Multiple District 22 Lions Vision Research Foundation, Inc.

 

Approved 5/10/08

 

Contents

 Objective Statement                                                                            p.  3                     

Mission Statement                                                                              p.  3

Organizational Chart                                                                           p.  4

Board of Trustees                                                                              p.  5

          Administration                                                                          p.  5

          Vice District Governor                                                              p.  6

          Appointees to the Board                                                           p.  6

Executive Committee                                                                          p.  6

          Chairman                                                                                  p.  7

          Vice Chairman                                                                          p.  7

          Secretary                                                                                  p.  7

          Treasurer                                                                                  p.  8

          Immediate Past Chairman                                                          p.  8

Committees                                                                                        p.  8

          Advisory Committee                                                                 p.  9

          Constitution & By-Laws Committee                                          p.  9

          Finance                                                                                     p.  9

Development                                                                            p.  9

          Lions Vision Days Sub-Committee                                  p. 10

          Donor Recognition Sub-Committee                                 p. 10

          Donation Recognition                                                      p. 10

          Planned Giving Sub-Committee                                       p. 12

          Legal Advisor                                                                           p. 13

          Long Range Planning Committee                                               p. 13

                   Board Evaluation Questionnaire                              p. 14

          Personnel                                                                                 p. 15

          Administrative Manager                                                             p. 15

          Professional Program Committee                                               p. 16

          Public Relations Committee                                                       p. 16

                   Newsletter Editor                                                             p. 16

          Volunteer Coordination Committee                                            p. 16

Gifts or Token of Appreciation                                                           p. 17

Flowers                                                                                              p .17

Indigent Patients                                                                                 p. 18

Deposit Box                                                                                       p. 18

Postage                                                                                              p. 18

Amendments                                                                                      p. 18

 

 

 

1.       OBJECTIVE STATEMENT

 

1.1     The purpose of this Foundation is to further the "WE SERVE" objectives of Lions Clubs International in the educational field of the "Gift of Sight" and the promotion of eye research in eye diseases of all types, particularly those related to diabetes, such as diabetic retinopathy, cataracts, glaucoma and low vision impairment; to strengthen and unite Lions of Multiple District 22 in support of these purposes; to raise funds from Lions, Lioness, Leos and others in support of these purposes; and to cooperate and work directly with the Wilmer Eye Institute of the Johns Hopkins Medical Institutions, Baltimore, Maryland in support of its research into eye diseases and cures.

 

1.2     The Policy and Procedures Manual is hereby dedicated to the Objective Statement and in furtherance of the By-Laws of the Multiple District 22 Lions Vision Research Foundation, Inc.

 

2.       MISSION STATEMENT

 

2.1            The Lions Vision Research Foundation, Inc. has a multifaceted mission: (1) To develop new knowledge on low vision and rehabilitation of the visually impaired; (2) To develop new technology and clinical methods through research for aiding the visually impaired; (3) To train professionals to provide a high level of care to the visually impaired; (4) To educate the public and public policy makers on the needs of the visually impaired; and, (5) To support The Lions Vision Research and Rehabilitation Center where advanced clinical services for vision rehabilitation of the visually impaired can be accomplished.

 

 3.       ORGANIZATIONAL CHART

 

 

4.       BOARD OF TRUSTEES

 

4.1     Definitions:

                   Senior Trustee .... one year remaining on 3-year term.

                   Intermediate Trustee .... two years remaining on 3-year term.

                   Junior Trustee .... three years remaining on 3-year term.

 

4.2     A Speakers Bureau will be formed in each District with the Trustees from each District serving as speakers from that District. 

 

4.3     The current District Governor from each District will be responsible to notify the Chairman of the Board the election results (name, address, telephone number, etc.) for the new three-year Trustee.  This election shall be reported prior to the Multiple District 22 Convention in accordance with the Foundation's By-Laws.

 

4.4     Should a District Governor find that he cannot attend the regular Board meeting, the Vice District Governor will substitute for the District Governor. The Chairman must be informed prior to the Board meeting.

 

4.5     An orientation meeting for new Board members shall be held each year prior to the July Board meeting under the direction of the Chairman of the Board.

