LCI Rules


1. CONSTITUTION

1-1     The name of the Association shall be Ladies’ Circle International (LCI).
1-2     The motto of the Association shall be “Friendship & Service”.
1-3     The constituent members of the Association shall be the founder member National Associations of GB&I, Denmark and Sweden, together with all other Member Countries affiliated to the Association in accordance with Rules 4-3, 4-4, 4-5, 4-6, 4-7 and 4-8.
1-4     The affairs of the Association shall be administered by the LCI Board and the LCI Council. Unless contravening any other rules, the LCI Council may perform all powers and duties vested in the Association.
1-5     The Association may decide to associate with other organisations having similar aims and constitutions. Such a decision shall be made at a LCI Annual General Meeting (LCI AGM) at which at least 75% vote in favour.
1-6     A decision to wind up or suspend the affairs of the Association can only be made at an LCI AGM.
1-7     The official working language in LCI is English
1-8     The LCI Year runs from the 1st of July to the 30th of June the next year
1-9     The Association is open to women between the age of 18 and 45

2. DEFINITIONS

2-1     “The LCI Board” – The administrative body consisting of the President, the Vice President, the Immediate Past President, the Secretary, the Treasurer and the Weblady.
2-2     “The LCI Officers”: The members of the LCI Board.
2-3     “The LCI Councillors”: The representatives of the Full Member Countries entitled to vote at the LCI AGM, usually the National President and the National Immediate Past President or their approved deputy.
2-4     “The LCI Council”: The administrative body consisting of the LCI Officers and the LCI Councillors.
2-5     “Annual General Meeting”: The highest Authority of the Association. A Meeting shall be organised once a year, normally in the end of August / beginning of September (LCI AGM at the LCI Conference. See Rule 7-3).
2-6     “Full Membership”: See Rules 4-7 and 4-8.
2-7     “Associate Membership”: See Rules 4-3, 4-4, 4-5 and 4-6.
2-8     “Capitation Fee”: Membership fee from all Member Countries payable each year. See Rules 8-10, 8-11, 8-12 and 8-13.
2-9     “Affiliation Fee”: Payment from Associate Member Countries payable on the charter of the No 1 Circle. See Rules 8-8 and 8-9.


3. AIMS AND OBJECTIVES

A.     To promote international friendship, understanding and goodwill by encouraging members to extend their knowledge of each other and other people.
B.     To promote, co-ordinate and develop the extension of Ladies’ Circle throughout the world.
C.     To be non-political and non-sectarian.
D.     To promote, co-ordinate & develop working relationships with Round Table wherever possible.


4. RULES GOVERNING MEMBERSHIP

Formation of a Ladies’ Circle
4-1     A Circle may only be formed in connection with another Circle or in connection with Round Table.
4-2     A. All new countries applying for Membership of LCI, should adopt the name Ladies’ Circle.
B. No Circle shall be recognised to be a Ladies’ Circle unless:
a. It has the motto “Friendship & Service”
b. It adopts a retirement rule requiring active members to retire not later than the age of 45
c. It is non-political and non-sectarian
d. It provides an opportunity for its members to engage in social or service activities and discussion
C. All the member countries in LCI shall deliver a copy of the National Ladies’ Circle logo to the LCI Board.

Associate Membership
4-3     The first Circle in any country will receive automatic Associate Membership of LCI upon the charter of the first Circle. The Aims and Objects of that country shall be sent to the LCI Board (addressed to the LCI Secretary) for approval by 10 June prior to the LCI AGM at which it will be considered. The application shall be included on the LCI AGM Agenda circulated to all Member Countries.
4-4     All additional Circles chartered in an Associate Member country shall automatically be included in that Associate Membership.
4-5     Associate Member Countries shall receive all correspondence from LCI.
4-6     Associate Member Countries may, at their own expense, send representatives to any LCI AGM. Such representatives may not vote or propose amendments to the LCI Rules.
4-6-1 Associate Member Countries shall have a right to host Mid Term Meetings on an equal basis with Full Member Countries.

Full Membership
4-7     When an Associate Member country fulfils each of the following conditions this country may apply for Full Membership of LCI:
a. THERE SHALL BE A MINIMUM OF THREE CIRCLES IN THE COUNTRY.
b. There shall be an elected National Board, which has worked for two consecutive years.
c. The LCI Board shall have approved the National Association’s Constitution and Rules.

Such an application shall be received by the LCI Secretary by the 31st of December prior to the LCI AGM at which it will be considered and shall be included on the LCI AGM Agenda and voted by the LCI Councillors together with the LCI Boards’ report to be circulated to all Member Countries.
4-8     A new Full Member country shall not have the right to propose new or amend existing rules, offer to host a LCI Conference or propose candidates for LCI Office until the LCI AGM following the one at which they are granted Full Membership.

Termination of Membership
4-9     If a Full Member Country or Associate Member country does not pay Capitation Fee / Affiliation Fee or / and does not keep in contact with LCI for two years, then their membership shall cease to exist.
4-10    If the number of Circles in a Full Member country remains less than three for three consecutive years its full membership is terminated. The termination of the full membership has to be declared at the following LCI AGM; thereafter the country in question retains the status of Associate Member country.
4-11    Upon termination of the membership the member of the Association shall surrender its Charter Certificate and is thereafter not allowed to use the name, emblem or insignia of the Association in any way whatsoever.


5. LCI BOARD: NOMINATION, POWERS AND DUTIES

International Vice President
5-1     The LCI Council shall at the LCI AGM elect a Vice President. Candidates should, before the commencement of the Vice Presidential term of office, have served for a total of two years in any of the following offices: Area Chairman, National Officer in their own National Association, LCI Treasurer, LCI Secretary or LCI WEBLADY All candidates must be active members of their own Full Member Association at the time they become International President.
5-2     The Vice President shall serve in office for one year.
5-3     The Vice President shall serve as International Contact Lady.
5-4     The Vice President shall automatically become International President.

International President
5-5     The President shall serve in office for one year.
5-6     If the Vice President is unable to take office as President, a President shall be elected together with a Vice President in accordance with the LCI Rules.
5-7     The President or another Officer officially appointed by her shall charter the first Circle in a country.
5-8     The President shall automatically become Immediate Past President.

International Immediate Past President
5-9     The Immediate Past President shall act as Extension Officer.

International Treasurer
5-10     The LCI Councillors shall at the LCI AGM elect a Treasurer. Candidates should, before commencement of the term of office as Treasurer, have served for at least one year either as Area Chairman or as an elected National Officer in their own National Association. All candidates must be active members of their own Full Member Association at the time they become Treasurer.
5-11     The Treasurer shall serve in office for a minimum of one year and a maximum of two years. As a candidate she shall indicate for which term she intends to serve.

International Secretary
5-12     The LCI Councillors shall at the LCI AGM elect a Secretary. Candidates should, before commencement of the term of office as Secretary, have served for at least one year either as Area Chairman or as an elected National Officer in their own National Association. All candidates must be active members of their own Full Member Association at the time they become Secretary.
5-13     The Secretary shall serve in office for a minimum of one year and a maximum of two years. As a candidate she shall indicate for which term she intends to serve.

International Weblady
5-14     The LCI Councillors shall at the LCI AGM elect a Weblady. Candidates should, before commencement of the term of office as Weblady, have served for at least one year either as area chairman or as an elected national officer in their own national association. ALL CANDIDATES MUST BE ACTIVE MEMBERS OF THEIR OWN FULL MEMBER ASSOCIATION AT AT HE TIME THEY BECOME WEBLADY.
5-15     The Weblady shall serve in office for a minimum of one year and a maximum of two years. As a candidate she shall indicate for which term she intends to serve.

