Club

Officers
Manual

2012-2013 English
 Lions Clubs International Lions Clubs International
Purposes Code of Ethics
TO ORGANIZE, charter and supervise service TO SHOW my faith in the worthiness of my vocation by
clubs to be known as Lions clubs. industrious application to the end that I may merit a
reputation for quality of service.
TO COORDINATE the activities and standardize
the administration of Lions clubs. TO SEEK success and to demand all fair remuneration
or profit as my just due, but to accept no profit or
success at the price of my own self-respect lost because
TO CREATE and foster a spirit of understanding of unfair advantage taken or because of questionable
among the peoples of the world. acts on my part.

TO PROMOTE the principles of good government TO REMEMBER that in building up my business it is

and good citizenship. not necessary to tear down another’s; to be loyal to my
clients or customers and true to myself.
TO TAKE an active interest in the civic, cultural,
social and moral welfare of the community. WHENEVER a doubt arises as to the right or ethics of
my position or action towards others, to resolve such
doubt against myself.
TO UNITE the clubs in the bonds of friendship,
good fellowship and mutual understanding. TO HOLD friendship as an end not a means. To hold
that true friendship exists not on account of the service
TO PROVIDE a forum for the open discussion of performed by one to another, but that true friendship
all matters of public interest; provided, however, demands nothing but accepts service in the spirit in
that partisan politics and sectarian religion shall which it is given.
not be debated by club members.
ALWAYS to bear in mind my obligations as a citizen to
TO ENCOURAGE service-minded people to serve my nation, my state and my community, and to give them
their community without personal financial reward, unswerving loyalty in word, act and deed. To give them
and to encourage efficiency and promote high freely of my time, labor, and means.
ethical standards in commerce, industry,
TO AID others by giving my sympathy to those in
professions, public works and private endeavors. distress, my aid to the weak, and my substance to
the needy.
Lions Clubs International TO BE CAREFUL with my criticism and liberal with
Vision Statement my praise; to build up and not to destroy.

TO BE THE GLOBAL LEADER in communities and

humanitarian service.

Lions Clubs International

Mission Statement
TO EMPOWER VOLUNTEERS to serve their communities, meet humanitarian needs,
encourage peace and promote international understanding through Lions clubs.
 Club Officers Manual
Table of Contents

ESSENTIAL INFORMATION

Resources ....................................................................................................4
International Headquarters
Lions Clubs International Web Site
Standard Form Lions Club Constitution and By-Laws
Periodicals
International Theme
District Officers
Lions Clubs International Foundation

Club Structure...............................................................................................8
Officers’ Duties
Committees
Membership Categories
Club Financing

Lions Clubs International Trademark Policies ..............................................12

Limits on Authority ........................................................................................12

Leadership Skills ..........................................................................................12

Status Quo and Club Cancellation................................................................13

Financial Suspension of Clubs .....................................................................13

Club Mergers and Single Club Transfers ......................................................14

Club Name Changes ....................................................................................14

Club Officer Orientation at the District Level .................................................14

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CLUB MANAGEMENT

Beginning the Year .......................................................................................15

Preparation
Setting Goals
Making Committee Assignments
Selecting Service Activities
Determine Record Keeping Methods
Know Your Forms
Fiscal Responsibilities

Throughout the Year.....................................................................................19

Conducting Meetings
Communicating Effectively
Handling Correspondence
Understanding Membership Topics
Attendance
Financial Responsibilities
Promoting Your Club
New Club Extension
Attending Zone Meetings
District Governor’s Club Visit
Attending Conventions

Finishing the Year.........................................................................................28

Recognition
Transitioning to the Next Leadership Team

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 Introduction

This manual contains helpful information to guide you through your year as a club officer.
The association recognizes that each Lions club is unique, and people have diverse
management styles. To accommodate these facts, there is a great deal of latitude in how
you choose to manage your club—as long as you follow the basic club requirements set
forth in the Standard Form Lions Club Constitution and By-Laws (LA-2).

Serving as a club officer is a privilege and honor bestowed upon you by club members.
Through your election, your peers have recognized your leadership skills and potential to
manage the club effectively. Your term in office will offer many opportunities to learn new
skills, enhance the experience of others and grow as a leader. By taking advantage of the
many opportunities to learn and grow, your term can have personal and professional
development benefits that will last a lifetime.

All of the members of your club are part of your team, and it is the club officers’
responsibility to guide members toward reaching the club’s goals. Every member has
his/her important role to fill, and by working together, your club will be able to meet its full
potential and serve a vital role in your community.

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ESSENTIAL INFORMATION
Resources

There is an abundance of information, materials and people ready to assist you as you
serve your term in office. You may take advantage of these resources as needed.

International Headquarters:
International Headquarters is accessible to all clubs. The staff at headquarters is ready to
assist Lions with their quest for information, supplies or answers to their questions. Clubs
can visit the Lions Clubs International Web site, www.lionsclubs.org.

The following description of each division within International Headquarters can also enable
clubs and members to contact the appropriate division. The general phone number for
International Headquarters is (630) 571- 5466.

Club Supplies and Distribution Division

E-Mail: clubsupplies@lionsclubs.org

Responsible for inventory, marketing and distribution of club supplies worldwide.

Responsible for association mail operation. Manages worldwide licensing programs.
Coordinates assistance to other departments that procure, inventory, promote, ship and bill
Lions club materials throughout the world.

Convention Division
E-Mail: convention@lionsclubs.org
Develops, manages and coordinates all logistics and major activities relating to the
international convention, DGE Seminar, and International Board of Directors meetings.

District and Club Administration Division

E-Mail: districtadministration@lionsclubs.org

Assists the administration of districts and clubs worldwide. Provides language services in
the association’s official languages. Issues District Governor Team, and Club Excellence
Awards and supports club development by providing clubs with the e-Clubhouse, Certified
Guiding Lion Program and Club Rebuilding Awards. The four language departments serve
as important communication resources.

Extension and Membership Division

E-Mail: extension@lionsclubs.org

Directs the plans, programs and internal and field operations designed to achieve
membership growth through new clubs, new members and retention initiatives.

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Finance Division
E-Mail: finance@lionsclubs.org

Manages the association’s resources, i.e., people and money. Directs the implementation
of the association’s financial policy, including banking, transfer of funds, general accounting
functions, cost accounting and investments.

