Who is a Region Chairperson?
the representative of the District
Governor within the geographical location defined as your Region previously named “Deputy District
Governor”

Coordinating the Duties of your Zone
Chairpersons
The key to your success is the effectiveness of your Zone Chairpersons
Your coordination of their activities must be done in a way that:
Guides rather than ‘bosses’
Is compatible with your DG Team objectives
Prevents unnecessary duplication of service and duties

RC Responsibilities
Organise meetings with ZCs to review Cabinet reports, seek solutions to issues highlighted and communicate District matters onward to Clubs
Report findings to and attend District Cabinet
If possible attend at least one meeting of each
Zone within the Region
Represent the District Governor Team as requested
Identify locations for new club extension, advise the District Membership Officer and actively progress
Attend and report to the District Convention
Support your Zone Chairpersons to ensure completion of their responsibilities

RC Other Activities
Organise regional heat of the District Youth
Award Project
Monitor the health and status of clubs in your
Region (review Club Health Assessment Reports)
In conjunction with your Zone Chairpersons identify potential future leaders and advise the
DG Team
Encourage all clubs within the Region to be represented at the District Convention & participate in District projects

Your Role in Starting New Clubs
Discuss with Zone Chairs the draft list of communities in your Region which could benefit from a new club
Meet with the District Membership Officer
Encourage existing clubs in the Region to sponsor and assist form a new club
Once a new club is chartered you have the responsibility to care for it through orientation of members, club visits and the introduction of a Guiding Lion

How to Help a Declining Club
Investigate the problem area to determine its cause
Discuss your findings with the club’s officers &
Zone Chair
Offer solutions: you may wish to confer with the District Membership Officer and DG Team.
Don’t forget local clubs are usually very willing to help
Agree a recovery plan with the club and monitor progress

District Resource PeoplE
District Governor (Pat O’Brien)
1 st Vice District Governor (Marion Connelly)
2 nd Vice District Governor (Paul Allen)
Region Chairs
Zone Chairs
PR Coordinators (Frank Corr)
Webmaster (Jerry Desmond)
District Leadership Officer (Bernard Black)
District Membership Officer (Pat McCoole)

Reports You Submit
Report to the DG Team on any issues within your Region
Report to District Cabinet
Report to District Convention

Reports/Resources You Receive
Monthly Membership Report of clubs within your Region can be viewed online
Monthly copy of District Club Health Assessment
Club Visitation Reports by your Zone Chairs
Cabinet Minutes
Zone Chair reports

Thank you for accepting the challenge

You, the Zone Chairperson, …
. . . are the link between the Clubs in the
Zone and the District team
. . . collaborate with the Region
Chairperson and District Governor Team to ensure that Clubs in your Zone are in good standing and conduct service projects within their community.

Three Hats of a Zone chair
• Motivator: recognise club success
• Counsellor: provides coaching and guidance
• Communicator: informs clubs of district information and reports club activities to the DG and RC

Zone Chair Responsibilities
Visit all Zone Clubs – recommend report visit to RC
Monitor the health and status of clubs in your zone
Organise and conduct 3 Zone Meetings during the year
(1 st Year Ahead; 2 nd Social aspect; 3 rd Incoming Officer Training)
Ensure new club officer details are advised (input) as requested – PU101
Identify clubs with secretary/treasurer related issues
Ensure clubs complete and submit Financial Accounts
Attend and report to Cabinet Meetings and District
Convention

Zone Chair Other Activities
Encourage clubs to visit other Lions Clubs
Encourage clubs to be represented at the
District Convention
Ensure support and growth plan for clubs with less than 15 members
Club Secretary is knowledgeable of the LCI members database and details are accurate
Members email addresses to Pat McCoole
Identify potential leaders

Club Visits
When you visit a club look for the 6 elements of success:-
• A major service activity that the community needs
• A fund-raising project in which the community will participate and contribute
• Good public relations within the club and in the community
• Regular well organised club meetings
• Team spirit
• A membership growth programme that includes involvement for new members

What is a Weak Club?
New members not being recruited
Monthly Membership Reports not submitted
Failure to pay dues on time
Low attendance at meetings
No or poor service or community activities
Too much fundraising for other charities.
Lack of enthusiasm & declining membership
Lack of support for District activities or convention