Nominations
5-16      No Full Member country may nominate a candidate for the LCI Board without the consent of the candidate. Nominations shall be circulated within and approved by the National AGM or National Board.
5-17     Nominations for the offices of Vice President, Treasurer, Secretary and Weblady shall be received by the LCI Secretary by June 10th and shall be sent by her to all Member Countries no later than July 10th
5-18     No Full Member country shall nominate the same candidate for two international posts at the same LCI AGM.
5-19     When there are no candidates for office, nominations from the floor can only be accepted with the consent of the candidate and the support of her own National Board.
5-19.1) A holder of office on the LCI Board, namely Vice President shall be no more than 42 years by 30th of June, for the year her nomination is send for Vice President, LCI.
5-19.2) A holder of office on the LCI Board, namely IPP, Secretary, Treasurer and Weblady shall be no more than 44 years of age during the period she is an LCI Officer. If she is 45 years before the 30th of June in her last year in LCI office, she is allowed to continue on the LCI Board until the following LCI AGM.
5-19.3) All LCI Nominees have to attend the Councillor’s Meeting and Annual General Meeting at the LCI Conference.

Duties
5-20     The LCI Board shall be responsible for the promotion and development of LCI, and for the co ordination and administration of the Association. The LCI Board shall act on behalf of the LCI Council.
5-21     There should be a substitute for the following officers in the LCI Board: Treasurer, Secretary and Weblady. The substitute for the office of the LCI Treasurer, LCI Secretary and LCI WEBLADY should be co opted by the LCI Board for the duration of the term of that Board. The first choice for substitute is the intermediate Past LCI-Treasurer, past LCI Secretary or past LCI Weblady for the duration, even if they are not active members any more. If such a person is not available, then a substitute Board Member should have previously held office in the National Board of a Full member country and be an active member of her National Association for the duration of her term as substitute LCI Board Member. For the position of LCI Weblady, the LCI Board is allowed to outsource the administration of the website.


6. LCI COUNCIL: NOMINATION, POWERS AND DUTIES

6-1     Each Full Member Country may be represented in the LCI Council by two LCI Councillors. LCI Councillors should normally hold office for two years, but may continue for a third year at the discretion of the LCI Board. The LCI Councillors shall be active members in their own National Association.
Footnote: The working period of each LCI Council begins immediately after the LCI AGM and ends immediately after the next LCI AGM. Usually the LCI Councillors of a Full Member Country are, at time of the Conference, the National Immediate Past President and the National President.
6-2     If a LCI Councillor is elected as a LCI Officer of the Association, the country she represents shall appoint a new LCI Councillor in her place.
6-3     If a LCI Councillor is unable to attend a meeting of the LCI Council, an accredited deputy may attend in her place.
6-4     Any change in LCI Councillors must be notified in writing to the LCI Secretary as soon as possible.
6-5     The LCI Council shall be responsible for directing, controlling and administering the Association and its finances, properties and monies.
6-6     The LCI Council shall have the power:
A. to grant and revoke Certificates of Affiliation
B. to promote such activities as seem necessary to achieve the purposes of the Association
C. to appoint committees as required and to define their duties and powers


7. RULES GOVERNING THE AGM, COUNCIL AND BOARD MEETINGS

7-1     The LCI President shall preside at all meetings of the LCI Council and the LCI Board. If she is unable to attend a meeting, the LCI Vice President or another appointed deputy shall take her place, except for the LCI AGM at which the LCI Immediate Past President shall preside.
7-2     A meeting of the LCI Council shall be held in conjunction with the LCI AGM.
7-3     The LCI Council shall hold a LCI AGM at time and place decided by the LCI Council and may meet at such other times as the LCI President may decide.
7-4     The venue of an LCI AGM shall be decided three years in advance. Any Full Member country wishing to invite the Association to hold a LCI Conference in its country shall
send an application to the LCI Secretary no later than June 10th prior to the LCI AGM at which the application will be considered.
7-5     When an application to host a LCI AGM is made by a Full Member country, a full feasibility study should be undertaken, including details of accessibility of the venue, and presented to the LCI Board before such applications shall be considered. Once the LCI Board is satisfied that the application complies with all the requirements, details should be sent out to all the Full Member Countries for their consideration together with the LCI AGM Agenda.
7-6     Proposals, nominations and applications may be submitted by Full Member Countries to the LCI AGM and shall be received by the LCI Secretary no later than June 10th prior to the LCI AGM. The respective National Boards should have approved these proposals, nominations and applications.