Information Technology Division

E-Mail: it@lionsclubs.org

Plans, organizes and controls the overall activities of electronic data processing, including
computer systems analysis, programming, data entry, and the preparation of financial,
statistical, inventory and membership reports. (Web site: www.lionsclubs.org)

Service Activities Division

E-Mail: programs@lionsclubs.org

Responsible for researching, planning and developing activity-related programs.

Implements board directives related to activity programs.

Leadership Division
E-Mail: leadership@lionsclubs.org

Designs, develops, implements and evaluates leadership development programs,

seminars, and conferences at the international, multiple district, district and club levels.
Provides online learning opportunities (Leadership Resource Center:
http://www.lionsclubs.org/EN/member-center/leadership-development/index.php and
curriculum tools and resources for local use.

Legal Division
E-Mail: legal@lionsclubs.org

The Legal Division is responsible for maintaining the association’s worldwide trademark
registrations, global insurance program and risk management and litigation. In addition, the
Legal Division provides guidance and advice to Lions on the association’s constitution and
by-laws and board policy, including district elections, international director endorsement
inquiries, dispute resolutions and constitutional complaints.

Lions Clubs International Foundation

Web site: www.lcif.org
E-Mail: lcif@lionsclubs.org

Responsible for administration of the foundation, including promotion, fundraising,

investment management, execution of grants and liaising with trustees and board of
directors. The Foundation also manages emergency grants, the SightFirst program, the
Lions Quest program and other humanitarian grant programs, in addition to processing
donations and providing recognition.
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Public Relations and Communications Division
E-Mail: pr@lionsclubs.org

Coordinates and integrates communication programs encompassing public relations,

internal and external communications, and LION Magazine. Provides editorial support and
services for all association information bulletins, guides, program manuals and audiovisual
materials. Responsible for overall production and manufacturing phases of English and
Spanish editions of LION Magazine and all published literature emanating from the
association.

Lions Clubs International Web Site:

The association’s official Web site, located at www.lionsclubs.org, is an essential tool for
club officers. There are hundreds of pages of information on the site. The Club Resource
Center includes many documents that are useful to club officers. Club officers can visit the
site at http://www.lionsclubs.org/EN/member-center/managing-a-club/club-resource-
center.php

On the LCI Web site, you will find basic information about the association’s programs,
contact information and e-mail links to International Headquarters, various directories and
an online Club Supplies section. Many publications can be downloaded, which saves both
time and money.

WMMR website:
The WMMR web site, https://www3.lionsclubs.org/EN/RegisterLogin/HomeLogin.aspx
offers a training area and has a membership reporting area enabling club officers to view
and update their club membership records each month. In July 2012, a new membership
reporting area will be launched, My LCI. Training on using the new My LCI will be available
through webinars and on the LCI web site. Adding a new member, dropping a member,
transferring a member from another club and reinstating a member, as well as updating a
member’s address, telephone number, fax number, e-mail address, etc. can be
accomplished through this area.

Monthly service activity reporting is also completed on this Web site. Clubs can view a
summary of their reported service activities and search other clubs or districts service
activities that have been shared. Club service goals can be established and progress
tracked toward those goals.

Member information can be downloaded for printing mailing labels and membership cards
from the Reports section. In addition, club officer information can be updated and
information related to a club branch affiliated with their club can be viewed and updated.

Club presidents, secretaries and treasurers need passwords to access this information.
Since the 2011-12 fiscal year, club officers have been able to choose their own password.
Each officer must be registered with LCI with a unique email address. Therefore it is very
important that clubs register their new officers in a timely manner, either online or with the
PU 101 form, and that they include a unique email address for each officer. If a club reports
only one shared email address for all the club officers, they will not have access to online
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reports. (Remember during July, the outgoing officers will no longer have access to
member records.)For more information regarding online report filing or passwords, visit the
LCI Web site, or contact the Information Technology Division at International Headquarters.
The e-mail address is mylci@lionsclubs.org.

Standard Form Lions Club Constitution and By-Laws (LA-2):

This publication, available on the Web site, is another important item for club officers.
http://www.lionsclubs.org/EN/common/pdfs/la2.pdf The Club Constitution and By-Laws
outlines the structure, duties and responsibilities of Lions clubs and club officers, and is the
ultimate guide for club management. Information contained within this constitution is the
club’s primary governing guidelines. If your club has its own constitution and by-laws, it
must conform to the Standard Form Lions Club Constitution and By-Laws.

Periodicals:
Each Lions club member receives the LION Magazine. Lions Newswire, the monthly
newsletter on the association’s Web site, keeps members throughout the world informed of
important events as well as Lions Clubs International policy changes and news of current
Lions events and activities.

Encourage your members to visit Lions Newswire each month at

http://www.lionsclubs.org/EN/member-center/online-community/news-news-online.php

International Theme:
This theme, which explains the international president’s focus for the year, is available on
the association’s Web site and in the LION Magazine. It is suggested that clubs choose
some activities that would reflect the International Theme priorities.

District Officers:
Club officers are encouraged to work with district officers to achieve shared objectives.
Your district governor, first vice district governor, second vice district governor and region
and zone chairpersons can help you with questions and problems that may arise during
your year. Many districts also have materials for club use, such as a video lending library,
that may be helpful. Often, past officers can offer advice based on their experience.
Districts often provide a directory of district and club officers, which is useful for
communication with district officers and other club officers.

Lions Clubs International Foundation:

Located at International Headquarters, Lions Clubs International Foundation (LCIF) accepts
donations from Lions and others, and uses those funds to provide grants to help meet
crucial humanitarian needs of communities worldwide. It disburses grants in several
categories for humanitarian projects, such as SightFirst, Standard, International Assistance,
Core-4 and Disaster Relief. Please contact LCIF or visit the foundation’s Web site
www.lcif.org to learn more about the foundation’s programs and how your club can
become involved.

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Club Structure

Officers’ Duties:
Training resources presenting the responsibilities of the club president, the secretary and
the treasurer are available in the Leadership Resource Center on the LCI website at
http://www.lionsclubs.org/EN/member-center/leadership-development/news-train-club-
officers.php

President

He/she is the chief executive officer of the club who presides at all meetings of the
board of directors and the club. The president issues the call for regular meetings
and special meetings of the board of directors and the club, and appoints the
standing and special committees of the club while cooperating with chairpersons to
ensure regular functioning and reporting of such committees. He/she sees that
officers are elected as provided for by the constitution and by-laws, and cooperates
as an active member of the district governor's advisory committee of the zone in
which this club is located.