Compliment on Club Success
Inform the club of how to put information in the DG’s District Newsletter
Recognition of publicity or a membership increase will encourage club officers to continue in their efforts
Club Excellence Award

Club Excellence Award
This award recognises a club that is effective, pays its bills, and is filing reports on time
Recognises a Club that Does what it is supposed to do. Clubs does not need to know they are put forward for this award
Award also for Zone Chair if 50% of your zone’s clubs earn the Club Excellence
Award

Provide Information to Clubs
District events or programs
District convention and events
Successful activities from other clubs
Awards that might be of interest to the club. Check points available for a MJF

Communicate Regularly
Frequent communication is easy with email, but phone or face to face is much more personal and effective so determine preferred method of each club president
Clubs may not call you with a problem, so you should contact them

Offer Assistance
Inform clubs about information, support, training and many other resources available direct on DVD or via Lions websites: www.lionsclubs.ie (District) www.lionsclubs.org (International)

First Resource to Clubs

Problems in a Club
Problem solving is an essential skill for a Zone Chairperson. Remember to
‘tactfully’ solve a problem as soon as possible.
Ask for assistance from your district resources if you need it.

Reports You Submit
Report Zone Meeting minutes to RC, DG
& VDGs
Report to District Cabinet
Report to District Convention

Reports/Resources You Receive
Monthly Membership Report (WMMR) can be viewed online (if reported online)
Monthly copy of Club Health Assessment
Cabinet Minutes
Zone Chairperson Manual
DVD containing Manuals for Club Officers and many other useful support materials

The Role of the Club President
The President is chief executive of the Club.
The President’s authority in the Club is not absolute but comes from the:
• Club as a whole
• Club constitution and by-laws
• International Lions Constitution and By-Laws
• Board of Directors

The Role of the Club President
The Club President presides at all meetings of the Board of Directors as well as the Club.
The President is an active member of the district governor’s advisory committee
(Zone Meeting) of the Zone in which the
Club is located.

Meetings
Prepare your Meeting Agenda with the
Secretary
During meetings the President presides over the meeting and agenda.
It is the President who ensures the agenda is followed.

Meetings
To assist you run effective meetings:
Review the Lions Learning Center course
Meeting Management on

Meetings
Manage group interaction
As the president presides over meetings, there may be times when conflict arises.
The president is the standing authority at meetings and must understand how to manage these types of interactions.

Committees
A good President delegates
Clubs may have members in committees:
There are two types of committees that are appointed by the Club President.
Standing committees (permanent positions within the club)
Special committees (limited time or special function)

Committees
The chairperson of each committee will be the point of contact for the committee as well as a leader for the committee members.

Club Officer Elections
The President also plays a key role in club officer elections.
The President works with other Club
Officers to ensure the Club runs smoothly and tasks are accomplished.

Communication
Communication is very important to success as a Club President
An effective club needs to be aware of news and information about their Club activities
A Club lacking effective communication is more likely to have dissatisfied members who do not feel connected to the club.

Leadership
Club members look to the President for leadership.
This includes guidance, motivation and help solving problems.

Ending Your Year
At the end of the year it is important to finish projects, prepare (audited) financial accounts, ensure good record keeping and prepare the incoming officers.
There is also other business to complete prior to becoming the Immediate Past
Club President.
Recognise your club for its hard work throughout the year.

Who is the Board of Directors?
tail twister lion tamer immediate past president membership director all other elected directors branch coordinator

Role of the Club Secretary
All correspondence, coming in to the club and going out from the club, goes through the Secretary.
The Secretary is the key communication link between the District, the Association, the community and the Club.

Zone Meeting Member
This appointment means the Secretary will:
Attend zone or region meetings
Assist in compiling reports in preparation for Zone meetings
Assist with preparations if the club is chosen to host a Zone meeting

Correspondence
The Club Secretary should meet with the
Club President at the beginning of their term to discuss how correspondence will be answered, kept and reported.