 

4.6     The Foundation will not pay for the parking of Board members for meetings.

  

5.       ADMINISTRATION

 

5.1     The Chairman, Vice Chairman, Treasurer and Administrative Manager will be bonded in the amount as determined by the Board of Trustees at the January meeting each year.

 

5.2     Any Board Member desirous to place new business on the agenda will give, in writing, three weeks notification to the Chairman requesting they be placed on the agenda and the subject thereof to be discussed.

 

5.3     The Board of Trustees may appoint an Adminstrative Manager or Clerical Assistant to help manage the day-to-day operations of the Foundation who will report to the Executive Committee. The Administrative Manager appointed is Mrs. Heather Mays.

   

5.4     The mailing address for the Foundation will be:

                   Multiple District 22 Lions Vision Research Foundation, Inc.

                   P.O. Box 1714

                   Baltimore, Maryland,  21203-1714

                   Telephone Number  (410) 955-1883 

                   Fax  (410) 955-1883

                   L.V.C. Fax (410)955-1829

                   E-mail: hmays@bcpl.net

 

6.       VICE DISTRICT GOVERNOR

 

6.1     The Vice District Governor, subject to the supervision and direction of the District Governor, will substitute for the District Governor at meetings of the Board of Trustees  when due to illness or previous commitments it is impossible for him to attend.

 

6.2     When substituting for the District Governor, the Vice District Governor will be a voting member of the Board of Trustees.  The Vice District Governor will only have a vote at Board meetings when standing in for the District Governor, or if he is an elected member of the Board.

 

6.3     In order to improve transition from one District Administration to another, all Vice District Governors are encouraged to attend all meetings of the Board of Trustees.

 

7.       APPOINTEES TO THE BOARD

 

7.1     Appointees to the Board are non-voting members.  These appointees may serve on all committees and do such other duties as the Chairman of the Foundation may direct. These appointments can be terminated at any time.  It is not required for each District to have an equal number of appointees.  They may attend all meetings of the Foundation.  Examples of appointments to the Foundation are:  Legal Counsel, Vision Days Chairman, Development Committee Chairman, and Newsletter Editor.

 

8.       EXECUTIVE COMMITTEE

 

8.1     The Executive Committee shall consist of the Chairman, the Vice-Chairman, the Immediate Past Chairman,  the Treasurer and the Secretary. These officers are elected by the members of the Board at the Annual Board Meeting held in May of each year.

 

8.2     The committee will handle all Foundation matters between meetings of the Board.

 

9.       CHAIRMAN

 

9.1     The Chairman will give the Executive Committee seven (7) days written notice by mail for all called Executive Committee meetings.

 

9.2     The Chairman will give a written and oral report to the Multiple District 22 Council of Governors at all Council of Governors meetings.

 

9.3     In his absence, the Foundation will be represented by the Vice-Chairman.

 

9.4     Chairman may spend up to $300.00 for emergencies between Board of Trustees meetings and must provide receipts at the following Board meeting.

 

9.5     The Chairman may create an Ad Hoc Committee(s) as needed to facilitate a specific area of work within the Board of Trustees.

 

10.     VICE CHAIRMAN

 

10.1   The Vice Chairman will act for the Chairman during his absence from official duties.  He may perform other functions for the Chairman and as a representative of the Board.

  

11.        SECRETARY

 

11.1   The minutes of the Board of Trustees of the Foundation are to be completed and mailed to each member of the Board within ten (10) days after the meeting.

 

11.2   Upon his election, each member of the Board of Trustees shall be entitled to review the minutes of the past year, and upon request, he shall be entitled to receive copies of the Board minutes for that period.

 

11.3   Minutes shall be kept of all meetings of the Executive Committee of the Foundation and copies of those minutes shall be distributed to all members of the Board of Trustees within fifteen (15) days after each meeting of the Executive Committee.

 

11.4   Copies of all such minutes shall be kept in the Secretary's file and the Foundation's office with the minutes of the Board meetings and shall be available for review by any member of the Board.

 

12.     TREASURER

 

12.1   The Treasurer will always maintain a minimum balance in the checking account of $2,500.00.  All other funds in increments of a minimum of $5,000.00 will be invested per the recommendation of the Finance Committee and approved by the Board of Trustees.

