JULY 2014 E-Newsletter
JULY 2014 – NEWSLETTER
Lions Club of Metung Inc
Special Members Meeting - Wednesday, 2 July 2014
/ Members are asked to give this date priority as a Quorum of membership is required for motions to be passed. With our current membership we are required to have in attendance 50% plus 1, in this case a minimum of 16 members must be in attendance (we have one life member and one affiliate members and these folk are not counted in a quorum if they are absent).AGENDA
Wednesday 2 July 2014 @ 6pm-7pm
Metung Yacht Club
1) Theme – Healthy Families, Healthy Communities (overview)
2) Attendance & Apologies
3) Minutes of June 2014 Business Meeting
4) Policy Minutes for 2014/15 (Attachment A)
5) Events Diary 2014/15 (Attachment B)
6) Fundraising Activities Review
a) Worksheet 1: Metung Farmers Market Review
b) Worksheet 2: Bairnsdale Bunnings BBQs
7) Maintenance / cleaning of mobile fridge
8) Training for members – Safe Food Hygiene & Electrical Appliance
9) Other Business
10) July / August Meetings
a) Dinner Meeting ,July 9 @ 6.30pm for 7pm – venue MYC
b) Business Meeting, 23 July – CANCELLED
c) Dinner Meeting, 13 August @ 6.30pm for 7pm
d) Business Meeting, 27 August – Metung Yacht Club @ 6pm to 7pm
ATTACHMENT A: Proposed Policy Minutes 2014-2015
1: BUSINESS/BOARD MEETINGS
That all Business/Board meetings will be held at a date and time agreed by the Board of Directors, unless a special board meeting be convened by the President (or in his/her absence) his/her deputy during the month, for urgent business that couldn't otherwise be delayed. That meetings can also be called and cancelled without reference to the board or members by the President if he/she deemed it necessary.
2: CLUB REGALIA AND PROPERTY
That Lions Club banner be made available at the President’s discretion and in the safe keeping of a Lion Club member attending at a District Convention. Other club property only be loaned with the approval of the Board or members at a meeting. No property may be removed from the Lions store-shed without permission of the Property Officer or in his absence a Board member and the recording of same in the record book provided. All such property to be returned at the earliest time. The Property Officer will ensure the Club Asset Register is updated annually.
3: DINNER MEETINGS
That alcoholic beverages be permitted at Club Dinner meetings and that members be responsible for their own beverage and being seated for dinner on time. That all Dinner meetings start punctually at the nominated time and finish where practicable within an hour and a half. That at Change Over Dinner pre-dinner the cost of alcoholic beverages be capped as agreed by prior Club Board/Business Meeting.
4: FINANCES
That a Banking Institution or other such bank as approved by the Club be the bank for Club funds. That separate accounts - namely Administration, Activities, Medi-Trak , Community Bus and other such accounts as required by the Club from time to time, be maintained and that separate books of records be kept for these accounts. That the necessary authority be given for the Club’s accounts to be operated on the signatures of any two (excepting the President and Secretary together), of the President, 1st Vice President, Secretary and Treasurer and Immediate Past President. That financial statements of all accounts and any invoices payable or paid by cheques or Electronic transfer be presented and be ratified at the next Business/Board meeting. Treasurer to pay half yearly International, Multiple District and District Membership Dues to be paid to the District Treasurer within 30 days of 1st July and 1st January and ratified at the next Board/Business Meeting. That an Audit of the Club's books and accounts shall be arranged by the Secretary or the Treasurer at the close of each financial year to comply with the Incorporation Act, or more often at the direction of the Board.
5: PURCHASES
That all purchases made on behalf of the Lions Club of Metung by members, record the name of the project on an Itemized Account, including their name printed and their signature.
6: SECRETARY (PETTY CASH)
That the Secretary be given a petty cash advance of $50.00 to cover postage and other incidental expenses when required. That the Secretary holds responsibility of the club’s email account (), President and Treasurer have the password for access to enable them to perform their duties. The Secretary holds possession of the club's personal computer and laser printer to enable him/her to perform their duties.
