District Policy Manual
ARTICLE 1: POLICY MANUAL
Section A: Statement
This is the Policy Manual of District 37 of the International Association of Lions Clubs. Its purpose is to enhance, improve and clarify the organization of District 37. The Cabinet shall adopt and maintain a current and accurately revised District 37 Policy Manual. This manual shall contain all policies established by the Cabinet.
Section B: Changes
Lions Clubs in good standing, District Committees, members of the Cabinet, or individual delegates from the floor at regularly scheduled or Special Cabinet meetings may recommend Policy Manual changes to the Cabinet giving details and explanation of the recommendation, including page number, section, etc. in their recommendation.
Section C: Perpetuity
This District 37 Policy Manual shall be perpetual, but may be amended by the Cabinet within the following guidelines:
Change Procedure:
Any Proposed Policy Manual changes shall be presented to the Constitution and By-Laws Committee 15 days prior to the Cabinet meeting at which said changes are to be proposed.
The Constitution and By-Laws Committee shall submit the requested changes to the Cabinet for discussion and action (by majority vote) at their next regularly scheduled Cabinet meeting.
Proposed changes to the Policy Manual scheduled to come before the Cabinet at their next regularly scheduled meeting shall be so noted in the next issue of the District Newsletter and posted to the website.
All changes to the Policy Manual shall be identified on the Cabinet meeting Agenda as “Action Items” and recorded in the minutes with motion maker and seconder as passed, defeated or postponed.
Any Policy revisions adapted will be provided as “Addenda” to the appropriate Chapter until full text revision is completed, usually but not necessarily, at the close of the fiscal year. All such revisions (addenda) shall be dated and sent to District Officers, District Committee Chairpersons and published in the next issue of the District Newsletter and posted to the District website.
Section D: Availability
A copy of this Policy Manual shall be made available to the District Cabinet, District Committee Chairpersons and a copy shall be available to the Secretary of each Lions Club within the District. In addition, the Policy Manual shall reside on the District 37 website.
ARTICLE 2: District Officers
Section A: Qualifications for District Governor
In Order for a Lion to be eligible and qualified to be selected to fill the vacancy in the office of District Governor, she/he must:
Be an active member in good standing of a chartered Lions Club in good standing in the District.
Have served or will have served at the time she/he takes office as District Governor:
As an officer of a Lions Club for a full term or major portion thereof; and
As a member of the District Cabinet for two (2) full terms or major portions thereof.
With none of the above being accomplished concurrently.
Section B: Qualifications for First and Second Vice District Governor
In Order for a Lion to be eligible and qualified to be selected to fill the vacancy in the office of First or Second vice District Governor, she/he must:
Be an active member in good standing of a chartered Lions Club in good standing in the District.
Have served or will have served at the time she/he takes office as District Governor:
As an officer of a Lions Club for a full term or major portion thereof; and
As a member of the District Cabinet for a full term or major portion thereof.
With none of the above being accomplished concurrently
Section C: Formation of Third Vice District Governor position
District 37 shall create an optional Third Vice District Governor position (3rd VDG) via the District 37 policy manual as of the July 13th, 2024 Cabinet meeting with the following criteria in place to outline the duties and obligations of the 3rd VDG until further changes apply.
Said position is not officially recognized by LCI
There is no financial renumeration to the District for the 3rd VDG from LCI
Financial support to the 3rd VDG shall be defined in the District 37 budget.
Upon the Cabinet approval to 3rd VDG, there is nothing that guarantees the Lion voted by the Cabinet to 3rd VDG can or will move to the 2nd VDG
The 3rd VDG position election will follow LCI and District 37 Constitution, By-Laws and Policy Manual Rules.
The selected 3rd VDG candidate shall be presented to the Advisor’s and subject to interviews. Should the candidate meet the Advisor's approval, the candidate shall then be presented to the District Cabinet for a Vote of the Cabinet to officially appoint the candidate to the District 37 3rd VDG,
Tentative Visitation rules shall be:
have visitations and Lions work to be completed as close as possible the 3rd VDG’s residence to keep reimbursement cost to a minimum.
The 3rd VDG’s Club visitations should be limited to 12.
Reimbursement to District 37 Cabinet, Advisor and any other Cabinet approved District events shall be at standard District rates.
Sample District Visitation Numbers (assuming 60 clubs): DG, 13 Club Visits, Charter Nights and speal events unless otherwise assigned by District Governor. 1st VDG 18 Club Visits 2nd VDG 17 Club Visits 3rd VDG 12 Club Visits
Section D: Establish Regions and Zones
Organizational. Regions and zones shall be subject to change by the district governor with the approval of the district cabinet and when it is in the best interests of the clubs, district and the association. The district should be divided into regions of sixteen (16) to ten (10) Lions clubs. Each region should be divided into zones of between eight (8) and four (4) Lions clubs, giving due regard to the geographical locations of the clubs.
Region Meetings: Meetings of representatives of all clubs in a region with the region chairperson (if the position is utilized during the district governor’s term) or other district cabinet member as assigned by the district governor presiding, should be held during the fiscal year at times and places fixed by the region chairperson of the respective region.
Zone Meetings: Meetings of representatives of all the clubs in a zone, with the zone chairperson presiding, shall be held during the fiscal year at times and places fixed by the zone chairperson.
Section D: Qualifications for Region/Zone Chairperson
In Order for a Lion to be eligible and qualified to be selected to fill the vacancy in the office of Region or Zone Chair, she/he must:
Be an active member in good standing of a chartered Lions Club in good standing in the District.
ARTICLE 3: District Budget and Finance
Section A: Appointment
The District Governor shall appoint a Budget and Finance Committee consisting of: District Governor, the First and Second vice District Governors, the District Treasurer and other Lions as the District Governor deems necessary.
Section B: Mandate
The Budget and Finance committee shall review the budget prepared by the Governor Elect and provide its recommendations to the Cabinet at its first meeting of the fiscal year.
The proposed budget shall be a balanced budget based upon the revenue anticipated from the number of dues-paying members in the clubs of District 37 as of May 31 of the year preceding the Lionistic year, the funds on hand and other anticipated revenues and expenditures.
The District Governor and the Cabinet may make changes to the budget at any time during the year, but said changes must continue to reflect a balanced budget.
Thereafter, the committee shall monitor the status of the District’s budget and finances and report to the Cabinet at each of its subsequent meetings.
Section C: Annual Budget Process
Members of the Cabinet must submit their budget requests to the District Governor and District Treasurer no later than June 1 of each Lions year. The budget requests should include requests for: mileage (LCI audit rate); lodging (LCI audit daily rate); food (State of Montana established rates); equipment, supplies, awards, etc. The annual proposed budget will be presented to the Cabinet for their review and approval at the first Cabinet meeting of the upcoming Lions year.
Section D: Operating Reserve
The purpose is to establish a target minimum amount to be designated as operating reserve in an amount sufficient to maintain ongoing operations and programs, as well as fund long-term commitments. An operating reserve is a designated fund balance set aside to help stabilize a nonprofit’s finances by providing a cushion against uncertain times, losses of income, and large unbudgeted expenses. Operating reserve is not the same as cash flow, which is the amount of money available at any given time to pay for current expenses. Operating reserve is a long-term fund that can be used to cover short-term cash flow gaps or emergencies.
Method of Calculation of Operating Reserve The District operating reserve shall be developed annually by the Cabinet Treasurer as part of the budget process and presented to the District Cabinet for approval. This calculation shall be based on the current industry standard of 25% equating to 3 months of the annual operating expenses approved by the District Cabinet at the June/July board meeting.
Financial Statement Reporting of Operating Reserve Fund The operating reserve fund shall be separately stated on the Financial Statements for reporting to the Cabinet. In addition, the operating reserve fund should be separately stated on the Audited Financial statements of the District. Funds could be reported in a unique, separately held fund or as a designated allocation of the overall investment funds.
Authority to Draw from the Operating Reserve Fund Operating expense obligations will first be met from unrestricted cash. Should there be insufficient cash, the Treasurer has the authority to pay the outstanding expenses of the District from the Cabinet Approved Operating Reserve Fund with approval from the District Governor.
Authority to Exceed the Board Approved Operating Reserve Fund If the obligations of the District cannot be met from unrestricted cash and the operating reserve fund, the additional funds shall be approved by the District Cabinet.
ARTICLE 4: Rules of Expenses and Reimbursements
Section A: Lions Clubs International Rules of Audit
The International Association of Lions Clubs, through the International Board of Directors, has established guidelines for the compensation of the officers of our association. With regard to our District, these International “Rules of Audit” primarily govern the compensation, in part, for related expenses of travel, lodging, meals and office of our District Governor on behalf of Lions Clubs International during the District Governor’s year as the International Officer of our District.
Section B: District 37 Rules of Expenses and Reimbursements
District 37 shall use the International “Rules of Audit” established by Lions Clubs International, during the fiscal year, to compensate, in part, for related expenses of travel, lodging and meals for members of the Cabinet that are conducting “official business” of the District. These expenses and definition of “official business” shall be approved by a vote of the Cabinet.
Section C: District Governor, First and Second Vice District Governors Expense Fund.
The District Governor’s Expense Fund is payable to the District Governor when the funds are available and when requested. The District Governor’s requests are not required to be supported by original receipts and/or invoices (because the original of the receipts and/or invoices must be submitted to LCI); copies of the receipts and/or invoices will be accepted. The Maximum amount shall be annually established to coincide with the annual District budget approved by the District Cabinet using the previous year Governor’s budget as a guideline and may be claimed for their term in office. All claims must be made to the Cabinet on or before September 15 of the Lionistic year immediately following their year as District Governor.
The First vice District Governor Expense Fund is payable to the First vice District Governor when the funds are available and when requested. The First vice District Governor is required to supply original receipts and/or invoices. A maximum Budgeted amount established and approved by the District Cabinet may be claimed for their term of office while conducting official business of the District. All claims must be made to the Cabinet on or before September 15 of the Lionistic year immediately following their year as First vice District Governor. In addition, the First vice District Governor may claim up to an additional $1,000.00 to attend the USA/Canada Leadership Forum with accompanying original receipts.
The Second vice District Governor Expense Fund is payable to the Second vice District Governor when the funds are available and requested. The Second vice District Governor is required to supply original receipts and/or invoices. A maximum budgeted amount established and approved by the District Cabinet may be claimed for their term of office while conducting official business of the District. All claims must be made to the Cabinet on or before September 15 of the Lionistic year immediately following their year as Second vice District Governor. In addition, the Second vice District Governor may claim up to an additional $1,000.00 to attend either ALLI or RLLI, during their year as 2nd VDG, with accompanying original receipts.
An International Convention or USA/Canada Forum under #2 and 3 above is not considered “Official District Business".
Section D: Zone Chair Expenses
A maximum budgeted amount established and approved by the District Cabinet may be claimed for their term of office while conducting official business of the District. All claims must be made to the Cabinet on or before September 15 of the Lionistic year immediately following their year as Zone Chair.
Section E: District 37 Friendship Committee Funds
Funds shall be transferred from the District 37 Administrative funds to the District 37 Friendship Committee. This transfer is to cover $1.00, which is collected as part of the District 37 dues that has been set-aside for the District 37 Friendship Fund. See Article 10 – regarding the District Friendship Fund.
Section F: Disbursements
All disbursements for expense under District 37 Rules of Expense and Reimbursements shall be deemed to reflect the District’s financial ability to pay.
