to RC, DG
& VDGs
Report to District Cabinet
Report to District Convention
Reports/Resources You Receive
Monthly Membership Report (WMMR)
can be viewed online (if reported online)
Monthly copy of Club Health Assessment
Cabinet Minutes
Zone Chairperson Manual
DVD containing Manuals for Club Officers
and many other useful support materials
Club President
The Role of the Club President
The President is chief executive of the Club.
The President’s authority in the Club is not
absolute but comes from the:
• Club as a whole
• Club constitution and by-laws
• International Lions Constitution
and By-Laws
• Board of Directors
The Role of the Club President
The Club President presides at all
meetings of the Board of Directors as
well as the Club.
The President is an active member of the
district governor’s advisory committee
(Zone Meeting) of the Zone in which the
Club is located.
Meetings
Prepare your Meeting Agenda with the
Secretary
During meetings the President presides
over the meeting and agenda.
It is the President who ensures the
agenda is followed.
Meetings
To assist you run effective meetings:
Review the Lions Learning Center course
Meeting Management on
www.lionsclubs.org
Meetings
Manage group interaction
As the president presides over meetings,
there may be times when conflict arises.
The president is the standing authority at
meetings and must understand how to
manage these types of interactions.
Committees
A good President delegates
Clubs may have members in committees:
There are two types of committees that are
appointed by the Club President.
Standing committees (permanent positions
within the club)
Special committees (limited time or special
function)
Committees
The chairperson of each committee
will be the point of contact for the
committee as well as a leader for the
committee members.
Club Officer Elections
The President also plays a key role in
club officer elections.
The President works with other Club
Officers to ensure the Club runs
smoothly and tasks are accomplished.
Communication
Communication is very important to
success as a Club President
An effective club needs to be aware of
news and information about their Club
activities
A Club lacking effective communication is
more likely to have dissatisfied members
who do not feel connected to the club.
Leadership
Club members look to the President for
leadership.
This includes guidance, motivation and
help solving problems.
Ending Your Year
At the end of the year it is important to
finish projects, prepare (audited)
financial accounts, ensure good record
keeping and prepare the incoming
officers.
There is also other business to complete
prior to becoming the Immediate Past
Club President.
Recognise your club for its hard work
throughout the year.
Club Secretary
Who is the Board of Directors?
club president
vice president
secretary
treasurer
tail twister
lion tamer
immediate past
president
membership director
all other elected
directors
branch coordinator
Role of the Club Secretary
All correspondence, coming in to the club
and going out from the club, goes
through the Secretary.
The Secretary is the key communication
link between the District, the Association,
the community and the Club.
Zone Meeting Member
This appointment means the Secretary will:
Attend zone or region meetings
Assist in compiling reports in preparation
for Zone meetings
Assist with preparations if the club is
chosen to host a Zone meeting
Correspondence
The Club Secretary should meet with the
Club President at the beginning of their
term to discuss how correspondence will
be answered, kept and reported.
Correspondence
The Club Secretary is in charge of reports and
other communication with deadlines and
requirements.
Not communicating promptly can lead to club
status changes and missed opportunities.
Delays can create problems elsewhere in the
association
Reports
Responsible for
completing and filing reports
knowing the due dates of reports
ensuring reports are submitted on time
Reports
Monthly Membership Report
and reports as specified by the association,
such as:
New member form
Family Membership forms
Transfer member form
New or Transfer or Dropped Member Form
Reports
Additional reports:
Club Officer Report (PU-101)
Report other elected individuals, i.e.
convention delegates and alternates
Club Roster
100% Club President’s Award Application
Advising Lion Distribution Officer of
membership changes
Records
In addition to keeping track of
correspondence, the club secretary also
has custody of, and maintains, general
records of the club.
Meetings
The Club Secretary is an integral part
of club meetings
The Secretary creates agendas (?) in
conjunction with the President
Meetings
The Secretary is also responsible for:
Notifying participants of meeting times and
location
Recording attendance, make-up meetings
and awards presented
Recording minutes during club meetings
Remember
Share information with the club that is
received from the district, multiple district,
Lions Clubs International Headquarters or
Lions Clubs International Foundation.
Order member pins and kits for new
members
(or maybe appoint a supplies officer)
End of Term
When the secretary’s term is over help
the new secretary begin their year.
There are some final items that need to
be completed.
Club Treasurer
The Role of the Club Treasurer
The Club Treasurer is responsible for all
financial matters pertaining to the club,
The Treasurer should be in attendance at
all Club meetings and Board of Directors
meetings.
The Role of the Club Treasurer
Keep members informed
Be prepared to present financial
information at club meetings
Oral reports should be concise, factual
and to the point
Be prepared to collect money and issue
receipts
Keeping Accounts in Order
The Treasurer is charged with keeping the
club’s funds and accounts in order
Receive all club-related monies both from
membership dues and clubs activities
Work with the secretary to send out a
club dues invoice at the start of the duespaying period (1st July and 1st January)
Treasurer’s Role
Prepare budgets
Administration budget
Activities Budget
Accounting
Funds for administration and activities must
be kept separate through book-keeping and
two bank accounts
#1
Administration
funds from dues, fines and internal funds
#2
Activities/Charity/Services
funds raised from the public
#3
#4
other accounts as required
other accounts as required . . .
Treasurer Role
Review and select officers for signing and
co-signing cheques.
Obtain approval from the Club or Board
of Directors.
In practice: names on bank mandates
Treasurer Role
MONEY IN
Deposit monies in predetermined accounts
Bank monies within 48 hours of receipt
Immediately update record-keeping
Treasurer Role
MONEY OUT
All payments must be authorised by the
Club members or Board of Directors
Pay Lions Clubs bills promptly
Ensure approval is recorded meeting
minutes
Record-Keeping and Reports
Organised and accurate record keeping
and submitting financial accounts
appropriately are priorities for the Club
Treasurer.
Record-Keeping and Reports
Maintain general records of club receipts
and payments
Reconcile bank statements
Record monthly income and expenses promptly
Review itemised LCI statement and submit to
the club for approval. This statement should
also be verified by the Secretary especially
when membership dues are included
Use a ledger book or computer spreadsheet
Record dues when paid
Reporting
Semi-annual and annual financial statements
Reports to be brief, factual and informative
Meeting reports include a brief income and
expenses statement
Written list of transactions to the Secretary for
inclusion in meeting minutes
Copy of annual audited accounts MUST be
approved by the Club and a copy forwarded to
the District Treasurer
Charitable Status
ROI Charity No.:
NI Charity Ref:
CHY 15707
XR 90123
Upon Application Exemption or Relief from:
Capital Acquisition Tax (Gift or Inheritance)
Companies Capital Duty
Stamp Duty on transfer or lease of land
Rates on premises in NI
There is NO exemption from V.A.T.
Gift Aid
PAYE Taxpayers can donate to a Lions Club
as a tax free donation
No minimum limit in NI - €250 in ROI
Membership dues can be a donation if the
Lion is a taxpayer
Income from certain types of fundraising
can also be noted as a donation
Donations from taxpayers warrant an
application for a tax rebate of up to 25%
Gift Aid
Membership dues for 4 years up front
would be applicable but requires detailed
bookkeeping
In all cases rebate applications to be
processed via 105I Charitable Trust officer
(PDG Donal Horgan)
All clubs participating in Charitable Status
or Gift Aid scheme must have lodged
recent audited financial with the District
Treasurer
End of Term
Audit Reports/Records
It is sound accounting procedure to ‘audit’
the records at the end of each fiscal year
Respected Lions are appointed to do the
audit
Remember to send a copy to the District
Treasurer