 

12.2   The Treasurer will give a written financial statement at each Board meeting.  This report to be in the form as recommended by the Finance Committee and filed in the Foundation's office.

 

12.3   The Treasurer will be responsible for keeping an accurate list of all donors including their addresses.  This task may be delegated to the Administrative Manager. 

 

12.4   The financial records shall be examined at the end of the Foundation’s fiscal year in compliance with the Maryland Solicitations Act.  If contributions are below the threshold for compliance with this act, an internal review shall be conducted by a review committee appointed by the Chairman.

 

13.     IMMEDIATE PAST CHAIRMAN

 

13.1   If the term of the Immediate Past Chairman as an elected Trustee of his District should expire before the succeeding Immediate Past Chairman has been elected, the Immediate Past Chairman shall continue to serve as an official member of the Executive Committee and the Board of Trustees.                        

 

14.     COMMITTEES

 

14.1   All Committees will be appointed by the Chairman of the Board and announced at the           July Board meeting.

 

14.2   All Committees will have a Chairman within the Committee who will be designated by the Chairman of the Board.  The number of Committee members will be at the discretion of the Chairman of the Board   

 

14.3   Lion members in good standing (other than Trustees) may be appointed by the Chairman of the Board to serve as Committee members or Committee Chairmen.

 

14.4   In order to maintain continuity within each standing committee, it is suggested that the Chairman of the Board appoint a Chairman for each committee who has prior service on that committee.

 

14.5   All committee chairmen shall submit a written report to the Administrative Manager at least two weeks prior to each Board Meeting.

 

15.     ADVISORY COMMITTEE

 

15.1   The Advisory Committee will be the International Officer, International Director, Past International Officers and Past International Directors of Multiple District 22.  They will serve as advisors to the Chairman, Officers and other members of the Board of the Foundation.

 

16.     CONSTITUTION & BY-LAWS COMMITTEE

 

16.1   The Constitution & By-Laws Committee will promulgate, review and keep current all           recommended By-Law amendments.

 

17.     FINANCE COMMITTEE

 

17.1   The Finance Committee will write and maintain the investment policy of this Board and receive the Board of Trustees approval of it.  The Treasurer's financial report form or statement form will be prepared and maintained by the Committee for the Treasurer’s use.

 

17.2   The committee will assist with preparation of the annual operating budget.  The Committee is also required to review the budget and the financial statements and make appropriate recommendations to the Board of Trustees.

 

17.3   The Finance Committee shall monitor the investment of the Foundation and shall be authorized to take immediate action to minimize losses.

 

18.     DEVELOPMENT COMMITTEE

 

18.1   The Development Committee shall seek ways and means of maintaining and

increasing financial support of the Foundation.

 

18.2   The Development Committee shall be responsible for the planning and implementation of all fund raising activities.  The Treasurer or a member of the Finance Committee will assist the committee and serve ex officio. 

 

18.3   For any fund raising program in which the organizational, planning, implementation, and concluding stages occur in different fiscal years, the term of service for it's members shall be on a calendar year basis.  Appointments to the committee by the Foundation Chairman shall be effective on the first day of January following the appointment.  Any fund raising planned for the ensuing  Lionistic year, shall be presented to the District Governor candidates (Vice Dist. Gov. or VD Candidates) as part of the Governor candidate school. This project shall then be included by the District Governor's in their programs for the year.

 

19.     LIONS VISION DAYS SUB-COMMITTEE

 

19.1   The Lions Vision Days Sub-Committee shall set goals and coordinate the annual Lions Vision Day activities.  The Chairman has the responsibility of preparing a yearly budget.  The budget and proposed expenditures are submitted through the Development Committee and Finance Committee to the Board for approval.

  

19.2   After all collections are made and expenses paid, the Chairman shall prepare a detailed final report for submission to the Foundation Board of Trustees. 

 

19.3   The Lions Vision Day Committee is subordinate to the Development Committee; therefore, it coordinates its activities with and through the Development Committee chairman.

