lions Clubs

LIONS CLUBS INTERNATIONAL DISTRICT 322B1

lions Clubs
lions Clubs

LIONS CLUBS INTERNATIONAL DISTRICT 322B1

lions Clubs

District Policy



(As Amended at the 15th Annual District Conference on 21st February 2016 with amendment references) 
(Nothing in these policies is intended to contradict or contravene any Constitutional provisions or policies of the International Board of Directors. In the event it is determined that there exists a conflict between these policies and any constitutional or board policy provisions, the applicable constitutional and/or board policy provisions shall govern and control. These policies are intended to be consistently followed for streamlined operations, continuity of best practices and transparency)
A. ACCOUNTS AND FINANCE
  1 All accounts would be maintained on mercantile basis.
  2 All costs and expenses made in relation to any program organized by the district shall be reflected in the books of accounts.
  3
The statement of expenses and contributions in respect of every fellowship and service program of the district shall also be separately disclosed in the accounts presented to the members of the cabinet (and all contributors/sponsors) within 30 days of the conclusion of the said program, and at regular monthly basis in case of any ongoing program.
  4
The district shall file its income tax returns annually. These returns shall be filed with effect from assessment year 2011-12, if not before.
  5
The copies of the accounts, books, receipts, vouchers, etc in respect of the district and all its trusts shall be maintained properly and stored for at least 8 following years at a place decided for this purpose.
  6
The District Governor and the chairpersons of various trusts shall submit a statement in writing to the cabinet that the returns of income tax have been filed, stating the date of filing and explaining whether any delay had taken place beyond the time legally permissible.
  7
All accounts of the district shall clearly reflect that there is a positive cash flow at the end of each year. No district governor shall hand over charge to the successor with any deficit in any of the accounts of the district. A separate cash and bank flow statement shall be circulated to the members of the cabinet and honorary committee within 30 days of the close of the year.
  8
The accounts of the district and the trusts shall be audited by an auditor appointed annually. But as a best practice, the said auditor should be reappointed at least for 3 years provided the auditor has consented to be reappointed each year and that there are no other matters that may warrant a change. Such audit shall be completed within the period as specified by the MDconstitution or 60 days of the close of the year, whichever is more.
  9
The audited accounts (drawn on April to March basis) of all trusts and foundations of the district shall be presented to the annual district convention held during the following district convention. These accounts shall be circulated to all cabinet members and honorary committee with 30th June. At the convention where these accounts are presented, the same shall be presented for approval by the officers in charge of the year to which these accounts relate.
  10
The receipt and payment accounts relating to the existing permanent projects shall be presented to each cabinet meeting drawn at least up to the 30 days before the date of such meeting.
  11 All expenses shall be paid only if they are budgeted and properly backed with bills and receipts.
  12
No appeal to raise funds for any project shall be circulated by any cabinet officer in his/her such capacity (other than for natural and national
disasters) until and unless specifically approved by the district cabinet
  13
No permission to raise funds can be granted until the purpose for such funds is expressly identified. If such funds are even partly proposed to be raised from non-members, such permission shall be granted only if it is related to service programs
  14
At every cabinet and honorary committee meeting, a statement of dues (international, multiple and district) showing the amounts payable for each half and the amounts having been paid in respect thereof by each club shall be circulated. No such circulation is required at the 1st cabinet and honorary committee meeting.
  15
Accounts in respect of any grant received by the district from LCI shall be circulated to the district cabinet. The District Governor shall be required to expressly inform each cabinet meeting and honorary meeting regarding all grants that have been received but submission of utilisation report and accounts is pending.
  16
The accounts of the district and the trusts and foundations shall be operated by the individuals in office during the lion’s fiscal year only. Much in advance of the close of the lion’s fiscal year, appropriate resolutions for change of signatories can be taken to be made effective from 1st July onwards.
  17
No cash over and above a certain imprest amount shall be held in hand either with the cabinet officials or the district office. All transactions would be through cheques. All money received should be deposited in the bank and then should be payments made through bank cheques/ drafts
  18
The amounts collected from the members of the clubs for the district secretariat shall be kept in a separate account and used only for that purpose. The policies for administration of the secretariat may be drawn up in due course, but not later than the conclusion of the annual district conference for the year 2010-11.
  19
The registration charges for the district installation and district convention shall be approved by the district cabinet at the meeting following the district convention of the previous year and the second cabinet meeting of the year for which such convention is being planned respectively.
  20
The District Governor each year may decide to collect an amount in advance from all committee members and cabinet members to meet the registration costs at district installation ceremony, convention, district fellowship programs and leadership development programs. Such amounts shall be paid by the individuals concerned in accordance with the time limits set by the District Governor. No other form of levy for appointment to the committees and the cabinet can be collected from such individuals
  21
District governors and vice district governors shall accept it as a responsibility to attend all national level meetings and area forums at their own expense. Further that the District Governor shall also attend the international convention at least during the term asDGat own expense.
  22
The office secretariat may be established as soon as possible at the owned property of the district. Till the time this can be achieved, it may be established at rented premises. Any property purchase or rental should be accomplished through open bids being invited from all clubs of the district, besides utilising the services of professionals for this purpose; a separate seven member committee consisting of DG Team and four past district governors as may be nominated by the honorary committee may screen all proposals for its economic impact, location, terms of contract and the like to maintain transparency
B. DISTRICT CABINET
  1
District Governor or DGE may nominate individuals to such positions in the district cabinet that have an identified job responsibility. The DG team(as defined by LCI) shall work together to draw up a listing of job responsibilities of all cabinet officers such that they are specific and not over lapping and the said document shall be approved at the first cabinet meeting for 2010- 11. All future appointments would be made in terms of the said responsibility document as stated above, which may be altered and amended from time to time as per part ’K’ of these policies.
  2
All cabinet members may be chosen by the DGE for the succeeding year from among clubs whose membership exceeds ’20’ (5) (11) as at the date of announcement of such appointment. (11) ’The maximum number of representations from clubs would be as follows:
If a club’s membership is between 20 and 50, a maximum of 2 (two) past presidents of such club may be invited to serve on the cabinet.
If a club’s membership is between 51 and 100, a maximum of 3 (three) past presidents of such club may be invited to serve on the cabinet.
If a club’s membership is above 100, a maximum of 4 (four) past presidents of such club may be invited to serve on the cabinet.’
Further still, no announcement for such appointments can be made until the home club of the said appointee is in good standing.
(11) The same principle would apply to any appointments made by a District Governor during the year of governorship. .
  3

