DISTRICT 201Q4 CABINET POLICY MINUTES

DISTRICT 201 Q4

CABINET

POLICY MINUTES

INDEX

DCPM No. / Subject / Page
1 / Guidelines - District Cabinet Policy Minutes / 3
2 / New Business - District Cabinet Meetings / 3
3 / Amendments to, and Distribution of District 201Q4 Constitution & By-Laws / 3
4 / Electioneering / 3
5 / Finance / 4
6 / Health & Safety / 4
7 / Convention Guide Policy (17 pages) / 5
8 / Bank Statements / 5
9 / Treasurer’s Reports to Cabinet / 5
10 / End of Year Financial Statement and AGM Minutes - Report to Convention / 5
11 / Privacy Policy District 201Q4 (4 pages) / 5
12 / Budget Committee / 6
13 / Scheduling of District Cabinet Meetings and the Annual General Meeting / 6
14 / Submission of Claims / 6
15 / Youth Insearch Partnership (6 pages) / 6
16 / Costings for Cabinet Meetings / 7
17 / Fonnie Tresise Premier Project Selection Committee / 7
18 / Low Vision Support Policy / 7
19 / Traditional Landowners / 8
20 / Reimbursement for Cabinet Travel Expenses / 8
21 / District Web Page / 8
22 / District Convention Reports / 8
23 / Disaster and Emergency Management Manual / 8

I M P O R T A N T

This document remains the property of "District 201Q4 of the International Association of Lions Clubs Inc".

These Policy Minutes will be upgraded from time to time as they are amended or new Minutes adopted.

Last amended/adopted:Cabinet MeetingJuly 2015

DCPM 1

GUIDELINES

  1. From time to time, the District Cabinet may find it necessary to issue instructions for the proper function of the Cabinet. Such instructions will be issued as District Cabinet Policy Minutes.

2.Guidelines for the introduction of District Cabinet Policy Minutes are:

a.They apply to the function of the Cabinet only.

  1. They do not conflict with the Laws of the Land and the District, Multiple District or

International Constitutions.

c.They are reviewed annually at the first cabinet meeting of the Lions Year.

d. They are kept under review by the Constitution and By-Laws Chairman.

  1. The Cabinet Policy minutes (including the Convention Guide Policy, District Privacy

Policy, Youth Insearch Partnership, Disaster and Emergency Manual) shall be

available on the District Web-site.

DCPM 2

NEW BUSINESS AT CABINET MEETINGS

All motions for new business to be considered by the District Cabinet will meet one of the following criteria:

  1. The result of Cabinet decisions previously made.
  1. The result of a motion submitted with a Cabinet Officer's report, together with supporting documents, forwarded with the reports by the Cabinet Secretary, or arising following consideration of the report by the Cabinet. (Consideration may be deferred to ensure all relevant information is available.)
  1. As a result of events or decisions taking place after closing date of acceptance of cabinet reports. (Consideration may be deferred to ensure all relevant information is available.)

DCPM 3

AMENDMENT TO AND DISTRIBUTION OF DISTRICT 201Q4 CONSTITUTION AND

BY-LAWS

Amendments to the District Constitution and By-Laws will be distributed to all Clubs and Cabinet Officers, either after they have been approved by Fair Trading or after (for By-Laws) a Cabinet motion, by notice of changed pages, printed or electronically.

The District Constitution and By-Laws are available on the District Web-site at no cost.

DCPM 4

ELECTIONEERING

All candidates seeking election to District Governor/Vice District Governors shall comply with the following conditions:

  1. Electioneering material shall be limited to one sheet and the size shall not exceed A4 size but it may be printed on one or both sides thereof, and may contain a statement of facts on the candidates history, family, professional or business background and such other information as is required and may contain a statement by the candidate on his policies for this term of office.
  2. The electioneering material may be of any colour or colours.
  3. The electioneering material may include a current photograph of the candidate and a report by the candidate’s nominating Club.
  4. The electioneering material may be distributed by the candidate himself, but only once, and in any event no later than fourteen (14) days prior to the day of the Convention. One copy of such electioneering material may also be inserted prior to Convention in the satchel handed to each Lion attending such Convention. Such material must be in the hands of the Convention Committee fourteen (14) days prior to convention. No other form of electioneering is permitted.

DCPM 5

FINANCE

From time to time Lions, Lioness and Leos are invited to take part in or host District activities, conventions, seminars and meetings. With few exceptions (Youth of the Year, Leadership and Training and hosting Cabinet Meetings) District funding is not available.

Cabinet Officers should ensure that any cost, associated with an activity not covered in the District 201Q4 Constitution and By-Laws, Cabinet Policy Minutes or previously approved by the District Cabinet, is made clear to the invitee.

