Meet and Greet The DGE’s English Language Department, Accounts Receivable and Club Account Services International Convention, Toronto, Canada July 2014

Don’t get buried by the “Stack!” The job isn’t finished until the paperwork is done!

We Support the DG Team For both your concerns and celebrations  Manage District Cabinet and Chairpersons  Support Healthy Clubs  Guiding Lions  Maximize Budget  Earn Club and DG Team Excellence Awards  Presidential Quarterly Zone/Region Chair Awards

Manage Your Team in MyLCI

 Report Cabinet Officers and Chairpersons Cabinet Secretary and Treasurer One-Year Chairpersons Zone and Region Structure Zone/Region Chairpersons  CONTACT INFORMATION of DG Team (DG, 1VDG, 2VDG) Changes – Contact Your Coordinator Filling the District Cabinet

 VACANCIES – First and Second Vice District Governor Contact your coordinator Hold the Special meeting Send documents and Biography forms to coordinators Approved officer is entered into system  DG Team Members are recorded by LCI staff

Supporting Club Health  Visit clubs early to assess health of clubs Club Health Assessment Report District Governor Re-Cap Service Activity Reports from MyLCI Pre-prepare you VR reports and USE the Comments section to note any issues or concerns about a club’s health

Club Status Changes  What if a club is not healthy? When is Status Quo appropriate? Chapter V – Board Policy Manual – reasons for Status Quo: 1.Conduct 2.Inactive- not meeting obligation of a club 3.Non-existent or fictitious 4.Disbanding 5.Club mergers 6.Non-payment of district or multiple district dues.

Club Status Changes  Status Quo Policy has changed Requests must be received 90 days or more prior to the district and/or multiple district conventions.  No longer December 31 deadline Within the guideline above, a request for Status Quo may be submitted at any time of the fiscal year.

How to Maintain Good Standing Clubs  Welcome from Melinda Plott  Accounts Receivable and Club Account Services  Responsible for : Oversight of billing Review and application of and reconciliation of payments. Maintenance of Suspension Process.

Good Standing Clubs  Good Standing Amendment from July, 2013  Chapter V Clubs Paragraph B1 Good Standing is one: a. Which is not in "status quo or financial suspension"; b. Which operates in accordance with the provisions of the International Constitution and By-Laws and International Board Policy; c. Which has: 1) District (Single, Sub-and Multiple) dues and fees paid in full; and 2) No unpaid balance of International dues and fees greater than U.S.$10; and 3) No unpaid Lions Club International account balance greater than U.S.$50, outstanding ninety (90) days or more.

Clubs in Financial Suspension Clubs on suspension shall not: (a)Conduct service activities (b) Conduct fund raising activities; (c) Participate in district and multiple district functions or seminars; (d) Participate in any voting procedures outside of the club (e) Endorse or nominate a candidate for district, multiple district and international office; (f) Submit Monthly Membership Report and report forms; (g) Sponsor a Lions club, or organize a Leo or a Lioness club.

Why is Financial Suspension necessary? Why is Financial Suspension necessary?  Prior to suspension, clubs with balances over $1,000 were placed on SQ and canceled.  Many clubs were lost because they could not pay the larger balances.  Smaller clubs accumulated balances for several years before being placed on SQ and were lost.

OK, So how can clubs avoid Financial Suspension?  It’s easy!!! Really it is!!!  Suspension is predicable and the trend was flat over the past two years.  If it’s predictable, then it is avoidable.

Predictable?

OK, So let’s work to avoid cancellation!! How?  Great tools are available on MyLCI. Clubs can gain access, but they must register!!  You can help by encouraging clubs to register, especially the treasurer.  Online payments are easy and efficient. You can opt out of receiving paper statements too.

Information on MyLCI

What do I need to know?  Suspension is the highest in November and May.  Make sure you review the DG RECAP ed each month, especially in September and March.  Clubs should pay their balances before month-end.  Encourage clubs to register and view MyLCI.

What do I need to know (continued)?  Encourage club secretaries to view membership prior to dues billing at the least in June and December.  Maintain membership regularly.  Clubs must be in Good Standing to participate in local elections.  Dues billing must not exceed US$10 or US$50 over 90 days.

Any changes this year?  Canadian ACH was introduced in July.  Euro ACH will be introduced as a payment option this year.  Pay Pal is coming.

What else?  Be prepared for stricter rules involving suspension, effective July,  Cancellation greater than two times will enable clubs to reactive.  So…

Let’s work together to avoid Suspension  Get clubs registered online  Review DG RECAPS Regularly  Use available tools online to review membership and payments.  Contact us if you need assistance. Thank you! Melinda Plott X6878

Club Status Changes  Priority Club Status Retain all rights and responsibilities Measurable progress required to remain priority Up to five clubs allowed per district CGL assigned for 2 years

Certified Guiding Lion Program  Certify through self study or group Renew every 3 years  Club assignments A CGL may serve only 2 clubs at a time The term of service is 2 years

Reimbursement Policy  “Rules of Audit” is now “Reimbursement of Expenses Policy” Board Policy Manual, Chapter IX, Paragraph C. Filing Deadline – 60 days past due date Visitation Reports required for all claimed events  Signatures requirements Not required for DG Claims (except India) Signatures are required of both officers if other than DG completes visits and expense claim Use writable “pdf “ files

Expense Reporting  Tips to maximize the budget: One annual visit for each club Second visits require prior written permission Priority clubs qualify for 2 additional visits without permission 3 multiple district events 4 district events

Club Building Awards Club Rebuilding AwardCertified Guiding Lion

 Club Excellence and District Governor Team Award Applications Due date is September 30, 2015 Report all officers in MyLCI to ensure their eligibility to receive an award as a member of the District Team  See website for early application criteria!  Awards from the fiscal year will be mailed to YOU for presentation Excellence Awards

Leadership Succession (Convention)  Report 2014/2015 Convention Date! Timely creation of certified list  Immediately after convention – REPORT Results Convention Report – DA 20 confirms the results of your election Biography Forms - Incoming DG, 1VDG, 2VDG Minutes of convention

We also Support  Redistricting Proposals  Single Club Transfers  Club Name Changes  Club Mergers  All of the Forms You Need are in the Member Center/Managing a District/District Resource Center

English Language Department Team Esther Ancira – North American Coordinator X 6776 Chandra Ramaswamy – Oceana Coordinator X 6750 Debbie Schaubel – Service Clerk X 6865 Debra Richey – Service Clerk X 6810 Vivian Oliva – Data Specialist X 6745 Ann Laube – Manager X 6889 Rochelle Jordan – Department Assistant Telephone: Fax: