Role and responsibilities of Club President, Secretary, Treasurer and MyLCI

1. Club officers
Manual (PST)
Covered with Theory and Practical with MyLCI
Compiled by:
Lion Narsimha Raju Dichpally mjf
FDI Graduate
320D,India.

2. PRESIDENT – CHIEF EXECUTIVE OFFICER OF THE CLUB
- This is your Year
President you are chosen as the Leader of your Club and Club expects under your leadership a year that will be
memorable and with full of service activities and events. Are you ready to take the ladder of Leadership of your Club?
This is your Year :
Club is the same and same mebers in the club. Why one year the club is doing very well and other year not so? The
answer is with you.
Look Back Get Confidence From you Senior Lions
Look Forward See what is possible From your PST Team
Look Around Find what you can do Be Practical
Look Within Your Strength and From your club members
Lion President
 Identify yourself and Potentiality
 Do your SWOT analysis
 Update your knowledge on Lionism
 Look for Leadership Skills in you
 Your Commitment is your thrilling responsibility
 Be a good communicator and an effective speaker
 Be prompt in your communication
 Computer knowledge and online communication is essential
 Give the right man the right job.
The Role of the Club President
The president is the chief executive officer of the club.
The president’s authority in the club is not absolute. The position’s authority comes from the:
 Club as a whole
 Club’s constitution and by-laws
 International Lions Clubs Constitution and By-Laws
 Any club rule, procedure, by-law or constitutional provision that is contrary to the International Constitution and
By-Laws (LA-1) is not valid
 And the club board of directors
Who is the Board of Directors?
The board of directors consists of the:
club president, Immediate past president, vice president(s), secretary. Treasurer, Lion Tamer, Tail Twister,
Membership Director(Club GMT), GST Club Coordinator, Club Marketing Chairperson, LCIF Club Coordintor,
And all the elected board of directors.

3. Meetings – Administrative
 Regular Club Meeting – Every month you will have Two regular Meetings
 Board of Directors Meeting – Every month you will have one Board of Directors meeting
 Quarterly Business/ General Body Meeting
 Committee Meetings
 Other Meeting like Zone or Region Review meetings
 You are the Presiding officer for all your Club meetings
 Check up the following before you start the Meeting Club Banner, Gong and Gavel and Agenda
 Service Activity
 Coordinate with each committee
 Prepare yourself with presentation skills
 Your dress, Your mannerism, your gestures, your postures, your style must be in impressive manner.
The club president presides at all meetings of the board of directors as well as the club.
During meetings there are many tasks and duties which are the responsibility of the president.
Presidential Duties (Pertaining to meetings)
 The club president issues the call for regular meetings/special meetings of the board of directors and club.
 The club secretary can assist with distributing information regarding meeting times and dates.
 It is important to ensure ample time between notification and meeting (for special meetings) for better attendance
The club president must also: Prepare an agenda. In order to prepare a meeting agenda, the president should:
 Communicate with officers and committee chairpersons to gather items for the agenda
 Work with the secretary to tailor the agenda to meet the club’s individual needs
 Ensure the agenda is accurate and includes all required items and points of discussion
 Start and end meetings on time
 Ensure meetings run smoothly and productively
 Provide a base for executive decisions from the president for the removal or change in order of agenda items
based on time, importance and response from members
 These decisions are necessary in order to run an effective meeting.
Regular Meetings – Suggested Agenda
 Meeting Call to Order
 Flag Invocation
 Greetings
 Presidents Welcome Address
 Sectary’s communications
 Introduction of Chief Guest ( A scheduled program (guest speaker, entertainment, etc.)
 Tail Twisting
 Attendance Draw/Lucky Draw
 Vote of Thanks
 National Anthem
 Meeting Adjourned

4. Board of Directors Meeting – Suggested Agenda
 Meeting Call to Order
 Flag Invocation
 Greetings
 Presidents Opening Remarks
 Sectary’s Report
 Approval of last Board of Directors meeting minutes
 Reading and confirmation of last month WMMR report with service activities report.
 Treasurer’s Report
 Payments for approval
 Committee Chairpersons Report
 Projects for approval
 Any other matter
 Vote of Thanks
 National Anthem
 Meeting Adjourned
What are your commitments?
 Members Subscriptions collections on time
 International and District dues payment of time
 Regular Club Meetings
 Fund Raising programs
 Sending reports on time with your secretary perusal
 Zone meeting/ Region Meetings
 Attending minimum 2 District Governor zone Advisory Committee Meetings
 Conduct Club Social
 Attend Zone social
 Attend Sister clubs
Committees
 It is the club president’s duty to appoint the committees of the club ( Service Activities related ex: Diabtes Camps,
Diabetes Awareness, Cancer Awareness, Health Camps, Blood Donation Camps, Tree Plantation Programs
etc.,)
 Prior to selecting specific members to serve as a chairperson, do some research…
 Selecting members to serve on committees where their skills and knowledge are an asset can increase club
member satisfaction.
 In addition, the effectiveness of committees can increase when led by an individual with experience, dedication
and an interest in their assigned committee.
 There are benefits to appointing your committee chairpersons early.
 If you are able to make the announcements early, you can have committees ready to start at the beginning of the
lionisitic year.
 It is important for the president to cooperate with chairpersons to ensure regular functioning and reporting of
committees
 Effective communication increases understanding of committee responsibilities and recognition of committee
achievements
 Regular communication helps committees run effectively and remain focused.


