4 Q4 Club Secretary Final - Lions Club Of District 201Q4

Club SecretaryDistrict 201Q4 On-Line VersionShare at startPresenterWelcome to our Incoming Officer training for Club SecretaryHopefully, what you learn today will help you have a good year as your club secretary.NOTE to PresenterThe following Pages can be shared during this session These need to be openedbeforehand so they are easily .auhttp://201q4.lions.org.auLCIMD201Q4 DistrictClub Secretary eBookNext Slide “Objectives of this session”1

Objectives of this session The key responsibilities of Club Secretary Resources for Club Secretaries Club Secretary processes and procedures2PresenterIn this session we hope to provide you with the information you need to carry outyour role as a Club SecretariesWe will be looking at ;1. The key responsibilities of the club secretary2. The many resources and supports available to club secretary3. The processes you will need to follow in the club secretaries' roleIf we don’t cover something you want to know about, then please raise a query in theChat field and we will try to answer this at the endNext slide Responsibilities of the club Secretary2

Responsibilities of the Club Secretary Meeting Agenda (with President)MinutesCorrespondenceReport Monthly membership in MyLCIReport Service activities in MyLionBlue Card RegisterAttend Zone meetings3PresenterThis is a big list - If you have a large club you could try sharing responsibilities withsome other club membersWhen it comes to Agendas and minutes, try to keep them brief - one or two pages adopt a standard format that suits youSplitting the Secretaries Responsibilities:1. A Minute secretary and an Assistant secretary to either look aftercorrespondence or membership and service reporting2. Appoint a Club Administration Office to do the monthly membership and servicereporting reporting3. Service Activities can be reported by the Service Chair. Ideally Clubs shouldappoint a Service Chair as part of the club Global Action TeamNext Page Resources - Web Sites3

RESOURCES - Web Sites https://lionsclubs.orgLions Clubs International http://201q4.lions.org.auDistrict 201Q4 https://lionsclubs.org.auMultiple District 2014Share this slide initially and then we share each of the web sitesWhile Sharing the web sites we will demonstrate how to find Resources on each sitePresenters TextThree key websites Lions Clubs International Australia's MD201 Our 201Q4 District siteMy LCI website1. Demonstrate access to MYLCI and MyLion2. Demonstrate moving between MyLCI and MyLion3. Resources Page and FiltersMD201 websiteDemonstrate access to “Resources for Clubs and Districts” under Members Menu1. Governance - Child Safe Policies , Club Grievance handling procedures2. Insurance – Risk Management manualQ4 District websiteDemonstrate access to Resources under “Resources” menu1. Club Resources – District Working with Children Policies and forms2. Links to Department of Fair Trading Smart Business GuideAny questions or comments ?Next slide Governance Publications4

Governance Publications Standard Form Lions Club Constitution Rules for Incorporated Associations District Constitution and By Laws Club Policy Minutes5The Standard Lions Constitution can be found on the LCI web site ( Search for Standard Form Constitution)The Standard Form Lions Constitution and By Laws applies to all Lions clubsIt has undergone significant changes in recent years.Example Page 18 section 3 Changes this include change to the definition of Global Action Team positionsAny Questions?The Rules of Incorporated AssociationsClubs are currently register under the old 1997 version which is now very much out of dateWe now have a 2020 version on District web siteClubs are encouraged to update their registered Rules with Fair tradingUnder Fair Trading rules you are required to Report any change of Club Officer and postal address Provide an annual return to Fair Trading following your AGMAny Questions?District constitution, By Laws and Policy Minutes,Information on District Grants that are available to clubs Sight Health and Wellness Fund Emergency Compassionate Fund Disaster Relief FundBy Law 25 covers our Children and Young People Policy and Children and Young People PolicyAny Questions?Club Policy Minutes Club specific rules and procedures.Next Slide Your Support Team5

Your support team Cabinet Secretary Zone Chairperson District Global Action Team District Project Chairs Past Club Secretary6Presenters TextYour primary support person will be your Zone Chair If they don’t know the answer -they will know who can.District Global Action Team John Seymour ( membership) Ron Alexander (Leadership) Bill Moore (Service)District Project Chairs are there to support you - invite them to be guest speakersYouthChild Safety ChairYouth of the YearPeace Poster chairpersonYouth Exchange chairpersonYouth In Search Camps ChairpersonDistrict LEO ChairpersonChildren of CourageLions QUEST & ALDAF (Drug Awareness Foundation)Foundations, Grants and HealthLCIF Co-OrdinatorALF Australian Lions FoundationGrants ChairmanDisaster Relief including DroughtWorkplace Health and SafetyLions Medical Research FoundationALCCRF; Prostate Cancer; Spinal Cord & Alzheimer’sALCMF (Children's Mobility Foundation); Hearing DogsMarketing and Public RelationsChristmas Cakes, Puddings and MintsDistrict Public Relations ChairWebmaster and Information MichaelKathyPeterJuanitaDawnand Lion Hunter Mag FraserMooreNext Slide Secretaries' Resources6

Secretaries' Resources Club Secretary e-Book District Cabinet Directory MD201 Directory7Download eBook from the Lions Clubs International (LCI ) web siteClub Secretary e-Book LCI website Resources Menu - Set Filter “TYPE” Filter “Guide” and ad/79864207 (Download and open)Demonstrate Links in e bookClub AdministratorGo to page 3 “ Familiarise yourself with MyLCI” seeDistrict Cabinet DirectoryAvailable from Cabinet Secretary or on District Q4 website under “Members” menu (Need to login)MD201 DirectoryMD201 Directory available from Club Supplies shop. Club Secretary should haveordered by 31st May 2020Next slide “ Your Lion Account”7