7-7     Notice of the LCI AGM, containing details of all proposals, nominations and applications to be considered, shall be sent out by the LCI Secretary to the members of the LCI Council and to the National Presidents / Chairmen of the Associate Member Countries no later than 10th July prior to the LCI AGM.
7-8     Any applications for Associate Membership and Full Membership of the Association shall be circulated to all Member Countries together with the Agenda for the LCI AGM.
7-9     The LCI President shall have the option to appoint a Chairman for the LCI AGM, if she so wishes. The LCI Council shall elect the Chairman.
7-10     At each LCI AGM, the following business shall be transacted:
A. Notice convening the meeting
B. Confirmation and adoption of the Minutes from the previous LCI AGM
C.President’s Report
D. Vice President’s Report
E. Immediate Past President’s Report
F. Secretary’s Report
G. Treasurer’s Report
H. Weblady’s Report
I. Determination of Capitation fee
J. Election of Officers
K. Proposals submitted by the Board
L. Proposals submitted by Member Countries
M. Incoming President’s Address
N. Any Other Business
7.11     THE MINUTES OF THE MEETINGS FOR THE COUNCILLORS’ MEETINGS, AGM AND INTERNATIONAL CONTACT MEETING SHALL BE FINALISED TOGETHER WITH THE 2 MINUTE SECRETARIES AND THE LCI SECRETARY WITHIN 30 DAYS AFTER EACH RESPECTIVE MEETING. ALL THE MINUTES ARE TO BE DISTRIBUTED TO ALL THE LCI COUNCILLORS.

Voting system, alterations to rules and standing orders
7-12     The quorum for any meeting of the LCI Council shall be two thirds of the members.
7-13     The LCI Officers and 2 LCI Councillors from each full Member Country shall conduct the business of the LCI AGM. Each Full Member country has two votes. If any Country can only send one LCI Councillor she can use all the votes that the country is entitled to have.
7-14     The LCI Officers do not have the right to vote, with the exception of the LCI President, who shall have a casting vote, where necessary.
7-15     All resolutions regarding finance must be passed by a 75% majority of the members of the LCI Council present.
7-16     Voting shall normally be by show of hands. In the election of LCI Officers, LCI Conference venue, LCI Charity Project or when specially requested, voting shall be by secret ballot and where there are more than two candidates or choices the single transferable voting system shall be used.
7-17     In the event of an equal division of votes, the LCI President shall have a casting vote.
7-18     All Member Countries shall be given a copy of the LCI Directory, Rules and Guidelines.
7-19     No new rule or amendments to the LCI Rules may be made except by the decision of the LCI Council at the LCI AGM at which at least 75% of the members of the LCI Council present vote in favour.

7-20     Proposals and proposals for alterations carried at a LCI AGM shall take effect immediately after the closure of the LCI AGM.
7-21     A group of administrative changes on rules and guidelines may be voted for in block. If there is a correction or amendment to one of the proposed changes to rules or guidelines, this will be voted for separately.


8. RULES GOVERNING FINANCE

8-1     The funds of the Association shall be derived from Affiliation Fees and Capitation Fees.
8-2     The financial year shall start on the 1st of July and end on the 30th of June.
8-2-1  The official currency of LCI is Euro (EUR).
8-3     An Audit of Books and Accounts of the Association shall be prepared before the LCI AGM by an external auditor. The LCI Treasurer shall submit the statement of accounts with her report to the LCI Council at each LCI AGM.
8-4     Each Member Country shall be responsible for raising by agreement with its affiliated Circles all funds necessary for the conduct of its National affairs.
8-5     No Member Country shall commit the Association to any financial or other undertaking without the express authority of the LCI Council.
8-6     No Member Country shall be granted any part of the funds of the Association except as provided for in these LCI Rules.
8-7     Should the affairs of the Association be wound up, any realised assets (after payment of all debts and liabilities) shall be divided among the Member Countries on a per capita basis. Membership figures in that case shall be taken from each country’s most recent payment of Capitation Fees.

Affiliation Fee
8-8     Associate Member Countries shall pay a ONCE OFF Affiliation Fee of Euro 40.
8-9     On accepting Full Membership, each country shall pay a further fee of Euro 120 ANNUALLY.