No individual (except those elected) shall be appointed on district cabinets for a period exceeding 5(4) years continuously. After having served for 5(4) years (including service during any particular year where the individual has so served for a part of the year) at least one year shall intervene before the person may be appointed again. This shall be in effect for the cabinet for the fiscal year 2011-12 and thereafter.

(4) The number of years ’3’ has been replaced by ’5 years’ vide amendment approved at the xII Annual District Conference held on 10 February 2013.

  4

All appointments to the cabinet shall be made directly by the District Governor of the year concerned or the DGE for the cabinet of the following year(1) Only past presidents of the clubs shall be appointed to the cabinet of the district. No Past District Governor other than the IPDG and Honorary Committee chairman shall be a member of the district cabinet.

(1)  “Unless the board of directors of any specific club has approved a resolution requesting the 1 VDG before the end of the calendar year that cabinet
appointments in that club may be made only in consultation with the said board of directors” – the portion of the text deleted as amended at the xth
Annual District Conference held on 20 February 2011.

  5
All circulars to the club officers and cabinet members shall be sent through e-channels . One comprehensive set of information in hard copy may be circulated each quarter, if deemed fit, through district office.
  6

If in case an individual has not paid ones dues as per point 20 above within 30 days of the receipt of appointment letter, then such person shall be deemed to have been removed from office. Further, such individual shall not be appointed to the cabinet in the year following the one to which his/her appointment related.