7: FINES - TAIL TWISTERS FINE SESSION
That the provision of Article VII Section D (7) of the standard form constitution relating to the duties and imposition of fines by the Tail Twister be strictly adhered to provided however that any member who considers he has been fined unfairly may exercise his right of reply at the conclusion of the fines session with the addition of a 20 cent donation, such a donation not being regarded as a fine. Further any member may buy "Leonie" when invited to do so but members must not be fined unduly.
8: ACTIVITIES AND PROJECT BOOK
Chairpersons in charge of, or conducting Lions Bone-fide Activities will need to record names of Lions and friends who actually attend any official constituted Lions project. A Project Book must be signed by (members) or persons attending such projects, "for Lions Personal Accident policy”. [Summary policy conditions, in the M. D. Directory 1 (b) sec. (a).]
9: MEMBERSHIP
Procedure for Introducing New Members.
a. If a person shows interest in Lions to a Lions member, then that person can be invited to attend a meeting as a guest. Under no circumstances should the Lions member intimate that membership is automatic.
b. The Lions member should feel free to discuss Club activities & community involvement with the prospective member.
c. Prior to attending with your guest, inform the Secretary and President of your intention. It may not be suitable for visitors to attend on the proposed night.
d. If the visitor indicates his interest in joining, the Membership Chairperson should visit with the sponsoring Lion to discuss the responsibilities & expectations of the proposed membership. A membership application form should be completed at this time. It should be stated that the Club has the final say in the application.
e. The prospective member is asked not to attend the next meeting while the Club considers the application.
f. The Membership Chairperson presents the application to the Board. If recommended then the proposal is circulated around the Club at the next Club meeting.
g. If no objections are received send letter confirming the result & fees payable. The Membership Chairperson may wish to telephone the person as soon as possible to relay the result. The amount of prorata dues payable is determined by Annual Fee ÷ 12 x number of months remaining in the financial year.
h. The sponsoring Lion may wish to outline more of the Purposes & Ethics, & the District & International aspect of Lions. Refer to the new member’s handbook contained in the new member's kit.
i. The Secretary should organize a new member kit & have the Certificate filled out and signed for the following meeting for the new members’ induction.
j. The cost of the meal for the inductee will be paid by the Club on the night of the induction. All other meal costs will be by arrangement between the Sponsoring Lion & the Guest.
10: MEMBERSHIP ATTENDANCE RECORDS
That Membership Attendance Records for the purpose of assessing 100% attendance be returned to and remain in the control of the Secretary.
11: RECORD OF CLUB SERVICE AND AWARDS
All details of Lions Members Club portfolios, District portfolios, Club Awards, District Awards and Attendance Awards to be entered on the record of club service form in the Secretary's file.
12: EMERGENCY EXPENDITURE
The President or Secretary and Treasurer shall be empowered to expend a sum of money not exceeding $500.00 from the Activities account without reference to the full Board. Any such expenditure must be reported to and ratified by the next Club or Board meeting and governed by the guideline outlined in Section 4.
13: SAFTEY OFFICER
The Safety Officer whom has been appointed by the President shall be consulted prior to the commencement of any Club Projects. Any ruling made by the officer in relation to safety shall be strictly adhered to.
14: CHANGEOVER DINNER
a. Any proposed invitees to the changeover dinner must be nominated by both the incoming and outgoing Presidents, up to a limit of 8 people. They shall be guests of the Club and their attendance ratified by the Board at a prior meeting.
b. The preparation of the new Club Directory shall be the responsibility of the in-coming President.
c. The Changeover Dinner shall be the responsibility of the Outgoing Lion President in consultation with the Incoming Lion President.
d. The Installation Officer shall be the responsibility of the Incoming Lion President.
e. All invitations for Club representation to other Service Clubs should be directed to the Incoming, President or a Vice President.
15: MONIES COLLECTED
All moneys collected by members for Lions are to be banked as soon as expedient in the appropriate account, and no later than two working days.
16: RECEIVED AND SENT CORRESPONDENCE
All incoming mail pertinent to Club matters received by any member, must be passed to Secretary. All outgoing mail written by any member, must be copied to Secretary As Soon As Possible.
