Resource Centre - Administrative Guidelines for District 308B-1

Correspondence
All correspondence to the District Governor shall be sent to the District Office (No. 65, Jalan SS 2/86, 47300 Petaling Jaya) and copied to the Vice District Governor, Cabinet Secretary (and Region Chairperson, Zone Chairperson and District Chairperson as appropriate). All Cabinet Officers, Club Presidents, Secretaries and Treasurers are to have an active email address.
Installation of Club President and Board of Directors for 2007-2008

Each Lions club MUST hold their installation not later than 30th September 2007. Should the District Governor be required to perform the installation, please call to confirm a date and once set, to reconfirm the same in writing as soon as possible. In the event that the District Governor is unavailable, the Vice District Governor shall assume this duty.

Any request for induction of new Lions members shall be performed preferably by the Vice District Governor – otherwise any Past International Officers may perform the induction.

Sergeant At Arms are required to control the crowd to observe SILENCE at all times during any official ceremony and during speeches and ensure NO food or alcoholic beverages is served during the ceremony.
District Governor ’s Club Visit

The District Governor will call the club to set a date and once this is confirmed a letter will be sent to confirm the visit. The Region Chairperson and Zone Chairperson will accompany the District Governor in such visits. In view of the large number of clubs, the District Governor could request for club visits on per zone basis, if necessary.
Club Projects and Activities

(a) Projects and Activities
All clubs are encourage to hold fund raising projects and activities for the benefit of the less fortunate and should conduct such projects in coordination with the various District Chairpersons and/or as joint project with other clubs if necessary.

A report of the Project and Statement of Accounts should be sent to the District Governor, Cabinet Secretary and copy to the appropriate District Officers to ensure coordination on such project activities.

Clubs holding fund raising projects should as far as possible confine their fund raising to the public and are not encouraged to “tax” the Lions members.

(b) Dress Code
Lions members are required to dress appropriately for the occasion. In the case of club projects involving the public with outdoor activities, it is essential to wear the Lions vest. This is to create public awareness of Lions members in action.

In the case of a dinner function for club anniversary, installation of club officers, charity balls or any other formal occasions, a jacket and tie is necessary. On no condition should a Lions vest be worn for dinner function. Lady Lion members are to be dressed for the appropriate dinner occasion in proper evening attire.

(c) Protocol
Clubs holding charity dinners, or any other dinner functions or public projects, Lions Protocol is to be strictly observed. The Region Chairperson/Zone Chairperson or District Chairperson for PR/Lions Information will assist if called upon for reference.

The District Governor is the Guest of Honor at all Lions function IRRESPECTIVE if another VIP or public dignitary is present except Fund Raising Events. The public dignitary shall always be the Special Guest. Table seating protocol should also be strictly observed. The Lions Organizing Chairperson SHALL NOT sit at the main table unless he/she is also the Presiding Officer or a higher ranking Officer/Past Officer who is seated because of the rank.

Please always refer to the Region Chairperson/Zone Chairperson or District Chairperson for PR/Lions Informations for any terms of reference on this issue.
Lions Clubs International Designated Activities

These are some of the major LCI designated activities:
1. Diabetes Awareness
2. Environmental Services
3. Lions Clubs International Foundation (L.C.I.F.)
4. Leo Clubs
5. Youth Exchange
6. Cultural & Community Services
7. Lions Services for Children
8. Peace Poster Contest
9. PR & Lions Information
10. Convention
11. Hearing & Speech Action and Work with the Deaf
12. International Relations
13. Campaign SightFirst II
14. Women’s Membership Development & Participation
15. Lions Opportunities for Youth
16. Membership, Extension, Retention, Leadership, Orientation
17. Information Technology
18. Sight Conservation & Work with the Blind
19. Youth Outreach
20. Campus Clubs
District Designated and Supervised Activities

In continuing with the tradition of our District activities the following portfolios are encouraged:
1. District 308 B1 Foundation
2. Lions Blood Bank & Organ Pledge
3. Lions Eye Bank
4. SightFirst Mobile Unit
5. Lions with PDRM & Local Councils
6. Lions with Dewan BandarRaya (DBKL)
7. Lions Renal Centres
8. District 308 B Lions Headquarters
9. Children Down Syndrome Centres
Club Compliance with the Registrar of Societies Act 1996

All clubs are to send in photocopy of their registration certificate to the District Governor and the District Chairperson for Club Registration by September 2007. Contact the District Chairperson for Club Registration in the event you need assistance. ALL clubs should have their club registration number on their club letterhead.
A copy of the annual returns (Borang 9) submitted to the Registrar of Society must be sent to the District Governor and the District Chairperson for Club Registration.
Lioness Clubs Program

The Lioness Club Program is an activity of the Lions Clubs International and as such no registration with the Registrar of Society is necessary with the exception of Lioness Clubs formed prior to 1987. The sponsoring Lions club will incorporate the Lioness Club activities in their report. A Lioness Liaison Officer from the sponsoring club should attend Lioness club meetings.
Lioness Clubs do not hold any Zone meetings but can attend as observers and this discretion will be left to the respective Region and Zone Chairpersons.
Monthly membership and activities report from the Lioness Clubs are to be sent to the District Governor with a copy to the District Chairperson for Lioness Clubs
Leo Clubs Program
The Leo Club program is a youth activity of the Lions Clubs International. While the sponsoring clubs are required to pay their annual levy for Leo clubs, no registration to the Registrar of Society is permissible.