  7 Each cabinet meeting shall include an agenda regarding information relating to:

1 Names of clubs officially visited by the District Governor;
2
Whether monthly newsletters have been published on the website and circulated by the District Governor by the 7th of each following month; such newsletter shall include information relating to changes in LCI policies relating to club administration and programs, district and multiple district news and policies, convention updates. Accounts in respect of any joint activity organised as a district project (as approved in terms of clauses above) if the cabinet meeting is held not less than 15 days after the conclusion of any such activity, the accounts with details of any amount outstanding, whether receivable or payable.
3 Recommendations, information and reports (if any) received from the honorary committee
  8
Leave of absence in writing for valid reasons must be received at least three days in advance of the cabinet meeting. If no leave of absence is
received and then if any cabinet member does not attend 2 consecutive meetings of the district cabinet he shall be deemed to have vacated one’s office.
  9
All minutes for cabinet meetings and other district meetings shall be circulated through the website and emails within 7 days of the conclusion
of the meetings or as specified by the constitution. In case of cabinet meetings, an executive summary stating all decisions made and important
matters discussed would be emailed to all cabinet members, club officers and PDGs within 5 days of the close of the cabinet meeting.
  10
The district shall hold at least 6 regular cabinet meetings with no two meetings being more than 80 days apart. The first cabinet meeting shall be held in the month July of the fiscal year. One preparatory meeting shall be held before the commencement of the fiscal year with the cabinet
members for the following year, and this meeting shall also have the current year’s cabinet members in attendance where the records of the
outgoing year shall be handed over ceremoniously to the incoming officers.
  11 The district shall not assume any further permanent project until and unless the same is approved by the lions of the district at the annual district
conference or a special conference for this purpose.
  12 At each cabinet meeting a summary of the club wise status for submission o fMMR and WMMR reports shall be circulated.
  13
At each cabinet meeting, a statement showing status of all grants received or applied for support from LCIF shall be circulated showing name of the project, grant tracking number, whether approved or not, amount applied for, amount approved, date of approval, date of disbursement, reasons for non disbursement, date of filing of utilisation report, and any such other details as may be felt appropriate.
  14
No project for LCIF support shall be approved by the cabinet until and unless at least 40% of the local funds for the project are already collected and at least an application forFCRAregistration has been made.
  15

A standard awards list and evaluation criteria would be established by the district at the annual district conference or a special district conference. This list would include no more than 80 awards that may be presented to the lions of the district annually in addition to any awards, rewards or certificates presented to any lions/clubs of the district in recognition of their effort in membership promotion schemes in course of the Lionistic year(7) . The district governor may however add awards as per his own desire and needs of the relevant year provided total number of district awards and district certificates presented for a particular year does not exceed 100 beside membership promotional schemes recognitions(7)

(7) The set of words ’in addition to any awards, rewards or certificates presented to any lions/clubs of the district in recognition of their effort in membership promotion schemes in course of the Lionistic year ’got added in the end of 2nd sentence at the Special District Conference held on 27.06.2014.

(7) The set of words “ besides membership promotional schemes recognitions" added at the end of the paragraph at the Special District Conference held on 27.06.2014.

16

(8)All new clubs to be extended in the district would require paying one full year dues (international, District, MD) at the time of making a charter application to ensure better health and sustainability of the newly chartered club.

(8) The new paragraph as 16 inserted at the Special District Conference held on 27.06.2014.

C. HONORARY COMMITTEE
  1 Any PDG in good standing from a club in good standing shall be appointed as the chairman of the honorary committee of the district.
  2 At least 6 honorary committee meetings shall be held each fiscal year.
  3 All attending PDGs would register themselves for each district installation and district convention by paying the registration charges.
D. DISTRICT CABINET INSTALLATION AND ANNUAL DISTRICT CONVENTION    
  1
The district installation ceremony shall be hosted by the home club of the 2nd Vice District Governor. This shall be in effect from the fiscal year 2011-12.
  2 The district convention shall be hosted by the home club of the 1st Vice District Governor if no bid is received from any other club to host the same.
  3

At each district convention, a report on each of the following shall be presented either individually or as a part of the cabinet secretary’s report:

1 Major Public Relation initiatives carried out
2 Major partnerships made with other organizations
3 Achievements in Sight First, Lions Quest and Blood banking
4 Membership and club extension status
5 Leadership Development programs
6 Major fellowship programs
7 Any disaster relief programs undertaken
8 Peace Poster Contest conducted by various clubs
9 Special programs undertaken in keeping with the international president’s program
10 Permanent projects of the district
E. ANNUAL PROGRAMS AND PROJECTS
  1
The 1st Vice District Governor shall present the program for the following year to the honorary committee for its opinion in December/January. Thereafter, the said program (after making any appropriate changes) would be presented to the district convention.
  2
In the program for any fiscal year, any District Governor or DGE shall not include any new initiative until and unless the same has been discussed in the cabinet and with the honorary committee. If such initiative involves application of funds beyond Rs 2 lac, then such initiative would need the approval of the cabinet before being launched. Every initiative so launched would be evaluated for its results expected vis-à-vis actual. The said initiative would continue in the following years only if application of resources can be justified. Further, any successful initiative shall not be terminated in the following year until and unless the District Governor can satisfy the cabinet that the same is not a viable program.
F. MEMBERSHIP PLANS
  1
The district shall regularly expand its pool of guiding lions that shall be willing to play such roles. These individuals shall be trained specifically for this purpose, and only such trained lions shall be appointed as guiding lions of new clubs. No guiding lion shall be assigned to more than 2 clubs at one point of time.
  2
The district governor teams shall have a 3 year membership plan. This plan shall be an evolving document with one year being added at the end of each fiscal year. This document shall list the steps to be taken to promote membership, extension and continued engagement of the existing members in their home clubs. Responsibility shall be assigned and resources needed shall be identified. This document shall be presented to the district cabinet and the honorary committee at their first meeting each year and may be reviewed at other meetings as the need may arise.
  3
For the purpose of monitoring the implementation of membership plan, a long term committee shall be established consisting of the members of the DG team, IPDG, and three PDGs nominated for a three year term by the honorary committee. Any membership or extension related district chairpersons or members of similar teams may be invited to the meetings of this committee. This committee shall meet at intervals as may be necessary and shall submit its report to every cabinet meeting. Before any club is extended and inaugurated, information shall be provided to this committee which shall be required to make sure that all such steps (including orientation and explanation of financial obligations) that need to be taken before starting a new club have been taken care of. Consent of this committee should be required before any club inauguration takes place.
G. LEADERSHIP DEVELOPMENT PROGRAMS
  1
Leadership development programs shall be conducted at least once for all club officers and cabinet members before the start of the fiscal year and at least once during December or January falling within the fiscal year.
  2
Leadership development programs for lions in general shall be conducted at least once bi-monthly (9) and dates for the same shall be announced at least 1 month in advance. Such monthly programs may be conducted through video conferencing mode.
  3
The curriculum for the training programs shall be presented by the DG team to the cabinet by February/ March each year to determine the same for pre-fiscal year orientation programs. By April /May each year, DGE shall present  again to the cabinet a list of the topics to be covered in the leadership sessions through the  following year on a monthly basis, and by August/September the DG shall present to the cabinet the list of topics to be covered in the mid year officer orientation program.  . (For the fiscal year 2010-11, the above matters, where applicable, may be finalised within July instead of May/June as stated above.)
H. OTHER DISTRICT AND ZONE MEETINGS
  1
Every region or zone (in case there are no regions) shall organise a conference. Dates of Region/Zone conferences shall be announced latest by 30th August. All such conferences shall be held at least 21 days before the district convention.
  2
All Zone Chairpersons shall hold at least 1 District Governor Advisory committee meeting each quarter and without a gap of more than 100 days between any 2 meetings. One preparatory meeting shall be held apart from the 4 regular meetings before the commencement of the fiscal year with officers (elect) of the clubs and convened by the ZC (designate).
  3
The District Governor team shall meet with RC and ZC at least once each month at dates, time and place decided at the preparatory cabinet meeting. Such meetings may be held via video conferencing.
  4
The District Governor team shall meet with all club presidents and secretaries at least once in each quarter and such meeting may be held via video conferencing if deemed fit. The dates, time and venue for these meetings shall be decided at the preparatory cabinet meeting.
  5
The District Governor teams shall meet with the past presidents of all clubs in August and January each year and such meetings may be held via video conferencing if deemed fit. The dates, time and venue for these meetings shall be decided at the preparatory cabinet meeting.
  6 Costs for organising and hospitality at each district meeting shall be collected from those attending the same.
I. CLUB MEETINGS
  1
The club installations shall be performed by lions who have served at least as a club president. Club installations should be held within 30th June each year, commencing from installations relevant to year 2011-12. No induction of members shall be performed in absentia and unless it is proved to the satisfaction of the induction officer that such new members have been reported to LCI. Mere oral confirmation that reporting of new members has been complied with shall not be sufficient. Further, not more than 2 members from among District Governor, IPDG and the 2 VDGs may attend the same club installation or induction ceremony. The District Governor should have the first choice to accept invitation to any club program.
  2 The district governor shall have his/her program for visitations posted on the district website (updated every fortnight).
  3 Any member of District Governor team shall not accept over-lapping assignments.
  4
Both VDGs shall visit each club of the district at least once during each fiscal year; this visitation may be made to any regular meeting, service project or fellowship program of the club. For making such visitations, the VDGs may not wait for any specific invitations. They may make visits at any club meeting other than nomination and election meetings, or may seek support from region chairpersons and zone chairpersons to receive information of club meetings.
  5
Every club shall send information in advance of all its meetings to its region and zone chairpersons, cabinet secretary and District Governor team. If information regarding any club’s meetings is not forthcoming for more than 45 days, the RC/ZC shall make special efforts to meet the club officers to determine the actual status and report to District Governor.
J. DISTRICT AWARDS AND PUBLICATIONS
  1
All points for contest rules (if announced at any time before the commencement of the year or during the year) would be updated for each month by the 15th day of the following month, and such updates would be available for review by the officers of the clubs and cabinet members from the district secretariat.
  2
The district shall continue, as far as possible, the same vendor for website at least for a period of 3 years as may be approved by the cabinets at the conclusion of every block of 3 years.
  3
The district bulletin shall be printed as a hard copy and distributed to all members of the district. At least 4 editions of the bulletin shall be printed each year.
  4
The photographs to be published on the website or any printed literature of the district shall include generally action photographs at various programs and projects. Profile photographs of the District Governor team, International Director (if any) from the district and PIDs as well as PDGs shall appear in a separate section on the website.
  5
District directory shall be printed and made available to the clubs and members no later than 7th July each year. This directory may be printed in paper form only during 2010-11 and 2011-12 (3) (6) (10) (12), after which the district would move on to soft copy publication of the said directory and be made available through the website to all concerned. A concise directory consisting only of the names of the cabinet officers, PDGs and club officers may be printed along with their contact information. As a best practice, every club that agrees to the names and details of its members to be included on the net would be required to furnish a resolution adopted in this regard in its meeting of the board of directors duly ratified in its general meeting. If the decision is not to have the details published on the net, the same would however be provided to the district secretariat for record purposes.
  6 The district governor may present only such awards at the end of each year as are recorded in the approved list as per this policy.
K. GENERAL 
  1 Nominations to the various trusts and foundations for following year should be made by the DGE latest by 15th May each year.
  2 Taking any internal dispute to any court of law without exhausting all domestic forums shall be deemed as conduct unbecoming of a lion.
  3
Amendments to these policies may be made through any appropriate resolution being proposed at any district convention (annual or special) by any club in good standing or by the district cabinet or by the honorary committee. Such resolution would require a majority vote for its approval. Such resolution for amendment in District Policy should be circulated amongst all clubs with 30 days clear notice. (2)