5. When working with the treasurer and secretary, remember:
 Meet before the year begins
 Keep in communication throughout the year
 Request officers give brief reports at meetings
 Members like to be aware of their successes and club status
 When assisting the treasurer to prepare budgets:
o Anticipate expenses and income
o Prioritize spending needs
o Monitor spending throughout the year
 At the end of the year records will be turned over to succeeding officers
 Ongoing record keeping ensures smooth transitions
Communication is very important to success as a club president
 An effective club needs to be aware of news and information about their club activities
 A club lacking effective communication is more likely to have dissatisfied members who do not feel connected to
the club.
 Keep members up to date on news, issues, etc…
 Informed members are more satisfied and feel more connected/involved – increase member satisfaction and
maintain membership
 Answer letters, e-mails, voicemail and faxes promptly and professionally
The president also plays a key role in club officer elections.
 Ensure officer elections comply with the constitution and by-laws
 It is the responsibility of the president to oversee officer elections and ensure the process is open and meets
deadlines.
 Review Clubs election guidelines from lionsclubs website.
Being familiar with this document will make the duty of overseeing club officer elections more streamlined.
 Ensure officer elections comply with the constitution and by-laws
 It is the president’s responsibility to appoint the nominating committee.
 The Nominating Committee submits the names of candidates for various club offices to the club
membership at the nomination.
 The president appoints the members who will be part of the nominating committee.
 The nominating committee is a standing committee.
 Club Officer Reporting form (PU-101) online reporting of club officers
 Officer elections should be held in April and PU-101 needs to be on file at headquarters by May 15th
.

6. Know about Criteria for Club Excellence Awards
1. Club adhered to the association’s Constitution and Bye laws
2. Major Service activity /Service Activity
3. President has attended
Atleast 2 District Governors Zone Advisory Meetings
Club Officers Orientation
District/Multiple/International Convention
4. Club is in Good Standing in Lions Clubs International
5. Club has achieved a net gain in membership by June 30th
number of net gain
6. New members were properly inducted , oriented, involved in service activities / committees
7. What was the clubs most outstanding achievement
8. Club has cleared all International dues ontime.
9. Prompt in sending WMMR reports to International.
10. Annual Club officers Report (PU101 Form) to International or online reporting before 15th
May.

7. Secretary
The club secretary is an elected club officer whose role, as the key communication point of the club, is very important
to the present and future success of a club.
Role and Repsonsibilities:
The club secretary has numerous duties as they serve as the liaison between the club and district, and the
association. The MyLCI online site assists club officers in the fulfillment of their responsibilities and provides
numerous benefits specific to the club secretary position.
Meetings:
The club secretary is also a member of the club’s board of directors
As a club secretary you need to attend regular meetings and record the minutes of the proceedings and in next
meeting the minutes you need to get approved from Board of Directors.
When creating agendas, keep in mind that agendas for meetings will vary.
A general agenda includes
 Approval of minutes from previous meeting
 President’s remarks
 Correspondence received
 Secretary and or treasurer reports
 General business
The secretary is also responsible for:
 Notifying participants of meeting times and location
 Recording attendance, make-up meetings and awards presented
 Recording minutes during club meetings
 Use appropriate language and documentation to ensure accurate minutes
 Prepare meeting minutes as soon as possible following the meeting
 Officers should review the completed minutes
 Following review, minutes should be sent promptly to all members
 A copy of the minutes should be filed
. . The club secretary is the key communication link between the club, club’s district, and the
association . All correspondence, coming in to the club and going out from the club, goes through the secretary. All
correspondence’ includes questions from the public, correspondence with the district and Lions Clubs International
Headquarters, notifications from club members and other types of correspondence.

