Resolutions accepted by Council

for MD105 Digital Convention 1st May, 2021 

Icon 2021 Convention Resolutions.pdf


If you have any questions about any of the resolutions email Lion Brigitte Green at:  brigitte@lionsmd105hq.org.uk


Resolution A: 

Resolution concerning Campus Club Member Registration 

Proposed by District 105CE 

This Convention Resolves that: 

"in the case of Campus Lions Clubs, student members shall receive an extended billing adjustment period for the semi-annual billings in order to accommodate the typical school schedule. Campus Lions Clubs have through March 31 for the January per capita billing and through September 30 for the July per capita billing to amend the club roster. Lions Clubs in the Multiple District 105 will receive credits from the MD 105 Treasury to clubs for roster adjustments submitted within this time period in-line with the Lions Clubs International policy. Lion Campus Club Treasurers to make appropriate request outlining the required adjustment to the subscription invoice to the District Treasurer and copy in the MD Treasurer for confirmation."

EXPLANATORY NOTE 

District 105CE Cabinet consider that our Multiple District 105 should align their policy with that of the International Policy for recording membership and the opportunity to amend the club roster in order to accommodate typical school schedules. 


Resolution B: 

Resolution concerning Multiple District Dues 

Proposed by Council 

This Convention Resolves that: 

"that the Multiple District Dues for Lions Year 2021/2022 be set at a maximum of £33.50 per member per annum, payable in two equal instalments (on 1 August 2021 based on membership at 30 June 2021 and on 1 February 2022 based upon membership at 31 December 2021). 

The exact amount to be decided at the April 2021 Council of Governors Meeting, but not expected to exceed the level payable in 2020-21: £28.50."

EXPLANATORY NOTES 

Convention last considered the level of Dues payable at the 2019 MD Convention. The Dues set, £28.50, was done without any anticipation of a global pandemic. The Multiple District has had significantly less expenditure since March 2020, and it is exceedingly difficult to predict what is going to happen in the coming months. Therefore, it is proposed that we set a maximum due for the 2021/2022 Lions year, the exact amount being set at the nearest Council meeting to the period start. 

This is a pragmatic approach with the intention of returning the 2019-20 under-spend to members. Council has instructed that the number of in person meetings be reduced with a corresponding increase in digital meetings, including meetings of the Council of Governors. 

Over the last few years, successive Councils have looked to reduce cost by comprehensively reviewing the structure and governance of the Multiple District, whilst simultaneously looking to invest in the future of the Association. These changes have been phased in and, notwithstanding falling membership, members' dues have been maintained over the "change" period at the level set in 2014-15, that is, seven years without increase. 

In real terms we have taken over £130,000 of cost out of the Association over the past thirteen years. 

Notwithstanding this hard work, we are not immune from the effects of inflation, our suppliers need to cover their costs and the general effects of the overall financial environment. The budget proposals have been considered carefully by both the Finance Committee and Council. 

Council receive a quarterly financial analysis and the Council Treasurer undertakes quarterly meetings with Staff to review costs and expenditure, however, it should be noted that certain costs arise as a consequence of legislative requirements, Vat and Rates, for example. Of note is the Government's stated aim to increase Insurance Premium Tax (IPT) to parity with Vat over coming years. 

The Budget is based on a membership of 10,000. 

Cost Analysis Icon 2021 Convention Resolutions - Cost Alalysis.pdf 

CONSTITUTIONAL NOTES 

Article III Sections 1(a) & 2 of the Multiple District Constitution (as adopted 30 April 2005 and subsequently amended): 

Section 1(a) - Annual Per Capita Levy 

Every District shall pay into a Multiple District administrative fund a per capita levy, based on its membership taken as at 30 June and 31 December in every year. The Council of Governors shall table a resolution at every Multiple District Convention to set the per capita levy for the following fiscal year. Such resolution must be supported by a complete list of budgets for all Multiple District officers and committees, conventions, meetings and administrative functions. If such resolution shall fail then the per capita levy for the time being in force shall be continued until changed by resolution. 

Section 2 - Collection of Per Capita Levy 

Every District Treasurer shall collect such levy from Clubs in his District by two half-yearly payments and shall pay the monies so collected to the Council Treasurer in August and February of every year. 


Resolution C: 

Resolution concerning the Preparation and filing of Independently Examined Club Accounts with District Treasurers (MD Requirements) 

Proposed by Council 

This Convention Resolves that: 

"in place of the requirements for audit and filing of Lions Club Accounts, as set by resolution at the Multiple District Convention in 1997, the following requirements shall apply in respect of all accounting periods beginning on or after 1st July, 2021. 

Each Lions Club within Multiple District 105 shall be required: 

1. To prepare (or have prepared) annually a set of accounts to the standard normally required by the Charities Act for charities registered in England and Wales, and to the standard required by the guidelines for Lions Club accounts, as set from time to time by the Council of Governors, and 

2. To have the accounts examined by a suitably qualified independent examiner, as defined for charities by the Charities Acts, who shall append to the accounts a report of his examination, drawn up in accordance with the regulations of the Charities Acts, and 

3. To file the accounts and the independent examiner's report with the Treasurer of the District in which the Club falls within ten months of the Club's financial year end."

EXPLANATORY NOTE 

Our current requirements date from 1997 and were based on the requirements of the Charities Acts 1992 and 1993. Those Acts have been superseded and it makes sense to align our regulations with the requirements of the Charities Act 2011. 