Capitation Fee
8-10    Full Member Countries and Associate Member Countries shall submit to the LCI Treasurer a statement of membership for the incoming year by June 10th. The Capitation Fee due in next October shall be determined, based on this figure.
8-11    The Capitation Fee will rise by Euro 0,25 with effect from September 1st each year, this to be reviewed each year for the following year.
8-12    Capitation Fee is due before October 31st. The Fee shall be paid in Euro.
8-13    The penalty for late payment of the Capitation Fee (after October 31st) will be Euro 0,16 per member with a minimum penalty of Euro 80.

LCI Board
8-14    The LCI Treasurer shall submit an Annual Budget of income and expenditure for the following year, for the approval of the LCI Council at the LCI AGM.
8-15    For day to day operations of the account all bank withdrawals will be authorized by the LCI Treasurer solely or any two of the LCI P, LCI VP, LCI IPP jointly.
8-16    The LCI Officers shall serve without any remuneration whatsoever. The LCI Officers shall receive a contribution to the expenses incurred by their respective offices. The sums involved shall be reviewed annually.

8-17    Travelling and subsistence allowances as may from time to time be decided by the LCI Council shall be paid to all LCI Officers.
8-18    The LCI Board has the authority to move the LCI bank accounts, should they consider it advisable.

LCI Annual General Meeting / LCI Conference
8-19    Travel expenses in respect of the LCI AGM shall be paid to one LCI Councillor from each Full Member country, but such countries shall be responsible for the first Euro 120 of any claim (AS PER RULE 8.9). Travel shall be arranged by the cheapest, most direct route, and no more than economy class return airfare shall be paid, less the aforementioned Euro 120. The money saved as a result of this rule shall be paid into the Associate Member Fund. Subsistence allowances in respect of the LCI AGM shall be paid to one Councillor from each Full Member Country. To include Conference Registration, Councillors Meeting & Lunch, the AGM and Lunch, the Gala Dinner and the International Contact Meeting. Only those meetings and events attended by the Councillor can be claimed.
8-20    Travel costs shall be notified to the LCI Treasurer by June 10th prior to the LCI AGM. Payment will be made to the full member country within three months following the LCI AGM. No payments will be done before receipts have been received by the LCI treasurer.
8-21    The LCI Officers shall on behalf of the LCI Council and in conjunction with the country hosting the LCI AGM be responsible for the arrangements and shall make the necessary financial provisions out of the funds of the Association in respect of such a meeting.
8-22    A LCI AGM Fund is set up to provide loans to the hostess countries for the LCI Conference. From this Fund, the LCI Board shall loan the hostess countries sufficient money to pay the initial expenses of a LCI AGM. These loans are interest free and payable by LCI Board to the hostess country within one month of the LCI AGM at which the invitation is accepted. These loans are repayable by the date of that LCI AGM, at the latest.
8-23    Surplus funds resulting from an LCI AGM shall be apportioned as follows:
A. 40% to be decided jointly by the National Board of host Country and the host Circle / Area.
B. 25% to the LCI Travel Fund
C. 15% to the LCI Charity Fund
D. 10% to the Extension Support fund
E. 10% to the LCI Associate Member Fund
8-24    No financial provision shall be made from the funds of the Association for any social function held in conjunction with the LCI AGM.
8-25    The National Association of the hostess country shall have the ultimate responsibility for the LCI Conference and its finances.
8-26    An Audit of Books and Accounts AND A LETTER OF CERTIFICATION of the LCI Conference shall be presented to the LCI Board by an external auditor no later than the 31st of December the year of the LCI Conference. The organizing Circle/Area may not use their share of the LCI Conference surplus before approval by the LCI Board.
8-26.1.1 Profits, if any, from the LCI Conference has to be transferred to LCI account by the host country within 15 days of submission and acceptance of the LCI Conference financial report.
8-26 ELECTED nominees for LCI offices will be reimbursed with the fees for the following: early registration, Councillor’s Dinner, Councillor’s Meeting and Annual General Meeting AND GALA DINNER. AN ELECTED nominee is not eligible for LCI travel fund (rule 10-4).


