Introduction

These standing orders provide a localised policy that governs the daily operations, meeting procedures, and financial protocols, to supplement the international constitution. They shall be reviewed annually at a Board meeting by the incoming Board. Please note this is currently under review (April 2026)

Changes to Standing Orders

The Standing Orders may be added to, amended, or deleted by a two-week Notice of Motion submitted to a full meeting of the Club, and then only by a two-thirds majority vote of members present.

Administration

• The Secretary will ensure that all members are provided with a copy of the previous Board minutes by email. Where confidential matters are discussed, these shall be recorded as “Item discussed in Committee” and removed from the members’ version.

• Board members will receive the unedited version of Board minutes. Where a Board member does not have email access, a hard copy will be provided at the next Board meeting.

• The Secretary will ensure that each member receives a copy of the previous Business Meeting minutes by email. Where a member does not have email access, a hard copy will be available at the next Business Meeting.

• A link to the Multiple District Lions Club Supplies Catalogue will be placed in the members’ section of the Club website.

• Dinner badges and service awards may be retained by members who resign; however, lapel badges and aprons must be returned.

Meeting Nights

• The Club will meet on the first and third Tuesday of each month. The first meeting will be a Business Meeting and the second a Social Meeting.

• The President may alter this format with Board approval.

• The Board will meet on the last Tuesday of each month, or at other times as required.

Club Constitution

The Club will adopt the Standard Form Lions Club Constitution and By-Laws.

Changes to the Constitution require a simple majority at a Special General Meeting and must be lodged with the Department of Consumer Affairs.

Club Finances

• Club subscription is to be determined by the Board and ratified at the Annual General Meeting. Payment may be made in full or in two half-yearly instalments.

• New members will pay on a pro rata basis.

• The Club will pay the cost of new members’ dinner badges and aprons.

• Members must reimburse the Club for any bannerette not replaced by another Club, at a rate determined by the Board.

• The Club joining fee may be determined by the Board.

• A minimum of $3,500.00 must be maintained in the Administration Account to meet dues.

Banking

• Signatories for all Club accounts shall be any two of the following: President, Secretary, Treasurer (Club Signing Officers), plus any two others nominated by the Board. Where two signatories are related or partners, only one may act, and an alternative signatory will be appointed by the Board.

• All payments should be made by electronic transfer where feasible.

• Special purpose accounts may be opened for specific projects with Board approval. Signatories shall include the Project Chairperson and one Club Signing Officer. Monthly written statements must be submitted to the Business Meeting.

• The Treasurer shall provide monthly written statements for both Activities and Administration Accounts.

• The Club financial year shall run from 1 June to 31 May. Annual statements and balance sheets must be completed before 30 June. Audited accounts shall be completed and submitted to the Board as soon as practicable.

Accounts for Payment

All payments shall be made by EFTPOS, credit card, or direct bank transfer where possible. Exceptions (e.g. BBQ operations) may be approved by the Club. Receipts or invoices must be provided in all cases.

Club Property

A Property Register shall be maintained by the Lion Tamer, detailing all Club property and its location. This register shall be reviewed annually by the incoming Board.

Annual Projects

Each year, the Club will undertake:

• Operation of a Christmas Sleigh

• Sale and distribution of Lions Christmas Cakes

• Support of the ANZAC Dawn Service at Hallett Cove

• At least one Multiple District project

• At least one International project

• Any additional projects as determined by the Club

Funds Disbursement

• Donation requests will be considered by the Board and either acted upon immediately or deferred for consideration during April/May surplus allocations.

• Donations will generally be made to organisations rather than individuals, except in exceptional circumstances.

• Surplus funds allocation will be determined annually by the Board following consultation with members.

Risk Management

• Club insurance is to be reviewed annually by the Board.

• Risk assessments and Job Safety Analyses must be completed prior to each project and provided to the Secretary.

• Attendance records (members, partners, and volunteers) must be maintained and submitted to the Secretary.

• All participants must sign in and out and follow operating procedures.

• Members working with vulnerable persons must hold appropriate screening clearances.

• Screening information: https://screening.sa.gov.au

• Lions Australia Child Safe Policy: https://lionsclubs.org.au/members/resources/faq/

• Screening checks are valid for five (5) years.

• A register of members holding Working With Children Checks shall be maintained.

• Appropriate PPE must be worn.

• The District 201C2 Lions Safety Manual shall be adopted.

• Project procedures shall be reviewed annually.

Emergency Funding

The President may approve expenditure up to $500.00 at their discretion.

Dress at Dinner Meetings

Neat attire is required at all times.

Apologies

• Apologies must be submitted to the Lion Tamer by 12 noon on the Sunday prior to the meeting, except in emergencies.

• Members who fail to submit apologies may be charged for meals where costs are incurred.

Tail Twister Fines

Fines are at the discretion of the Tail Twister.

Family Bereavement or Sickness

The Club will acknowledge serious illness or bereavement of immediate family members. This is the responsibility of the Club Welfare Officer.

Club Board

The Board shall be elected annually and comprise:

President, 1st Vice President, 2nd Vice President, 3rd Vice President (optional), Secretary, Minute Secretary, Treasurer, Membership Officer (usually the Immediate Past President), 1st Director, 2nd Director, Lion Tamer, and Tail Twister.

A quorum is 50% plus one member. The President does not vote except to exercise a casting vote in the event of a tie. Where positions are shared, only one vote may be exercised.

Nomination Committee

• Comprised of the Membership Committee

• Nominations must be circulated to members at least 14 days prior to the Election Meeting

Project Chairperson

Project Chairpersons and partners may be reimbursed for meal costs incurred at official functions, at the Board’s discretion.

Dinner Fees

Members shall be charged an amount above catering costs as determined by the Lion Tamer. This amount is credited to the Administration Account.

Guests and Official Visitors

• Costs may be charged to Administration or Activities Accounts as determined by the Board

• Sponsored candidates’ meals may be covered at Board discretion

• Hospitality limits: $20 (regular meetings), $50 (Changeover), with limits set annually

Representation

The official Club representative (preferably the Immediate Past President) and partner at the District Governor’s Handover may be reimbursed meal costs.

New Club Charters

The President (or nominee) and partner attending new Club charters may be reimbursed meal costs at the Board’s discretion.

District Conventions

• The President may receive a subsidy

• Delegates may receive pro rata support if required

• Additional subsidies may be approved by the Board

Cabinet Officers

Members serving on Cabinet receive automatic make-up for missed meetings.

Membership Committee

The Committee shall comprise the Immediate Past President, Vice Presidents, and one additional member appointed by the President.

Barbecue Trailer

• Not for hire unless supervised by two members

• Hire cost determined by the Board

• Trailer is registered

“The Barn” Hire

• Available for hire at the Club’s discretion

• Fees and bond determined by the Club

• Reviewed annually

Membership

• Categories per Constitution and By-Laws

• Life Membership may be granted after 20 years

• Life Members pay adjusted dues as determined

• “Lion at Large” status may apply for extended leave

• Prospective members must attend meetings and activities prior to approval

Club Vehicles and Trailers

Club Vehicle

• For Club use only

• Must be driven by licensed members

• No alcohol or drugs permitted

• Logbook must be completed before and after use

• Responsible member appointed annually for upkeep

• Treasurer ensures registration and insurance

• Drivers must comply with road laws

• Drivers are responsible for fines

• Accidents must be reported and recorded

Trailer Use

• Available for member use

• Bookings required

• Logbook must be completed

Sleigh Use

• Available for approved use

• Must not conflict with Club program

• Requires Club driver and member support

• Deposit required