MINUTES of DISTRICT 105 M CABINET MEETING- SUNDAY 15Th February 2015

MINUTES OF DISTRICT 105 M CABINET MEETING- SUNDAY 15th February 2015 ST. JOHN’S HOTEL, SOLIHULL, 10.30 a.m.

PRESENT: District Governor, Lion Ian Haffner, in the Chair

Cabinet Officers: District Secretary Brigitte Green, Sergeant-At-Arms Ron Cross, 2nd Vice District Governor John Gray, Events Officer John Barnes, Immediate Past District Governor/Communications Chairman Simon Moss, Webmaster Joy Haffner, Youth Chairman Christine Moss, Young Leaders in Service Officer Barbara Gray, , Midland News Editor/Lion Liaison Jaap de Jonge, Constitution, Nominations and Resolutions Officer Wim Hoogerwerf, Health & Safety Officer Ray Stephens, Zone C Chairman Chris Burrows, Region 3 Chairman Trevor Harrison, Zone H Chairman Roger Clarke, GMT Liaison Officer Douglas Cross, Sight & LEHP Officer Linda Cross, International Committee Chairman Femi Onabolu, District Treasurer Brian Burgess, Region 1 Chairman, Paul Murphy, Zone Chairman Sarah Hill, GLT Pauline Fanti, Development Officer June Lloyd Adams, Physical and Learning Officer Danielle Benn Visitors: Lions Roger Starling- Shirley Lions Club, Lion President Stewart Sherman- Birmingham Chinatown Lions, Lion David Squires- Stour Valley

AGENDA ITEM 1 Call to Order: SAA Ron Cross called the meeting to order and explained the health and safety procedures.-Ron threatens to Block the fire exits as it was situated behind him!!

AGENDA ITEM 2 Welcome: DG Ian Haffner welcomed everybody to the meeting. Ian welcomes the visitors to Cabinet Ian appointed tail twister for the meeting which is June Lloyd Adams Ian told Cabinet of IPDG Simon’s appointment as Council Chairman 2015-16 all of Cabinet congratulated Simon. DG Ian also presents the DG Excellence Award to Simon after receiving this from Oakbrook with a letter from Barry Palmer.

AGENDA ITEM 3 Apologies received from: Heather Jeavons, Roger Handcock, John Bush, Carole Moseley, Andy Pemberton, Ann Pemberton, Praful Modi, Rosie Eynon, Anita Bedi, Eric Hughes, Mike and Mavis Cooke,

Minutes of Previous Meeting: The Minutes of the Meeting held on 30th November 2014 were proposed by Martin Hill seconded by Pauline Fanti approved by Cabinet and signed by the DG as a true record.

AGENDA ITEM 4 Matters Arising: None.

AGENDA ITEM 5 Reports

All reports have been received by Cabinet for discussion-

Section 1– Regions & Zones- Region 1- Chair .Paul hoping to Branch new Club at Oldbury on Tuesday 17th All reports as submitted.

Region 2 All reports as submitted.

Region 3 All reports as submitted Acceptance of all reports proposed by Paul Murphy seconded by Trevor Harrison– carried DG Ian explained that due to Doug Cross having to leave the meeting early then with Cabinet’s permission Membership issues will be covered first.

GMT reports- Doug reports that Andy Pemberton The GMT Co-ordinator will be visiting Clubs mainly in the north of the District to see what issues are arising from membership. The Grant we can receive from from LCI has conditions and they are that we form 2 new Clubs which would be as follows Birmingham Quinton Warwick-an additional Club for Warwick first meeting scheduled 23rd February

Doug requests that all Clubs help out with any local Clubs that are struggling. There is some membership monies in the budget to help smaller struggling Clubs

Decision requested by Andy that DG Ian allows time for Andy to talk at District Convention regarding Membership issues for the District. Cabinet voted in favour of this.

Acceptance of GMT reports proposed by Doug Cross seconded by Christine Moss

Section 2- International Femi had nothing further to add to the reports but requested that he hand over to the District Treasurer to present to Cabinet the issue on the Liberia project. Brian Burgess addresses cabinet and requests that money from the General Fund be used to forward to Liberia in order that the school project can be completed and the school built before the heavy rains begin in that area. The monies requested from Clubs for this project is slow to trickle in but it will come and could then be transferred back to the General Fund. £2000 already been allocated and sent and with this money the foundations have been laid to the school. Femi recaps on the project £5000 is needed now to complete the works. £2000 already in the appeal an additional £1000 is needed from the General Fund to add to the monies already accounted for. Cabinet expressed a concern on how quickly could the funds be replaced – Brian Burgess responds that should be replaced by the end of the year. Also we have made a pledge to help the school so we do not wish to appear that we have let the people of Liberia down Femi requested to Cabinet that the monies are lent to complete the project. Cabinet voted in favour to lend the money to complete this project