9. STANDING ORDERS FOR LCI ANNUAL GENERAL MEETING

9-1     Record shall be kept of the attendance of the LCI Officers and voting LCI Councillors.
9-2     The quorum for any LCI AGM shall be a number equal to 2/3 of the Full Member Countries.
9-3     The Board shall appoint two Tellers, who shall be responsible for reporting to the Chairman of the meeting the result of all voting. Voting on all proposals shall be by show of hands except when a written ballot is specifically requested. In the case of election of LCI Officers, Conference Venue and Charity Project the voting shall always be by secret Ballot. The appointed tellers will ensure that all Ballot Papers, when used, remain confidential to the meeting at all times. If there are more than two Candidates or choices the Single Transferable Voting System will be used.
9-4     Any member attending the LCI AGM may speak on any resolution but only the LCI Councillors may vote.
9-5     In the event of any equal division of votes the LCI President shall have a casting vote.
9-6     Procedure to be followed when dealing with resolutions:
A. Any resolution may be discussed by the Meeting before it is voted on.
B. At this stage any voting LCI Councillor subjected to the approval of the Chairman may propose an amendment
C. When an amendment has been proposed, it must be voted on and must be settled before any other amendment can be considered. A straight majority is needed to accept an amendment.
D. If the voting is against the amendment, then it is lost, and the Chairman will then ask for any other amendments. If there are no more amendments, the original proposal will then be voted upon in accordance with Rule 7-18.
E. If the voting is for the amendment it is therefore carried and becomes the amended motion, to which any further amendments can be proposed and dealt with as in (b) and (c) above. The final amended motion then becomes the substantive motion (the new proposal) and as such must be voted on in accordance with Rule 7-18.
F. If the voting is against the substantive motion, it means that the whole proposal is lost and on no account does the meeting return to the original proposal.
9-7     The Chairman’s ruling on any point of order shall be final.
9-8     These Standing Orders can only be suspended or altered by a 75% majority of the voting LCI Councillors present at the LCI AGM.
Recommendations
9-9     LCI Councillors who attend the AGM as voting delegates should, wherever possible, be the National President and the National Immediate Past President of each Full Member Country.
9-10    After the LCI AGM the National Vice President of each Full Member Country should become LCI Councillor instead of the National Immediate Past President.
9-11    It is recommended that should a Full Member Country wish to raise an amendment to any LCI AGM Proposal that they provide the LCI Councillors and the LCI Board with feedback at the councillors meeting.


10. RULES FOR THE LCI TRAVEL FUND

10-1 Purpose
The purpose of the Fund is to promote friendship, understanding and networking between members of LCI by individual contact and understanding of the functioning of Ladies’ Circle in Member Countries of LCI.
Suggested ways of raising money:
1. Half of the Conference Tombola surplus.
2. Voluntary donations from LCI countries.
3. In accordance with LCI Rule 8-23.
10-2 Division of the Travel Fund
The LCI Board decides each year on how many allowances and how much money is allocated, based on the current financial situation of the travel fund. The candidates have to fulfil the existing rule. Applications must reach the LCI Board no later than the 31st of January.
The allowance can be applied by individual Ladies, but is paid out to the national board bank account of the applicant country.
10-3 Administration
The LCI Board shall together form the Committee and the LCI Immediate Past President shall be the Chairman.
10-4 Choice of Candidates
The candidate must have been an active member for at least two years prior to the date of application and must have at least one year left as an active member by the time the journey is undertaken. She may be a member of a Full or Associate Member Country.
There will be no limitation to the number of the applications from different countries. All applications are to be received prior to travel. Applications for MTM meetings are to be received by the 31 October. Applications for LCI conference are to be received by 31 January. Applications for all other events are to be received one month prior to travel. It is not forbidden for a husband/partner to accompany her on the tour. Present LCI Officers and LCI Councillors (National President, VP and IPP or any other officially appointed Councillor) and ELECTED nominees are not eligible for grants. The Committee will use their discretion on selection.
10-5 How to apply
Applications shall be made on the Application Form which is available from the LCI website. The Application Form shall be submitted to the applicants National Board who will then forward it to the Chairman of the Travel Fund (LCI IPP) with a copy to the LCI Treasurer, having endorsed criteria as per rule 10-4.

