"At Lions Clubs International, We Serve. We have more volunteers in more places than any other service organization in the world."
The Lions Roar
LIONS CLUB OF COBOURG INC.
157 Elgin Stree East
P.O.Box 56, Cobourg, Ontario K9A 4K2
CONSTITUTION AND BY-LAWS
AS REVISED AND UPDATED
ADOPTED AS AMENDED
March 6th, 2014
COBOURG LIONS CLUB
OFFICERS AND DIRECTORS
IMM. PAST PRESIDENT
3rd VICE PRESIDENT
2- 1 YEAR DIRECTORS
2- 2ND YEAR DIRECTORS
NAME, SLOGAN AND MOTTO
SECTION A. The name of this organization shall be THE LIONS CLUB of COBOURG Inc, chartered by, and under the jurisdiction of the International Association of Lions Clubs (hereinafter referred to as LCI), A.K.A. Cobourg Lions Club.
SECTION B. The Club Constitution and Bylaws will operate under the jurisdiction of District A-3, MD “A” and Lions Clubs International
SECTION C. Its slogan shall be LIBERTY, INTELLEGENCE, and OUR NATION’S SAFETY
SECTION D. Its motto shall be ‘WE SERVE’
PURPOSES AND OBJECTS
The Objects of this Club shall be:
- To create and foster a spirit of understanding among the people of the World.
- To promote the principals of good government and good citizenship.
- To take an active interest in the Civic, Cultural, Social and Moral Welfare of the community.
- To unit the Members in the Bonds of Friendship, Good Fellowship and Mutual Understanding.
- To provide a forum for the open discussion of all matters of public interest provided
- however, that partisan politics and sectarian religion shall not be debated by the members.
- To encourage service-minded men and women to serve their community without personal reward, and to encourage efficiency and promote ethical standards in commerce, industry, professions, public works and private endeavors.
(I) Subject to the provision of Section B hereinafter, any person of legal majority and of good moral character and good reputation in his community, may be granted membership in this Lions Club.
(II) When the word “Club” appears within the Constitution and By Laws. It shall mean the “The Lions Club of Cobourg”
(iii) When the word “Lion and or Member” appears, it shall mean a Member of the The Lions Club of Cobourg
SECTION B: MEMBERSHIP IN THIS CLUB SHALL BE AS FOLLOWS:
(1) ACTIVE: Is a member entitled to all rights and privileges and subject to all obligations which membership in a Lions Club confers or implies without limiting such rights and obligations, such rights shall include eligibility to seek, if otherwise qualified, any office in this Club, District or Association and the right to vote on all matters requiring a vote of the membership and such obligations shall include regular attendance, prompt payment of dues, participation in club activities and conduct reflecting a favourable image of this Lions Club in the community.
To maintain membership, it will be necessary to attend a minimum of 75% of regular meetings or equivalent, in make up meetings. Makeup meeting examples are; Board of Directors, Committee. Zone Advisory, other Lions Club meetings, Bingo team, Bar team, Fund Raising function or any other official Club function. The onus is on the member to notify the Secretary of his/her attendance at a makeup meeting. Any member who feels that he/she cannot meet these obligations should apply to the Board of Directors for a Member-at-Large status.
(2) MEMBER-AT-LARGE: A member of this club, who has moved from the community, or because of health or other legitimate reason, is unable to regularly attend club meetings and desires to retain membership in this club, and upon whom the board of directors of this club desires to confer this status. The status shall be reviewed each six months by the board of directors. A Member-at-Large shall not be eligible to hold office or vote in district or International meetings or conventions, but shall pay such dues as the club may charge, which dues shall include district, multiple district and international dues.
(3) HONOURARY: An individual, not a member of this Lions Club, having performed outstanding service for the community of this Lions Club, upon whom this club desires to confer special distinction. This club shall pay entrance fees, international, multiple and district dues on such a member, who may attend meetings, but shall not be entitled to any privileges of active membership.
(4) PRIVILEGED: A member of this club, who has been a Lion fifteen (15) or more years, who, because of illness, infirmities, advanced age or other legitimate reason, as determined by the board of directors of this club, must relinquish active status.
He shall have the right to vote and be entitled to all privileges of membership except the right to hold Club, Multiple, District or International office.
(5) LIFE MEMBER: Any member of this club who has maintained continuous active membership as a Lion for 25 or more years or who with age and years of service attains a total of 80, and has rendered outstanding service to this club, his community or this Association, or any member of this club who has maintained such continuous active membership for 20 or more years and has served as an Officer of this Association may be granted Life Membership in this Club upon;
- Recommendation by this Club to the Association
- Payment to the Association of $650.00 U.S. funds or an amount that may be determined from time to time by the Association’s Board of Directors, in lieu of all future International dues.