LCIF Officer--briefed Cabinet on the figures of monies held under LCIF. Bill also passed Contributing Membership Pins around allowing Cabinet the opportunity to buy pins at £15 each. Bill also updated Cabinet on the funds collected For Ebola Appeal – Question from Wim -could the monies in the fund for Ebola be used to help with the Liberia school project. DG Ian to check the possibilities of this. Question raised on the Syrian conflict and DG Ian to see how money raised for Syria has been spent and report back to cabinet.

Acceptance of the reports proposed by Femi seconded by Ron Cross- carried

SECTION 3 – Communications Apology from Simon that he has not put updates on the website which he will do later. Simon requests that any Trophies held by Clubs be returned so that they can be presented to new winners at Convention. Simon put out a request to ask Lions to come forward to create a video entitled ‘Why I joined Lions’ --to date three Lions have come forward. Simon proposes to put up a Photo booth at District Convention and Lions can visit and explain why they joined Lions so that Simon can compile a Video with this material.(50 Shades of Lions was mentioned!!)

Acceptance of reports proposed by Simon Moss, seconded by Bill Ranuatta– carried. SECTION 4 – Youth Christine requested Barbara gave an update on Young Leaders- that there would no longer be any free badges for Young Leaders – the badges are £3.00 each. The certificates are also now being produced by MDO Sally Marsh. On a personal note Barbara thanked Cabinet for many messages of sympathy and condolence on the death of her mother. Young Ambassador, there will be a brand new trophy to present at Convention. Christine working with Long Range Planning in taking the role of Youth forward on the District first meeting 26th March at Christine’s home. Christine pleased to report that she has attended her first Leo meeting at Marston Green.

Acceptance of reports by Christine seconder John Barnes seconds - carried

SECTION 5 – Health All reports as submitted. Martin reports that Roger did send in a report but in a format that couldn’t be opened and that Roger looking for any contributions on hearing related issues to be sent to him

Acceptance of reports proposed by Martin Hill, seconded by Femi Onablo – carried.

Section 6 GMT Already covered with Doug Cross

Section 7 Global Leadership Team Pauline provided dates for Cabinet of the following Zone and region Chair workshops either 25th or 26th April (one date will be chosen) President, Secretaries and Treasurers workshops will run on 2 dates 2nd May and 23rd May District Officers 30th May Guiding Lions update 12th April. Venues to be finalised but most probably at the Arden Hotel. There will be a facilitators meeting on 11th March. A note will go out to Clubs following this Cabinet meeting Reports proposed by Pauline and seconded by Simon Moss - carried

Acceptance of reports-Pauline Fanti –seconder Simon Moss-carried

SECTION 8 – Finance & Administration As Heather is absent then Ian will run through each Committee

District Secretary Thanks to all for welcoming new District Secretary Reminder please for Convention reports

District Treasurer A number of items to be discussed not necessarily Treasurer items- North Sea Lions- A request for funds for 2015-16 has been received from Germany. Currently we do not have funds to send for North Sea Lions Project. it is a very early request and is not normally paid until the end of the Year. Cabinet agrees that this money will not be paid now but at the correct time

Insurance- Lions have a Self Insurance fund – many Clubs have paid into this fund and a surplus has been created. This money has been used for other MD Activities. Cabinet asks why the money should have been used in this way. Even though this was reported at MD Convention Manchester by the MD Treasurer. Simon highlighted the main issue that the funds have been used was to keep dues down and without this dues would have increased Suresh enters the room and joins Cabinet Suresh now presents to Cabinet- he adds that this money was ring fenced for Insurance and should not have been used for other things. Suresh requested an Emergency Resolution to insure this would not happen again. The request for an Emergency Resolution was rejected. Ian summarizes Suresh’s account of the situation for 2013-14 and that Suresh’s wants an answer to why was this surplus used ‘inappropriately’ he feels it is a loss of trust. Ian to take this request for information back to Council and also to ask is £100,000 cap on the Insurance fund still correct. Ian will also ask about taking deductions from a charity account to support administration issues. Ian to request this placed on the Council agenda for next meeting.

District Treasurer- Sightsavers a request to send Money in for this and £14.000 has come been sent in to date.

