District 19A Cabinet Meeting MEETING MINUTES. Lions Clubs International. April 29, 2016 (Friday) at 3:00pm 1400 Robson Street, Vancouver BC

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1 District Officers Cabinet Secretary & Treasurer 1 st VDG Global Team Facilitator 2 nd VDG GLT District Coordinator GMT District Coordinator Retention Lions Clubs International ATTENDEES (Total 27/35, Quorum established and Sign-In Sheets in file) : Tom Hutchinson Rod Proskiw Bob Regnerus Alvina Seid Cecil Fung Polly Voon Samantha Ton Kenneth Liu Troy Dalen Angela Lam Rita Fok Shella Keung Alan Chan Marilyn Martin Ping Mah Larry Bain Joe Robinson Vincent Moule APOLOGIES (Total 8) : Elizabeth Nordlund Eric Tong Pius Chan Elaine Luk Teresa Ng IN ATTENDANCE : ID Robin Libin Michelle Libin CC Al Beddows Patty Allen Gloria Hardan Shirley MacDonald Steve Somerset Dori Somerset 1. The 3 rd Cabinet Meeting was called to order at 3:10pm. 2. Welcome remarks by : DG Eric welcomed all to the 3 rd Cabinet Meeting and hoped everyone enjoyed their stay at the Empire Landmark Hotel. He invited all members and guests to join the Fun Night which had lots of great prizes. These prizes were donated by many clubs in the District. DG Eric then did a quick recap of the year. He enjoyed very much visiting so many different clubs all over the large District 19A. He, who was accompanied by two club members, spent seven days travelling from Haida Gwaii, Prince Rupert to Kitimat. He was thankful for the clubs hospitality. He further expressed that he also had great time in Sunshine Coast and was very proud of Club in terms of membership growth. However, most Districts in MD had suffered from a reasonably good loss of members and membership mainly due to demographic reason and having many older clubs. The year-end total no of membership would probably be close to the opening balance of 1,177. More new members would be coming in soon. Two new clubs, Vancouver Sunshine Lions Club and Vancouver Northern Star Lions Club, had been formed during the year. DG Eric had attended their Charter Nights which were very well attended. In general, District 19A was doing quite well. There s a total of 60 clubs and 14 Leo clubs altogether. 1/6

2 Lions Clubs International District Officers 2. Welcome remarks by (cont d) : DG looked forward to attending the Lions International Convention in Fukuoka, Japan in June. He would be joined by 1 st VDG Simon and A2 ZC. He further encouraged everybody to start planning for the next Lions International Convention which would take place in Chicago in 2017 for the big celebration of 100 th Anniversary of LCI. Last but not least, DG Eric expressed his sincere gratitude to all cabinet members for their support and contributions over the year. Special thanks to GLT & GMT coordinators for their enthusiasm and hard work in attaining the highest score of a total of 101 participants in the In-Service Leadership Training. To conclude, he looked forward to seeing everyone again at the 2016 Purina Walk for Dog Guides at Locarno Beach Park on May 29 th. 3. Introduction of Guests : DG Eric welcomed and introduced some special guests from the States, ID Robin Libin and Michelle Libin, CC Al Beddows, Exec Sec/Treasurer Patty Allen and Gloria Harden, PDG Steve Somerset and PDG Dori Somerset. 4. Adoption of Agenda and last Meeting Minutes : The Agenda was presented to the Cabinet two weeks in advance. Centennial Coordinator/PDG Rita pointed out a typo mistake in Point No $1,500 should read $15,000. Adoption of Agenda and last Meeting Minutes was moved by A3 ZC/PDG Dave and seconded by PZC Kenneth. All in Favour. 5. Any Old Business : Motion to reimburse DG Eric from District Escrow Account the payment for officer badges and pins for Cabinet Members which is about $260. It was moved by A2 ZC George and seconded by A7 ZC Alex. The Motion was carried unanimously. 6. Reports from Zone Chairpersons : A-1 ZC Report by (report attached) A-2 ZC Report by (report attached) A-3 ZC Report by David Herd (report attached) A-4 ZC Report by Rodney Proskiw (report attached) A-6 ZC Bob Regnerus (report attached) A-7 ZC Report by (report attached) A-9 ZC Report by (report attached) 2/6

3 District Officers Lions Clubs International 7. Reports from Global Teams : 7.1 Global Team Facilitator Report by 1 st VDG 1 st VDG Simon appraised both 2 nd VDG/GLT Coordinator Grace and GMT Coordinator/PZC Teresina, who well led the GLT & GMT Team and had done a tremendous job and thanked for their hard work during the year. Numerous training sessions such as Club Officers Leadership Training and New Members Orientation Workshop had been organized. DG Eric, 2 nd VDG Grace and he had attended the AHI Kick Off Meeting hosted by District H. He looked forward to another exciting Lion year to follow nd VDG & Global Leadership Team District Coordinator - Report by 2 nd VDG (report attached). 2 nd VDG Grace made the following Motions : Motion to have the District Roster and District 19A Account Signing Officers for remained the same :, 1 st VDG, and Roster Chairperson seconded by PZC Vincent. All in favour. Motion carried. Motion to approve the subsidy of $350 for Leos and Lions Leadership Training to be funded from District Roster Account seconded by PDG Rita. All in favour. Motion carried. Motion to reimburse the printing expense of $40.41 for Centennial Celebration Programs promotion from District Roster Account seconded by PDG/A3-ZC Dave. All in favour. Motion carried. Motion to reimburse the expense of $ for Leadership Trainings for from District Roster Account. The amount included $60 rental fee for training venue seconded by PDG Marilyn. All in favour. Motion carried. Lynn Valley Lions Club had kind enough to offer its place for any training sessions in the future. Motion to reimburse the expenses of $33.29 as incurred by DG Eric, 1 st VDG Simon, 2 nd VDG Grace and A2-ZC George for attending the MD19 Meeting from District Escrow Account seconded by PZC Vincent. All in favour. Motion carried. 2 nd VDG Grace pointed out that Vancouver Galaxy Lions Club had an intention to surrender their charter at the end of the term. She thanked DG Eric for approving her recommendation of assigning her and PZC Teresina to be the Club Rebuilding Guiding Lions (2 years term). Besides, she also brought to the attention of the meeting that recently most of the new members from newly chartered clubs had requested for orientation presentation in Chinese due to language barrier. This kind of workload that our District would surely be facing in the future and that extra time would also be needed by GLT and GMT to work on. 3/6