 

19.4   The Chairman of the Development Committee is an Ex-Officio member of the Lions Vision Days Committee.

  

20.     DONOR RECOGNITION SUB-COMMITTEE

 

20.1   The Donor Recognition Committee is subordinate to the Development Committee; therefore, it makes its recommendations to the Development Committee chairman for evaluation, process and implementation.

 

 21.     DONATION RECOGNITION

 

a)     Recognition for donations is available at various levels, and may be awarded to all clubs, individuals, or groups.

b)    Awards are based on the total amount of donations received from a donor in a Lions fiscal year (July 1 through June 30).  The exception to this rule is the Arnall Patz Fellowship that can be accrued over a three-year period of time.

c)      A letter of recognition will be sent for every donation.

d)    All gifts should be sent to:

 

                             Lion Vision Research Foundation, Inc.

                             P.O. Box 1714

                             Baltimore, Maryland

                        21203-1714

 

Lapel Pin

a)     A “120 Club” lapel pin can be given for a donation of $120 or more. 

b)    Any LVRF Trustee can present it.

 

    Knights of the Blind Pyramid

a)     A donation of $1,000.00 or more (excluding those made for Arnall Patz Fellowships) is recognized by the presentation of the Knights of the Blind Pyramid. 

b)    The name of the Lions/ individual/ honoree will be engraved on the base of the pyramid. 

c)     An LVRF Trustee will present the award. 

d)    The honoree will also receive the LVRF Lapel Pin.

 

          Lions Vision Days Patch

a)     A Lions Vision Day patch or rocker will be given to all participating clubs.

b)    Lions Vision Day checks payable to:  L.V.R.F. – Lions Vision Days

c)     Checks that are not made out this way will be designated as annual giving.

 

     Memorials & Honorariums

a)     Under $1,000.00 A letter of recognition will be sent to the club / individual and the Family / Honoree will be informed of the contribution.

b)    $1,000.00 and up A letter of recognition will be sent to the club / individual and a "Knights of the Blind" pyramid award will be given to the Family/ Honoree by a Trustee of the Board.

 

          Endowment Board

(a)  For contributions of $5,000 or more, the name of the donor will be placed on the LVRF Endowment Board.

(b) Endowment Board recognition is not based on the Lion’s fiscal year but is cumulative.

(c)  Divisions for the Endowment Board are:

§        $5,000 – Contributor

§        $10,000 – Sponsor

§        $25,000 – Supporter

§        $50,000 – Associate

§        $100,000 – Benefactor

(d) Special recognition will be awarded for donations greater than $100,000

 

          Arnall Patz Fellowship

a)     A donation at the level of $2,500 or more is recognized with the Arnall Patz Fellowship, named after the Chairman Emeritus of the Wilmer Eye Institute who encouraged and developed the Lions/Wilmer partnership.

b)    The designated fellow will be presented the Arnall Patz Fellowship Pin as well as a commemorative wall plaque.

c)     A member of the LVRF Board of Trustees will make the presentation.

d)    Fellows may be pledged over a three-year period.

e)     The Arnall Patz Fellowship may not be combined with other LVRF awards.

 

          Progressive Arnall Patz Fellowship

a)     Additional contributions of $2,500 will be recognized with a Progressive Arnall Patz Fellowship. 

b)    A diamond will be added to the Fellowship Pin for each new level.

 

22.     PLANNED GIVING SUB-COMMITTEE

 

22.1   Purpose and Mission

          The purpose and mission of the Planned Giving Committee is to do the following:

 

22.1.1. Develop a program and procedure for securing individual gifts of cash and pledges,           financial endowments, grants, gifts from foundations, and corporate gifts to increase         the Lions Vision Research Foundation Fund.

 

22.1.2. Develop procedures to facilitate the giving of property, securities, insurance, trusts,           annuities, bequests, etc. to the Lions Vision Research Foundation.

 

22.1.3. Seek current donations for the ensuing year and pledges of future commitments.

 

22.1.4 Assist the Development Committee in raising funds to support the research,

education, professional training, and clinical services of the Lions Vision Research and Rehabilitation Center at the Wilmer Eye Institute.

 

22.2   The Planned Giving Committee is part of the Development Committee and therefore coordinated its activities with the Development Committee Chairman.