Immediate Past President

He/she and the other past presidents officially greet members and their guests at
club meetings and represent the club in welcoming all new service-minded people in
the community served by the club.

Vice President(s)

If the president is unable to perform the duties of his/her office for any reason, the
vice president next in rank shall occupy his/her position and perform his/her duties
with the same authority as the president. Each vice president shall, under the
direction of the president, oversee the functioning of such committees of the club as
the president designates.

Secretary

He/she is under the supervision and direction of the president and the board of
directors, and is the liaison officer between the club and the district (single or sub
and multiple) in which the club is located, and the association. The secretary:

 Submits regular monthly membership reports, service activity reports and other
reports specified by the association
 Submits upon request reports to the district governor's cabinet including
copies of monthly membership and activities reports
 Cooperates with and serves as an active member of the district governor's
advisory committee of the zone in which the club is located
 Has custody of and maintains general records of the club, including minutes

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 of club and board meetings; attendance; committee appointments; elections;
member information, addresses and telephone numbers of members; members
club accounts
 Arranges for issuance, in cooperation with the treasurer, of quarterly or
semi-annual statements to each member for dues and other financial obligations
owed to the club, collects and turns dues over to the club treasurer and obtains a
receipt
 Gives bond for the faithful discharge of his/her office in the sum and with
surety as determined by the board of directors
 Delivers in a timely manner, at the end of his/her term, the general records of the
club to his/her successor

Treasurer

He/she shall:

 Receive all monies from the secretary and deposit the currency in a bank or
banks recommended by the finance committee and approved by the board of
directors
 Pay the club’s obligations authorized by the board of directors. All checks
and vouchers shall be signed by the treasurer and countersigned by one other
officer, determined by the board of directors
 Have custody of and maintain general records of club receipts and
disbursements
 Prepare and submit monthly and semi-annual financial reports to the board of
directors of the club
 Give bond for the faithful discharge of his/her office in the sum and with
surety as determined by the board of directors
 Deliver in a timely manner, at the end of his/her term, the financial accounts,
funds and records of the club to his/her successor

Lion Tamer (Optional)

The Lion tamer is responsible for the property and paraphernalia of the club,
including flags, banners, gong, gavel, song books, etc. He/she puts each item in its
proper place before every meeting and returns the items to the proper storage area
after each meeting. He/she acts as sergeant-at-arms at meetings, seeing that those
present are properly seated, and distributes bulletins, favors and literature as
required at club and board meetings. He/she ensures that new members are
welcomed to the club and sit with a different group at each meeting so that the new
members become better acquainted.

Tail Twister (Optional)

He/she promotes harmony, good fellowship, and enthusiasm in the meetings

through appropriate stunts, games and the judicious imposition of fines on club
members. There shall be no appeal of his/her decision in imposing a fine, provided,

9
however, that no fine shall exceed an amount fixed by the board of directors of the
club, and no member shall be fined more than twice at any one meeting. The tail
twister may not be fined except by the unanimous vote of all members present. All
monies collected by the tail twister shall be immediately turned over to the treasurer
and a receipt shall be given.

Membership Director

The membership director is the chairperson of the membership committee. His/her

responsibilities include:

 Developing a club membership growth program and presenting the program

to the board of directors for approval
 Encouraging the recruitment of new qualified members at club meetings
 Ensuring implementation of recruitment and retention procedures
 Preparing and implementing member orientation sessions
 Reporting to the board of directors ways to reduce the loss of members
 Coordinating with other club committees in fulfilling these responsibilities
 Serving as a member of the zone level membership committee

Board of Directors

The members of the board of directors are the president, immediate past president,
vice president(s), secretary, treasurer, Lion tamer (optional), tail twister (optional),
membership director, branch coordinator, if designated, and all other elected
directors.

The board of directors shall have the following duties and powers:

(1) It is the executive board of the club and is responsible for the execution,
through the club officers, of the policies approved by the club. All new business
and policy of the club shall be considered and shaped, first, by the board of
directors for presentation to and approval by the club members at a regular or
special club meeting.
(2) It authorizes all expenditures and shall not create any indebtedness beyond
the current income of this club, nor authorize disbursal of club funds for purposes
inconsistent with the business and policy authorized by the club membership.
(3) It has the power to modify, override or rescind the action of any officer of the
club.
(4) It ensures that the books, accounts and operations of the club are audited
annually or, at its discretion, more frequently and may require an accounting or
have an audit made of the handling of any club funds by any officer, committee
or member of the club. Any member of the club in good standing may inspect the
audit or accounting upon request at a reasonable time and place.
(5) It appoints, on recommendation of the finance committee, a bank or banks
for the deposit of the funds of the club.
(6) It appoints the surety for the bonding (insurance) of any officer of the club.
(7) It does not authorize, nor permit, the expenditure, for any administrative
10
 purpose, of the net income of projects or activities of the club by which funds are
raised from the public. It shall submit all matters of new business and policy to
the respective standing or special club committee for study and recommendation
to the board.
(8) It appoints, subject to approval of the club membership, the delegates and
alternates of the club to district (single, sub- or multiple) and international
conventions.
(9) It maintains at least two (2) separate funds governed by generally accepted
accounting practices. The first fund to record administrative monies such as
dues, tail twisting fines and other internally raised club funds. A second fund
is to be established to record activity or public welfare monies raised by
asking support from the public. Disbursement from such funds is to be in
strict compliance with item (7) above.

Committees:

Committees contribute to the success of a club by concentrating on a specific area and

making sure that the club’s goals in that area are met. Typically, committees are
formed to focus on areas such as club meeting programs, community service,
fundraising projects, club finances, membership development, public relations and
constitution and by-laws. Clubs are encouraged to appoint an information technology
chairperson to coordinate the club’s use of technology. Clubs may form additional
committees as deemed necessary.

Membership Categories:

There are seven types of membership:

 Active  Life
 Affiliate  Member-at-Large
 Associate  Privileged
 Honorary

Please refer to the Standard Form Lions Club Constitution and By-Laws (LA-2) for a
description of each membership category. No individual can simultaneously hold
membership, other than honorary or associate, in more than one Lions club.

