It is during this Global COVID 19 Pandemic that we have the task of conducting our District Convention in which all the mandatory requirements are to be completed and reports finalised. It is our hope and prayer that the epidemic will end shortly, and the mankind will be free from the grievous sickness soon.
Now, we are not in a position to hold the fourth Cabinet meeting as planned and are forced to postpone our District Convention and the election from the originally planned date of 26 April 2020 to 30 May 2020, since 31 May 2020 is the last day advised by the legal division of Lions Clubs International to conduct the DG team election. This necessitates us to do certain amendments to the Official Call for the 16th Annual District Convention issued by me on 24th February 2020. It may be noted that other Official Call sent after that stands cancelled and this is an addendum to the official call dated. 24-02-2020.
1. The date of the 16th annual district convention is changed from 26 April 2020 to 30 May 2020.
2. The venue is changed to our District Office, Nattakom, Kottayam
3. More members are added to the Election Committee. They are Lion M R P Pillai ( L C of Adoor, Lion Jacob Baby (L C of Kaduthuruthy) and Lion Jose Abraham Thengil, Lion Roy Jose and Lion Dr Melvin Jose ( L C of Changanacherry)
4. Last date for filing nominations is 15 May 2020.
There will not be any change in any matter other than the above items specified in the official call.
If we are unable to conduct the convention and election in the manner specified in the official call, alternative procedures will be followed.
As per the following decisions taken at Multiple level based on the directives from Lions Clubs International we will stick to the old cut-off date of District Convention reported to LCI with respect to the Delegates quota in voting. (That means the delegate quota will be based on 1st March 2020 membership data, which was already published.)
It is decided not to collect the dues in Cheque / DD and give voting right to Clubs. As LCI is relaxing the 15 days’ deadline to pay the dues, District Governors can give voting right to Clubs, if they make the payment via online to Mumbai office or transfer the amount to District Account or pay the amount in cash. Clubs are requested not to remit International dues directly to Mumbai after 20th May, but to pay to the District directly.
Even if the polling is done at Regional Centres, counting of the votes should be done at a single place in the presence of all candidates or their election agents as per the instruction of LCI.
In this context, the following may also be noted by the clubs and actions taken accordingly for a smooth conduct of the election.
Both International and District/Multiple dues necessarily need to be cleared by all clubs, preferably by May 15 and a “Good Standing” acquired so that the final list of credentials will be known to the district, for an online voting, if the situation warrants us to do so.
List of delegates/alternate delegates must be sent to the District before May 15 in a revised format which is attached separately containing Member Number, Mobile number and Email id of delegates and alternate delegates. This is essential in the eventuality of our opting for an online voting, if assembly of people are not permitted even by the end of May.
Credentials list will be issued 48 hours prior to the voting for region wise and online voting. Changes if any will be intimated in due course.
Election of DG team at the 16th District Convention on 30 May 2020
The following are the various modes of balloting proposed to suit various contingencies that may exist on 30 May, 2020.
A. Government permits gatherings and meetings and Inter District movement is allowed.
One Day Convention in the normal way, as per the agenda communicated in the brochure issued from the District Office with only change of date as 30th May instead of 26th April and Venue as Kottayam instead of Ramapuram.
B. Government permits only a small gathering of 20 or similar number, but inter district movement is permitted.
No meeting, Discussion, Necrology,Food or Fellowship will be held. Only Election will be conducted at a Polling booth set up in District Office, Kottayam. Venue will be intimated separately, if there is any change. Polling time will be so arranged that at no time, gathering above the number as stipulated by the Government is present at the Polling booth. Separate time slots will be allowed to Clubs coming within each Region/Area to cast their Votes. For e.g.: 9.00 to 9.30 am - Clubs in Region 1/Area and so on for all the 14 Regions. Balloting will be over by 3.30 pm. PDGs can cast their votes at any time according to their convenience. Immediately after balloting, votes will be counted, and results announced.
C. Government permits only small gathering and inter district movement permitted only in a restricted way.
Polling booths will be established in different parts of the District, so that delegates can cast their votes without crossing the Revenue District boundaries. Polling in each booth will be supervised by a Committee headed by a PDG nominated by DG with the presence of an election committee representative. Arrangements will be made for issue of credentials and ballot papers at these Centres. On completion of the polling, ballot boxes will be sealed and brought to District Office and counting will be done at the District Office in Kottayam.
D. Online Voting
If lock down of the nature now in force is declared again and permission is not granted for moving out of residence for voting, Online voting will be conducted.
In all above options, polling venues, and other necessary information/directions will be informed minimum 48 hours in advance and all efforts will be taken to safeguard the secrecy of the voting.
District Governor will adopt any one of the above Election Procedures which would be most appropriate for the then prevailing circumstances and any other relevant actions for the smooth conduct of the convention/election.
Yours in Lionism
Lion Maggie Jose
District Governor – 318 B
Pala
05 May 2020.
