Club President - Alabamalions34c

Club PresidentCourse Objectives Duties of your position How to plan for your year Leadership expectations Where to find resources How to enjoy your year!Club President Training1

Club President – Roles and Duties As CEO, preside at club, board of directors,and special meetings Appoint committee chairs, members Ensure regular elections are called and held Attend cabinet zone meetings Report at zone meetings As CEO, you do not have absolute authority Club as a wholeCB&LInternational CB&LClub Board of DirectorsClub President Training2

Club President – Board of Directors PresidentImmediate Past PresidentVice PresidentsSecretaryTreasurer1 and 2 Year DirectorsMembership Chairperson (elected)Tail Twister (optional)Lion Tamer (optional)Club Branch Coordinator (if applicable)Club President Training3

Club President - Planning Before your term begins: Understand member motivation and needs Review Club Officers Team Manual Participate in zone, district, and MD events Participate in club officer training Be familiar with: Your club and its CB&L District CB&L International CB&LClub President Training4

Club President - Planning Start Early .Right After Election: Permission from current club president Meet with incoming club officers Appoint chairs and committee members Ready to start July 1 If replacing someone, talk to themClub President Training5

Club President - Meetings Issues call for all meetings Prepares agenda with Secretary Input from VPs and committee chairs Presides over meetings Reviews minutes pre-distribution Why an Agenda? Begin and end on timeProductive and orderlyMembers are informedIssues are not overlooked Send out agenda prior to meeting (Secretary) Have copies at meeting (Secretary)Club President Training6

Club President - Communication Within your club: Club bulletin/e-mailDistrict and MD activities/newslettersEnsure committees report to BOD/ClubPublish club and BOD minutes Outside your club: Establish who will respond to whatBe sure you are made aware of all requests forassistance, etc. Follow up with responder. Appoint a Public Relations Chair LCI website for sample press releases, PSA’s, etc.Lions University Course 110 Public RelationsSend articles/pictures to local media, social mediaClub President Training7

Club President - Leadership Members look to the President for leadership,guidance, motivation, and problem solving Presidents should: Build shared vision among club membersGuide/encourage members in reaching club goals andpersonal goalsProvide leadership opportunitiesBe aware of leadership trainingEncourage attendance to trainingConsider developing a mentoring programEvery member has an important role to fillLead by example!Club President Training8

Club President – Ending Your Year Transition to the next leadership team Organize records (review with Board)Meet and transfer (with new officers)Discuss transitional projects Ensure proper communication for ongoing projectsRecognition Recognize your Lions and others for their hardwork and dedication Melvin Jones Fellow LCIF Contributing Member Pin District Awards Club AwardsClub President Training9

Club President - Resources Meeting Management course in Lions LearningCenter Lions University course 104-Effective ClubMeetings Parliamentary Procedure Call to order, kinds of motions, debate, voting,table, rescind, reconsider motions, recognizespeakers, etc. Robert’s Rules of OrderClub President Training10

Club SecretaryCourse Objectives Duties of your position Tips for Meeting Minutes Permanent Files to Maintain Familiar with MyLCIClub Secretary Training11

Club Secretary – Duties Liaison between Club and District/LCI Communications hub for your Club File all official reports Monthly Membership Report (MMR)Monthly Service Activities ReportMeeting MinutesKeep members informedA members of the DG Advisory CommitteeAttend all Club and BOD meetingsHelp Club President prepare agendasRecord all meeting minutesClub President Training12

Club Secretary – Duties Receive, respond to all Club correspondence Promptly and professionally Complete and fill all reports to LCI Work with Treasurer to ensure IRS Form 990N isfiled electronically by November 15 each year Work with Treasurer to issue semi-annual duesstatements to all members Submit new member information to LCI Order club supplies and awards Submit PU101 (new club officer report) Transfer all records to your successorClub President Training13

Club Secretary – Meeting Duties Provide advance notice of meetings to members Date, place, and timeMinutes of previous meetingTreasurer's reportAgenda for upcoming meetingRecord minutesCollect dues, provide receiptsGather information from committee chairsKeep an attendance log. Announce if quorumexists at beginning of meeting Have new member kits available Club President Training14

Club Secretary – Tips for Meetings Record type of meeting, date, location First and last name of person presiding, timecalled to order and adjourned All motions, first and last name of their movers Remember this is a permanent, legal record If keeping electronic files, make sure to BACKTHEM UP ON A SEPARATE SOURCEClub President Training15