Correspondence
The Club Secretary is in charge of reports and other communication with deadlines and requirements.
Not communicating promptly can lead to club status changes and missed opportunities.
Delays can create problems elsewhere in the association

Reports
Responsible for completing and filing reports knowing the due dates of reports ensuring reports are submitted on time

Reports
Monthly Membership Report and reports as specified by the association, such as:
New member form
Family Membership forms
Transfer member form
New or Transfer or Dropped Member Form

Reports
Additional reports:
Club Officer Report (PU-101)
Report other elected individuals, i.e. convention delegates and alternates
Club Roster
100% Club President’s Award Application
Advising Lion Distribution Officer of membership changes

Records
In addition to keeping track of correspondence, the club secretary also has custody of, and maintains, general records of the club.

Meetings
The Club Secretary is an integral part of club meetings
The Secretary creates agendas (?) in conjunction with the President

Meetings
The Secretary is also responsible for:
Notifying participants of meeting times and location
Recording attendance, make-up meetings and awards presented
Recording minutes during club meetings

Remember
Share information with the club that is received from the district, multiple district,
Lions Clubs International Headquarters or
Lions Clubs International Foundation.
Order member pins and kits for new members
(or maybe appoint a supplies officer)

End of Term
When the secretary’s term is over help the new secretary begin their year.
There are some final items that need to be completed.

The Role of the Club Treasurer
The Club Treasurer is responsible for all financial matters pertaining to the club,
The Treasurer should be in attendance at all Club meetings and Board of Directors meetings.

The Role of the Club Treasurer
Keep members informed
Be prepared to present financial information at club meetings
Oral reports should be concise, factual and to the point
Be prepared to collect money and issue receipts

Keeping Accounts in Order
The Treasurer is charged with keeping the club’s funds and accounts in order
Receive all club-related monies both from membership dues and clubs activities
Work with the secretary to send out a club dues invoice at the start of the duespaying period (1 st July and 1 st January)

Treasurer’s Role
Prepare budgets
Administration budget
Activities Budget

Accounting
Funds for administration and activities must be kept separate through book-keeping and two bank accounts
#1 Administration
#2
#3
#4 funds from dues, fines and internal funds
Activities/Charity/Services funds raised from the public other accounts as required other accounts as required . . .

Treasurer Role
Review and select officers for signing and co-signing cheques.
Obtain approval from the Club or Board of Directors.
In practice: names on bank mandates

Treasurer Role
MONEY IN
Deposit monies in predetermined accounts
Bank monies within 48 hours of receipt
Immediately update record-keeping

Treasurer Role
MONEY OUT
All payments must be authorised by the
Club members or Board of Directors
Pay Lions Clubs bills promptly
Ensure approval is recorded meeting minutes

Record-Keeping and Reports
Organised and accurate record keeping and submitting financial accounts appropriately are priorities for the Club
Treasurer.

Record-Keeping and Reports
Maintain general records of club receipts and payments
Reconcile bank statements
Record monthly income and expenses promptly
Review itemised LCI statement and submit to the club for approval. This statement should also be verified by the Secretary especially when membership dues are included
Use a ledger book or computer spreadsheet
Record dues when paid

Reporting
Semi-annual and annual financial statements
Reports to be brief, factual and informative
Meeting reports include a brief income and expenses statement
Written list of transactions to the Secretary for inclusion in meeting minutes
Copy of annual audited accounts MUST be approved by the Club and a copy forwarded to the District Treasurer

Charitable Status
ROI Charity No.: CHY 15707
NI Charity Ref: XR 90123
Upon Application Exemption or Relief from:
Capital Acquisition Tax (Gift or Inheritance)
Companies Capital Duty
Stamp Duty on transfer or lease of land
Rates on premises in NI
There is NO exemption from V.A.T.

Gift Aid
PAYE Taxpayers can donate to a Lions Club as a tax free donation
No minimum limit in NI - €250 in ROI
Membership dues can be a donation if the
Lion is a taxpayer
Income from certain types of fundraising can also be noted as a donation
Donations from taxpayers warrant an application for a tax rebate of up to 25%

Gift Aid
Membership dues for 4 years up front would be applicable but requires detailed bookkeeping
In all cases rebate applications to be processed via 105I Charitable Trust officer
(PDG Donal Horgan)
All clubs participating in Charitable Status or Gift Aid scheme must have lodged recent audited financial with the District
Treasurer

End of Term
Audit Reports/Records
It is sound accounting procedure to ‘audit’ the records at the end of each fiscal year
Respected Lions are appointed to do the audit
Remember to send a copy to the District
Treasurer