The information to be given includes:
1. Which country or countries to be visited.
2. When, why and for how long the visit will be made.
3. Proposed budget for travel.
4. REPORTS TO BE SUBMITTED IN PDF FORMAT.
The granted travel fund will be remitted to the National Board’s account no later than two months after the event. Prerequisites for payment are receipt of confirmation of registration, travel expenses invoice, proof of attendance and Travel Report to be received within four weeks of the event.
10-6 Travel arrangements
The National Board of the country to be visited can be asked to arrange a tour. The recipient of the grant must take pictures during her journey to describe her journey/experiences for other circles when she returns home. She must write a travel report for the LCI website and a report for her National Magazine/website within 30 days of the trip, A Circler can ask the hosting circle/country for home-hosting if possible. If the hosting circle would like to have some information about the traveller’s country or way of life, she should be helpful and prepared to inform them. She might also tell her fellow circlers about her trip to inspire them to travel within the LCI. The recipient can combine the LCI visit with a private holiday at her own cost and arrangements.


11. RULES FOR THE LCI CHARITY FUND

11-1     The Charity to receive the money shall be decided every second year in advance. A National Treasurer can pay donations to the LCI Charity Fund Account at any time during the year.
11-2     Interest earned from money in the LCI Charity Account shall be added to the sum to be donated to the chosen charity.
11-3     Full Member Countries and the LCI Board can nominate a project. An Associate Member Country can nominate a project with the support and approval of their Godmother Country or a Full Member Country. The Full Member Country has to have the administrative, legal and financial responsibility of the project. The countries can only nominate one project each. The nomination must first have the approval of the National Board of the country applying for the project. A short written explanation (100 – 150 words) concerning the intended use of the money shall be sent to the LCI Secretary by the 31st of October in the year prior to the AGM to be presented at the following MTMs.
11-4     A vote shall be taken at the LCI AGM between the suggestions received.
11-5     Following the Charity project receiving the vote on the LCI AGM, all the monies paid to the LCI Charity project will go to the benefit of the project accepted. All the administrative costs of the project are to be taken care of by the National Board of the country nominating the project.
The first payment to the Project can be made as soon as a reasonable amount has been collected. The following payments shall be made after a report is given to the LCI Board concerning the proceeding of the project.
The National Board of the country proposing the project shall be responsible for overseeing the project and for ensuring that the monies are used for the intending charity during the project. In the absence of a National Board the LCI Board or the National Board of a Full Member Country named in the LCI AGM would undertake the responsibility. The LCI Board has the right to intervene in the project if the requirements mentioned above are not fulfilled.
11-6     The time limit for donations to the LCI Project is the 30th June in the second year of the project. Money received later will automatically go to the next project elected at the LCI AGM.
11-7     A representative or any nominee Councillor appointed by the country receiving the money shall give a brief report on the proceedings of the project in the three subsequent LCI AGMs after the LCI AGM, where the Project has received the vote. A written half year report should be delivered to the LCI Board six months after the LCI AGM. This report should be distributed to all the National Boards. A written full year and financial report should be delivered to the LCI Board not later than July 10th prior
to the LCI AGM. This report should be distributed to all the National Boards. Enquiries concerning
Charity Projects that has been started should be answered within 30 days by the LCI Board.
11-8     If for any reason it proves impossible to use the money during the two years following its receipt, it shall be returned to LCI and the amount added to the Fund for distribution at the next LCI AGM.
11-9     Every Charity project should last for two years.
11-10   The host of the LCI ISP is responsible to submit an audited report on completion of the project, no later than the following LCI AGM.


12. RULES FOR THE ASSOCIATE MEMBER FUND

The fund shall be financed by money saved in accordance with Rules 8-19 and 8-23 (d). The purpose of the fund shall be to give financial assistance to Associate Member Countries to attend the LCI AGM.