Your Lion Account8YOUR Lion Account - Check you have access to MYLCI Establish your user ID and password -- From LCI Webpage “ Member-Login”Current club Secretary should have you listed as next year’s club secretaryAccess to MyLCI test area is available from from 1st April and full MYLCIaccess from 1st JulyProvides access to MyLCI MyLION LCI SHOP ( prices in US Dollars) - We use Club Supplies in Newcastle Insights Learning CenterYou will also find the Club Secretaries President’s Learning Path which consists of twocourses Club Officer trainingClub Secretaries Responsibilities Next slide “ MYLCI Membership Records”8

MYLCI Membership RecordsMyLCI Membership and Club Records President and Secretary Administration Officer Treasurer - LCI Dues Statements After 1st April – You have access to training area CHECK YOUR MEMBERSHIP DATA IS UP TO DATE9MyLCI Membership RecordsAccess to MYLCIPresident, Secretary and Club Administrator have access to MyLCI membershiprecordsThe Administration Officer has same reporting rights as the Club President andSecretaryThe Treasurer has access to LCI Dues StatementAfter 1st April incoming officers have access to the MYLCI training areaCHECK YOU MEMBERSHIP DATA IS UP TO DATEPeople change their mobile phone numbers, email address and postal addresses allthe timePrint out a report “Lions Club Member Contact List “ and review the dataNext slide “Membership Reporting”9

MyLCI Membership Reporting One click report – “No Membership Changes”or Report any Adds or Drops since last report. Report Early -don’t wait until late in the month Reports can be updated until the end of the month10Membership ReportingChoices are ; Adds Drops Enter a Membership report for the month Report “No membership changes” for the monthReport early in the month - You can always update your reportMembership reports can be done any time in the month You don’t have to wait until the end of the month Earlier reports are overwritten by the last report you make for the monthNext slide Child Safety Regulations10

CHILD SAFETY REGULATIONS DistrictWeb Site – Club Resources District Child Safe Officer Blue Card Register Club Child Safe Officer11Child Safety ResourcesNo longer just a matter of have a Blue Card and keeping a Blue Card RegisterAll clubs who have contacts with children or youth under 18 years of age are requiredto follow our Lions Child Safety PolicyAll persons coming into contact with youth under 18 must be supervised by Lionsmember who has had the Youth Safety Induction trainingOur Child Safe policies and procedures are on our District web pagewww.201Q4.lions.org.au under the Club Resources MenuOur District Child Safety Officer - Keith Weisse is available to explain and help youimplement these policiesIf your club works with Youth or children your club is required to appoint a a ChildSafety OfficerNext slide“ Membership Information”11

Membership Information Membership Types Awards & recognitions available Ordering new member kits12PresenterMembership Types ACTIVE AFFILIATE Participates when able ASSOCIATE In another club ) HONORARY Club pays District and International LIFE MEMBER AT LARGE PRIVILEGED 15 yearAWARDS and RECOGNITION Awards and Recognitions are on the MD201 Website / Members Resources /Awards Past Award winners How to apply for AwardsNEW MEMBER KITS Order from Club Supplies 2 weeks before induction On MD201 Website Club Supplies / Members ResourcesNext slide “My Lion – Reporting Service”12

MyLion – Reporting ServiceOfficers who can report service Secretary or President Club Service Chair Administration Officer Collect Service Activity Data Activity hours, Number of Volunteers Number of people served , Value of donations13PresenterMY LION – Lion system for reporting Service ACTIVITIESAll members can ENTER an Activity – but only the following officers can REPORT anActivity serviceAll members can view Service Activities reported by their own club or any otherclub around the world.Officers who can report service Secretary or President Club Service Chair Administration OfficerShare MyLion and demonstrate reporting ServiceCollect Service Activity Data Activity hours – Lions and Volunteers , Number of Lion and Volunteers Number of people served Value of donationsNext Slide “ Managing Correspondence”13

Managing CorrespondenceREGISTER AND DISTRIBUTE Circulate a register of correspondence Note items requiring responses Distribute copies to relevant club officers. CLUB POLICY Club Policy on “Requests for Funds” Club Policy for urgent correspondence14Managing CorrespondenceHow does your club manage correspondence in this digital age?REGISTER AND DISTRIBUTE Maintain a register of all inwards & outwards correspondence Note items requiring responses or commitments Distribute copies to relevant personsCLUB POLICIES Establish and follow the Club Policy for Funding. Lions ae not fund raisers forother charities – we have our own Lions Foundations and Global Causes Follow (or establish) a Club Policy on handling urgent correspondence betweenmeetings.Next slide Important Dates14

Important Dates District Convention in October and MD201 Convention in May Remembrance Ceremonies Club delegates to Convention AGM to be held before end December Club elections results – PU101 by 31st march15Important Dates PU101 form to the Cabinet Secretary by 31st MarchEnter Incoming club officers in MyLCI under “Club Officers /Next Year” by end AprilAGM which must be held before 30th December.Lodge Annual Return to the Office of Fair Trading by the due date.Next slide Answer questions in Chat Files15