- In addition to the club honouring a Lion with a life membership, a member may also purchase a membership upon making payment in the required amount, and, have the recommendation of the Club.
- All life membership requests must have the approval of the International Board of Directors
A Life Member shall have all privileges of active membership so long as he/she fulfills all obligations thereof.
A Life Member who desires to relocate and receives an invitation to join another Lions Club as an active member shall not be required, nor shall his new Lions Club be required, to pay his International dues while he remains a Life Member.
(6) ASSOCIATE MEMBER A member who holds his/her primary membership in another Lions Club but maintains a residence or is employed in the community served by this club. This status may be conferred by the invitation of the board of directors and shall be reviewed annually. The club shall not report an Associate Member on its membership report.
An Associate member may be eligible to vote on club matters, at meetings where he/she is present in person, but may not represent the club as a delegate at a district, multiple district or international convention. He/she shall not be eligible to hold club, district, multiple district or international committee assignments through this club. International, district, multiple district dues shall be assessed upon an Associate; PROVIDED, however, nothing shall prevent this club from assessing an Associate such dues as it shall deem proper.
(7) AFFILIATE MEMBER A quality individual of the community who currently is not able to participate as an Active Member of the club but desires to support the club and its community service initiatives and be affiliated with the club. This status may be conferred by invitation only, by a member of the club, subject to approval by the club’s board of directors, on the recommendation of the membership committee.
The affiliate membership shall be limited to a total that is not to exceed 10% of the club’s membership
An Affiliate Member may be eligible to vote on club matters at meetings where he/she is present in person, but may not represent the club as a delegate at any district, multiple district or international conventions. He/she shall not be eligible to hold club, district, multiple district or International committee assignment. An Affiliate Member shall be required to pay district, multiple district, international and such dues as the local club may charge.
(8) DUAL CLUB MEMBERSHIP No person shall simultaneously hold membership, other than Honourary or Associate in more than one Lions Club; in this or any other Lions Club; and no person shall simultaneously hold membership, other than honourary in this Lions Club and any other service club of like character.
(9) MEMBERSHIP IN THIS LIONS CLUB shall be acquired by invitation only. Nominations shall be made on forms provided by the International Office, which shall be signed by a member in good standing who shall act as sponsor and be submitted to the membership chairman or the club secretary, who, after investigation, shall submit the same to the Board of Directors. If approved by a majority of said Board, the prospect may then be invited to become a member of this club. A properly filled out membership form and membership fee must be in the hands of the secretary before the prospective member may be officially inducted into the club or be reported to the Association as a new member.
(10) REINSTATEMENT OF MEMBERSHIP Any member dropped from membership in this club may be reinstated within six (6) months from the date of termination of his/her membership by a majority vote of the Board of Directors. In the event more than six (6) months have elapsed between such termination and his/her reinstatement application, it will be necessary for him/her to come into the club under the procedure in Section 9 of this Article III.
(11) TRANSFER MEMBERSHIP This club may grant membership on a transfer basis to one who has terminated or is terminating membership in another Lions Club, provided that (1) the application for transfer of membership is received by the secretary of this club within six (6) months following the date of termination of membership in his/her former club; (2) such termination was in good standing; and (3) the applicant provides a statement from the secretary of his/her current of former club, as the case may be, showing his record in such club and (4) such application and statement are approved by the Board of Directors. If more than six (6) months have elapsed between termination of membership in another club and application for transfer, an applicant may acquire membership in this club only under the provisions of Section 9 of the Article III.
(12) POTENTIAL MEMBERS Potential members must attend two dinner meetings of the club prior to his/her acceptance of their application for membership. The cost of these meals will be paid by the club.
(13) FAMILY MEMBERSHIP Membership in this category will be as laid down by Lions Clubs International.
FEES AND DUES
SECTION (A) Each new and transfer member shall pay an entrance fee as set, from time to time, by the Club’s Board of Directors. This fee shall include the current Association entrance fee and be collected before such member is enrolled as a member of this Lions Club and before the secretary reports such member to Lions International; provided, however, that the Board of Directors may elect to waive all of said entrance fee as to any member granted membership by transfer, or, reinstatement within six (6) months of termination of his/her former Lions Club Membership.
SECTION B Each member of this club shall pay regular dues as an active, member-at- large, honourary, privileged or life member, as set from time to time, by the Board of Directors; such dues shall include an amount to cover the current International, District and Multiple District dues (to defray the subscription price of the Lions Magazine, administrative and annual convention costs of the Association and similar District, Multiple District and Club costs) and shall be paid in advance at such times as the Board of Directors shall determine.
The Treasurer of this club shall remit International, Multiple District and District dues to the parties and at the same times specify, in the International, Multiple District and District Constitution and By-Laws.
This club may require any member to pay club dinner costs an advance of any dinner, but such costs shall not be assessed as part of the regular annual dues.
The member’s dues will be due and payable to the treasurer on July 1st of each year, if such dues are not paid by November 1st the treasurer will assess a late penalty fee that will be set from time to time by the Board of Directors. No dues, or fees or assessments in addition to those set forth herein may be levied on, or required of, any member by this club, its Board of Directors or any officer or member of this club.
SECTION C Dues for newly joined members shall be as follows, from July 1st to June 30th, full year’s dues, also included is any time during the month of September. Thereafter the dues for the year will be prorated at one twelfth part per month including the month they join, whether it be the first or last part of the month.
The Initiation fees remain constant regardless of when they join, these initiation fees may be waived at the discretion of the Club.
Any member may resign from this club, and said resignation shall become effective upon acceptance thereof by the Board of Directors.
The Board may withhold acceptance, however, until all indebtedness has been paid; all club funds and property must be returned, and all right to use the name “LIONS”, the emblem and any other insignia of this Club and Association has been surrendered.
SECTION A The elected officers of this club shall be a President, Immediate Past President, First Vice President, Second Vice President, Third Vice President, two one-year Directors, two two-year Directors, Lion Tamer, Tail twister and the membership Chair.
The Secretary and Treasurer or Secretary-Treasurer who are appointed by the President are also voting members of the Board of Directors.
SECTION B No person shall be eligible to hold office in this club unless he/she is an Active member in good standing.
SECTION C HONOURARIUMS Any compensation paid to the Secretary and/or Treasurer of this club, in the form of an honorarium for services rendered to this club, which are set by the club from time to time, shall not be paid until they have completed their term of office and are relieved of their duties by their successors, or otherwise on the approval of the Board of Directors or the membership of this club, as a whole. If for any reason they fail to finish their term of office, the Board of Directors shall decide how much, if anything, they should receive.
SECTION D. DUTIES
(1) PRESIDENT He/she shall be the chief executive officer of this club: preside at all meetings of the Board of Directors and of this club: issue the call for regular and special meetings of the Board of Directors: appoint the standing and special committees of this club and cooperate with chairpersons thereof to effect regular functioning and reporting of such committees: see that regular elections are duly called, noticed and held; and cooperate with, and be an active member of the District Governor’s Advisory Committee of the Zone in which the club is located.
(2) IMMEDIATE PAST PRESIDENT He/she and other Past Presidents shall officially greet members and their guests at club meetings and shall represent this club in welcoming all new service-minded men or women in the community, served by this club.
(3) VICE PRESIDENTS If the President is unable to perform the duties of his/her office for any reason, the Vice President next in rank shall occupy his/her position and perform his/ her duties with the same authority as the President. Each Vice President shall, under the direction of the President, oversee the functioning of such committees as the President shall designate.
(4) SECRETARY. He/she shall be under the supervision and direction of the President and the Board of Directors and shall act as the liaison officer between the club and the District in which this club is located, and the Association. In fulfillment of this, he/she shall;
(a) Submit regular monthly and other reports to the International Office of the Association on blanks provided by it, containing such information as may be called for therein and otherwise by the Board of Directors;
(b) Submit semi-annually to the International Office of the Association reports of the financial condition of the club;
(c) Submit to the District Governor’s Cabinet such reports as it may require including copies of regular membership and activities reports;
(d) Cooperate with and be an Active Member of the District Governor’s Advisory Committee of the Zone in which this club is located;
(e) Have custody and keep and maintain general records of this club, including records of the minutes of club and board meetings; attendance; committee appointments; elections; classifications (if any); addresses and telephone numbers of the members; member’s club accounts, and club receipts and disbursements as per the approved budget;
(f) Issue quarterly or semi-annual statements to each member for dues and other financial obligations owed to this club, collect and turn the same over to the treasurer and obtain a receipt thereof;
(g) Give bond for the faithful discharge of his/her office in such sum and with such surety as determined by the Board of Directors.
(5) TREASURER He/she shall:
(a) Receive all monies, from the Secretary and others, and deposit the same in a bank or banks recommended by the finance committee and approved by the Board of Directors;
(b) Pay out monies in payment of club obligations only on authority given by the Board of Directors or the Club membership. Authorization shall include all expenditures that are included in and approved by the members that are included in the budget. All cheques and vouchers shall be signed by the treasurer and countersigned by one other officer, as determined by the Board of Directors.
(c) Prepare and submit monthly or semi-annual financial reports to the International Office of the Association and the Board of Directors, and annually to the members of this club.
(d) Give bond for the faithful discharge of his/her office in such sum and with such surety as determined by the Board of Directors.
(6) LION TAMER. The Lion Tamer shall have charge of and be responsible for the property and paraphernalia of the club, including the flags, gong, and song books. He/she shall put each in its proper place before each meeting and return same to the proper storage area after each meeting.
He/she shall act as the sergeant-at-arms at meetings, see that those present are properly seated, and distribute bulletins, favors and literature as required at club and board meetings. He/she shall give special attention to assure that each new member sits with a different group at each meeting, so that he becomes acquainted with all members.
(7) TAIL TWISTER He/she shall promote harmony, good fellowship, life and enthusiasm in the meetings through appropriate stunts and games and judicious imposition of fines on club members. There shall be no ruling from his decision in imposing a fine, provided however, that no fine shall exceed 50 cents and no member shall be fined more than $1.00 at any one meeting. The Tail Twister may not be fined except by the unanimous vote of all members present. All monies collected by the Tail Twister shall be immediately turned over to the treasurer.
(8) MEMBERSHIP DIRECTOR The membership Director shall be the Chairperson of the membership committee. The responsibilities for this position shall be:
(1) Development of a growth program specifically for the club and presented to the Board of Directors for approval.
(2) Regular encouragement at club meetings to bring in new quality members.
(3) Ensuring implementation of proper recruitment and retention procedures.
(4) Preparations and implementation of orientation sessions.
(5) Reporting to the Board of Directors on ways to reduce the loss of members.
(6) Coordination with other club committees in fulfilling these responsibilities.
(7) Serving as a member of the zone level membership committee.
BOARD OF DIRECTORS
SECTION A. The voting members of the Board of Directors shall be; The President, Immediate Past President, the Vice-Presidents, Secretary, Treasurer, Lion Tamer, Tail Twister, all elected Directors and the Membership Director.
SECTION B. Regular meetings of the Board shall be held monthly at such time and place as the Board shall determine.
SECTION C. Special meetings of the Board of Directors shall be held when called by the President, or when requested by five (5) , or more members of the Board, at such time and place as the president shall determine, time is of the essence.
SECTION D. The presence in person of a majority of its members shall constitute a quorum at any meeting of the Board of Directors. Except as otherwise specifically provided, the action taken by the majority of the Directors present at any meeting of the Board, shall be the decision of the entire Board.
SECTION E. In addition to those duties and powers, express and/or implied; set forth elsewhere in this Constitution and Bylaws, the Board of Directors shall have the following Duties and Powers.
- It shall constitute the Executive Board of this Club and be responsible for the execution, through the Club Officers, of the policies approved by the Members of the Club. All new business and policy of this Club shall be considered and shaped, first by the Board of Directors for presentation to and approval by the Club Members at a regular or special Club meeting.
- It shall authorize all expenditures and shall not create any indebtedness beyond the current income of this Club, nor authorize dispersal of Club funds for purposes inconsistent with the business and policy authorized by the Club Membership.
- Any expenditure that will exceed $5000.00 must be approved by the club members through a notice of motion, any amount between $1000.00 and $5000.00 that is not a budgeted amount must be approved by the members of the club.
- It shall not authorize any expenditure that has not been recommended by the finance committee (budget committee) and approved by the Members of this Club
- It shall have power to modify, override or rescind the action of any Officer of the Club.
- It shall have the books, accounts and operations of this Club audited annually or, in its discretion, more frequently and may require an accounting, or have an audit made of the handling of any Club funds by any Officer, committee or member of this Club. Any member of this Club in good standing may inspect any such audit or accounting upon request at a reasonable time and place.
- It shall appoint, on recommendation of the Finance Committee, a bank or banks for the deposit of the funds of the Club as well as appointing the signing officers of the Club one of which must be the treasurer.
- It shall appoint the surety for the bonding of any member of this Club.
- It shall not authorize, nor permit the expenditure, for any administrative purpose, from the net income of projects or activities of this Club by which funds are raised from the public.
- It shall submit all matters of new business and policy to the respective Standing or Special Club Committee for study and recommendation to the Board
- It shall name and appoint, subject to approval of the Club Membership, the delegates and alternates of this Club to District, Multiple District and International Conventions or Meetings.
- The President shall have the authority to react financially to any emergency during his term of office, however, the amount for each emergency must not exceed $1000.00, his/her actions must be reported to the members through the Board of Directors minutes.
The Officers of this Club, excluding the Immediate Past President, shall be elected as follows:
SECTION A. A nomination meeting shall be held no later than March of each year, with the date and place of such meeting to be determined by the Board of Directors and notice thereof sent to each member of this club by electronic or other means, at least ten days prior to the time of the holding thereof. The elections will conform to the directives as stated in the Constitution and By-Laws as issued and amended from time to time by the International Association of Lions Clubs.
SECTION B. The nominating committee comprising the Past Presidents of the Club, and chaired by the most Immediate Past President, shall submit the names of candidates for the various Club Offices to be filled, to the Club at the nomination meeting. At this meeting nominations for all offices to be filled in the succeeding year may also be made from the floor.
SECTION C. Qualifications for nomination to the Board of Directors will require a minimum length of service of 12 months. This requirement may be waived under extreme circumstances, i.e. incomplete list of nominees for the available positions.
The Offices of the Lions Club of Cobourg will be by automatic progression for the Office of 3rd Vice President through to the Immediate Past president. No nominations will be received other than for the position of 3rd Vice President except in the event of a vacancy in the positions of 2nd and/or 1st Vice President.
SECTION D. If in the interim between the nomination meeting and the election meeting any nominee is unable for any reason to serve in the office to which he/she has been nominated and for which office there was no other nominee, the nomination committee shall submit, at the election meeting, names of additional nominees for that office.
SECTION E. The list of nominees for the Board of Directors will be read out at two consecutive (2) meetings and published in the Club’s membership publication. The second publication must be a minimum of two (2) weeks prior to the election meeting. At each of the meetings the nomination chair will invite further nominations from the floor. The invitation will be read three (3) times for each position open for election.
SECTION F. An election meeting shall be held no later than April 15th of each year, at a time and place determined by the Board of Directors, and two weeks prior written notice, electronically transmitted or personal delivery thereof shall be given to each member of the club, by the secretary. Such notice shall include the names of all nominees approved at the preceding nomination meeting and, subject to Section C above, a statement that these nominees will be voted upon at this election meeting. No nominations may be made from the floor at this election meeting.
SECTION G. Subject to the provisions of Section H of the Article IX, all Officers, other than those Directors who will be completing their first year, shall be elected annually and shall take office on July 1st, and shall hold office for one year from that date, or until their successors shall have been elected.
SECTION H. One-half of the Directors shall be elected annually and shall take office on July 1st next following their election, and shall hold office for two years from that time or until their successors shall have been elected and qualified.
SECTION I. The election shall be by ballot by those present and qualified to vote. A plurality vote shall be necessary to elect.
SECTION J. Any Officer of this Club may be removed from office for good cause by two-thirds vote of the entire Club membership.
SECTION A. If the office of President or any Vice-President shall become vacant for any reason, the Vice-President shall advance in office according to their rank. In the event such provision for advancement shall fail to fill the office of President, or First or Second Vice-President, the Board of Directors shall thereon call a special election, giving each member in good standing two (2) weeks prior notice of the time and place thereof, which time and place shall be determined by the Board, and such office shall be filled at said election meeting.
In the event of a vacancy in the office of Third Vice-President, such office shall remain vacant and be filled at the next annual election of officers. In the event of a vacancy in any other office, the Board of Directors shall appoint a member to fill the unexpired term.
In the event vacancies shall be of such a number as to reduce the number of Directors to less than the number required for a quorum, the membership of the Club shall have the power to fill vacancies by an election held at a regular meeting of the Club upon prior notice, and in the manner specified in Section B hereinafter. Such notice may be given by any remaining Officer or Director, but if none, then by any member.
SECTION B. In the event any Officer-elect, before his/her term of office commences, is unable or refuses, for any reason to serve therein, the President shall call a special nominations and election meeting to elect a replacement for such Officer-elect. Two (2) weeks prior notice of such meeting, setting forth the purpose , time and place thereof, shall be given to each member, by mail, personal or electronic delivery. The election shall be held immediately after nominations have been closed and a plurality vote shall be necessary for election.
SECTION A. Regular meetings of this Club shall be held on the first and third Thursday at 7 pm, at the Cobourg Lions Community Centre or at a place as determined by the Board of Directors, as laid down by the Board of Directors and approved by the Club membership.
All meetings shall begin and end promptly at the times set by the President and his Board of Directors, and these shall be regulated. Except as otherwise specifically provided in the Constitution and By-Laws, notice of regular meetings shall be given as the Board of Directors and the membership as a whole agree and deem proper.
SECTION B. Special meetings of this Club may be called by the President, in his/her discretion, and shall be called by the President when requested by the Board of Directors, at a time and place determined by the person or body requesting the same. Notice of special meetings setting forth the purpose, time and place thereof shall be given to every member of this Club, by mail, personal or electronic means, at least ten days prior to the date thereof. Except in emergencies, or when the President thinks it is in the best interests as a whole, something arises and needs prompt attention, the President, at his/her discretion, may call an emergency meeting, so long as he has a quorum. He/She shall do this without notice or with as much notice as the subject matter will allow, whether it be with the Club as a whole or the Board of Directors.
SECTION C. A Charter Night Anniversary meeting of this Club may be held each year, at which time special attention shall be devoted to the Objects and Ethics of Lionism, and the history of the Club.
SECTION D. An annual meeting of this Club shall be held in June of each year at a time and place determined by the Board of Directors, at which meeting the final reports of the retiring Officers shall be read and the newly elected Officers shall be installed.
SECTION E. The presence in person of a majority of the members in good standing shall be necessary for a quorum at any meeting of this Club.
SECTION F. Any member who fails to pay any indebtedness due this Club within sixty days after receipt from the Secretary of written notice thereof shall thereon forfeit his good standing and shall so remain until such indebtedness is paid in full. Only members in good standing may exercise the voting privilege and hold office in this Club.
SECTION G. Except as otherwise specifically provided, the act of a majority of the members present at any meeting shall be the act and decision of the entire membership.
SECTION H. When a motion is proposed and duly seconded at any meeting of this Club, each member wishing to speak to the question, when opened by the President or Chairperson, shall raise his/her hand and wait until he/she is recognized by the President or Chairperson BEFORE he/she rises to speak. If any member fails to follow this procedure, he/she will not be recognized and the President/Chairperson shall ask him/her to sit down and wait quietly until he/she is properly recognized by the President or Chairperson. Each member will be allowed to speak only once to any question, with exception of permission being granted by the President or Chairperson, and he/she may only speak the second time after every other member present has had his/her chance to speak. If he/she wishes the President/Chairman may call for a vote on the question at any time, and this will end all discussion, and settle the matter by a majority vote either for or against. Except in cases where the subject matter can be put before the Club as a whole, the matter shall be dropped, and this shall be only in cases where it shall affect the Club Membership as a whole.
EMBLEM, COLOURS, FISCAL YEAR
SECTION A. The emblem and colours of the Club shall be the same as the emblem and colours of the International Association of Lions Clubs
SECTION B. The fiscal year of this Club shall be July 1st through June 30th.
DELEGATES TO INTERNATIONAL AND
DISTRICT (SINGLE OR MULTIPLE) CONVENTIION
SECTION A. Inasmuch as the International Association of Lions Clubs is governed by Lions Clubs in convention assembled, and in order that this Club may have its voice in Association matters, this Club shall have the power to pay the necessary expenses of its delegates to each annual convention of the Association. This Club shall be entitled in any convention of this Association to one (1) delegate and one (1) alternate for every twenty-five (25), or major fraction thereof, of its members as shown by the records of the International Office on the first day of the month last preceding that month during which the Convention is held,
ROVIDED, however, that this Club shall be entitled to at least one (1) delegate and one (1) alternate. The major fraction referred to in this section shall be thirteen (13) or more members. The selection of each such delegate and alternate shall be evidenced by a certificate signed by the President or Secretary or any other duly authorized Officer of this Club or, in the event no such Officer is in attendance at the Convention, by the District Governor or District Governor-elect of the District of which this Club is a member.
SECTION B. Inasmuch as all District matters are presented and adopted at the District (Single, Sub or Multiple) conventions, this Club shall send its full quota of delegates to all such Conventions and have the power to pay the necessary expenses of such delegates attending such Conventions. This Club shall be entitled in each annual Convention of its District (Single, Sub or Multiple) to one (1) delegate and one (1) alternate for each (10) members, or major fraction thereof, of this Club as shown by the records of the International Office on the first day of the month last preceding that month during which the Convention is held, PROVIDED, however, that this Club shall be entitled to at least one (1) delegate and one (1) alternate. Each certified delegate present in person shall be entitled to cast one vote of his/her choice for each Office to be filled, and one vote of his choice on each question submitted to the respective Convention. The major fraction referred to in this section shall be five (5) or more members.
SECTION C. Any or all, as finances will allow, delegates to the convention shall have a share of the monies allotted by the club and/or raised for conventions. This includes District A-3, Multiple District “A: or the International Conventions. The maximum amount is $2500.00 and the shares shall be as follows:
Multiple District “A”
This would mean Lions would have a cut-off date. You decide which Convention or Conventions you wish to attend and the figures above can be adjusted accordingly, so that the greater number of people going to a certain Convention would have a more equal share in the monies to help defray the costs of attending. All monies raised for the Conventions shall be divided in the year in which it was raised, unless no member shall attend the Convention for which the money was allotted. The Convention Chair and his/her Committee members shall divide the monies. If there is a change in the percentage shares, it must come before the Board of Directors of this Club for approval, BEFORE such change is made.
HOMOURARY MAILING LIST
The International Association of Lions Clubs, the District Governor and the District A-3 Bulletin Committee Members shall be included on the mailing list of this Club.
Except as otherwise specifically provided in this Constitution and By-Laws, all questions of Order or Procedure with respect to any meeting or action of this Club, its Board of Directors or any Committee appointed hereunder shall be determined in accordance with Robert’s Rules of Order Newly Revised, as revised from time to time.
SECTION A. This Constitution may be amended at any regular or special the majority of the members, present in person voting, provided the Board of Directors has previously considered the merits of the amendments.
SECTION B. No amendment shall be put to a vote, unless written notice thereof stating the proposed amendment, shall have been mailed or delivered personally to each member of this Club at least TEN (10) DAYS prior to the meeting at which the vote on the proposed amendment is to be taken.
This Club shall not endorse or recommend any candidate for public office, nor shall partisan politics or sectarian religion be debated by members of this Club.
Except to further his progress in Lionism, no Officer or member of this Club shall use his/her membership as a means of furthering any personal, political, or other aspiration, nor shall the club, as a whole, take part in any movement not in keeping with its purposes and objects.
No funds shall be solicited from members of the Club during meetings by any individuals who are not members of the Club. Any suggestions or propositions made at any meeting of this Club calling for expenditure of money for other than regular obligations shall be referred to the Finance Committee.
SECTION A. The following Standing Committees may be appointed by the President.
(1) Administrative Committees
(b) Constitution and By-Laws
(e) Lions Information
(h) Public Relations and Bulletin Editor
(j) Leadership Development (Seminars for all Lions)
(k) Lions School (Seminars for all Lions)
(n) Long Range Planning (Fund Raising, etc.)
(2) Activities Committees
- Sight and Conservation and work with the Blind
- Health Services
- Recreational Services
- Public Services and work with Seniors
- International Services
- Hearing and Speech Action and work with the Deaf
- Art Show & Sale
- Vision Screening
SECTION B. Special committees: From time to time, the President may appoint, with the approval of the Board of Directors, such special committees as may be necessary, in his judgment or the judgment of the Board of Directors.
SECTION C. The President shall be the ex-officio member of all committees.
SECTION D. All committees shall consist of a chairperson and a co-chairperson and subject to Section B above, as many members as shall be considered necessary by the President.
SECTION E. Each committee, through its Chair or co-Chair, shall report, either verbally or in writing, each month to the Board of Directors or alternately, to the Vice President in which that committee serves under, and also to the Club as a whole at regular meetings, when called upon to do so.
SECTION F. All problems pertaining to either administrative or activity matters shall be referred to the corresponding Committee for study and recommendation to the Board of Directors.
SECTION 1. The Board of Directors are authorized, with the approval of the members of The Lions Club of Cobourg, may from time to time, procure a loan or loans, for the purposes of the Club, an amount not to exceed in the aggregate Twenty-five Thousand Dollars ($25,000.00) CAD and under terms and conditions that are deemed reasonable and in the best interest of the Club.
- borrow money upon the credit of the Club by obtaining loans or advances or by way of overdraft or otherwise;
- assign, transfer, convey, hypothecate, mortgage, pledge, charge or give security in any manner upon all or any of the real or personal, movable or immovable property, rights, powers, chosen in action, or other assets, present or future, of the Club to secure and such securities or other securities of the Club or any money borrows or to be borrowed or any obligation or liabilities as a aforesaid or otherwise of the Club heretofore. Now or hereafter made or incurred directly or indirectly or otherwise;
- without in any way limiting the powers herein conferred upon the Directors, give security or promise to give security, agreements, documents and instruments in any manner or form under the Bank Act or otherwise to secure any money borrowed or to be borrowed or any obligations or liabilities as aforesaid or otherwise of the Club heretofore, now or hereafter made or incurred directly or indirectly or otherwise.
SECTION 2. That any or all of the foregoing powers may from time to time be delegated by the directors to any two of the three signing Officers of the Club.
SECTION 3. That this By-Law shall remain in force and be binding upon the Club as regards any person acting on the faith thereof until such person has received written notification from the Club that this By-Law has been repealed or replaced.
THE COBOURG LIONS COMMUNITY HALL
(a) MISSION STATEMENT
The Cobourg Lions Community Hall, situated at 157 Elgin Street East, in the Town of Cobourg, in the Province of Ontario, owned by The Lions Club of Cobourg Inc., to provide for the community;
A meeting place for private and public functions at a reasonable rental to cover all expenses for the operation, upkeep and depreciation of the Centre
(b) RESERVE FUND
The Lions Club of Cobourg will maintain a reserve fund for capital maintenance The Cobourg Lions Community Hall. The Capital Maintenance Fund shall be 10% of net profits, as determined each year, from The Cobourg Lions Centre, total of this fund shall not exceed $50,000.00.