 

22.3   A member of the Development Committee shall assist the committee and serve ex- officio.

 

22.4   The chairman of the Planned Giving Committee will be an appointed member of the           Board.

 

22.5   The chairman has the responsibility of preparing a yearly budget.  The budget and proposed expenditures subject to the approval of the Board.

 

22.7   Only individuals can write annuities, not clubs or Foundations.

  

23.     GENERAL COUNSEL (LEGAL ADVISOR)

                                                             

23.1   The Legal Counsel Committee and The Foundation General Counsel will review documents referred to them and develop programs and suitable policies to ensure the purposes and objectives of the Foundation and the legal and monetary protection of the Board, its Officers and the Foundation.

 

 24.     LONG RANGE PLANNING COMMITTEE

 

24.1   The Long Range Planning Committee will conduct a continuing evaluation of the long-term policy and goals of the Foundation.  The committee will coordinate with the other standing committees to promote and implement these policies.

 

24.2   The Committee will work with the Professional Program Committee to bring these needs to the attention of the Board for consideration and action.

 

24.3   The Committee will promulgate, review and keep current the policy and procedure   manual.

 

24.4   The Board of Trustees believes in the continuous improvement process, therefore, as of April 1 each year, the Long Range Planning Committee will prepare a Board Evaluation Questionnaire to be sent to each Board Member for their response.  The evaluation questionnaire will cover, but is not limited to, the following areas of Board operation and performance.

          1. Participation

          2. Communications

          3. Organizational Goals

 

24.5   The completed questionnaire to be returned to the Administrative Manager by May 1, so that the answers can be tabulated and presented to the Board of Trustees at their Board meeting in May.

 

24.6   A copy of the report that is presented to the Board is to be on permanent file in the office of the Administrative Manager.

 

25.     BOARD EVALUATION QUESTIONNAIRE

 

25.1   Participation

 

25.1.1         How can we better utilize the talents and skills of each Trustee?

 

25.1.2         What could we do to ensure we have maximum participation from each Trustee?

 

25.2   Communications

 

25.2.1         How can we improve our communication and listening skills so that all Trustees can express their ideas in an open environment of mutual trust?

 

25.2.2         How can we improve communication of Board actions to all Lions, Lioness and Leos?

 

25.2.3 What suggestions do you have to improve the effectiveness of Board meetings?

 

25.3   Organizational Goals

 

25.3.1         How do you suggest we mobilize the entire Multiple District behind the MD-22 Lions Vision Research Foundation?

 

25.3.2         What can we do to encourage feedback on L.V.R.F. initiatives from all clubs in MD-          22?

 

25.3.3         Are policies and procedures in place to make continuous progress toward the goals?

 

25.3.4         If not, what, in your opinion, in needed?

 

26.     PERSONNEL

 

26.1   The Executive Committee will be responsible for handling all matters having to do with the hiring, investigation and review of all support personnel of the Foundation.

  

26.3   Any contracts or agreements initiated by the Executive Committee as an agent of the Foundation must be reviewed and approved by the Board before they become valid or binding upon the Foundation.

 

27.     ADMINISTRATIVE MANAGER

 

27.1   The position of Administrative Manager is part-time, based on a 20-hour week plus hours worked during Board Meetings, committee meetings and overtime hours as deemed necessary by the Chairman of the Board.

 

27.2   Duties include answering phone; handling mail; maintaining office supplies and computer responsibilities that include typing correspondence and creating and maintaining databases and related information.

 

27.3   The Administrative Manager supports the Chairman of the Board in such areas, but not limited to, membership communications, meeting planning, coordination of volunteer services and coordination of speaker requests as well as tours of the Lions Vision Research and Rehabilitation Center.

 

27.4   The Administrative Manager acts as liaison between the Lions Vision Research Foundation and the Lions Vision Research and Rehabilitation Center and the Wilmer Development Office.  Also, the Administrative Manager acts as liaison between members of the Board.

 

27.5   The Administrative Manager is authorized to have a petty cash fund with a maximum         of $100.00.

 

27.5   Compensation for this position is set by the Executive Committee subject to the approval of the Board.  Compensation shall be reviewed annually.

