The Successful Zone Chairperson 2014/2015

2 Opening Comments and Introductions Presentation - Successful Zone Chairpersons Closing Comments Today’s Program

Today’s Objectives 3 Understand the Position of the Zone chairperson Understand the Duties of the Zone Chairperson Understand how the District GMT/GLT Coordinators work with the Zone chairperson Learn some of the Tools Available for the Zone Chairperson Share Best Practices within small-group discussions

Position of the Zone Chairperson The Zone Chairperson is the link between the clubs in the zone and the district leadership team

5 Further the Purposes of the Association Chair the District Governor’s Advisory Committee meetings Involve the District Governor Team, District GMT and GLT Coordinators as guests to one of your meetings Report each District Governor’s Advisory Committee meeting The Duties of the Zone Chairperson

6 Along with GMT, GLT and District Governor Team, promote the Club Excellence Process Collaborate with GMT Coordinator to play an active role in organizing new clubs Collaborate with the GLT coordinator to support leadership development in the zone Represent each club in any problems with district, multiple district or Lions Clubs International The Duties of the Zone Chairperson

Supervise progress of district, multiple district and Lions Clubs International projects Ensure that every club operates under a duly adopted constitution and by-laws Promote full representation of delegates at all conventions Visit a regular meeting of each club and report immediately any weak clubs to the DG Team The Duties of the Zone Chairperson 7

From time to time you may be asked to advise on disagreements within clubs. Try to remember the following: Listen to both sides Be sure of your facts If in doubt, seek a separate opinion There is a club dispute resolution procedure in the Standard Club Constitution (Article X)Standard Club Constitution (Article X) on the LCI website For more information see the Lions Learning CenterLions Learning Center on the LCI website 8 Zone Chairperson as Counselor/Conflict Advisor

9 Hold at least three zone meetings during the year. A fourth meeting may be for recognition (and may be a social event) Schedule meetings within two week or so after the quarterly cabinet meetings - You are the link between cabinet and the clubs - “The Communicator” Follow the suggestions for the topics advised in the Zone Chairperson ManualZone Chairperson Manual Zone Meetings

10 Ensure you have an AGENDA and stick to it (there are suggested agendas in the Zone Chairperson Manual)Zone Chairperson Manual Make the meeting interesting, full of information and not too long Use correct meeting procedure Remember, you are in charge!! Zone Meetings

Select someone to keep the minutes for you Alternate the venue if practical, to make it fair to all attendees Invite a speaker on a subject you wish to promote 11 Zone Meetings

Visit each club in your zone officially once per year to motivate the club and share district information Prepare before your visit and be knowledgeable about the club and its projects Always take a membership ceremony induction with you and an invocation. You never know when you might need them! Be prepared to answer questions about Lionism in general, fees and dues, etc. Visiting Clubs 12

Reporting to the Cabinet Prepare a report prior to each cabinet meeting through the cabinet secretary. You should include: Membership numbers of each club and net increase or loss Projects being undertaken which are of interest Any concerns you have regarding the clubs in your zone Any recommendations you wish to bring before the cabinet Zone Chairperson’s Reporting Form 13

14 GMT - Global Membership Team Develop and grow new members & clubs Develop club success to realize long term retention GLT - Global Leadership Team Identify & develop future leaders at all levels Train, educate & “coach” existing leaders for best performance Objectives of the GMT and GLT

15 Partnering with the District GMT and GLT Organize a new club Conduct new member orientation Promote Club Excellence Process Implement a member recruitment plan Nurture current and future leaders Promote use of leadership development resources and programs

The facilitator is trained and assigned by the GLT district coordinator Clubs are guided through the Process by a facilitator The 4-step workshop program is dedicated to club improvement A participating CEP club will: 1. examine their community’s needs 2. analyze their membership experience 3. locate resources 4. develop action plans After completion of CEP, each club participating should have ideas on how they can improve their service to their community What is the Club Excellence Process? 16