A sponsoring Lions Club will appoint a Leo Advisor for each and every club formed and such Leo Advisor should preferably be certified by the District after attending the Certified Leo Advisors course .
Club Supplies
To obtain membership kits, peace poster contest kits and any other Lions paraphernalia and club supplies, please contact the official licensee at :
PCC S T Yeoh
Liberty Production Sdn Bhd
127 Jalan SS 25/2, 47301 Petaling Jaya, Selangor, Malaysia.
Tel: +603-78036278, Fax: +603-78037827
Email: lionyeoh@streamyx.com

You are also directed on the usage of the Lions emblem in as far as unauthorized usage is concerned. The District Governor is empowered to protect the Lions emblem from unauthorized usage.
Club extension kits can be obtained from the District Office.

Cabinet Officers

All Cabinet Officers are appointed at the discretion of the District Governor and in accordance to the individual talents to create and help achieve the District goals and objectives. District Chairpersons must coordinate with the other District Chairperson in as where there is an overlap or similar work scope. The District Chairpersons should also be in a position to encourage and direct clubs to the various projects and activities with their portfolios in order to ensure a successful year.

The District Chairpersons should also write or inform clubs of their work scope and to coordinate such activities together, Regional or District-wide.

District Meetings – held 4 times in the fiscal year of 2007-2008 at various venues to be reconfirmed. Tentative Cabinet meetings will be held on:

a) 22 July 2007 Kuala Lumpur

b) 7 October 2007 Kota Bahru

c) 13 January 2008 Muar

d) 30 March 2008 Johore Bahru

All Cabinet Officers are required to attend the four (4) Cabinet meetings (including pre-cabinet conference) with Past Governors as invited guests. The dress code is jacket and tie at all meetings and NO Lions vest, jeans, slippers, shorts shall be worn during such meetings. Lady Cabinet Officers shall dress as appropriate.

Lions members as observers may attend the cabinet meetings, if space permits but should inform the District Governor or Cabinet Secretary at least 1 week prior to the meeting. They are NOT allowed to speak or voice their opinions nor allowed to vote during such meetings.

Lions members or Cabinet Officers’ spouses may also participate in the Cabinet Officers dinners subject to seats availability and upon payment of such dinner cost. Lion members should also observe the dress code of a jacket and tie at such occasions with Lady Lions members in proper evening attires. No Lions vest, jeans, slippers, shorts shall be worn during such dinners.

Region meetings should be conducted four (4) times during the fiscal year. The Chair will be the Region Chairperson and all Zone Chairpersons within the Region are required to attend. The District Chairpersons should preferably attend so as to coordinate their activities with the Zone Chairpersons on their scope of work to be carried out by the clubs.

The Region Chairpersons should preferably set the dates for such meetings as soon as possible with Zone and District Chairpersons respectively.

Attendance of Lions observers at such meetings shall be at the discretion of the Chair.

Region Chairpersons should make their reports to the District Governor with a copy to the Vice District Governor, Cabinet Secretary and Cabinet Treasurer respectively.

Region Chairpersons should ensure the proper dress code at such meetings at least with a jacket and tie for men and preferably office attire for the ladies. No Lions vest shall be worn at such meetings.

Zone meetings should be held four (4) times during the fiscal year. The Chair will be the Zone Chairperson who will conduct meetings with Club Presidents, Secretaries, Treasurers, 1st Vice President and Club Membership Director. Region Chairpersons may be invited to attend to offer advice and solutions if necessary. Attendance of Lions observers at such meetings shall be at the discretion of the Zone Chairpersons.

Zone Chairpersons within the same Region should as much as possible hold joint Zone meetings to save cost and also to promote fellowship with the Zones and/or Region.

Zone Chairpersons should ensure that all men club officers observe the proper dress code that is a jacket and tie and lady club officers preferably office attire at such zone meetings. No Lions vest shall be worn at such meetings.

Zone Chairpersons should make their Zone reports to the District Governor with a copy to the Vice District Governor, Cabinet Secretary and Region Chairpersons respectively.

Coordination of Activities between Clubs and District Chairpersons.
Clubs planning their charitable activities must inform the respective District Chairpersons to get their involvement and should always include the District Chairperson for Lions PR & Information in as where the public is present to ensure media coverage. This is imperative if the Lions image is to be promoted and enhanced.
National Anthem

While Flag Salutation is a pledge of allegiance to our country, the national anthem when played during our Lions functions reminds us of our patriotism to our country. It is expected that all Malaysian Lions know the lyrics to this song and are to sing along with zeal and enthusiasm. Members of the public will witness such enthusiasm which will go a long way to create a positive image of Lions members as good citizens of the country.
Reports
WMMR or MMR: Clubs are encouraged to submit reports up to the 25th of each month by uploading such data to the website of LCI not later than 5th of the following month with copy emailed to District Governor, Vice District Governor, Cabinet Secretary and respective Region and Zone Chairpersons.
The membership numbers and passwords are given to the Club Key Officers (President, Secretary and Treasurer) only. Or you may request from LCI IT division.
MAP report form: (For District use only) Clubs are encouraged to submit electronically, reports up to the 25th of each month by uploading such data to the website of the District, or by email to District Governor not later that 5th of the following month with copy to Vice District Governor, Cabinet Secretary and respective Region and Zone Chairpersons.
PU 101 form must be submitted to LCI and District Governor by 15th March 2008 (District Competition) or latest by 25th April 2008 for non competitors with copy to Vice District Governor, Cabinet Secretary and respective Region & Zone Chairpersons.
Activities reports – AI form: must be submitted to LCI and District Governor up to 25th of each month and not later than 5th of the following month with copy to Vice District Governor, Cabinet Secretary and respective Region & Zone Chairpersons.

All reports are encouraged to be sent electronically through email.

Important Dates