8. The club secretary cooperates with, and serves as an active member of, the district governor’s advisory committee of
the zone in which the club resides.
This appointment means the secretary will:
 Attend zone or region meetings of the committee
 Assist in compiling reports in preparation for advisory committee meetings
 Assist with preparations if the club is chosen to host a zone meeting
Correspondence: The club secretary should meet with the club president at the beginning of their term to discuss
how correspondence will be answered, kept and reported. It is important that correspondence responses are
immediate, prompt and appropriate.
Prompt – the club secretary is in charge of reports and other communication with deadlines and requirements.
Not communicating promptly can lead to club status changes and missed opportunities for club involvement or
recognition.
Appropriate – all communication from the club should be professional and use proper language.
When writing about a legal or constitutional matter exact quotation from the appropriate constitution and by-laws
should be used.
Keeping written communication organized is a very important part of the club secretary role.
Organization is very important to the role of the club secretary as they are the club information resource center.
How communication is organized will be decided at the beginning of the term through a discussion with the club
president or officers
Reports:
The club secretary is responsible for completing and filing reports. It is also the club secretary’s responsibility to
know the due dates of reports and to ensure they are submitted on time.
The Web Monthly Membership Reporting (WMMR) system is an online system helping to make membership
updating easy and convenient.
Ensure that your club reports WMMR and Service activities for the preceding month are reached to District before
7th of next month. And every month WMMR reporting to International should be before end of the month. We
suggest if there in no changes in membership click on No Membership activity in Mylci. If any changes you can
update even after no membership activity too.
You need to send reports Quarterly, Halfyearly, Annual Reports to the club members and District and mark copies
to President, ZC,RC and DG Team.
Send good resolution Photographs to Lions Update, Lions Magazine of your service acitivities and even give
paper statements to all types of media.
Records: In addition to keeping track of correspondence, the club secretary also has custody of, and maintains,
general records of the club. Like Member Roster, Minutes of Meetings, Attendance, Scrap Book, Committee
Appointments, News Letter or Club Bulletins.etc.,

9. Working with President and Treasurer: The club secretary works with the club treasurer to assist with collection of
club dues, He will be communicating with President and Treasurer during his tenure to run club smoothly without any
communication gap.
Resources: Throughout the year the club secretary may have questions or feel they need guidance in order to be
effective in their role.
 Past secretaries or other club secretaries
 Club officers
 District leadership
 Standard Form Club Constitution and By-Laws (LA-2)
 Robert Rules
 Club Officer’s Manual
Annual Club officers Report (PU101 Form) to International or online reporting before 15th
May.
Know about MyLCI:
My LCI is an online system that is to submit reports
• Online reporting (WMMR)
• Membership access
• Service activity reporting
• Access and download club statements and per capita invoices
• Make online payments
• Many more
• Two ways to enter into MyLCI
1. www.lionsclubs.org
2. www.mylci.lionsclubs.org

11. Before register yourself
You need to have information
1. Membership No.
2. 2.Address as per LCI records
Type your Membership No. at Member number area and type captcha code shown numbers
and click on submit.
If you don’t know your membership no. easiest way to find your membership no and address asper lions
clubs international you can check your Lions Magazine when you get posted you can find your address
along with membership no. This is the information useful to you.

12. Enter your address according to the same mailing address mentioned on Lions Magazine,
Keep username which you can remember and type password with atleast six character and one
numerical easily to get remember, you will be having secret questions where were you born, et., you need
to get remember and when you are typing answer try to be aware you are typing on caps letter or small.
Click on check boxes agreeing the policy and click on submit button. You have registered in MyLCI.
Type your username and password and submit to get logon into MyLCI.

13. You can register after June 15th
till June 30th
it will be training and after July1st you will be getting accessed in
website and what ever changes made it will be working.

14. You can see My Tasks, My Club, My Info and My Members, My Service activities, My officers
And Red marked you can see it in Mytasks, when ever there no change in membership acitivity you can click
on Report No Membership changes then directly it will be reported and the report you can download WMMR
Report send along with service activities report to all.

15. You can take print of WMMR report through In Report section and clck on Monthly Membership Report and
click on
View Print button.

16. Give Year and month and click on print.
Then it automatically it comes in pdf format click on open with Adobe reader and ok

17. You can see WMMR Report will get to print.
If you have already reported still you want make any changes you can do it. If example you want to add a
member you can add . You can see the following screens to add Member

18. You have already reported

19. Click on new member, and fill the details of the Members in the following screen
Select Sponsor of the club

20. Click on Save button after giving all the details.
Then it will take 48 hours to get updated in MyLCI.
Any member changes address or we need to update is his details you can see following screens

21. Edit the details and Save it and you can see in WMMR reporting that update details of member.

22. Dropping a member, be careful when dropping a member you need to get approved in Board of Directors to
drop a member from club and there should be a reason to drop. Click on Members

23. When Clicking on member to drop and it will be gone to another screen to drop member and you can find the
details asking for reason for dropping and select the reason and click on effective date to and click on drop.

25. How to Create Family unit. Goto members and click on Create family unit when you
are going to add a member under family membership program.