Club Financing:

Most clubs use the budget system of financing. This is a practice of anticipating in advance
as accurately as possible the income and expenses of your club for a specific period and
then preparing a budget on that basis. Budgets should be used as guidelines for spending.

Clubs should have two budgets for their fiscal year: (1) an administrative budget and (2) an
activities budget. The administrative budget is what finances club operations. Its income
comes mostly from club dues. The activities budget finances the club’s activities and
projects. Its income should come from special fundraising projects held by the club in the
community. Income from the club’s fundraising projects cannot be used to defray the club’s
11
administrative costs, even if the club advertises that funds raised will be used for the club’s
own purposes. The club can, however, deduct the direct operating expenses of the
fundraising project from the funds raised.

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Lions Clubs International Trademark Policies
Lions Clubs International has a legal obligation to protect its registered trademarks. To
address this need, the Board of Directors adopted the Lions Clubs International Trademark
Policies. These policies define the association’s trademarks and provide members, clubs
and districts (single, sub and multiple) with guidelines on how and when they can use the
association trademarks.

Under these policies, Lions members, clubs and districts are automatically granted
permission and license to use the association trademarks in the promotion and furtherance
of Lions Clubs International’s purposes and club or district operations, such as sponsored
programs, projects, community service and other events, so long as such use is done in
accordance with the policies adopted by the International Board of Directors, and the
trademarks are not used on any item to be sold or otherwise available from the Club
Supplies and Distribution Division and official licensees.

For a complete copy of the association’s trademark policies, please refer to the Lions Clubs
International Web site, www.lionsclubs.org or contact the Legal Division at
legal@lionsclubs.org or (630) 571-5466, ext.360. For any questions on licensing,
approval for specific use on products, goods, etc, please contact the Club Supplies and
Distribution Division at clubsupplies@lionsclubs.org or (630) 571-5466, ext. 6798.

Limits on Authority
The club president has no absolute authority. The president’s authority to act must come
from directives from the board of directors, the club as a whole, the club’s constitution and
by-laws, or the Standard Form Lions Club Constitution and By-Laws (LA-2).

What the board of directors can and cannot do by itself is set forth in the Standard Form
Lions Club Constitution and By-Laws. This information is published on the association’s
Web site. Similar information may be referenced in the club’s constitution and by-laws.

Any club rule, procedure, by-law or constitutional provision that is contrary to the
constitution and by-laws of the club, district, multiple district or the International Constitution
and By-Laws (LA-1) is not valid.

Leadership Skills
As club officers, developing and nurturing leadership skills is very important. Club members
will be looking to you for guidance, motivation and to help solve problems, if necessary.
Together, your leadership team will help keep the club moving towards its goals. The
Leadership Division at International Headquarters provides several resources to the district
leadership development chairperson to assist you with developing critical leadership skills.
The Lions Leadership Resource Center, accessible via the association’s Web site, offers
easy access to leadership development tools and resources. Visit the center at
http://www.lionsclubs.org/EN/member-center/leadership-development/index.php

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Status Quo and Club Cancellation
Status quo is a temporary suspension of a club’s charter, rights and privileges, as well as
obligations. Status quo clubs should not submit a Monthly Membership Report or submit
changes in membership.

Justifiable conditions for placing a club on status quo include:

 Failure to comply with the purposes of the association or conduct unbecoming to a

Lions club
 Failure to fulfill any obligations of a chartered club, failure to submit Monthly
Membership Reports for three or more consecutive months, or failure to hold regular
club meetings
 Failure to pay district or multiple district dues
 Verification of non-existing club
 Decision of club to disband
 Decision of club to merge with another club

Clubs are encouraged to consult their zone chairperson, district governor, first vice district
governor and second vice district governor if any of these conditions exist in the club to prevent
being placed on status quo.

If a Lions club decides to disband, the club is strongly encouraged to first contact its district
governor, who will begin procedures to cancel its charter.

Financial Suspension of Clubs

A Lions club, which has an unpaid balance in excess of US$20 per member or US$1,000
per club, whichever is less, outstanding past 120 days will be placed on financial
suspension, including the suspension of the club’s charter, and all the rights, privileges, and
obligations of the Lions club. Suspended clubs can hold meetings to discuss the future of
the club and to identify actions to take to regain an active status. Any club that has been
approved for a payment plan by the Finance Division will not be cancelled, so long as it
continues to fulfill its obligation per the approved payment plan.

In the event the club does not acquire an Active Status on or before the 28th day of the
month following suspension, the club’s charter will be automatically cancelled. The
cancellation of a club for financial suspension may be rescinded within 12 months from the
date of the cancellation, in the event the club has paid their account balance in full and a
completed reactivation report is received filled out by the current district governor.

Clubs on Status Quo or Financial Suspension cannot:

 Conduct service or fund raising activities
 Participate in district and multiple district functions or seminars
 Participate in any voting procedures outside of the club
 Endorse or nominate a candidate for district, multiple district and international office
14
 Submit Monthly Membership Reports and report forms
 Sponsor a Lions club, or organize a Leo or a Lioness club

Clubs on Suspension shall:

 Hold meetings to discuss the future of the club and identify the steps needed to regain
an active status
 Make payments to clear the existing outstanding balance, or request a payment plan

Club Mergers and Single Club Transfers

More information and application forms for the following may be requested from the English
Language Department at International Headquarters. englishlanguage@lionsclubs.org

 Club Mergers: Two or more clubs may merge together, provided that both clubs are in
agreement with which club will be cancelled and the name, officers and committees of
the remaining club. Each club’s membership and the district cabinet must adopt a
resolution supporting the merger. The remaining club must submit a Merger Request
Form (DA-979) and required documents to the English Language Department. The
request form and club merger procedures can be found on the association’s Web site at
http://www.lionsclubs.org/EN/common/pdfs/da979.pdf

 Single Club Transfers: Clubs may transfer from one district to an adjacent district. The
club’s membership and the district cabinets of both districts must adopt a resolution
supporting the transfer. Both governors must also authorize the transfer. One of the
governors submits the request and required documents to the English Language
Department.

Club Name Changes

Club name changes must comply with the requirements established in Board Policy.
Requests should be sent to the English Language Department at International
Headquarters. To request a club name change use form DA 980 on the LCI website.
http://www.lionsclubs.org/EN/common/pdfs/da980-2011.pdf

Club Officer Orientation at the District Level

Districts are mandated to offer orientation programs for club officers. These programs are
beneficial to skill development and personal growth. Club officers are encouraged to attend
these programs, which often take place during district conventions or special district, region
or zone meetings. Contact the zone chairperson, district governor or global leadership team
district coordinator for details.

15
CLUB MANAGEMENT
Teamwork is one of the keys to successful club management. Club officers can
collectively shape the way in which they work together that will be best for all
concerned. There are, however, specific responsibilities and areas of authority for each
club officer. Using these as a guide, your leadership team can determine the most
effective way to manage your club throughout the year.

Beginning the Year

Preparation:
Many officers find it helpful to begin preparation for their year before taking office, using
many available resources to learn more about their club and the international association.
The outgoing officers can be most helpful during this time; however, make sure that you do
not interfere with their leadership until you officially take office.

Setting Goals:
Most people will agree that setting goals and developing a plan to achieve those goals is
one of the keys to success. Working with your leadership team, consider creating a
strategic plan outlining your club’s goals for the year and how you intend to reach them.
Resources on setting goals can be found in the Leadership Resource Center.

Making Committee Assignments:

One of the most important responsibilities of a club president is making committee
chairperson assignments. Experience worldwide shows that a member who is actively
engaged in club activities will continue to be a club member.

Presidents should confer with their vice president(s) before assigning chairpersons since
the vice president(s) may work closely with committees throughout the year. Consider
matching committee assignments to your members’ skills and knowledge when choosing
chairpersons. If the current club president agrees, your chairperson appointments may be
announced before you officially take office.

Throughout the year, the club’s leadership team should work closely with the committee
chairpersons to keep them informed, encouraged and motivated.

During the club president’s term, he/she will need to form the Nominating Committee.
Please note that, according to the Standard Form Lions Club Constitution and By-Laws, the
committee should be functional by March, and club elections must take place by April 15.
Information about elected officers is to be reported on the Officer Reporting Form (PU-101)
or through the membership reporting area of the association’s Web site.

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Selecting Service Activities:

Generally, service activities fall into three areas:

 The annual International Theme which details the priorities that the international
president will emphasize.
 Ongoing and traditional activities of Lions Clubs International, such as blindness
prevention, diabetes awareness, environmental services and youth programs.
 Activities that are relevant to the unique needs of your community.

Most clubs try to achieve a balance between these three areas when prioritizing activities
for the year. It is also a good idea to review your club’s goals before choosing activities.
Most importantly, look at your resources closely—time, budget and volunteer support—
before committing to a project.

Determine Record Keeping Methods:

There are many ways to keep records for the club. It is a good idea for club officers to meet
and determine how meeting minutes, and financial and membership records will be kept. At
the end of the year, records should be turned over to the succeeding officers.

Know Your Forms:

Take time to familiarize yourself with the various forms clubs submit on a regular basis.
Please note that most of these forms are available for submission online via the
association’s web site Club Resource Center at http://lionsclubs.org/EN/member-
center/managing-a-club/club-resource-center.php

 Monthly Membership Report (MMR) - (C-23-A): Every Lions club uses this form
each month to report its membership. The report is submitted to International
Headquarters either by mail, fax or online through a membership site on the
association’s Web site. To submit the membership report online, go to
www.lionsclubs.org and click on Submit Reports in the right corner of the screen.
The officer will be asked to create a password to use the membership site. Refer to
the Support Panel when you are online for answers to questions about the function
you are using. Questions about passwords or membership reporting questions can
be directed to mylci@lionsclubs.org.

Paper reports (MMR) must be received by International Headquarters by the 20th of

the current month.

Electronic versions of the Monthly Membership Report (WMMR) must be filed by

12:00am Central Standard Time, by the last day of the current month.

A chart of the dates that a report can be filed is shown below:

Month MMR Reporting WMMR Reporting

July July 1 – July 20 July 1 – July 31
August August 1 – August 20 August 1 – August 31
September Sept 1 – Sept 20 Sept 1 – Sept 30
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 October Oct 1 – Oct 20 Oct 1 – Oct 31
November Nov 1 – Nov 20 Nov 1 – Nov 30
December Dec 1 – Dec 20 Dec 1 – Dec 31
January Jan 1 – Jan 20 Jan 1 – Jan 31
February Feb 1 – Feb 20 Feb 1 – Feb 28
March March 1 – March 20 March 1 – March 31
April April 1 – April 20 April 1 – April 30
May May 1 – May 20 May 1 – May 31
June June 1 – June 20 June 1 – June 30

As a club makes changes to their membership online, the changes occur

automatically. Changes can continue to be made online throughout the month. The
report is cut off on the last day of each month, and no further changes can be made
for that month. Additional changes must be included in the next month's report.

PLEASE NOTE: A club cannot file future reports months in advance. If a month’s
report is missed, the transaction should be included in the next month’s paper
submission or entered into WMMR.

Either the paper or electronic (web) Monthly Membership Report must be

submitted each month even if there are no changes in membership.

 Club Officer Report (PU-101):

Clubs submit their officer contact information on this form annually on paper or through
the membership reporting area of the association’s Web site by May 15.

Clubs submitting a paper copy should return the original copy to International
Headquarters and forward a copy to your district governor. Remember to include
current unique email addresses to facilitate establishing club officer passwords.

 Monthly/Yearly Club Activity Report (A-1):

Club secretaries can report their club’s activities online directly through the association’s
Web site by following these simple steps:

- Log onto the Lions Web site: www.lionsclubs.org

- Click on the banner that reads: Submit Reports at the top of the page
- Select the appropriate Lions logo
- Enter a member number and password to enter the WMMR site and complete
the service activities report

The online site:

- Allows a secretary to report activities monthly

- Automatically tabulates each club’s information in a summary report and
eliminates the need to submit a separate year-end report
- Provides space for supplemental information about club activities (English only)
- Allows governors, vice governors and cabinet secretary/treasurers to view all
club reports in the district
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 - Allows club secretary to view other clubs’ and districts service activities that have
been shared
- Allows club to enter service goals and track their progress to completing goals

The online report has replaced the paper report form. Secretaries should use the online
report to ensure inclusion of their club’s service activities in the year-end summary that
is published after July 15, the cutoff date for activity information from the previous Lions
year.

For more information, contact programs@lionsclubs.org or call International

Headquarters at extension 6924.

