Lions Committee Charter Project

Definition:

 A “charter” is a simple document that sets forth a committee’s: 

·         major objectives

·         financial, manpower and communication needs

·         key responsibilities and activities

·         major timelines  

All these are needed for successful and consistent execution of a Lion project.    Successful and consistent execution is fundamental to our Club’s good name and standing in the community. 

 Purpose:  

  1. To aid and ease the committee’s planning efforts by formally documenting the scope, responsibilities, resources and lead times needed for a successful Lion project.
  2. To aid a new chairman or new committee member by using the Charter instrument as an education and orientation tool that will help him “hit the ground running” and contribute from the very beginning.
  3. To aid the Lion Board in helping the committee coordinate for success, specifically by knowing well in advance the committee’s overall plan, resource needs, and club (or community) communication requirements.
  4. To aid the Club so that every member stays informed well in advance.

Implementation Plan:

Prior to September 5th, 2008, the Lion Board requests EACH COMMITTEE CHAIR to call a meeting and fill in the information requested below.  To develop your charter, we recommend the following:

Objective Statement

With the aid of your committee, please write out the objective of your committee in one paragraph.  Your objective statement should be a precise summary of exactly what your committee is charged with doing, why we do it, when we have it scheduled, and what the end result is intended to be.  An example might read:   

The Breakfast with Santa Committee is responsible for organizing all the activities associated with this annual Lion event.  This event is conducted as a community service event that (describe what takes place and results intended).  The event is scheduled for (date) Committee members for 2008-2009 are Chair (name), (name), (name) (and so on) 

Resource and Time Planning

 After you have determined your objective statement, please consider the following minimum discussion items for your committee’s Charter development meeting:  

  1. Determine the key tasks and activities that need to be accomplished and who are going to be responsible for what by when. 
  2. Determine what your man power needs are going to be from the club, outside contractors, etc. 
        Do you need help for pre event activities besides the committee?  If so, note it.
        Also write down what specific human resource needs you have for the day(s) of the event itself. 
        Other?
  3. Determine how (and when) you will communicate all this to the club, and, if necessary, to the community.
  4. Based on the above, what is your committee’s budget need for this project and how it can be financed? 
  5.     It would be good to know a forecast for both expenses and revenues (if any to be collected.) 
  6.     Other?

Develop Planning Checklist 

With the information you discussed above, now please organize the information into a written checklist that documents all of the things need to happen during the life of your project.  Some examples might read: 

___ 1.  Hold committee planning meeting (X) months ahead of the event.

___ 2.  Determine number of Lions needed to work the event and what each Lion volunteer needs to do at the event.

___3.  Determine financial needs and present to the Board for review and club consideration by (date).

___4.  Place ads in the (date) and (date) Advocate

___5.  Report to club at (date and (date) Lions Meetings for volunteer sign ups.

 

These are just examples and in no particular order.  Every committee should produce a much more detailed list of “things to do” to build into their checklists and to help keep everyone organized and informed.   

Forward Your Charter 

Forward your charter (objective statement and checklist) to Lion President Mark (or PO Box 908) by September 5.  The Board of Directors will review your charter during the September 10th Board Meeting.  The charters will then be typed, formatted and distributed to all members immediately after the September 10th Meeting.   

Once all Charters are complete, the Board will then turn these individual charters into one chronological “Master Plan” (including a calendar) to be reviewed at each general meeting, and to help the club stay informed -- and on task -- all year long.

 

Thanks!

“Plan the Lion Work.  Work the Lion Plan”