Amendment 1 to Resolution C: 

Proposed by Dover District Lions Club Seconded by Hythe & Romney Marsh Lions Club 

Resolution concerning the Preparation and filing of Independently Examined Club Accounts with District Treasurers (MD Requirements) 

It is proposed that the Resolution be amended by adding the following wording: 

1. i)  (Immediately after 2.) 'If the gross income of the Lions Club exceeds £25,000,' and 

2. ii) (Immediately after the word report in 3.) 'if required,' 

To read: 

This Convention Resolves that: 

"in place of the requirements for audit and filing of Lions Club Accounts, as set by resolution at the Multiple District Convention in 1997, the following requirements shall apply in respect of all accounting periods beginning on or after 1st July, 2021. 

Each Lions Club within Multiple District 105 shall be required: 

1. To prepare (or have prepared) annually a set of accounts to the standard normally required by the Charities Act for charities registered in England and Wales, and to the standard required by the guidelines for Lions Club accounts, as set from time to time by the Council of Governors, and 

2. If the gross income of the Lions Club exceeds £25,000, to have the accounts examined by a suitably qualified independent examiner, as defined for charities by the Charities Acts, who shall append to the accounts a report of his examination, drawn up in accordance with the regulations of the Charities Acts, and 

3. To file the accounts and the independent examiner's report, if required, with the Treasurer of the District in which the Club falls within ten months of the Club's financial year end."

EXPLANATION 

The explanatory note to the original Resolution is misleading. Instead of aligning our regulations with the requirements of the Charities Act 2011 it imposes an obligation to have accounts independently examined irrespective of the level of gross income. The Charities Act 2011 only requires this for Charities with gross income in excess of £25,000. 


Resolution D: 

Resolution concerning an amendment to the Multiple District Constitution 

This Convention Resolves to amend Article II Section 15 of the Multiple District Constitution by deleting the words 'commissioning of training for Vice District Governors and for Incoming Multiple District Officers'; 

To read as follows: 

"There shall be a Multiple District Strategic Development Committee which shall, on behalf of the Council be responsible for: 

The Long Range Planning for MD as custodians of the MD 5 Year Plan; Advising Districts on 5 Year plans. 

The committee shall consider and report to Council on any matter referred to it by the Council and on any matter the committee shall request agreement from Council to review. The committee may invite any Lion to any meeting. 

The members of that committee in each year shall be the most recent Past Chairman of the Council available and willing, who shall chair the committee, one Immediate Past District Governor, one 1st Vice District Governor, one 2nd Vice District Governor (ideally none of the above from the same District), the Council Secretary, the Council Treasurer and the MDHQ Office Manager."

EXPLANATION 

In recent years the practice has been for the training of the VDG's and incoming MDO's to be arranged, where possible to coincide with other training, by the Global Leadership team (GLT) and agreed by the Strategic Development Committee. This resolution will formalise that arrangement for the GLT, thus ensuring value for money when hiring venues for training and will remove the requirement for the Strategic Development Committee (SDC) to 'rubber stamp' the arrangements once made. 


Resolution E: 

Resolution concerning an amendment to the Multiple District Constitution 

This Convention Resolves to amend Section 2 of the Interpretation to the MD Constitution by adding a definition of the word 'sent'; 

To read: 

For the avoidance of doubt the following words shall have the meanings assigned to them: 

Words Meaning
Lions Clubs International The International Association of Lions Clubs
The Multiple District  District 105 of Lions Clubs International
District Any Sub-District forming part of the Multiple District
Year and Fiscal Year The period from 1 July in any one year to 30 June in the following year, both dates inclusive
The Council The Council of Governors of the Multiple District The annual Convention of the Multiple District
Convention The annual Convention of the Multiple 
Club or clubs A Lions Club or Clubs within the Multiple District formed within the rules of the International Association of Lions Clubs
In writing Either hard copy, by post, or by electronic means
Sent By post or by electronic means
Meeting Any face-to-face meeting or any electronic meeting in which all participants can take a full part.

Explanation

This additional definition will remove any ambiguity as to what constitutes ‘sent’ throughout the Constitution.


Resolution F: 

Resolution concerning an amendment to the Multiple District Constitution 

Proposed by Council 

This Convention Resolves to amend Article II Section 3 of the Multiple District Constitution by deleting the words 'who they shall appoint and' and inserting the words who has served as District Governor in either of the three (3) immediately preceding years' to read: 

"The District Governors for the time being within the Multiple District, together with one Past District Governor who has served as District Governor in either of the three (3) immediately preceding years (who shall become Chairman of the Council) shall constitute and become the Council and shall be the voting members thereof. The Council Secretary and Treasurer shall attend Council meetings ex officio as observers and advisors". 

And to amend Article II Section 6 of the Multiple District Constitution by renumber Sections 6(a) and 6(b) to Sections 6(b) and 6(c) respectively.

And by Inserting a new subsection 6(a) to read: 

"The Council Chairman shall be elected from those so qualified under Section 3 above, by the Vice District Governors who will form the Council of Governors with which he shall serve. This election shall be at a time and place of their choosing".

EXPLANATION 

This is to remove any perceived ambiguity as to who is qualified to become the chairman, who shall elect the Chairman and when such election should take place. 


Resolution G: 

Resolution concerning the adoption of the "ROAR" Youth Project Proposed by Council

This Convention Resolves to adopt 'ROAR' as a Multiple District Youth Project. 

EXPLANATION 

ROAR is an existing successful Youth Project in three of our Districts and will run alongside other existing Youth projects.