26. Give the details as per screen shows, Give relationship

27. Give proof of address

28. Then save it.

29. Service Activity Reporting in MyLCI.
Goto My Lions club and click on Service activities
Click on add activity

30. Give the details of activity date, Select type of activity give description of activity and add
photographs to the activity page and click on save. After submitting activity you can even edit
activity too.
For example you can see, we are taking tree plantation

32. You can see different types of activities in select type of activity, you can choose according to your
activity done like tree plantation, you can see example

33. Click on save and it will be reported in service activity of the month.
If you want to edit the activity you can see the following screens below.
You can click on edit and edit the details
If you want to take print and take service activities report. See the following screens below

34. Give month and year and click on view or print button and you will get opened in Adobe reader click
on ok then you will get opened in pdf file.

35. Secretary will be awarded with Certificate of Excellence from International President on successful
reporting entire year at end of June month of Lionistic year you will receive online .

36. Treasurer
The club treasurer, arrange to issue notices or statements to members for dues and other financial
obligations owed to the club. The club treasurer is responsible for the collection of dues.
Responsibilities of the Club Treasurer :
 You are responsbile for all financial matters of club and collect dues and issue receipts and ensure payment of
obligations. Maintain accurate financial records and it should audited financial statements.
 As a Club Treasurer you need to prepare budget with the help of President and secretary. Budgeting is the
process of creating a plan to receive and spend the club money
 Create a budget for separate for Administrative and Activities.
 You need to maintain two books of accounts for Administration and Service Activities.
 Attending all club and board meetings
 Preparing club budgets
 Setting annual members’ dues
 Making payments on behalf of the club
 Maintaining club financial records
 Submit monthly statements and accounts in Board of Directors meeting
 Ensure all payments are approved by BOD & recorded in minutes
 Report reconciled bank balances at meetings.
 Maintain vouchers to payments
 Avoid Cash Transactions
 Accept only Cheques/DD from Members
 At the end of Lionistic year present audited accounts and approve in GB&BOD and balance transfer to incoming
team.
Preparing Budgets:
It is very important Treasurer should see that he / she does not exceed the budget and in any eventuality any
deviation should seek the approval from the Finance Committee, Board of Directors / General Body

37. Preparing Admin Budget
Club Service Activities Budget
Budget Depending on the goals, targets and resources available

38. Preparing Financial Reports
• Consolidated Itemized Receipts and Payments for the period till the end of the month for Admin & Activities A/C
• The net monetary assets of the club at the beginning and end of the reporting period.
• Always be ready with your report at your Club Board of Directors Meeting
CASH BOOK & LEGERS
Preparing Financial Reports Admin

39. Preparing Financial Reports Service
Preparing Account of One Service Activity

40. MyLCI Treasurer Privileges
As a Treasurer you can:
 view data of club statement,
 Only Treasurer has privilege to make online payment.
 view and print various reports,
To Access the MyLCI
1. Go To www.lionsclubs.org
2. Click on MyLCI
MyLCI Logon
To log in to MyLCI:
1. Enter your username and password
2. click “Submit”
3. or create new account: Click “New User” link and follow directions.
4. If you forgot user name and password, click “forgot your User Name or Password” link and follow directions.

41. You can view current statement

42. Click on My Lions Club and click on Statements/Dues
If you click on view or print

43. If you want to make online payment
Click on make payment
You can choose Credit/Debit Card and click on Pay Now.
You need to give your card details and click on continue

44. Give clear details which have on card with Cardholder name and Exp date Click on continue
You will get confirmation number and you will get through email, but check your email id is correct
or not and even you can print the same page. We suggest still you can print this page for your copy
safe side.

45. NEFT Payment for Lions clubs India for International dues.
You need to mention club Identification number/clubnumber/district
Give name of the club.

46. Dues Structure
 International Annual per capita - $43
 Family Member per capita - $21.5
 New Member Admission/ Charter member - $35
 Leo Member 20 Members 100$
 Student Member per capita - $21.50
(Students enrolled in an educational institution and between the age of legal majority and through age
30
 Life Membership Fee - $650
 District Dues – Rs.1050/- (Depends on District)
 Directory and Club Records – 2250/- (Depends on District)
Multiple Dues Structure of 320
 LCCI Dues Rs.102
 Lions Quest Rs.6
 MD Convention Rs.50
 Multiple Dues Rs.72
 South India MD CCI Rs.10
 Centennial celebration Rs.50
 International convention 2022 Rs.100

48. How to Check the exchange rates online

49. Wish you all the Best
Lion Narsimha Raju Dichpally mjf
FDI
Email Id: lionnarsimharajumjf@yahoo.in
lionnarasimharajumjf@gmail.com
www.facebook.com/narsimharajudichpally
Twitter Account : @narsimharajumjf
Facebook Account : #NarsimhaRajuDichpally
Instagram Account : #lionnarsimharajudichpally
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