Suggested Meeting Procedure

Meeting called to order:

Conduct of Formal Meetings

• At the time of flag salutation all members must stand errect and face the national flag or in absence of national flag face the person rendering flag salutation.
• Any member wishing to leave the meeting before its conclusion should take permission from the President before the meeting start and may leave only when an item only agenda is completed and before another item is commenced. Such members should preferably sit in the rear so that their exit may not be noticed.
• Members joining the meeting after it has been called to order should preferably occupy a seat in the rear and in no case member for whom seat is kept at the head table need avail of the same if he comes late.
• It is not dignified to call for cattering service after the meeting has been called to order. No food article should address every body in the head table and not by the subsequent speaker. They should only address as presiding officer fellow lions and friends.
• It is not good manners to indulge in cross talking while the meeting is in progress.
• It is courtesy to address the Chief Guest as Sir/Madam at the question time.
• It is not desirable to argue with the Chief Guest during the question time.
• When a member is on his feet it is discourteous for another member to interrupt him before he had finished.
• At the closed door meeting, where club matters are discussed, it is not proper for member of the Board to oppose Board decisions. Likewise, it is not proper for a member of a Committee to question the recommendations of his Committee at such meetings.
• It is not good manners to indulge in cross talking while the meeting is in progress.
• It is courtesy to address the Chief Guest as Sir/Madam at the question time.
• It is not desirable to argue with the Chief Guest during the question time.
• When a member is on his feet it is discourteous for another member to interrupt him before he had finished.
• At the closed door meeting, where club matters are discussed, it is not proper for member of the Board to oppose Board decisions. Likewise, it is not proper for a member of a Committee to question the recommendations of his Committee at such meetings.
• At the Club meetings, board meetings and committee meetings members should observe the courtesy of informing before hand in case it is not possible for them to attend.
• It is desirable to put on a lapel pin when attending Board Meetings, Committee Meetings and all Lions Functions. Of course it’s a must at the regular club meeting.
• If you want to put a suggestion or ask a question before the house whether a regular meeting or a Board Meeting, you should always first take the permission of the chair before doing so.
• At the time of visit of District Governor and it’s Cabinet, if any question is asked by him the President will either answer it himself or he will request somebody to give the clarification. One should not start answering of his own without being asked to do so.

DISTRICT GOVERNOR’S OFFICIAL VISIT CHECK LIST
Visit of the District Governor to a Club is an important event not only for the President and members of the club but also for District Governor and District Administration.

To organise the meeting, President, Members of Board and other members get- together in planning this visit as they would like to make it most successful one. To make District Governor’s visit a success you have to plan it, plan it well in advance. Here are some of the suggestion for a memorable event.

• Book the date early
  Book the date of Visit as early as possible especially if it is to be a specific date like especially if it is to be a specific date like charternite of the club. Make sure to confirm orally booked date with a formal letter. Invite VDG independently and not as a part of team of District Governor. Make sure to inform Cabinet Secretary, Treasurer, Region and Zone Chairperson the date obtained by you immediately (known as the team accompanying the District Governor during official visit)
• Complete the Accounts
  Make sure that the accounts of the club for previous year are completed, approved and audited well before the date of visit. Send the copies to DG, his team and VDG at least fifteen days prior to the visit.
• Project Visits
  You would like to take District Governor and his team to visit your important projects and proper care should be taken so that DG and his team can visit and assess the project. Here punctuality of time should be maintained.
• Ensure Board member timely presence
  After project visits DG and his team proceeds to the venue of the Board Meeting and number of occasions, it is seen that the venue of Board Meeting there is no quorum, and due to lack of quorum Board Meeting is delayed. It is therefore requested that in the circular that is sent to the Members of your Board. Please give half an hour advance timing so that Board Members and Office Bearers are reached in time.
• Time
  Time is the essence of all business, as we Lions are not exception to it. Therefore, ensure that Board Meeting and Regular Meeting commence and concludes in time.
• Board Meeting
  You have the agenda of Board Meeting before you. Please ensure that everybody occupies their seat. The Board Meeting will be called to order by the President who will welcome the District Governor and his team. Let us assure all members present that, it is going to be a friendly meeting and free & frank talk across the table. Introduce your Board Members to DG and his team and go through normal agenda. Do not introduce District Officers as the District Governor has the privilege to do so.
• District Governor takes over
  After having gone through other items of agenda, District Governor will then take over, introduce his team of District Officers. Let all members pay attentions to the discussions that are taking place at the same time please be brief and to the point. Lion President will sum up the discussion and while doing so include the suggestions and observation made by DG and his team.
  
  It is a common courtesy to pass a resolution expressing gratitude for DG’s devotion and dedication to the cause of Lionism. This may be done at the end of meeting. Lion President or Secretary will propose a vote of thanks. Board Meeting should be over within one hour.
• Make Folder for Visit
  At least 15 days prior to the date of visit, make sure that all information that the District Governor may want to know about your club is given to him, his team and Vice District Governor. You may include following items in the folder (a) Letter of invitation, (b) District Governor’s Questionnaire, (c) List of Members of the Club, (d) List of Board of Directors (e) List of Committee Chairperson (f) Club representation in the District Cabinet (g) Past Presidents of the club, (h) Club inauguration and charter presentation dates, name of the sponsoring club and extension chairperson etc. (i) Projects and service activities of the club (j) Secretary’s report (k) Accounts (l) Courtesy resolution in honour of the District Governor.

SUGGESTED VISIT PROGRAMME

• Reception at a Convenient point
• Short projects visit
• B.O.D. Meeting
• Fellowship

REGULAR MEETING

• Club President and Club Secretary be seated on the dais first. There after the Lion Dignitaries be invited on the dais as per Lions Clubs International protocol. the District Governor who is the Chief Guest should be invited in the last. There should not be any other speaker on the occasion of District Governor’s official visit.
• The meeting should be started after fellowship at the prescribed time even if invited guest are not arrived.
• The programme of the DG’s visit should be arranged in such a manner so that the meeting is over in sixty to seventy five minutes.

DO’S AND DON’T

• Always start the meeting with Flag Salutation and close it by National Anthem. After sunset, the Prayer instead of Flag Salutation should be read.
• National Flag should be hoisted only after sunrise and before sunset it should not be pinned on the wall or any other place.
• Ensure that every speaker should address the Presiding Officer first, then Chief Guest and/or District Governor only and not other Lion Dignitaries. Only Presiding Officer and Chief Guest will address these Lions.
• Speaker should not be interrupted by any Lion.
• No Garlanding of any Lion Except Chief Guest / Dist. Governor.
• Introduction of Lion Dignitaries should be made only in the beginning of the meeting and again before vote of thanks only.
• Lions emblem, “Lions, Lions Club, Lioness, Leo and Lions Clubs International” should be used only on printing & Stationary and not on any other material or gift items until and unless purchased from authorised dealers.
• Mail the copies of your circulars and letters regarding Project to District Governor, Vice District Governor, Secretary, Region Chairperson, Zone Chairperson and District P.R.O. & respective District Chairperson.
• Mail the copies of your circulars and letters on Administrative matters to District Governor, Vice District Governor, Cabinet Secretary, Concerned Region and Zone Chairperson.
• Do not call any person or Lion as a speaker when the District Governor is invited, without his consent.
• General meetings should not last more than 45 minutes and special meetings such as Installation / Charter Night not more than 75 minutes in any case.
• Meetings should be followed or preceded by hospitality. Nothing shall be served in between the meeting.