(c) EXCESS FUND
Excess funds shall be turned over to the Club Treasurer on an annual basis to be used for Lions projects. All Lions Club of Cobourg bank accounts will be under the direct supervision and responsibility of the Treasurer of the Club.
(d) HALL RENTAL BY MEMBERS OF THE LIONS CLUB OF COBOURG
- Renting for business purposes, full rental, no discount.
- Hall rental for personal functions, i.e., anniversary, birthday, etc., a discount of 25% for hall rental only. Food and bar at current published prices.
- There shall be a Cobourg Lions Community Hall Policy and Procedures Manual established by the Cobourg Lions Community Hall Committee, which meets with the approval of the Board of Directors of the Lions Club of Cobourg
- If the Lions Club of Cobourg requires the Cobourg Lions Community Hall main hall for a Lions Club project, they must donate the minimum sum of one hundred dollars ($100.00) per diem, and follow the Cobourg Lions Community Hall Policy and Procedures. Failure to abide by said Policy and Procedures, the Lions Club of Cobourg will donate and additional sum of two hundred dollars ($200.00) per diem.
- The Cobourg Lions Community Hall and the Lions Club of Cobourg shall share the proceeds, less all associated expenses for events sponsored by the Lions Club, on a 60% Cobourg Lions Community Hall portion, 40% Lions Club portion of all bar and tickets sales. No honorarium will be paid to the Lions Club for bar assistance for these events.
- Honorariums, as determined by the Board of Directors of the Lions Club in agreement with the Cobourg Lions Community Hall Committee, shall be paid to the Lions Club of Cobourg, for their members bar help that is required for all events held in the Cobourg Lions Community Hall with the exception of those events specified in section (d) (v) of this By-Law.
- Funerals, for active members of the Lions Club of Cobourg, past members who have served this Club for more than 10 years and who have been designated as a “Friend of the Lions Club of Cobourg” by the members of the Club, on the recommendation of the Board of Directors, or for a spouse of an active member, the hall rental fee is waived. Food must be purchased at published prices and the Lions Club of Cobourg will sponsor a sandwich reception to a maximum of One Thousand Dollars ($1000.00). The Bar will be at the current published prices.
- The names of record of the “Friends of the Lions Club of Cobourg” are:
Lion Otto Buitenweg
Lion Joe Cunningham
Past Lion Bob Johnson
- All bookings for any of the above events must be made with the kitchen or hall manager.
(e) MANAGEMENT STRUCTURE
The management of the Cobourg Lions Community Hall will be:
A Hall Committee
A Hall Manager (non-voting)
A Bar Manager
The Hall Committee will be chaired by a member of the Hall Committee chosen by the elected members of the elected committee.
The Committee shall not exceed five (5) members in total with one member always being the Lions Club of Cobourg Treasurer.
There will be two (2) members elected each year for a two year term to replace the two retiring members.
Retiring member may be reelected; however, no one shall serve more than two (2) consecutive terms.
The Hall Committee shall receive quarterly reports from the Hall Manager and shall submit these reports to the Board of Directors and the membership on a timely basis.
The Hall Committees’ duties will include the complete responsibility for the physical structure of the building in addition to the following;
Set the operating budget for the Hall
Be responsible fo the hiring, and the supervision as well as the
Contractor/job description for the Hall Manager
Submit request to the Board of Directors of the Club for approval
of all no budgeted expenditures.
Submit quarterly reports to the Board of Directors of the Club,
On a timely basis.
Bonding of the Hall and Bar Managers and Treasurer.
Insurance coverage for the building, contents and liability.
Annual audit of all accounts pertaing to the Cobourg Lions
(f) DUTIES OF THE HALL MANAGER
The Hall Manager will be fully responsible for the operation and maintenance of the Hall and Grounds.
The Hall Manager will be under the guidance and be responsible to the Hall Committee.
The duties are to include;
- Submit to the Hall Committee an annual budget.
- Good bookkeeping records
- Hiring and dismissal of employees.
- Monthly reporting to the Hall Committee.
- Written quarterly reports to the Committee.
- Compliance with all government regulations.
- Any other duties that may be assigned by the Hall Committee.
A hired full time manager will receive a salary, the amount to be determined by the Hall Committee and approved by the Board of Directors of the Club.
When the Hall Manager is working on a voluntary basis, the committee, with the approval of the Board of Directors of the Club, will authorize a suitable honorarium.
SECTION A. These By-Laws may be altered, amended or repealed at any regular or special meeting of this Club at which a quorum is present, by a vote of a majority of the members present in person and voting
SECTION B. No amendment shall be put to a vote unless written notice thereof, stating the proposed amendment, shall have been mailed or delivered personally to each member at least ten (10) days prior to the meeting at which the vote on the amendment is taken.