Transcript Document

Meet and Greet The DGE’s
English Language Department,
Accounts Receivable and Club Account Services
International Convention, Toronto, Canada
July 2014
Don’t get buried by the “Stack!”
The job isn’t
finished until
the paperwork
is done!
We Support the DG Team
For both your concerns and celebrations
 Manage District Cabinet and Chairpersons
 Support Healthy Clubs
 Guiding Lions
 Maximize Budget
 Earn Club and DG Team Excellence Awards
 Presidential Quarterly Zone/Region Chair Awards
Manage Your Team in MyLCI
Filling the District Cabinet
 Report Cabinet Officers and Chairpersons
• Cabinet Secretary and Treasurer
• One-Year Chairpersons
• Zone and Region Structure
• Zone/Region Chairpersons
 CONTACT INFORMATION of DG Team (DG, 1VDG, 2VDG)
• Changes – Contact Your Coordinator
Filling the District Cabinet
 VACANCIES – First and Second Vice District Governor
• Contact your coordinator
• Hold the Special meeting
• Send documents and Biography forms to
coordinators
• Approved officer is entered into system
 DG Team Members are recorded by LCI staff
Supporting Club Health
Visit clubs early to assess health of clubs
• Club Health Assessment Report
• District Governor Re-Cap
• Service Activity Reports from MyLCI
• Pre-prepare you VR reports and USE the Comments
section to note any issues or concerns about a club’s
health
Club Status Changes
What if a club is not healthy? When is Status Quo
appropriate?
• Chapter V – Board Policy Manual – reasons for
Status Quo:
1.
2.
3.
4.
5.
6.
Conduct
Inactive- not meeting obligation of a club
Non-existent or fictitious
Disbanding
Club mergers
Non-payment of district or multiple district
dues.
Club Status Changes
Status Quo Policy has changed
• Requests must be received 90 days or more prior
to the district and/or multiple district conventions.
No longer December 31 deadline
• Within the guideline above, a request for Status
Quo may be submitted at any time of the fiscal
year.
How to Maintain Good Standing Clubs
Welcome from Melinda Plott
Accounts Receivable and Club Account Services
Responsible for :
• Oversight of billing
• Review and application of and reconciliation of
payments.
• Maintenance of Suspension Process.
Good Standing Clubs
Good Standing Amendment from July, 2013
Chapter V Clubs Paragraph B1 Good Standing is one:
a. Which is not in "status quo or financial suspension";
b. Which operates in accordance with the provisions of
the International Constitution and By-Laws and
International Board Policy;
c. Which has:
1) District (Single, Sub-and Multiple) dues and fees paid
in full; and
2) No unpaid balance of International dues and fees
greater than U.S.$10; and
3) No unpaid Lions Club International account balance
greater than U.S.$50, outstanding ninety (90) days or
more.
Clubs in Financial Suspension
Clubs on suspension shall not:
(a) Conduct service activities
(b) Conduct fund raising activities;
(c) Participate in district and multiple district functions or
seminars;
(d) Participate in any voting procedures outside of the
club
(e) Endorse or nominate a candidate for district, multiple
district and international office;
(f) Submit Monthly Membership Report and report forms;
(g) Sponsor a Lions club, or organize a Leo or a Lioness
club.
Why is Financial Suspension necessary?

Prior to suspension, clubs with balances over $1,000
were placed on SQ and canceled.

Many clubs were lost because they could not pay the
larger balances.

Smaller clubs accumulated balances for several years
before being placed on SQ and were lost.
OK,
So how can clubs avoid Financial Suspension?

It’s easy!!! Really it is!!!

Suspension is predicable and the trend was flat over
the past two years.

If it’s predictable, then it is avoidable.
Predictable?
OK,
So let’s work to avoid cancellation!! How?

Great tools are available on MyLCI. Clubs can gain
access, but they must register!!

You can help by encouraging clubs to register,
especially the treasurer.

Online payments are easy and efficient. You can opt
out of receiving paper statements too.
Information on MyLCI
What do I need to know?

Suspension is the highest in November and May.

Make sure you review the DG RECAP emailed each
month, especially in September and March.

Clubs should pay their balances before month-end.

Encourage clubs to register and view MyLCI.
What do I need to know (continued)?

Encourage club secretaries to view membership
prior to dues billing at the least in June and
December.

Maintain membership regularly.

Clubs must be in Good Standing to participate in
local elections.

Dues billing must not exceed US$10 or US$50 over 90
days.
Any changes this year?

Canadian ACH was introduced in July.

Euro ACH will be introduced as a payment option this
year.

Pay Pal is coming.
What else?

Be prepared for stricter rules involving suspension,
effective July, 2015.

Cancellation greater than two times will enable clubs
to reactive.
So…
Let’s work together to avoid Suspension

Get clubs registered online

Review DG RECAPS Regularly

Use available tools online to review membership and
payments.

Contact us if you need assistance.
Thank you!
Melinda Plott X6878
Club Status Changes
Priority Club Status
• Retain all rights and responsibilities
• Measurable progress required to remain priority
• Up to five clubs allowed per district
• CGL assigned for 2 years
Certified Guiding Lion Program
 Certify
• through self study or group
• Renew every 3 years
 Club assignments
• A CGL may serve only 2 clubs at a time
• The term of service is 2 years
Reimbursement Policy
“Rules of Audit” is now “Reimbursement of Expenses
Policy”
• Board Policy Manual, Chapter IX, Paragraph C.
• Filing Deadline – 60 days past due date
• Visitation Reports required for all claimed events
Signatures requirements
• Not required for DG Claims (except India)
• Signatures are required of both officers if other
than DG completes visits and expense claim
• Use writable “pdf “ files
Expense Reporting
Tips to maximize the budget:
• One annual visit for each club
• Second visits require prior written permission
• Priority clubs qualify for 2 additional visits without
permission
• 3 multiple district events
• 4 district events
Club Building Awards
Club Rebuilding Award
Certified Guiding Lion
Excellence Awards 2014-2015
 Club Excellence and District Governor Team Award
Applications
• Due date is September 30, 2015
• Report all officers in MyLCI to ensure their
eligibility to receive an award as a member of the
District Team
 See website for
early application
criteria!
 Awards from the 2013-2014 fiscal year will be mailed to
YOU for presentation
Leadership Succession (Convention)
Report 2014/2015 Convention Date!
• Timely creation of certified list
Immediately after convention – REPORT Results
• Convention Report – DA 20 confirms the results
of your election
• Biography Forms - Incoming DG, 1VDG, 2VDG
• Minutes of convention
We also Support
 Redistricting Proposals
 Single Club Transfers
 Club Name Changes
 Club Mergers
 All of the Forms You Need are in the Member
Center/Managing a District/District Resource Center
English Language Department Team
Esther Ancira – North American Coordinator X 6776
Chandra Ramaswamy – Oceana Coordinator X 6750
Debbie Schaubel – Service Clerk X 6865
Debra Richey – Service Clerk X 6810
Vivian Oliva – Data Specialist X 6745
Ann Laube – Manager X 6889
Rochelle Jordan – Department Assistant
Telephone: 630-468-6919
Fax: 630-706-9273
E-mail: [email protected]