 Club Supplies Order Form (M-74):

This form is used to order club supplies from International Headquarters. Remember to
allow plenty of time for orders needed by a certain date. Only club presidents and
secretaries can place orders. Clubs may place orders and download the order form
through the association’s Web site.

The Club Supplies and Distribution Division at International Headquarters has many
additional forms that can be very helpful for club management. Please refer to the Club
Supplies Catalog.

Fiscal Responsibilities:
There are several important financial issues that should be addressed as you begin your
year.

 Preparing the Budgets: Developing the club’s administrative and activities budgets is
one of the most important responsibilities of the treasurer. He/she works with the
Finance Committee and club president to prepare them. It is important to anticipate
revenue and income carefully and prioritize spending needs when developing the
budgets. Monitoring them throughout the year will help ensure your club remains solvent.

 Handling Banking Issues: The treasurer and Finance Committee will recommend a
banking institution to the board of directors, as well as suggest officers for signing
and co-signing checks. It is also recommended that a signature card be on file with
the bank, limits set regarding the amount of petty cash the club will handle and a
system for reimbursement established.

 Establishing Club Dues: The treasurer, in cooperation with the Finance Committee
and upon approval of the board of directors and club members, establishs the
amount for the annual club members’ dues. When determining this amount, consider
how much money will be needed to maintain the financial health of the club. The
club dues should also include district, multiple district and international dues. Club
dues are typically collected in advance, semiannually or annually. Invoices are
usually sent to club members approximately 10 days before the start of the dues-
paying period.

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Throughout the Year

Conducting Meetings:
The club president presides at all meetings of the club. Preparing and following an agenda
as well as using a recognized system of parliamentary procedure (such as Robert’s Rules
of Order) will ensure the meetings run smoothly and productively. Parliamentary procedure
will also help you assert yourself when necessary and handle disharmonious behavior.
Handling problems that occur during meetings is not always easy. Your members expect,
and have confidence in the club president to lead during these times.

Agenda formats vary from club to club and may be tailored to meet your club’s individual
needs. A typical club meeting or board of directors meeting format:

 Call to order by president

 Introduction of guests
 Program (guest speaker, entertainment, etc.) may either precede or follow the
business portion
 Reading and approval of minutes of previous meeting
 Treasurer’s report
 Old or unfinished business
 New business
 Adjournment

The club secretary typically has numerous duties for these meetings:

 Creating an agenda in conjunction with the president;

 Notifying participants of the time and location of the meeting;
 Recording minutes during the meeting;
 Recording attendance, makeup meetings and awards presented.

Communicating Effectively:
For a club officer, it is vital that the lines of communication remain open among members of
the leadership team as well as between the leadership team and the board of directors,
club members, district officers and the community. Keeping these people up to date on club
news, issues, etc. and helping them work through challenges will be an important part of
your year. If disputes arise between any member or members, and the club, consult the
dispute resolution provision in the Standard Form Lions Club Constitution and By-Laws
(LA-2).

Handling Correspondence:
Club officers often handle an abundance of correspondence. Correspondence should be
answered promptly and professionally to ensure the efficient running of the club.

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Understanding Membership Topics:
There are several membership topics of which club officers should be aware.

 Eligibility: Any person of legal majority of good moral character and reputation in
your community is eligible for membership in your club. Lions club membership is by
invitation only. New members are recommended to the club as prospective
members by using the Invitation-Application for Membership Form (ME6B). Any
member dropped from membership may be reinstated within twelve months by a
majority vote of the board of directors. Where more than twelve months have
elapsed, the member must return to the club as a new member.

Membership in a club may be one of several categories. A description of each

category is found in the Standard Form Lions Club Constitution and By-Laws (LA-2),
which is available on the association’s Web site. Membership Key Award information
is in publication ME 36 on the website.

 Family Membership Program provides families with the opportunity to join a Lions
Club, upon invitation, under a special family dues concession. The program is
designed for either existing members who wish to invite other family members to join
their club and for clubs that wish to expand their community service by involving
more families from the community they serve, subject to the provisions and
regulations as determined by the International Board of Directors.

This program is open to family members who are above the age of majority, living in
the same household, belonging to the same club, or wishing to join the same club as
an existing family member. New family members must be invited and approved by
the club’s board of directors. In case of young adult family members between the
legal age of majority and under age 26, the same household residency requirement
is not required if attending an institution of higher education or serving in the
country’s military.

For the purpose of the Family Membership program, the eligibility definition for
―families‖ shall be as follows:
A family includes all members living in the same household related by
birth, marriage, adoption, and other legal dependents, including such
common family relations as parents, children, spouses, aunts/uncles,
cousins and grandparents, and in-laws and other legal dependents.
The first member of the family shall pay the normal entrance fees and full
international dues (as well as any applicable club, district or multiple district dues).
Subsequent family members, up to a limit of four more, who meet the qualifications,
pay one half of the normal international dues and are exempt of any entrance fees.
All qualifying family members shall be active members with all rights and privileges.

To qualify for the family membership dues rate in the semi-annual per capita billing
cycle for Lions Clubs International dues, existing qualifying family members shall
need to be certified and reported as family members by May 31st and November

21
 30th in order to be billed at the discounted family rate for that upcoming respective
per capita billing cycle.

Additional information about the Family Membership Program can be found on the
association’s Web site. http://www.lionsclubs.org/EN/member-center/membership-
and-new-clubs/invite-members/family-membership/index.php

 Student Member and Leo to Lion Program provides students with the opportunity
to join any Lions club, including campus clubs, upon invitation, under a special
student dues concession. The program is designed for Campus Lions clubs and for
clubs that wish to expand their humanitarian service by involving more students from
the community they serve, subject to the provisions and regulations as described
below.

This program is open to students between the age of legal majority in the jurisdiction
in which they reside and through the age of 30. For the purpose of this program, the
eligibility definition for ―student‖ shall be as follows:

A student is an individual enrolled in an educational institution. New student

members must be invited and approved by the club’s board of directors.

Student members, who meet the qualifications, pay one half of the normal
international dues and are exempt of any entrance fees. Districts and multiple
districts may exempt or lower their dues for student members as deemed
appropriate. All qualifying student members shall be active members with all rights
and privileges.

Graduated Leos, current and former Leos between the age of legal majority in the
jurisdiction in which they reside and through the age of 30 shall qualify for the
Student Member Program upon the submission of the Leo Club Completion of
Service Certificate and Student Member Certification Form. Enrollment in an
educational institution is not required.