Club Secretary – MyLCI Overview www.lionsclubs.orgClick on “MyLCI” at top of toolbar of homepageEnter your username and password, click submitTo create new account; click “new user” andfollow directionsClub President Training16

Club Secretary – MyLCI LoginClub President Training17

Club Secretary – MyLCI Home Page “Home” displays: My Tasks – shows info on your reporting statusMy Club – displays info about club mtgs currently inthe databaseMy Info – displays your personal contact infoMy Members – shows members w/address, ph#, emailMy Service Activities – shows activities, funds, #people served, 4 Global Campaign activities metMy Officers – shows District/zone officersClub President Training18

Club Secretary – MyLCI Home PageClub President Training19

Club Secretary – MyLCI ReportsClub President Training20

Club Secretary – MyLCI Member Data Keep all member data current: address, phone,email File MMR every month, even if no changein members Add a member: new, returning, transfer Edit a member, drop, create a family unit Family units: create head of household firstThen add additional members of unitClub President Training21

Club Secretary – MyLCI Member DataClub President Training22

Club Secretary – MyLCI Help mylci@lionsclubs.orgPhone (630) 468-69008:30 am to 4:30 pm CTSupport Center Pulldown Menu Training AreaIntroduction to MyLCINavigating the MyLCI website Club Secretary E-Book www.lionsclubs.org Click “Member Center” Click “Resources” Click “Club Management”Club President Training23

Club Secretary – Resources Club Secretary E-Book Available through lionsclubs.org websiteClick “member center” then “resources” then “clubmanagement” Club Secretary training available on districtwebsite; www.alabamalions34c.org www.lionsclubs.org Member Center – Resources – Club Management FormsMembership ApplicationClub Secretary Training24

Club TreasurerCourse Objectives Roles & Responsibilities MyLCI –Online Statements & Payments Monthly Tasks Semi-annual Tasks Annual TasksClub Treasurer Training25

Club Treasurer - Responsibilities Prepares budgets and setting annual dues Receives monies and depositing into approvebank account(s) Makes payments on behalf of the club Maintains separate Administrative and ActivitiesAccounts Prepares financial reports for club and requiredgovernmental entities Maintains club financial records Files taxes as required (IRS Form 990N) No later than November 15th Prepares final records for successorClub Treasurer Training26

Club Treasurer - MyLCI Online statements can be viewed the day they aregenerated Can also be viewed by club and district officers Payments can be made online Partial payments are allowed Payments can be made with a credit card orwith electronic check Visa, MasterCard, Discover Card, or AMEX Accounts Receivables and Club Account Services membershipbilling@lionsclubs.org(630) 468-6900Club Treasurer Training27

Club Treasurer – Monthly Tasks Promptly deposit all monies, obtain receipts,properly categorize per accounting best practices Make payment on all outstanding bills of the club,keeping administrative and activity accountmonies separate Check MyLCI each month to view statements. Payoutstanding balance owed. Balance all monthly statements upon receipt Prepare end-of-month financial reports Retain all monthly financial reports forpermanent recordsClub Treasurer Training28

Club Treasurer – Semi-Annual Tasks In both July and January, prepare and distributethe dues invoices to all club members Pay international dues, MD dues upon receipt ofinvoice statementClub Treasurer Training29

Club Treasurer – Annual Tasks Prepare budget for upcoming fiscal year; presentit to the club for approval per the club CB&L Prepare tax filings – organize all financial recordsas required by local law to comply with tax laws. Year-end Check List Prepare documents and orient the incoming treasurerBank signatories Club financial records must be audited annually Submit findings report to club BOD Prepare and retain all financial recordsfor permanent records Turn over all records to incoming treasurerClub Treasurer Training30

Club Treasurer – Resources Club Treasurer E-Book Available through lionsclubs.org websiteClick “member center” then “resources” then “clubmanagement” Club Treasurer training available on districtwebsite; www.alabamalions34c.org www.lionsclubs.org Member Center – Resources – Club Management FormsFinanceClub Treasurer Training31

Club Secretary E-Book Available through lionsclubs.org website Click “member center” then “resources” then “club management” Club Secretary training available on district website; www.alabamalions34c.org www.lionsclubs.org Member Center – Resources – Club Management Forms Membership Application