Zone Chairperson Seminar 2013 International Convention

Hamburg, Germany

Sunday, July 7, 20132:00 to 3:30 PM

The Successful Zone ChairpersonPresented by

James A. Cavallaro,Past International

Director2010-2012

Peter P. Senger, Past District Governor 111NB

Germany2000-2001

J. Carl Young,Past International

Director2009-2011

3

• Opening Comments and Introductions

• Presentation - Successful Zone Chairpersons

• Break-out Session -– Small group discussions – Reports from small groups– Questions from small groups

• Closing Comments - Moderator

Today’s Program

Today’s Objectives

4

• 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

6

• 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

7

• 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

8

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) on the LCI website

• For more information see the Lions Learning Center on the LCI website

9

Zone Chairperson as Counselor/Conflict Advisor

10

• 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 a 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 Manual

Zone Meetings

11

• Ensure you have an AGENDA and stick to it (there are suggested agendas in the 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

12

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

13

Reporting to the CabinetPrepare 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 is now a writable.pdf (DA-ZCM)

14

15

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

16

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 needs2. analyze their membership experience 3. locate resources4. 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?

17

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!

• E-mail clubexcellenceprocess@lionsclubs.org with any questions or to obtain a CEP Request for Resources form

18

Working with the GMT/GLT

19

• 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

20

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 Page

• 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

21

Tools

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

22

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!

23

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?

25

Discussion Topic #2

26

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

27

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

28

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

29

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

30

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?

32

Celebrate Your Success!