Financial management of the District will be made easier if Cabinet Officer's expenditure proposals are included in their annual budgets.

DCPM 6

HEALTH & SAFETY

  1. The District 201Q4 Cabinet acknowledges that it must ensure, so far as is reasonably practical, the health and safety of its members, persons assisting the Cabinet as volunteers and any contractors or employees engaged by the Cabinet.
  1. The District Governor of each Lions year shall appoint a District Safety Officer who shall act in that capacity during that year. The District Governor may appoint an Acting Safety Officer in the event of any temporary absence of the District Safety Officer.
  1. The District Safety Officer, in conjunction with the Cabinet shall:

(a)Have regard to any proposed activity or project with particular reference to the health and safety of such activity or project.

(b)Make such recommendations as are considered necessary to the Cabinet to ensure the safe conduct of the proposed activity or project.

  1. The District Cabinet shall take into consideration such recommendations and all other matters which it considers relevant and take any action it deems reasonably necessary to ensure the safe conduct of the proposed activity or project. The Minutes of the Meeting of the Cabinet shall record the matters were considered and any action to be taken.
  1. The District Safety Officer shall report to each Cabinet meeting, the health and safety aspects of any activity or project intended to be conducted by the Cabinet. It is acknowledged that responsibility for ensuring the health and safety of members, volunteers and other persons falls upon the Cabinet.
  1. Each member of the Cabinet acknowledges that he or she must:-

i)Take reasonable care for his or her own safety

ii)Take reasonable care that his or her own acts or omissions do not adversely affect the health and safety of any other person.

iii)Comply so far as reasonably possible, with any reasonable instruction given to ensure, or attempt to ensure, the conduct of an activity or project in health and safety.

  1. Should the Cabinet employ any other person or contractor in connection with the conduct of an activity or project then:-

(a)All relevant information about the activity or project is to be shared with that person.

(b)That person is to be given a reasonable opportunity to express his or her views and to raise work health or safety issues and to contribute to any decision relating to the activity or project.

DCPM 7 CONVENTION GUIDE

As the Convention Guide Policy is a large document, it is kept separately and is available on Request

DCPM 8

BANK STATEMENTS

Correspondence of a financial nature is normally the province of the Cabinet Treasurer.

As part of the District risk management strategy copies of the monthly Bank Statements shall be forwarded to the Cabinet Secretary for registration as inwards correspondence thus forming a more complete report to Cabinet.

DCPM 9

TREASURER’S REPORTS TO CABINET

Article 5 Section 15 of the District 201Q4 Constitution requires that District Officers submit written reports to the Cabinet Secretary a minimum of 14 days before the Cabinet Meeting.

To give each Cabinet Officer adequate opportunity to examine the financial affairs of the District before each Cabinet Meeting, the financial statement and bank reconciliation is to accompany the Cabinet Treasurers report.

The Accounts Committee is to establish a suitable accounting cut off date to give sufficient time for the accounts to be reconciled and forwarded for inclusion with the Cabinet Meeting papers.

Transactions occurring after the cut off date shall be submitted to all Cabinet Officers at the Cabinet Meeting as an exception report.

DCPM 10

END OF YEAR FINANCIAL STATEMENT AND AGM MINUTES - REPORT TO CONVENTION

In an endeavor to create awareness at Club level of the financial state of the District, the end of year financial statement prepared by the Cabinet Treasurer is to be published in the following year’s convention papers.

The Cabinet Secretary is to include the summary page/s and auditor’s report, and a copy of the previous Annual General Meeting Minutes with Convention Notices forwarded to Clubs at least 30 days prior to the opening of the District 201Q4 Convention.

DCPM 11

DISTRICT PRIVACY POLICY

As the District Privacy Guide Policy is a large document, it is kept separately.

DCPM 12

BUDGET COMMITTEE

By-Law 1 Section 2.2 of the District 201Q4 By-Laws requires incoming District Chairmen and Officers to submit a budget of proposed income and expenditure at the final Cabinet Meeting each year. Article 7 Section 15 of the District 201Q4 Constitution requires a District Budget be presented to the first Cabinet meeting of the following year for adoption by the Cabinet.

The District Governor concerned and District Finance Committee are to jointly review budget proposals and present a consolidated District 201Q4 Budget to the Cabinet for consideration.

DCPM 13

SCHEDULING DISTRICT CABINET MEETINGS AND THE ANNUAL GENERAL MEETING

Article 5 Section 9 of the District 201Q4 Constitution sets the schedule of the first Cabinet Meeting of the year within 60 days from the adjournment of the International Convention. Article 10 Section 1 requires that submissions for determination by Convention be approved by Cabinet not less than 60 days prior to the opening of Convention the fourth weekend in October. Consideration needs to be given to its preceding the 90 day call to Convention.

