This document outlines the responsibilities and features of the district cabinet secretary (DCS) role according to Lions Clubs International. The DCS is responsible for recording and distributing cabinet meeting minutes, monitoring club monthly membership and activity reports, maintaining documents and correspondence, and assisting the district governor. The DCS has access to the MyLCI online portal to view club rosters and reports to help with their record-keeping duties. Challenges and solutions for the role are to be discussed.

1. District
Cabinet
Secretary
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2. Objectives for this Workshop
• Review responsibilities
• Explain features on MyLCI
• Discuss challenges and solutions
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Keep accurate record of meetings
Forward minutes to cabinet members
Help coordinate cabinet meetings
Monitor MM reports from clubs
Work under the DG’s supervision
The responsibilities of the DCS include?
Repsonsibilites Quiz

4. Important Responsibilities
 Further the purposes of LCI
 Perform duties as delegated by the DG
and the cabinet
 Work under the supervision of the DG
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5. Primary Responsibilities
 Keep an accurate record of cabinet meetings
and district convention
 Forward cabinet meeting minutes within 5 days
 to members of the cabinet and to LCI
 Forward copies of the convention minutes
 to members of the cabinet, to club officers and to LCI
 Monitor MM Reports activity from clubs
 Prompt, proper & perfect correspondence
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6. Cabinet Meetings
 At least four meetings (quarterly)
 First within 30 days after Int’l Convention
 Communicate 3 weeks before
the date, time and place
the agenda as approved by DG
 Take detailed minutes
 Communicate the minutes promptly
to all cabinet members (& club officers)
to Dist & Club Admn Division at LCI
courtesy copies
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7. DG’s Official Visitations
 Be in constant communication with DG
 Set up schedule for official visits
 Help the DG follow up with clubs
 Involve the Dist PRO, RC, ZC and others
 Send to clubs
• a short biography of DG
• sample press release
• sample agenda and guidelines
• DG’s special preferences
 Brief the DG about the club health status
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8. Constitutions & Bye Laws
 Know thoroughly and refer frequently
International Constitution and By-Laws (LA-1)
Lions Club Constitution and By-Laws (LA-2)
District Constitution and By-Laws (LA-4)
Multiple District Constitution and By-Laws (LA-5)
 Be able to answer any questions
 Never give a decision that can’t be substantiated
 When in doubt, refer the matter to DG / experts
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9. Correspondence
 Acknowledge / respond properly and promptly
 Forward to officers concerned
 Furnish a copy to DG, unless it is routine
 Use a business style, format and tone
 Use technology / group communication
 Quote from Constitution & By-laws when necessary
 Develop and follow systematic filing
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10. Filing
 Club wise, officer wise & event wise
 MM Reports (past + current)
 RC / ZC / DC reports
 Cabinet meetings & minutes
 DG’s correspondence
 Charter nights and club visitations
 Access MyLCI for various reports
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11. Other Documents
 Calendar of events, DG’s visits and appointments
 Tracking form of MM Reports
 Organization chart for the district cabinet
 Biographies of the DG & VDGs
 Detailed mail lists of cabinet members
 Detailed mail list of club officers
 Dates list for all charter nights in the district
 List of notable club anniversaries (25, 50, 75)
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12. District Newsletter
 Make it easy to read and inexpensive
 Use technology and save money
 Give priority to future events and projects, seminars
 Promote the international & other conventions
 Motivate participation in Leadership Institutes
 Highlight DG’s visits, charter nites & installations
 Show details of new clubs and membership statistics
 Report summaries of cabinet decisions
 Mail courtesy copies
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13. Sample District Newsletter
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14. Objectives for this Workshop
• Review responsibilities
• Explain features on MyLCI
• Discuss challenges and solutions
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15. Online Reports without Login
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16. Membership Registers
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17. Missing Club Officers
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18. Summary of Membership
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19. Cumulative Reports
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20. DCS on MyLCI
 Welcome email from MyLCI by May end
 Full access from July 1
 Use your current user name & password
 Or register for a new login
 Support 630-468-6900 or mylci@lionsclubs.org
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21. DCS Role Specific Homepage
My Tasks:
customized to your position and your district
My Members:
membership reporting status, overall changes, net gain/loss
My Clubs:
club changes, new clubs, cancelled clubs and clubs on status quo
My Service Activities:
summary of clubs reporting service activities
My Info:
your personal contact information
My Officers:
district and multiple officers and members of your leadership team
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22. Can view / download data of all clubs
Can view and print various reports & rosters
View financial statements
Can assign one year district chairpersons
Cannot assign three year district chairpersons
Cannot update club membership records
Cannot update club service records
Reports on DCS MyLCI
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23. Objectives for this Workshop
• Review responsibilities
• Explain features on MyLCI
• Discuss challenges and solutions
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24. Challenges & Solutions
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25. Thanks
lionnagaraju@gmail.com
authorstream.com/tag/lionnagaraju
slideshare.net/lionnagaraju
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