The following clubs not in good standing as follows- Birmingham Edgbaston Bilston and Wilenhall Dudley Handsworth Birmingham Mosely and Kings Heath Birmingham Exhibition Sutton Coldfield and Erdington Birmingham Sheldon Solihull Evesham Kenilworth Southam Warwick Wellesbourne Kidderminster Barwell and Earl Shilton Coventry Mercia Nuneaton Northampton Rushton Lutterworth Rowell and Desborough

Ian requests all Club Treasurers in Cabinet to please get Subs paid and Zone and Region Chairs to chase payments. Brian reports that there is work ongoing to see if Clubs can receive Giftaid on subs with Charity Commission the issue is whether members subs are classed as donations. By December Clubs should send a copy of their Charity accounts to Brian again could Zone Chairs assist to chase these reports. Oakbrook will start to suspend Clubs who are 90 days over paying their dues, that is 90 days from January 1st. Brian reports that only 8 Clubs have financially supported the whole list of District projects. DG Ian did comment that it is a Club decision as to what they support on that list.

SAA Nothing to add to reports CNRO Only nominations received for 2nd Vice Chris Burrows No nominations received for Zone or Region Chairs Resolutions- Brian requested the North Sea Lion Resolution be withdrawn Ian will leave this resolution in to be debated at Convention. Two issues regarding the North Sea Lions Project do we as a District continue to support North Sea Lion and if so how do we finance that.

Convention Host Chair Reminder for all to book in for Convention. Booking forms issued to those present John Barnes reports that only 41 members have currently booked for District Convention so far therefore John appeals to all Cabinet members to book in. John to send ‘encouraging’ email to Joy to send out to members as a reminder to attend.

District Secretary reminds all that MD Convention is also on our patch and bookings now being taken.

Health and Safety 6 Clubs still not submitted the Statement of Intent. Ray requesting that the 6 outstanding Clubs respond and send in the completed form. Ray more encouraged by the response from Clubs. The Statement of Intent is word for word the same as the MD Health and Safety Policy and if Clubs don’t comply then strictly speaking they should not be able to continue as a Lions Club. Ray will continue to make Clubs understand this is a legal issue. Ray will be requesting that a new Statement is signed for each Club for the new Lionistic Year.

Centenial Report- nothing further to add to report

F and A Decision- Retrospective approval to withdraw the Resolution regarding the International Convention Committee budget. The review of this Committee taking place now and should report at MD Convention therefore F and A have asked for a withdrawal of that Resolution-carried

Acceptance for reports Simon Moss seconder John Barnes-carried

SECTION 9 – Long Range Planning Report John asked for feedback from Lions by asking what should be in the Long Range Plan and he was disappointed by the response. Now is the chance to influence what should be in the Plan. John requests all Clubs reply to his request John expressed concern that District equipment was getting lost around the District. Pauline added that a laptop was missing since Europa Forum and that Andy Pemberton is currently looking into this situation. Ian will raise this point with Andy when they meet next week. Ian to check if it is possible to claim on Insurance for the laptop

Re-Zoning no plans from MD to Re-zone or Re-District

Acceptance of Reports proposed by John Gray and seconder Chris Burrows- carried

Section 10 IPDG, 1st VDG, 2nd VDG, PDG LIAISON, DG IPDG report -Simon reminds Cabinet to book for MD Convention reminder and Simon added his thanks for the Congratulations 2nd Vice – nothing further to add PDG liaison-Doug has left the meeting DG report nothing to add

Acceptance of reports Simon Moss seconder Linda Cross-carried

Joy thanks Cabinet for the support to the Homeless Appeal. Joy reminded Cabinet of following dates:-

Saturday 28th Feb at the home of Barbara Dutton to raise money for Homeless Appeal at Kingswinford Church Hall cost £13.75 Stuart –Birmingham China Town is organizing a Spring Quiz Tues 14th April £5 per person Golf Day again for Homeless organized by Joy 14th May £150 Father’s Day 21st June an Ascot Event in Marquis a lunchtime event organized by Wim and Marston Green Lions

John Cavana requested an Exchange of diary dates between Zone Chairs and District Officers and Region Chairs best advice to place these on the District website in diary dates area

Request for a coffin drape– Cabinet agreed –Brigitte to action for District Acceptance of Reports Proposed by John Barnes and seconded by Femi

DG Ian brings meeting to a close Ian thanked Cabinet for a lively debate and encouraged all present to attend Convention

Over to Tail Twister June Lloyd Adams-- £29.36 collected in fines Meeting closed at 12.50