(2) The last sentence inserted as amended at the xth Annual District Conference held on 20th February 2011

L. NON CONFORMING PENAL ACTION     
  1
Non-conformance or violations of these policies may result in penal action as appropriate, including but not limited to, censure and/or reprimand by an appropriate committee, cabinet and/or convention, referral of the violation to local authorities for investigation or enforcement action in the event the violation may constitute a violation of local law, and/or appointment of an appropriate committee for investigation and recommendations concerning further appropriate penal actions.
2
Any disputes regarding these policies shall be resolved through the District Dispute Resolution Procedures as provided in the Board Policy Manual or other appropriate internal dispute resolution processes.
Note: The number in superscript mentioned within bracket followed by explanatory statement for amended clauses are the serial of amendment approved at District Conference or Special Conference from time to time as specified.  
List of amendments serially:
  1 In ’B 4’ at 10 Annual District Conference held on 20 February 2011
  2 In ’K 3’ at 10 AnnualDistrict Conference held on 20 February 2011
  3 In ’J 5’ at 12 Annual District Conference held on 10 February 2013
  4 In ’B 3’ at 12 Annual District Conference held on 10 February 2013
  5 In ’B 2’ at Special District Conference held on 30 May 2013
  6 In ’J 5’ at 13 Annual District Conference held on 16 February 2014
  7 In B15 at Special District Conference held on 27 June 2014
  8 B16 inserted at Special District Conference held on 27 June 2014
  9 In G 2 the set of words ’once each month’ replaced by ’once bi-monthly’ vide amendment approved at 14th Annual Conference held on 22nd February 2015.
  10 In ’J 5’ Printed Directory permitted for Lionistic year 2015-16 as amended at the 14th Annual District Conference held on 22nd February 2015..
  11 In ’B 2’ The threshold membership strength amended to 20 in place of 25 and the basis of appointment got substituted by the set of words appearing in italics as second sentence under the clause, in place of "If a clubs has 2 reps on the cabinet, the second appointment may be made only if the club has at least 35 members; similarly, 3 members from a particular club may be invited to serve on the cabinet by the governor only if the club has at least 75 members, and up to 4 members may be selected for cabinet from a particular club only if the club has at least 100 members. In any case no more than 4 members from any club shall be appointed on the cabinet for any year". Further, the set of words ’The same principle would apply to any appointments made by a District Governor during the year of governorship’ had been substituted for the set of words ’This shall be in effect for the cabinet for the fiscal year 2011-12, and thereafter", by way of amendment at the 15th Annual District Conference held on 21st February 2016.
  12 In ’J 5’ Printed Directory permitted for Lionistic year 2016-17 and 2017-18 as amended at the 15th Annual District Conference held on 21st February 2016.

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