4 Lions Clubs International District Officers 7. Reports from Global Teams (cont d): 7.3 Global Membership Team/Retention Report by PZC (report attached) 7.4 Global Extension report by PZC Tom Hutchinson (report attached) 8. Reports from Other Cabinet Chairpersons : 8.1 CARE Report by PP Alvina Seid (report attached) 8.2 Conference Chair Report by PDG Cecil Fung Spring Conference Chair/PDG Cecil introduced the Schedule of Events for the Conference and encouraged everyone to join the Fun Night with the theme of Let s make a deal and won a prize. Total registration for the Conference was 280 Lions and over 100 Leos. Also, registrants for lunch and banquet were 210 and 110 respectively. 8.3 Constitution & By-Law Report by PCC Polly Voon (report attached) PCC Polly briefed that 19A certified delegates would be voting to elect for : 2 nd VDG PZC Kenneth Liu, 1 st VDG 2 nd VDG and District Governor 1 st VDG. Also, the proposed amendments to 19A Constitution & By-Laws would be on the ballot for voting too. (1) 19A Constitution : Article VI - Officers and Article VII - Conferences; (2) 19A By-Laws : Article XI Governance and Requirements of a District 19A Project. There were substantial changes to the Standard Form District Constitution and By-Laws and Board Policy, which have been made by LCI, and would take effect as of July 1 st, MD-Exec Secretary/Treasurer Patty Allen also reminded everyone to retain the credential slips for future reference when needed. 8.4 Contests & Awards Report by Lion Samantha Ton (report attached) 8.5 Cultural & Community Activities Report by PZC Kenneth Liu DG Eric, who showed up in his convertible, participated with some Lions in the Annual 2016 Spring Festival Parade which was held in Chinatown on February 14, Diabetes Awareness Report by PDG Troy Dalen (report attached) 4/6

5 District Officers Lions Clubs International 8. Reports from Other Cabinet Chairpersons (cont d) : 8.7 District Bulletin Editor Report by PCS Angela Lam PCS Angela reported that DG Eric had issued 6 newsletters with 2 more coming after the Spring Conference. 8.8 District Centennial Report by PDG Rita Fok (report attached) PDG Rita made a motion to approve $300 from the District Escrow Account that would be used as part of the MD s 20% contributing for the Centennial Grant that MD would wish to apply for. The District would share in the residual of the $15,000 grant. This resolution was reported at the last Council of Governors Meeting. Motion was seconded by PZC Vincent and Lion Larry. All in favour. Motion carried unanimously. 8.9 District Project Report by PDG Shella Keung (report attached) District Project Fundraising Dinner was successfully held on January 23, 2016 with a total net proceeds of $36,008 raised. Income and Expenses Report attached. A Motion (via electronic mails) to apply to LCIF for a matching grant for the purchase of a Pure Point Laser for the Eye Centre of VGH & UBC was properly conducted and recorded. The result was 31 votes out of 35 and unanimous YES votes received. LCIF Grant Application was properly filed on January 28 th. Subject had been fully received and had gone through review stages. Motion to confirm the electronic votes was approved. Motion moved by PDG/A3-ZC Dave and seconded by PDG Troy. All in favour. Motioned carried District Twinning Report by PZC Teresa Ng (report attached) 8.11 Environment Report by President Alan Chan (report attached) 8.12 Hearing Preservation, Awareness & Action (report attached) 8.13 Information & Technology Report by Lion Eric Tong 8.14 International Relationship CP Pius Chan (report attached) 8.15 LCIF Report by PDG Marilyn Martin (report attached) 8.16 Leo Liaison Report PZC Elaine Luk 8.17 Lions Foundation of Canada Report by President Ping Mah (report attached) 8.18 Lions Quest Report 8.19 Parliamentarian Report by PCC Polly Voon 8.20 Peace Poster Report by Lion Larry Bain (report attached) 8.21 Roster Report by PDG Marilyn Martin (report attached) 8.22 Sight Preservation Awareness & Action Report by Joe Robinson & Vincent Moule 8.23 Youth Exchange Report by ZC (report attached) 5/6

6 Lions Clubs International District Officers 9. Any other business : 9.1 Motion to approve the amount of $200 from District Escrow Account for the MD19 Budget to help with expenses. This was discussed and approved at the MD Winter Council Meeting in February. CC Al Beddows explained that the Council was not in favour of increasing dues and wished that each District would contribute towards VDGs training expenses. Long discussion was held. Motion was then carried with 16 votes in favour, no opposition and 4 abstained from voting. 9.2 Address by PDG Steve Somerset, Candidate for Vice Council Chairperson of MD Message from PDG Jon Whitman, Candidate for Vice Council Chairperson of MD19 (read out by PCC Polly) 10. There being no further business, adjourned the Meeting at 5:45pm. Moved by A3 ZC/PDG Dave and seconded by Lion Larry Bain. 6/6