The District Cabinet Annual General Meeting must be held under Fair Trading regulations within 6 months of the end of the financial year. It may be held at the second Cabinet meeting of the year or associated with the District Convention.

The fourth quarter Cabinet Meeting is one of significance requiring a larger venue and a more formal setting. Suitable venues need to be booked well in advance. The fourth District cabinet Meeting of the year is to be scheduled for a date towards the end of May, depending on the dates of the MD Convention and the dates of the International Convention and their effects on the movements of both the District Governor and the District Governor Elect.

DCPM 14

SUBMISSION OF CLAIMS

Where practicable, District Officers are to submit requests for reimbursement of expenses incurred progressively throughout the year, and before 24 June each year.

DCPM 15

YOUTH INSEARCH PARTNERSHIP

As the Youth Insearch Partnership is a large document, it is kept separately.

DCPM 16

COSTINGS FOR CABINET MEETINGS

District 201Q4 By-Law 19 provides the guidelines for the arrangements for hosting Cabinet Meetings. It does not however give guidance on catering costing for meals and morning and afternoon tea.

While there are many variables to be considered like the time of year winter or summer, whether the function is catered for by the host Club or by a function center, the location of the Cabinet meeting or if it is the May meeting some costing guidelines seem necessary.

When inviting a Club to host a Cabinet Meeting, the Cabinet Secretary, after discussion with the District Governor, is to forward a copy of By-Law 19 to the host Club together with the following suggested catering costing.

Morning and Afternoon Tea (2) $6.00 each

Lunches (2) $12.00 each

Dinner $18.00 each

Total $54.00 each

DCPM 17

THE FONNIE TRESISE PREMIER PROJECT SELECTION COMMITTEE

The “Fonnie Tresise Premier Project” for Lioness Clubs of Multiple District 201 is a prestigious award which recognizes one outstanding Lioness Club project each year, for its exemplary humanitarian service. Each District is limited to one application

A selection committee comprising the1st & 2nd Vice District Governors, is to be formed on a short-term basis following the February Cabinet Meeting and disbanded once the selected District 201Q4 application is made.

The selection process should follow the eligibility requirements, the application procedure and award criteria contained in the “Fonnie Tresise Premier Project” application form.

DCPM 18

LOW VISION SUPPORT

This policy is intended to ensure that Lions in District 201Q4 receive prominent recognition when a donation is made to supply equipment needed in low vision clinics run by Vision Australia or Guide Dogs Queensland or a similar organization.

We ask:-

(1a) that the organization provide an accurate description of the equipment required including a full costing of that equipment, and

(1b) a description of the benefits to the community, should the application be successful.

(2) If the application is successful, that Lions be given the opportunity to be present when the equipment is commissioned. This will allow us to report back to the District Cabinet and provide publicity in our District Magazine, ‘The LionHunter’ together with photos.

(3) Provide evidence in writing that the equipment has been commissioned as per the application.

(4) Lions to provide a suitable plaque or engraved sign acknowledging that Lions donated the equipment, to be placed on or near the equipment in a prominent position.

DCPM 19
TRADITIONAL LANDOWNERS

The District Governor of the day shall cause to be made reasonable enquiries prior to a Convention to ascertain the name of the Traditional Owners of the land on which the meeting is to be conducted. Subject to the Governor being satisfied as to the name of such Traditional Owners and same being confirmed by the Local Authority, the Aboriginal flag shall be included in any flag recognition. The Chairman will make reference to the name of the Traditional Owners during the opening section of the meeting, or at the time of the presentation of the Aboriginal flag.

DCPM 20
REIMBURSEMENT FOR CABINET TRAVEL EXPENSES

Reimbursement for Cabinet travel expenses is limited to one claim per vehicle travelling (i.e. if more than one Cabinet Officer travels in the same vehicle, only one lot of mileage will be reimbursed).

DCPM 21
DISTRICT WEB PAGE

The District maintains one website which is maintained by and with the authorisation of the District Webmaster. It is recommended that each District Officer avail themselves of this opportunity to promote their portfolio. District Convention Chairmen should ensure their Convention is covered by an appropriate section in the District website.

DCPM 22

DISTRICT CONVENTION REPORTS

The Cabinet Reports printed in the Convention booklet shall be for those project areas selected by the District Governor of the day, and shall be prepared by the Chairmen concerned to emphasize significant events between Conventions.

DCPM 23

DISASTER AND EMERGENCY MANAGEMENT MANUAL

As the Disaster and Emergency Management Manual is a large document, it is kept separately.

Version February 2016 Printed on 22/10/18 @ 12:17 PM Page 1 of 8