Hallett Cove & Districts Lions Club

Hallett Cove & Districts
Lions Club Inc

Members Information

All information here has been extracted from the 2025/2026 Lions Club of Hallett Cove & Districts Handbook, by Sharon Bond

Office Bearer Roles

President of the Club

The President is the chief executive officer and is expected to attend all meetings of the Club. Along with the Secretary, the President is an active member of the District Governor’s Advisory Committee and, as such, will attend Zone and Region meetings. The President must plan and take steps to build the Club in every way possible so that it may be an example to other clubs and a credit to the community, the District, and Lions International.

Club Secretary

The Secretary is the President’s right hand and acts as the liaison between the Club, Lions Clubs International, and the District Governor. It is the Secretary’s duty to ensure that all correspondence is dealt with in a timely manner. The Secretary shall submit a Monthly Membership Report to the District Cabinet Secretary. They are also responsible for maintaining general Club records, taking minutes at meetings, keeping attendance records, and maintaining a register of members, including contact details.

The Secretary is expected to attend all Zone and Region meetings where possible.

Club Treasurer

The Treasurer is responsible for all Club funds. All monies received must be deposited in a bank nominated by the Club. The Treasurer will assist in the preparation of budgets and financial statements as required. The Treasurer shall pay accounts and donations only upon the direction of the Board.

Vice President

The Vice President stands in for the President when required and may be asked to oversee committees at the President’s direction.

Membership Chair

The Membership Chair leads the Membership Committee and is responsible for developing the growth of the Club. This role includes encouraging and assisting members to introduce new members to the Club.

Tail Twister

The Tail Twister maintains harmony and good fellowship at meetings. This includes levying fines and presenting light-hearted items to promote camaraderie, fun, and laughter.

Lion Tamer

The Lion Tamer is responsible for all Club property. This includes ensuring that the flags, gong, and gavel are present at meetings, along with any other items as directed by the President. The Lion Tamer also assists in welcoming attendees to dinner meetings.

The Secret Language of the Lions

This guide provides a basic introduction for new and recent members to better understand what you see, hear, and do at your Lions meetings. It is not intended to be comprehensive, and some elements may vary or may not apply to your Club’s operations. Lions is a complex organisation, and no question is a foolish one. Questions are encouraged and always welcome. This guide does not explore the history of our proud organisation, but it is hoped it will encourage curiosity and a desire to learn more.

Lions Member (You)

A member of the International Association of Lions Clubs and your local Club – The Lions Club of Hallett Cove & Districts Inc.

Your Lions Club

Your Lions Club is a group of individuals who have come together to form an incorporated Lions Club. The correct formal title is The Lions Club of Hallett Cove & Districts Inc.

Club President

A Club member elected to lead the team for a one-year term. The President may serve successive terms if re-elected.

Club Secretary

A Club member elected to administer the official business of the Club and act as the primary contact point for correspondence and enquiries, serving a one-year term. The Secretary may serve successive terms if re-elected. The Secretary is also required to prepare and submit compulsory legal reports and documents.

Club Treasurer

A Club member elected to be responsible for receiving, banking, recording, reporting, and paying all financial transactions for a one-year term. The Treasurer may serve successive terms if re-elected.

Tail Twister

A Club member who uses good-natured humour and fun at dinner meetings, levying fines for misdeeds, achievements, omissions, and blunders, among other light-hearted reasons.

The Lion

Usually a lion-shaped money box used at meetings for fines and donations.

Gavel and Gong

An official hammer and decorative bell used by the presiding officer at meetings or gatherings to signal the start, end, or to call for attention at any time.

Working with Children Checks (WWC)

Required by Lions to comply with legislation. These are obtained easily and free of charge for volunteers.

Lions Working with Children Policy

This policy covers requirements for all interactions with persons under the age of 18 or at-risk elderly persons, and must be followed in accordance with current Australian Lions Clubs policy.

Service Activity Reporting

It is very important for members to report hours spent on behalf of Lions to the person in the Club designated to collect and record them. We have done the work— let’s have it acknowledged!

Lion Tamer

A Club member responsible for setting up the room for dinner meetings or other gatherings. This member is also responsible for the safe keeping of regalia, flags, gavel, and gong.

Club Safety Officer

A Club member responsible for assessing and minimising risks prior to project activity, ensuring safe and legal work practices are followed.

Dinner / Social Meeting

A scheduled regular social meeting of members, with or without partners and guests, according to the Club’s traditions. Some business may be conducted if required. Some Clubs also hold combined dinner and business meetings.

Business Meeting

A scheduled regular meeting to discuss, debate, and enact decisions regarding all aspects of the Club’s operations. A show of hands or formal vote is required for approval of most decisions.