17: MARQUEE GASEBO HIRE
a. The terms of the Hire of the Club’s Marquees as per current TERMS and CONDITIONS.
b. The Hire of a Gazebo document states the cost of hire along with the refundable security deposit of $300.00.
c. The terms of the hire of the Gazabo are as follows: $100.00 for the first day and thereafter $50.00 per consecutive day of hire.
d. If the Lions Club of Metung is requested to install and dismantle the unit(s) a further fee of $50.00 may apply.
e. In the event of an Insurance Claim it is the hirer’s responsibility to pay the excess applicable at the time of the claim.
f. In any case a Lion member will deliver, supervise installation and collect Marquee at conclusion. During Installation, The Lions Club of Metung Inc. will NOT be responsible for UNDERGROUND SERVICES should damage occur.
g. The hirer is responsible for the Marquee and should check and maintain adequate security at the site during installation, dismantling and at all times during which it is on site, or in the hirers possession.
h. All requests to be referred to the Secretary in writing.
i. Cooking or Bar-B-Q’s in or near Marquee is strictly Prohibited.
18: MEMORIAL PLAQUE ROCKS PROJECT
TERMS and CONDITIONS for Plaques to be placed onto the Lions Club of Metung MEMORIAL ROCKS
1. The person wishing to place a plaque on the Memorial Rocks is to apply in writing to the Lions Club of Metung for approval, which will be at the Clubs discretion.
2. The person in whose name the plaque is to be placed on the Memorial Rocks is to have resided in the Metung area.
3. The persons ASHES must have been scattered into the Lake at Metung
4. Payment of $300.00 for Plaque and placement on the Memorial Rocks.
19: METUNG COMMUNITY BUS PROJECT
a. The Project will operate in accordance with the “Memorandum of Understanding” as agreed between THE CLUB and the METUNG PRIMARY SCHOOL.
b. Project Sub-Committee will consist of three (3) club members and school Committee members (3)
20: OTHER ACTIVITIES PROJECTS
a. Where the "Lions Club" is considering or deliberating an Activity or Project during a properly constituted meeting the Chair will call for a mover and seconder "for" the motion, if there is no mover "against" the motion it will be put to the vote, if in the majority it will then become an Activity or Project of the Club, and will be minuted by the Secretary. This procedure is required for members to be covered by MD Lions Club Insurance.
b. Barbeque fund raisers to be conducted in accordance with the Club Guidelines.
c. Business pertaining to any of the three Vice President's Portfolios to be discussed at Committee level, then presentation be prepared in a written report together with recommendation/s and costs by the Vice President at the next Business/ Board Meeting.
d. The Board's approval must be obtained if costs are to be involved. (Business/Board Meetings 4th Wednesday). It is of most importance that all Club members are fully informed on all of the Club Activities.
21: Cool Room Hire
The hire of the cool room will be $50.00 per day.
“POLICY MINUTES” DO NOT REPLACE THE STANDARD FORM LIONS CLUBS CONSTITUTION AND BY-LAWS, HOWEVER THEY ARE FORMULATED WITH THE CLUBS APPROVAL TO CUSTOMISE AND ADD BY-LAWS TO ENSURE THE SMOOTH RUNNING OF THE LIONS CLUB of METUNG INC.
THEY CAN BE AMENDED, (ADDITIONS AND DELETIONS) AT ANY REGULAR OF SPECIAL MEETING OF THE CLUB AT WHICH A QUORUM IS PRESENT BY THE AFFIRMATION VOTE OF A TWO-THIRD MAJORITY OF MEMBERS PRESENT, AND SHOULD BE RATIFIED AT THE FIRST MEETING AFTER THE CHANGEOVER.
ALL MEMBERS SHOULD FAMILERISE THEMSELVES WITH THE POLICY MINUTES.
Moved:
Seconded:
Passed at the 2 July 2014 Special Members Meeting
A Quorum is 50% of the membership plus one.
Attachment B:
Proposed 2014 – 2015 Diary:
As Lions, we volunteer with the purpose of having fun and fellowship with each other as well as helping to facilitate positive differences in our local and wider communities in a collaborative manner. As we know over the last 12 months our club has grown by 50%. With this growth comes responsibility for all our members to ensure everyone feels included, respected and empowered.
Our club is emerging with a club DNA that values social inclusion, respect for each other and for our local community (Metung, Nungurner, Swan Reach and surrounds) as well as respect for our environment.