Section G: Leadership Training Expenses
The Maximum expense amount shall coincide with the annual District Budget approved by the District Cabinet using the previous year's Governor’s budget as a guideline (i.e. $2,000) when funds are available, for the purpose of developing future District Leaders. This money will be used for attending Lions International sanctioned training institutions or programs, such as Advance Lions Leadership Institutes (ALLI), Regional Lions Leadership Institutes (RLLI) or the USA/Canada Forum. The maximum claim any one Lion can make for reimbursement of expenses shall be $500.00 and must include original receipts and/or invoices. Should a situation occur where more than four Lions apply for this expenditure the money shall be divided equally amongst all attending and making a request to the District Cabinet. All claims for reimbursement must be presented for payment no more than 45 days after the training event. Revised April 29, 2018
Section H: USA/Canada Forum
Funds available from the district’s USA/Canada Forum account will be disbursed using the following guidelines:
Lions committed to District leadership positions will be given priority for reimbursement when not more than two (2) USA/Canada Forums have been previously attended.
Lions Club officers would be next in line for reimbursement consideration;
Lions from District clubs would be given consideration for reimbursement;
This policy takes effect on October 1, 2023.
Section I: Campus Clubs
The District will waive a campus club’s membership dues for 1 year. The year will be the year the club is established. Revised April 29, 2018.
ARTICLE 5: District Dress Code
This chapter is to give guidance to the District Governor and Vice District Governors as to the appropriate dress for Lions functions within the jurisdiction of the District. It also provides guidance for Lions in attendance at the International Convention, regarding the proper attire for the International Parade.
Section A: Business Dress
Appropriate dress for a male District Governor or male Vice District Governor will be: blue blazer, gray slacks, white shirt, Lion’s tie and black shoes. Appropriate dress for a female District Governor or female Vice District Governor will be: blue blazer with Lions Crest, gray slacks or skirt, white shirt or blouse, Lion’s tie or similar scarf and black shoes. Section B: Parade Dress The District Governor will make the final decision on parade dress.
ARTICLE 6: District Committees
Section A: District Special Advisory Committee
The District Governor shall appoint a District Special Advisory Committee composed of Current International Officers, Past International Officers, a District PDG Advisory Committee Chairperson, District Governor, 1st Vice District Governor, 2nd Vice District Governor, District Secretary, District Treasurer, District Administrator and any other District Governor and Chairperson appointees for the essential productivity of the committee. All appointees must be in good standing of their clubs in the district. The committee shall meet when and as called by the Chairperson. Said meetings shall be no less than quarterly, approximately ½ way between cabinet meetings. However, said meetings may be more often to improve and/or meet the goals of the District and District Governor. The committee shall be an Advisory Committee and it shall act under the direction of the Chairperson to support the goals established by the District Governor as well as for the betterment of District 37.
Section B: Special Committees
The District Governor may establish Special Committees and appoint members to such committees as needed.
Section C: District Governor’s Advisory Committee
In each Zone, the Zone Chairperson and the Presidents and Secretaries of the Clubs in the Zone shall compose a District Governor’s Advisory Committee, with the Zone Chairperson as Chairperson. At a date, time and place called by the zone chairperson, this committee shall hold a first meeting within ninety (90) days after the adjournment of the preceding International Convention; a second meeting in the month of November; a third meeting in the month of February or March; and a fourth meeting approximately 30 days prior to District Convention or International Convention, should the District Convention be held in the autumn. It shall assist the zone chairperson in an advisory capacity, procure recommendations affecting the welfare of Lionism and the Clubs in the Zone, and relay the same through the zone chairperson to the District Governor and her/his Cabinet.
Section D: District Cabinet Committees
The District Governor may establish and appoint such other committees and/or chairpersons as she/he deems necessary and appropriate for the efficient operations of the District. Such committee chairpersons shall be deemed voting members of the District Cabinet.
ARTICLE 7: District Endorsed Projects – review by district cabinet
Section A: Lions Clubs International Endorsed Projects All projects that are endorsed by Lions Clubs International are hereby included as endorsed projects for District 37. They are automatically updated as a result of changes by LCI. The list includes:
Lions Clubs International Foundation
Section B: District 37 Specific Endorsed Projects
At the first Cabinet meeting of each Lionistic year, the District 37 Cabinet shall:
Review the existing endorsed projects and shall extend or cancel the endorsement. At any regular quarterly Cabinet meeting, the District Cabinet can:
Review applications for endorsement and shall approve the project for endorsement or may request additional information from the applicant or may reject the application. (See Section C for application requirements)
The District Secretary will record and maintain a list of current endorsed projects. The list of projects will be placed on the district’s website and kept up-to-date.