 

27.6   The Administrative Manager will receive 20 hours paid vacations per year.

 

27.7   In addition, the Administrative Manager will receive 6 personal days, including         holidays or sick days.

 

28.     PROFESSIONAL PROGRAM COMMITTEE

 

28.1   The Professional Program Committee will be responsible for recommending the research programs that this Foundation will endorse and support.

 

29.     PUBLIC RELATIONS

                                                             

29.1   The Public Relations Committee will consist of five Trustees; one Trustee from each           District.

 

29.2   The committee will have an ongoing publicity program throughout the year for the general public, Lions, Lionesses and Leos in the Multiple District.

 

29.3   A one-page or more newsletter will be sent out to each District bulletin editor within two weeks of each Board meeting.  The Public Relations chairman is responsible for administering this system.

 

29.4   The committee chairman will work with Lions Vision Days chairman to make necessary reservations for display booths at the Multiple District 22 Convention.  Reservation to be made immediately following the January Board meeting.

 

29.5   All public relation releases, statement to the media, brochures produced by committees, video or audio tapes, etc. must be coordinated by or approved by the Public Relations Committee to ensure and maintain the proper corporate image as desired by the Foundation.

 

30.     NEWSLETTER EDITOR

 

30.1   The Newsletter Editor is a member of the Public Relations Committee.

 

30.2   The Foundation's newsletter, Lions Vision will be published a minimum of twice a

year.

 

31.     VOLUNTEER COORDINATION COMMITTEE

 

31.1   The Volunteer Coordination Committee will coordinate additional volunteer services through the Lions Clubs within the Multiple District for such programs as adopted by the Board.

 

31.3   The Foundation will pay for volunteer parking when transporting patients to the Lions Vision Research and Rehabilitation Center.

 

32.     GIFTS OR TOKENS OF APPRECIATION

 

32.1   Gifts and tokens of appreciation may be given to any person, other than trustees, who assist, promote or aid in any way the Lions Vision Research Foundation to achieve its mission.

 

32.2   All gifts and/or tokens of appreciation given in the name of this Foundation will be approved by the Board prior to the purchase of such gifts and/or tokens.

 

33.     FLOWERS

 

33.1   The Foundation is authorized to send flowers in case of serious illness or in case of death to members of the Board and their spouse or, if directed, the Foundation is authorized to make a contribution to the charity designated by the family of the deceased.

 

33.2   In lieu of flowers or contribution, at the direction of the Chairman, a fruit basket may         be sent.

 

34.     INDIGENT PATIENTS

 

34.1   The Lions Vision Research Foundation, Inc. does not accept any request for financial or material aid, but will send each request for assistance to the District Governor of the area in which the request originated and the District Governor will be responsible to forward it to a Lions Club for due process.  The Lions Vision Research Foundation may contribute to an indigent patient fund.

 

35.     DEPOSIT BOX

 

35.1   The Foundation has and is authorized to have a safe deposit box.

 

35.2   The Chairman of the Foundation Board and the Foundation Treasurer to be sole custodians of the keys until their successors are duly elected.

 

35.3   Bank and Box number to be on record with the Administrative Manager.

 

36.     POSTAGE

 

36.1   The Foundation has and is authorized to have bulk rate postage permits.  These bulk rate permits will be in Baltimore City and the residential area of the Newsletter Editor.

 

37.     STATEMENT

 

37.1   The word(s) Board, Foundation, L.V.R.F., Lion Vision Research and

Rehabilitation Center, Lions Low Vision Center and Board of Trustees are used in this document, sometimes interchangeably.  It should in every instance mean in the proper sense the functions and operations of the Multiple District 22 Lions Vision Research Foundation, Inc. as embodied in the Articles of Incorporation, and the By-Laws of the Multiple District 22 Lions Vision Research Foundation, Inc.

 

38.     AMENDMENTS

 

38.1   This Policy and Procedure Manual may be amended, repealed or altered, in whole or

in part, by majority vote of the Board of Trustees at any meeting at which a quorum is present.

 

38.2       No amendment shall be so reported or voted upon unless the same shall have been      furnished in writing to each Trustee no less than fifteen (15) days prior to meeting at    which the amendment is to voted on.

 

38.3   Each amendment shall take effect at the close of the meeting at which same was       adopted.