Club Secretary Training Lion Year: PCC Linda Tincher Global Leadership Chair

Responsibilities of Club Secretary Keep and maintain general club records & Correspondence. Submit regular monthly reports to the international office Submit reports to the district governor's cabinet Arrange for the issuance of quarterly or semi-annual statements Cooperate with and be an active member of your zone Deliver club records to your successor

Collect Monies DUES -- With Treasurer Send out Dues Statements Collect, Record and give monies to Treasure for deposit. In Conjunction with the Treasurer Business Entity Report 990 N – with Secretary of State’s Office by Nov 15 each year to protect your Not For Profit Status!!!! You are always filing for the previous year – do not file until after June 30 – end of the Lions Fiscal Year!

Reports MMR --- Add – Drop Members Activity – Service Projects – Fundraisers Club Excellence Attendance Secretaries record the Club’s History 990 N with IRS Every Year to preserve Not for Profit Tax Status

Other Reports PU Due by April 15 – Yes International will say May 1 but our district is April 15! – Reports New Officers Address, Phone Number, must be updated in MMR FIRST! You Must also do this if an officer resigns and someone is instated. Go to Club – click on Club Officers – Click on down arrow to select year Offices will be listed on left – click on one of the officers then find the members name that corresponds with the office Click SAVE when offices are filled in you are done. To Print OFFICER REPORTS– Go back to Reports –CLICK ON OFFICERS– choose correct year and select Run Report.

How to do an Officer Report Click My Lions Club Click Officers Click Select Term Select Member Click Save

Membership Cards Click Reports – Select Membership Cards Print Put sheet of business cards in printer Select the listed card that matches your sheet of cards. Select when dues card will expire – either 6/30/13 or 12/30/13 Select the names of those with paid dues and select right arrow. If all members are to be printed select double arrows – all names will transfer to the right Click run report – Sign and give to members

To Print & Review your MMR Select Club – then Report – then Monthly Membership Report Type in 06/2012 for June 2012 report Click run report The report you entered for that month will appear – click print If it does not come up with the report then YOU DID NOT FILE it properly the first time!

Statements Club – Reports – Statements - may take a few minutes to appear TREASURER ONLY can pay online with credit/ DEBIT card Quick- Efficient – PRINT RECEIPT THERE ARE 42,000 CLUBS – NO LOST CHECKS IMMEDIATE PAYMENT International may go to this some day – so be prepared

Attendance Sheets Clubs – Reports – Club attendance sheets – all members are listed for you to check off Verify Family Membership List Club –Reports – Family Unit Report - print Even Print Application To Change a Club Meeting Location and or Time Click Club – then Club Info - add info or make changes SAVE

You can View or Print your MMR - verify it was accepted! Review or Print Officer report – verify it was entered and contained updated information Report Change of Meeting Location or time Verify Family Membership List Check Statements & Pay Immediately Print Membership Cards Print Roster Print Application Review: File Reports Timely and as Activities, Fundraisers, Happen. Don’t wait for officers to be elected before filing PU101 – unless you have an election file as soon as you know the names……………..

990 N – Clubs with less than $50,000 Treasurer, Secretary, or President must file every year to protect club’s Not for Profit Status… Must be filed for previous year immediately following Lions Year. can be filed from July 30-but no later than Nov 15 ea yr. Can only be done online – No Notices Received – Must Know Save all paperwork in notebook – use same passwords ea yr. No penalty for filing late – but must file otherwise may have to pay Income tax can’t receive some grants Call IRS for specifics or contact me at or with questions. Linda Tincher

Practice sites Available online International Web Site Don’t be afraid to call International Help Desk Or Linda & Vern Tincher No question is silly – we will work with you one on one to answer your questions.

On-Line Screen Shots Log-On & New Account Registration MyLCI Review Membership Add & Drop Member Family Unit Monthly Membership Report Monthly Activity Reports Reports Officer Reports – Current & Next Year My Lions Club Officer Statement Dues

13

14

15

16

"MyLCI" Preview Training Site “MyLCI” Access and Login Site Overview Member Data Functions Add, drop, edit members Create a family unit Access reports

19

20

Enter Membership Report - Add

Adding A Member

22

23

24

Edit a Member

Drop a Member

Create a Family Unit

Create Family Unit

25

Report “No Membership Changes”

Enter Service Activities for May 2013

Adding Activities for May 2013

My Lions Club - Reports

Reports

My Lions Club - Officers

My Lions Club – Officers – Next Year

My Lions Club – Statement Dues

Support Center :30 AM – 4:30 PM Chicago time Club Secreta ry and "MyLCI"

Club Officers – Teamwork webinar CLUB SECRETARY SELF-STUDY MODULE Club Secretary Resources

Resources

13 Passwords & Filing MMR Password Go to International Web Click Submit Reports Click logo Type in ID Type in Password or If you don’t have one click on Create Password Follow online instructions Be sure to insert info exactly like you are entered as a member – info must MATCH. Name, TX, address all must match Once you have password Click on MY LCI

MY LCI MMR & Member Addition/correction Click on MY Lions Club Click Members To Add Member: Click Add Select New Member Returning Member Transfer Member NO Changes Click My Lions Club Click Report NO Changes for Month If you need to review a member’s Information Click members name Make any needed additions/changes to info

26

How to do an Activity Report: The Next Box is Activity Description - Describe that your club sent a child to the camp which is similar to the Quest program, manned by State Troopers and sponsored by Lions clubs for 3 days. The next box is Activity Type – you will see a small magnifying glass – click on this and then click on the activity that closely resembles what you are entering…in this case Other Opportunities for Youth. Some times additional boxes crop up asking for number of Lions. If money was donated if so how much. Or how much money was made etc. Be sure to Click Submit and you are done. You can Edit or Change your entries at any time

26