Section C: Application and Approval Procedures for Project Endorsement
To receive Cabinet endorsement as a District Endorsed Project, the application for endorsement must include all of the following:
A statement of need or purpose, project goals and/or objectives.
Identification of the beneficiaries of the project.
Identification of the expected involvement of the Lions of the District.
An organization structure including the names and roles of Lions, or Leos who will be involved in leadership roles.
Evidence that an investigation was conducted to determine that the proposed project does not duplicate services of other Lions International or District 37 projects.
Evidence that the proposed project complies with Lions International and/or District 37 Constitution and By-Laws.
Identification of how the involvement of District 37 will be recognized.
The application is to be submitted in duplicate, four weeks prior to the next Cabinet meeting. All applications for endorsement will be reviewed by a committee appointed by the District Governor. This committee will recommend approval or disapproval to the District Cabinet at the first Cabinet meeting.
ARTICLE 8: District Conventions
Section A: Time and Place
An annual convention of the District shall be held each year to conclude no less than thirty (30) days prior to the convening of the International Convention at a place selected by the delegates to the previous annual convention of the District and at a date and time fixed by the District Governor.
Section B: Club Delegate Formula
Each chartered club in good standing in Lions Clubs International and this District shall be entitled in each annual convention of this District to one (1) delegate and one (1) alternate for each (10) members, who have been enrolled for at least one year and a day in the club or major fraction thereof, of said club as show by the records of the International office on the first day of the month last preceding that month during which the convention is held. The major fraction referred to in this section shall be five (5) or more members. Each certified delegate, present in person, shall be entitled to cast one (1) vote only on each question submitted to the respective convention. All eligible delegates must be members in good standing of a club in good standing within the District.
Section C: Quorum
The attendance, in person, of a majority of the delegates registered at a convention shall constitute a quorum at any session of the convention.
Section D: Convention Chairperson
The Chairperson of the Convention shall be chosen by the host club(s) as soon as possible after the District Convention at which the convention site is chosen.
Section E: Convention Advisory Committee
A District 37 Convention Advisory Committee shall be created and/or maintained to ensure excellence in District 37 Conventions and to provide continuity and long-range Convention planning. The Committee shall be composed of one (1) Past District Governor; two (2) Host Convention Chairpersons – one from the club hosting the District Convention and one from the club hosting the previous District Convention, the District Governor and other Lions appointed by the District Governor.
Section F: Convention Fund
Convention Startup Fund: The Convention Startup Fund shall be a line item in the annual District Budget and may come from any combination of general fund monies, convention registration fees, and/or previous years surplus. The Convention Startup Fund shall be a line item in the annual District Budget and may come from any combination of general fund monies, convention registration fees, and/or previous years’ surplus. These funds will be provided to the convention committee upon Cabinet approval of a draft budget for the upcoming convention.
Within 60 days of the conclusion of the annual convention the convention committee chair shall submit a final detailed financial report, and lessons learned, to the District Secretary.
Based on the final financial report, the host committee chair may request up to a 50 percent split with the District of the proceeds from the convention. The final decision on any split will rest with the sitting Cabinet.
The District portion of the proceeds will be retained as a separate District Convention account. The use of these funds will be based on a vote of the sitting Cabinet, limited to use for future conventions or to cover losses sustained by the convention committee.
ARTICLE 9: LEADERSHIP DEVELOPMENT
Section A: Attending Leadership Development
Lions within the District are encouraged to attend Lions sanctioned leadership development. To help with the expenses incurred to attend training, District 37 will provide financial assistance to attendees, based on the following criteria. Within 60 days of attendance of a Lions sanctioned training, priority will be given to Lions presently on or coming on the District Cabinet. All claims must be made within 60 days of attendance, or at the latest by August 1 of the Lionistic year immediately following their attendance of a following Lions sanctioned training such as USA/Canada Forum, or RLLI. The District Leadership Retreats are not included under Article 9.