Motions

This is a simplified and incomplete description of the rules of debate used in meetings, but it will help explain the basics. A motion is a formal proposal of action or decision at a meeting that has the required number of members present (see quorum below). A motion is proposed by one member and must be seconded by another member to proceed. If seconded, the motion is put to a vote and is carried by a majority or fails if the majority vote against it.

Note: The President does not vote on motions unless required to cast a deciding vote, and does not normally move motions.

Quorum

The minimum number of members required to be present to vote on motions and conduct financial decisions. A quorum is 50% plus one member.

Lions Ethics & Purposes

Two separate verbal statements read at various meetings and gatherings, reminding Lions of the purpose and expected standards of conduct and operation.

Charter

The official document containing the details and original members’ names created at the establishment of the Club. A new Club is described as having been “chartered”.

Charter Members

Members whose names appear on the Charter document. Charter members may also be current members of the Club.

Project

A task, set of tasks, activity, or financial support undertaken by the Lions Club for individuals, organisations, or the community, as discussed and approved by members at a meeting or gathering. These may be single events or ongoing activities. There are many types of Lions projects at all levels of the organisation, as well as local Club initiatives.

Sign-On Sheet or Activity Attendance Sheet

An on-site record confirming date, start and finish times, and names of attending members, verifying participation. This is required for legal and insurance purposes. It must include the names of any non-Lion volunteers attending or assisting, including family members.

Official Fundraiser

An activity created specifically to raise money for the Club’s funds and purposes through the efforts of members.

Community Project

An activity where members work or perform service tasks to assist, support, or create something for the community without financial reward.

Community Partners

Another community organisation or group working with or sharing projects or activities.

Donation

Money, goods, or services given to the Club or given by the Club to others.

Members’ Dues

The financial cost of membership of Lions Clubs, paid annually to your Club.

Activities Bank Account / Administration Bank Account

Separate compulsory Club bank accounts required to comply with incorporation and Lions requirements. Operated by the Treasurer.

Constitution and By-Laws

The documents that contain the rules governing the Club.

Club Bulletin

A magazine, leaflet, or newsletter distributed to members and sometimes to the public to raise awareness of Lions’ activities and community work.

Membership Chairperson

Responsible for attracting, recruiting, and supporting the induction of new members.

Sponsoring Member

The member who introduces a new member to the Club and is usually expected to support them during their initial settling-in period.

First Vice President

A member who may be President in the following year (in some Clubs) and is first in line to act as Chair in the President’s absence.

Second Vice President

Second in line to act as Chair in the absence of the President and First Vice President.

Zone

A group of Lions Clubs in a region that may work together on joint or larger projects.

Zone Chairperson

A Lion (from any Club in the Zone) who coordinates and supports Clubs within the Zone.

List of Abbreviations & Acronyms

AGM – Annual General Meeting
ALCCRF – Australian Lions Childhood Cancer Research Foundation
ALWF – Australian Lions Wellbeing Foundation
ALF – Australian Lions Foundation
C&BL / CBL – Constitution & By-Laws
CAB SEC – Cabinet Secretary
CAB TREAS – Cabinet Treasurer
CERA – Centre for Eye Research Australia
DG – District Governor
DGE – District Governor Elect
GAT – Global Action Team
GLT – Global Leadership Team
GMT – Global Membership Team
GST – Global Service Team
ID – International Director
IPDG – Immediate Past District Governor
IPP – Immediate Past President
LCI – Lions Clubs International
LCIF – Lions Clubs International Foundation
LEHP – Lions Eye Health Program
LION TAMER – Sergeant-at-Arms / Regalia Keeper
MD – Multiple District
MMR – Monthly Membership Report
NVRI – National Vision Research Institute
PCC – Past Council Chairperson
PDG – Past District Governor
PID – Past International Director
PP – Past President
RC – Regional Chairperson
TAIL TWISTER – Fines Master / Head of Fun & Frivolity
VDG – Vice District Governor
VDGE – Vice District Governor Elect
VP – Vice President (1st, 2nd, 3rd)
ZC – Zone Chairperson

Policies & Procedures

The Policies and Procedures may be added to, amended, or deleted by one month’s Notice of Motion submitted to a regular meeting of the Club, and then only by a two-thirds majority vote of members present. A Notice of Motion must be submitted by a financial member to a regular meeting of the Club. If the motion relates to a clause to be changed, it may be debated after being seconded. If the Notice of Motion specifies a definite wording change to a clause, the motion cannot be amended and must remain as moved. The Policies and Procedures of The Lions Club of Hallett Cove & Districts Inc. are to be reviewed annually.