12-1     The LCI Board shall together form the Committee and the LCI Treasurer shall be the Chairman.
12-2     The Associate Member Countries shall be listed in order of charter date, and new Member Countries shall be added successively to the end of the list (please see below)
12-3     Travel by the cheapest method, conference early registration Fees, Councillors Meeting and Lunch, Annual General Meeting and Lunch, The Gala Dinner and the International Contact Meeting and Lunch shall be offered to as many countries on the list as the Fund can afford (one representative per country) in the listed order. The aim shall be to use as much money as possible from the Fund each year. Only meetings and events actually attended will be paid from the Fund.
12-4     After an Associate Member country has received money in accordance with these rules, that country shall automatically be moved to the bottom of the aforementioned list.
12-5     The offer of money shall be made to the National President / Chairman Circle No. 1 or by her officially delegated board member at least one year in advance of the LCI AGM in respect of which the offer is made (she has to participate in both the LCI Councillors’ Meeting and the International Contact Meeting). If a country does not accept the offer within the time limit specified by the Committee, the offer shall then be made to the next country on the list. IF THERE ARE SUFFICIENT FUNDS TO COVER ADDITIONAL COUNTRIES, IT WILL BE AT THE LCI BOARDS’ DISCRETION TO OFFER FUNDING TO ADDITIONAL ASSOCIATE MEMBER COUNTRIES
12-6     In the case of a country declining an offer two consecutive years, that country shall then be moved to the bottom of the list, except at the discretion of the LCI Board.
12-7     The recipient of money in accordance with the above shall send a report of her journey and experiences of the LCI AGM to the Fund Committee within two months of the conclusion of the LCI AGM.
12-8     The recipient will be reimbursed as soon as LCI Treasurer has received confirmation of the registration and a copy of the travel invoice. Reimbursement will be by remittance before or during the conference.


13. RULES FOR THE EXTENSION FUND

The purpose of the fund is to facilitate the work of a godmother and godchild country and to support the member countries in case they need help.
The fund shall be financed according to rule 8-23 and guideline 7-6, part of the sales of the LCI-shop and donations.

13-1    A godmother country can apply for support for:
a. visit to the new circle country in formation
b. attending the charter of the new member country
c. visit to the member country after the charter if assistance is required (e.g. in case of problems, for forming a National Board)
d. visit of the member country to the godmother country (e.g. for the AGM, special anniversary)
e. visit to the godchild country to help and encourage them towards full membership
13-2     The godmother country (National Board) fills in a form specifying:
a. costs of the visit
b. reason of the visit
c. motivation
13-3     The costs will be reimbursed up to a maximum of half of the declared costs. It depends on the number of applications and the available fund. Reimbursement will be to the National Board’s account as soon as LCI Treasurer has received the copy of the invoice.
13-4     The IPP on the LCI Board, responsible for extension, is chairman of the extension support fund committee, formed by the LCI Board.
13-5     The country / countries receiving the support fund shall write a report on their visit and experiences within two months after the visit and send this to the LCI Board.
13-6     In the year report of the LCI Board a specific report will be given on the fund.
13-7     The extensions support fund will be filled for the first time by the surplus of LCI: Euros 5000. Thereafter the fund will be filled by money from the LCI conference surplus (15%) and the Tombola (25%).
13-8     The National Board of your Ladies’ Circle must support the application for the Extension Support Fund Grant from the country. Maximum two applications can be submitted from a member country during each Circle year.


14. RULES FOR INTERNATIONAL TRANSFER

14-1     A Circler who moves to another LC Country is eligible to become a member of that country.
14-2     When a Circler moves from one LC country to another, her national vice president contacts the vice president (or contact lady) of the country she moves to, in order to establish contact with the circle she should get transferred to.
14-3     If a Circler moves from one LC country to another she will have to follow the rules and guidelines in her new LC Country. This implies that she has to follow the age rule of the new country. However, rules related to membership of the new country in association with Round Table will not be applicable to the transferred circler.

These guidelines contain practical advice for the work in Ladies’ Circle International (LCI) and its Member Countries and some rule-like practices that have been decided by the Council of LCI. The Councillors’ Meeting can change these Guidelines by a straight majority of the votes cast and automatically by the LCI Board after such rule changes that involve these guidelines as well.

15. GENERAL