The attendee must forward to the Cabinet Treasurer original receipts for travel such as hotel, meals or mileage/gas receipts. An event registration receipt must also be presented if reimbursement is requested. There shall be a $500 limit per attendee, which could be less based on the total number of attendees in a given year and the amount of funds that are available from the District for disbursement for leadership development. Total amount of available funds will be determined by the District Cabinet each Lionistic year. Lions are encouraged to have their Clubs help defray some of the expenses, such as registration fee or additional travel above the $500.00 limit from the District.
ARTICLE 10: District Friendship Committee
Section A: Committee
The Committee shall consist of 5 to 7 members to include the current Montana District 37 International Director (or their representative), any District 37 Past International Directors, the current District Governor, the 1st Vice District Governor and District Administrator. The remaining committee members shall consist of Lions who will be members in good standing. The committee will annually select a Chairperson, Secretary, Treasurer, or Secretary/Treasurer from within the membership. The most recent Past International Director will serve as the Political Advisor. Vacancies will be filled by the Friendship Committee members. Funds will be disbursed only on approval of the committee from the Friendship Committee Account.
Section B: Functions
Enable Montana District 37 Lions to be elected to International office;
Entertain International Lions guests of Montana District 37;
Assist Montana District 37 in projecting a favorable image to International Lions and VIP’s from outside the District;
Assist the 1st VDG to attend the USA/Canada Leadership Forum by providing the Forum Registration fee;
Assist 2nd VDG to attend the USA/Canada Leadership Forum by providing the Forum registration fee if requested by the District Governor elect;
Supervise the Political Advisor and International Participation on behalf of the District and conduct fundraising activities.
Manage funds, assessed annually from dues and surplus funds from previous years, designated for the Friendship Committee and retain all funds in a dedicated Friendship Committee account.
Provide the District Governor with 50 State pins for appropriate distribution at the International Convention.
Section C: Funding
The District Friendship fund will receive $1.00 annually per Lion member from the dues that are collected by the District. The number of members will be established by the total number of Lions within District 37 as shown on the final LCI report for the month of November for the Lionistic year billed.
As part of fundraising, the committee shall handle the purchase and sale of pins to include District Governor, District and Club pins. The committee will prepare and present a financial statement as requested by the cabinet.
ARTICLE 11: District 37 Hall of Fame
Section A: Hall of Fame
Any Lion or Lioness may nominate a candidate from the District to be included in the District 37 Hall of Fame.
The District Governor must receive nominations at least 30 days prior to the District’s Annual Convention.
The award may be presented to either a Lion or Lioness. One or two Lions may be honored each year with two being the maximum.
The award may be presented posthumously.
Each Candidate must have 15 years of service and have been a participating member of a District Cabinet.
The current Executive Committee shall decide on the recipient for the District 37 Hall of Fame from all of the candidates received by the District Governor within the required timeframe and meeting all of the other minimum qualifications to be considered.
Each candidate should have qualifications above and beyond the call of duty including social and human endeavors. She/he should be of good moral character and have a good reputation in his/her community.
The sponsor will ensure the candidate, or a representative, will be in attendance at the District Convention.
The successful candidate will be inducted to the Hall of Fame at the District Convention.
A brief biography of the inductee shall be announced to the delegates attending the District Convention.
All sponsor(s) shall use the standard District nomination form. No others will be accepted. (Exhibit D of this Policy Manual)
A perpetual plaque will be kept and displayed at the annual District Convention.
All past honorees of Multiple District 37 Hall of Fame, which are, or were, Lions from a Club within District 37 will automatically be members of the District 37 Hall of Fame.
Article 12: Dues Collection & Payment
Section A: Dues Collection and Payment
All clubs will be required to collect and pay LCI dues, District dues and the LCI initiation fee prior to submission of a new membership application to LCI.
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