Additional information on the Student Member Program

http://www.lionsclubs.org/EN/member-center/membership-and-new-clubs/invite-
members/programs-mem-student.php
and Leo Conversion Program http://www.lionsclubs.org/EN/member-
center/resources/forms/resources-forms-youth.php is on the association’s Web site.

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  Transfer Members: The club may grant membership on a transfer basis to a Lion
who has terminated or is terminating his/her membership in another Lions club,
provided that:

 The member was in good standing with the former club

- The transfer occurs within twelve months of being reported as a dropped
member
 The transfer is approved by the board of directors

Both clubs involved in a member transfer must report the member on the MMR or
WMMR. It is no longer necessary to send a copy of the Transfer Member Form
(ME-20) to International Headquarters.

 Reinstated Lions Service Credit: This benefit will allow Lions who have had
previous breaks in Lions membership to claim their time served, ―in good standing,‖
and apply it to their current Lions membership record as prior years. This benefit
does not apply to former members who were dropped for ―non-payment of dues.‖

 Recruitment and Retention: Membership recruitment and retention are vital to the
success of a Lions club. Planning and implementing recruitment and retention
strategies can help your club thrive.

Please contact the Extension and Membership Division, memberops@lionsclubs.org, at

International Headquarters regarding membership issues, including programs and resources
for your club’s important membership recruitment and retention efforts.

Attendance:
It is the responsibility of the club officers to monitor attendance of members, establish make-up
rules and verify that members have fulfilled attendance requirements. Through the Club
Supplies Catalog, perfect attendance awards are available for members who have attended
every regularly scheduled meeting for twelve months or more, making up missed meetings in
accordance with the club’s policies. The period may begin with any given month. The Lions
Clubs Online Store address: www2.lionsclubs.org

Financial Responsibilities:
The club treasurer is responsible for making payments for items purchased by the club, as
well as district, multiple district and international dues.

Each month, the club treasurer will receive an itemized statement of charges and credits
from International Headquarters, if transactions occurred, or if the club maintains a balance
on its account. These charges and credits may include per capita dues, entrance fees,
charter fees, and prorated dues for new members, fees for reinstated members, dues for
transfer and life members, and club supplies. It is the responsibility of the club treasurer to
review the statement for accuracy and submit the statement to the club’s board of directors
for approval. The treasurer should also monitor the billing statements for credit of payments
received by LCI. If a payment is not shown on the next billing statement, resend the

23
payment identification information to the Accounts Receivable and Club Account Services
department email accountsreceivable@lionsclubs.org or by fax 630-571-1683

Payment is expected within the established terms for all club account balances. A club which
has an unpaid balance in excess of US$20 per member or US$1,000 per club whichever is
less, outstanding past 120 days will be automatically suspended, including the charter, rights,
privileges, and obligations of the Lions Club. In the event the club does not reach an active
status by the 28th of the following month, the club’s charter will be automatically cancelled.

Club treasurers should comply with the following instructions to ensure that the club’s
account is properly credited with payments.

Lions Clubs International Payment Instructions

After the club’s board of directors has approved the monthly statement, the club
treasurer is responsible for submitting a payment to the association’s bank account. If
LCI does not have an account in the country, payment is made through the district
governor.

In all instances, please write the complete club name, club number, and the purpose of
the payment on the front of the check or deposit slip. The club number and the
complete club name are the most important to ensure the payment is credited to
the club’s account. When making a deposit, it is very important to send a copy of
this information to the Accounts Receivable and Club Account Services
department by fax 630-571-1683 or email: accountsreceivable@lionsclubs.org

Specific payment instructions by country are available on the association’s Web site.
These instructions are also included with clubs’ monthly statements. Club treasurers
should visit http://lionsclubs.org/EN/member-center/resources/finance/resources-
finance-instruct.php

 US DOLLAR PAYMENTS - When making payment with a US dollar draft drawn on

a United States bank or branch, the payment should be mailed to the association’s
lockbox (Note: Please do not write deposit information on the back of a check):

The International Association of Lions Clubs

35842 Eagle Way
Chicago, IL 60678-1358 USA

 US DOLLAR WIRE TRANSFERS - When making payment with a US dollar wire

transfer, include the complete club name and club number in the transfer
instructions, and wire the funds to the following association account:

24
 JP MORGAN CHASE BANK, N.A.
131 South Dearborn Street - 6th floor
Chicago, Illinois 60603, USA
Swift Number: CHASUS33
Routing (ABA): 0210 0002 1
Account Number: 105732
Beneficiary name: The International Association of Lions Clubs

 United States wire transfers require the routing ABA#. International wire
transfers require the Swift Number.

 Clubs submitting US dollar wire transfers or non-US currency drafts or

wire transfers should fax deposit information to the Accounts Receivable
Department to ensure accurate and timely crediting of payments. Include
a copy of the wire or deposit slip along with the club name, club number,
amount to be credited to the club account and purpose of payment.
Please fax information to 630-571-1683.

 NON-US DOLLAR PAYMENTS - When making a payment with a non-US

currency draft or wire transfer, the funds should be deposited in a local
country association bank account. The local country association bank
account location and account number can be obtained from your district
governor, Accounts Receivable Department or the association’s Web site.
If there is no local association bank account, contact the Accounts
Receivable Department at International Headquarters.

 CANADIAN PAYMENTS – When making a payment with a US dollar

check on a Canadian bank or a Canadian check on a Canadian bank, the
payment should be mailed to the association’s lockbox:

The International Association of Lions Clubs

P.O. Box 2425, Station ―A‖
Toronto, Ontario
M5W 2K5
Direct any inquiries concerning the club’s account to the Accounts Receivable
Department. The fax number is 630-571-1683. The e-mail address is
accountsreceivable@lionsclubs.org.

Lions Clubs International Foundation (LCIF) Payment Instructions:

In order to ensure that your donation reaches LCIF, it is crucial to indicate that the
donation is intended for LCIF.

25
 US dollar checks drawn on US financial institutions as payments to LCIF should be
mailed to:

Lions Clubs International

Department 4547
Carol Stream, Illinois 60122-4547
USA
US dollar wire transfers intended for LCIF should be sent to:
Lions Clubs International Foundation
JP Morgan Chase Bank, N.A.
131 South Dearborn Street – 6th Floor
Chicago, IL 60603 USA
Account Number: 754487312
Routing ABA #: 0210 0002 1
Swift Code: CHASUS33

Please specify on the wire instructions that the donation or payment is intended for
LCIF. Please include complete payment or donor information. Notify LCIF via e-mail,
lcif@lionsclubs.org or fax 630-571-5735 of an incoming wire transfer.