General Club Policies

Dress Code: Neat, clean, casual, and respectable attire is to be worn, together with the Lions badge.
A list of Club property is to be reviewed annually by the Board, and a full register is to be available upon request.
All badges are to be returned when no longer relevant to a member.
The Club will not sell raffle tickets on behalf of external organisations.
Costs incurred by a member representing the Club in the Youth of the Year or Youth Exchange programs may be subsidised by the Club, at the Club’s discretion, to an agreed amount.

Membership and Finance Policies

The annual membership fee shall be $70.00.
The Peter Briggs Award is awarded to a Year 12 student at Hallett Cove School, as determined by the Principal and the Club President. The award is monetary, totalling $3,000, paid over three years.
The Community Award is a subsidy of $2,500 paid to Hallett Cove School to support a program assisting selected students with learning and study practices. This amount supports a group of students.
The Lions Shining Light Community Awards are presented to four Year 6 students from the following schools: Hallett Cove East School, Hallett Cove School, St Martin de Porres School, Sheidow Park Primary School, and Woodend Primary School.

Executive Team Policies

The Executive of the Club shall consist of the President, Secretary, Treasurer, and Membership Chair. The Executive may invite other members to attend meetings as required.
In exceptional circumstances (for example, where government directives prohibit meetings), the Executive is empowered to act on behalf of the Club until normal meetings resume.
The term of the President shall be two years; however, the second year is not compulsory.

Business Meeting Policies

Business meetings shall be held on the first Tuesday of each month, except in January, when the date will be determined at the December meeting.
Members and partners are expected to attend all Business Meetings. If unable to attend, apologies must be submitted to the Secretary by the Monday evening prior to the meeting.
Motions put forward at meetings must be positive in nature.
Speakers to a motion are limited to three minutes.
All Business Meetings shall be deemed “dry” until the conclusion of formal business.

Dinner / Social Meetings and Catering Policies

The cost of Dinner Meetings at the Lions Barn will be an agreed amount, determined at the previous meeting.
The cost of meals at official functions for candidates sponsored by the Club shall be borne by the Club, as approved by the Board.
All Dinner Meetings shall be BYO unless otherwise stated.
Social dinner meetings will be held on dates to be confirmed and will generally be open to visitors, prospective members, and partners, unless otherwise specified.
The Changeover Dinner / Function shall be held during the month of June.
All workers at any Lions BBQ are entitled to their first food item free; thereafter, all food must be paid for. All drinks will be charged at menu price.

Behaviour

All members and volunteers of The Lions Club of Hallett Cove & Districts Inc. shall at all times conduct themselves in a manner that does not bring the Club into disrepute, and shall show respect and courtesy to all customers, fellow members, and volunteers.

If this standard is not maintained, the member or volunteer may be approached and counselled. Where deemed necessary by the Board, membership may be terminated.

Membership Policy

Eligibility: Subject to the provisions of Article 1 of the By-Laws, any person of legal majority and of good moral character and reputation within their community may be granted membership in The Lions Club of Hallett Cove & Districts Inc.
Membership by Invitation: Membership in the Club is by invitation only. Nominations shall be made on the prescribed form provided by the International Office. The form must be signed by a member in good standing, who will act as sponsor, and submitted to the Membership Chairperson or the Club Secretary. This form is entitled “Proposed Person for Membership.”

The Membership Chairperson, with the assistance of the Membership Committee, will arrange to meet and discuss the suitability of the proposed member.
If the proposed member is considered suitable, the Membership Committee will present a recommendation to the next Board meeting.
The Board will vote to either invite the proposed person to join the Club or decline the nomination. In making its decision, the Board will consider the recommendation of the Membership Chairperson but is not bound by it.
If approved by a majority of the Board, the proposed person may be invited to become a member of the Club.
The Board will instruct the Membership Committee to meet with and interview the proposed member.
The Membership Committee will arrange a suitable time to interview the proposed member.
Following the interview, the Membership Committee will report to the Board, which will then set a date for the induction of the new member.
The Club Secretary will write to the proposed member advising them of the Board’s decision. If approved, the letter will include an invitation to be inducted into the Club and a Membership Application Form, which must be completed and signed.
The proposed member will be inducted into the Club. The entrance fee and applicable dues must be paid before the individual is officially recognised as a member of the Association.

Code of Conduct

The Lions Australia Code of Conduct can be found and downloaded by clicking here.

Lions Ethics & Purposes

Both the Code of Ethics and Purpose can be found and downloaded by clicking here.

Standing Orders

The most recent version of our clubs standing orders can be found by clicking here.