Your Role in the Club Excellence Process Promote the Club Excellence Process among the clubs in your zone Work with GMT District Coordinator to identify prospective Club Excellence Process clubs Complete a Club Excellence Process Request for Resources form for identified clubs Contact your GLT or GMT district coordinator about implementing the Club Excellence Process in your zone! with any questions or to obtain a CEP Request for Resources 17

Working with the GMT/GLT 18 Identify and nurture current and future leaders Promote the use of leadership development resources and programs Play an active role in organizing new clubs Monitor every month the health of the clubs in your zone

Work with the district governor to ensure the clubs in the zone: Meet on a regular basis Abide by constitutional provisions Demonstrate sound financial practices Conduct service projects in the community Maintain effective internal communications and a community public relations program Implement membership recruitment, orientation and retention program 19 Zone Chairperson - Be Well Prepared

Zone Chairperson Online Training Zone Chairperson Training Workshop (Contact your GLT District Coordinator for more information) Zone Chairperson Manual Membership Reports are on MyLCI Logon PageMyLCI Use the Club Health Assessment Report to track club progress or trends in membership losses, which could indicate problems within clubs and report accordingly Review the Service Activity Reports for your clubs on MyLCI 20 Tools

Additional Resources Available For You Hyperlink to these resources on: Zone and Region Chairperson Center Standard Club Constitution and By-Laws (LA-2) Board Policy Manual Chapter V - ClubsBoard Policy Manual Chapter V Club Officers Manual Club Health Assessment Report PU-101 Club Excellence Award (DA-1) Club Election Guidelines Induction Ceremony E-Clubhouse Application 21

The District Governor’s Right Hand Person All wise district governors will rely on the zone chairpersons to keep them informed of any problems within clubs in their zones If you are unsure whether the governor needs to know something, then the easy answer is he or she probably does! 22

Group Discussion

Discussion Topic #1 A club has a potential problem regarding the election of officers for the following year. A number of members on the board do not want the second vice president to be first vice president the following year. How can a zone chairperson assist the club in ensuring a fair and credible process and election and maintain harmony within the club? 24

Discussion Topic #2 25 The president of a club is very controlling. He/she does not welcome new ideas from members. Some members have transferred to another club because of the president’s actions and attitude. Members requested a meeting with the president to discuss their concerns about the recent club officer election, but he/she did not respond. The members contacted you as zone chairperson for guidance on its election and maintaining the club. What advice and guidance can you give the club?

Discussion Topic #3 26 It has been a practice in the zone for clubs to procrastinate regarding membership and activity reporting and payment of dues. These clubs are consistently showing as non-reporting or delinquent in payment of their account balance. How can you monitor the clubs’ monthly reporting and payment of dues to ensure that they are completed in a timely manner and each club maintains its active status? What can you do as zone chairperson to ensure the clubs in your zone earn the Club Excellence Award?

Discussion Topic #4 27 A two-year old Lions club has a club roster that shows 50 members, but only 15 are active dues- paying members. The others are non-active and have not paid dues. It is July and the club treasurer has just received the club’s per-capita billing. The club is now scheduled for financial suspension because it could not pay the dues for all of the members on the roster for the past year. What advice and guidance can you give to the club officers that could help correct its financial situation?

Discussion Topic #5 28 A group of younger members of a club has been working to sponsor a new club with young members, transfer themselves as charter members. The leading lion of the group is energetic and has lots of new ideas, and you personally would want to support their efforts. However, some members of the club started to oppose the formation of the new club, and one of the reasons is that the new club’s dues are significantly lower than traditional club dues in the zone. The new club seems to be attracting many younger members, and the prospective charter members have reached over 30 people, but the hostile atmosphere within the existing club is getting intense and it turned out impossible for the club to be a sponsor club. The club president and the leader of younger lions separately asked for your help. What action will you take?

Discussion Topic #6 29 A club of 25 members exists in a growing community. In October, the club decided to disband. It dropped all of its members in November. The district decided to save the club at its December cabinet meeting and asked you as zone chairperson to contact the club about its future. The club has not paid any dues to the association for the fiscal year. What actions will you take to save this club?

Questions?

31 Celebrate Your Success!