The following options are available for non-US dollar donations or payments:

 US dollar wire transfers

 US dollar deposits made to an LCI US dollar bank account
 Non-US currency deposits made to a local LCI bank account
 Credit card payments charged in US dollars only

 OTHER FINANCIAL INFORMATION

The association’s web site at http://www.lionsclubs.org/EN/member-

center/resources/finance/index.php contains valuable information about:
 Exchange rates
 Payment instructions
 Unidentified deposits

To access any of these pages, log on to www.lionsclubs.org and click on the

Member Center, Resources, Finance, then select the page needed.

Exchange rates are updated on the 1st of every month and the unidentified deposits
are updated on the 15th of every month.

Statements sent to club treasurers contain the monthly exchange rates established
by the association. Remember, if a payment is made in subsequent months, the
association’s Web site posts the current month’s rate of exchange.

26
 Unique payment instructions, by country, are sent with the monthly statements of
accounts. Payment instructions are also available on the association’s Web site.

Sometimes a payment cannot be identified. The payment information is given to the

district governor. Unidentified payments are also posted on the association’s Web
site. The club treasurer should confirm that each payment is credited to the club
account. Contact the Accounts Receivable Department with proof of payment for
payments that are not credited to the club’s account.

 Preparing Financial Reports: Most of a treasurer’s time during a board meeting is

spent presenting and explaining the financial report. It is important to choose a format
for the report that is clear, easy to follow and accurate. Some items to include in the
report:

 Itemized income and expenses for the period since the last financial
report.
 The amount budgeted for expenses.
 The net monetary assets of the club at the beginning and end of the
reporting period.
 A running total of the amount of money the club actually spent on
community projects versus the same figures from the previous year.

Promoting Your Club:

How your club is perceived in the community is essential to its success. Developing and
implementing a comprehensive public relations program will help ensure that community
members support your club. This program will encompass both ongoing club publicity, and
promoting special events, such as fundraising and service activities. Equally important is
internal communication. Many clubs worldwide find that preparing a club directory and
publishing their own newsletter help keep their members informed. Another
communications tool that is becoming essential is a club Web site. The site can reach your
audiences—both internal and external.

E-Clubhouse: The e-Clubhouse enables clubs to build a free Web site and enhance their
presence on the Web by using fill-in-the-blank fields and pre-formatted templates to make
giving clubs a polished and tech savvy appearance easy. The e-Clubhouse also provides
consistency with the new Lions branding while enabling clubs to preserve their individuality.
The site includes a club calendar, club projects, photo gallery and contact us page to help
tell others about their Lions club. Up to five more pages can be added. It’s up to the club to
key in information and to determine how it will be used for their club. Encourage clubs to
develop their own Web presence with the e-Clubhouse by going to the LCI Web site:
www.lionsclubs.org/EN/member-center/managing-a-club/e-clubhouse.php

27
New Club Extension:
Organizing a new Lions club in nearby areas is an effective way to bring additional people
into the association. New clubs increase the number of Lions who help those in need. The
association offers a variety of options for forming new clubs including: new century,
campus, Lioness/Lions, and traditional community clubs. The club branch program can also
reach new communities. Please contact New Clubs and Marketing Department at
International Headquarters for information on the different types of clubs, as well as club
organization kits.

Attending Zone Meetings:

Zone meetings are very helpful for club officers. These local gatherings allow clubs to
exchange ideas regarding programs, projects, fundraising, and membership issues, and
offer a forum for establishing cooperative relationships between clubs. Zone meetings are
also an opportunity to meet other Lions from your area.

District Governor’s Club Visit:

The district governor or his/her designee visits clubs in the district to evaluate the
operations of the clubs and discuss Lions business matters. Clubs are encouraged to use
this visit to strengthen their relationship with district officers. After setting a date for the
visitation, clubs should give him/her time on the agenda to address members. Throughout
the year, clubs are encouraged to inform the district governor about major activities. A
governor or his/her designee may visit clubs in the districts individually or jointly at the zone
level.

Attending Conventions:
Attendance at conventions—including district, multiple district and international—is a
wonderful way to learn more about the association, get motivated and meet fellow Lions.

28
Finishing the Year

Recognition:
Recognizing club members, community residents and those who have been helpful to your
club is a wonderful way to end your year in office.

 Recognizing Club Members: Recognition is an excellent way to maintain morale in

the club. Clubs may determine guidelines for honoring the service of its members.
The secretary is responsible for maintaining accurate awards records and ordering
awards. Suitable awards honoring outstanding service are available from the Club
Supplies Catalog. Awards should be ordered as early as possible to ensure timely
delivery.

 Holding Appreciation Dinners: Many clubs choose to hold an appreciation dinner

for all community residents who have helped their club through the year. It is a good
opportunity to say ―thanks‖ to everyone.

 Applying for the Club Excellence Award: The application should be completed by
the club secretary, signed by the respective district officers, and returned to the
English Language Department for processing. Applications received after the
deadline will not be considered for the award. The deadline date is printed on the
application. The application can be downloaded from the association’s Web site.

Club officers are encouraged to work with district officers to achieve shared
objectives.

Transitioning to the Next Leadership Team:

Just as you may have looked to the sitting club officers for advice before you took office,
the incoming members of the leadership team may look to you for advice. If asked, brief
them regarding the status of the club, and any other pertinent information. The transfer of
club records to the next leadership team is necessary and important. Discuss any plans or
projects that are not completed that will continue into the next year.

Enjoy the opportunity to be one of the leaders of your club. You not only represent your
club, but also the district and association as you work with club members and the
community throughout the year. Your term as a club officer can be a rewarding experience,
personally and professionally. Your efforts are highly valued and appreciated. Have fun and
good luck!

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 We Serve
The International Association of Lions Clubs
300 W. 22nd Street
Oak Brook, IL 60523-8842, USA
Phone: (630) 571-5466
Fax: (630) 571-1693
E-mail: englishlanguage@lionsclubs.org
www.lionsclubs.org

LA-15 2012-2013 Printed in the USA