Lions Clubs International
District A5
Policy Manual
Section Three
Lioness Chair
SECTION ONE
A-5 Lions Convention
(1) Convention Advisory Committee
Purpose: The Convention Advisory Committee has the
responsibility to insure that the District A-5
Convention Host Committees carry out the
requirements of the Constitution & By-Laws and the
directives of the District A-5 Cabinet.
Selection of Convention Advisor:
The District Governor shall appoint, annually, a
District A-5 Convention Advisor who is a Past District
Governor of A-5 or has served as a Host Committee
Chairperson. It is recommended that the Advisor be
selected from the Region in which the current
District A-5 Convention will be held, as it may be
necessary to attend some meetings of the
Convention Host Committee.
Membership of Convention Advisory Committee:
The Convention Advisory Committee shall consist
of the District A-5 Convention Advisor, the current
District A-5 Convention Host Committee
Chairperson, the next year following Host
Convention Committee Chairperson and the
immediate Past District A-5 Convention Host
Expenses:All members of the Convention Advisory
Committee except the current year Host Committee
Chairperson, shall receive expenses in accordance
with the MD "A" Rules of Audit, (paid for by District
A-5) when attending meetings, duly called for by
the District A-5 Convention Advisor, or when
requested to make reports to the District A-5
Cabinet. Expenses for travel, Hotel or meals for
the current year Host Committee Chairperson will
be at the expense of the Host Committee.
Example: Convention Advisor MD "A" Rules of Audit
Current Host Committee Chairperson Convention Expense
Immediate Past Host Convention Chairperson MD "A" Rules of Audit
Next Convention Host Convention ChairpersonMD "A" Rules of Audit
Convention Advisor Job Description:
1. To guide the District A-5 Cabinet regarding District A-
2. To advise and oversee the Host Club/s Convention
Committee activities including matters of protocol and
3. To attend and convene meetings of the District A-5
Convention Advisory Committee as required and to
appoint a replacement when unable to attend.
4. To prepare an agenda for such meetings and
distribute to all members of the Convention Advisory
Committee well in advance of the meeting.
5. To prepare minutes of all such meetings of the
Advisory Committee and distribute to the District
Governor and all members of the Convention
6. To report in person to the District A-5 Cabinet when
invited and to submit written reports when requested.
7. To be available to the Host Club/s Committee when
necessary and to appoint a replacement when
8. To review and advise the Host Club/s Committee and
their progress on site selection, programming,
accommodations, pins, pricing and other directives as
9. To promote the hosting of District A-5 Conventions.
10. To request and investigate all bids to host District A-5
Conventions as per the following format:
1Region 47Deadline01 Apr. 03 2006
2Region 20Deadline01 Apr. 04 2007
3Region 17Deadline01 Apr. 05 2008
4Region 14Deadline01 Apr. 06 2009
5Region 31Deadline01 Apr. 07 2010
6Region 15Deadline01 Apr. 08 2011
11a. Further, that any Club/s wishing to submit a bid to
host a District A-5 Convention shall submit their bid
by April 1st, three years in advance of the date
proposed for their Convention. In the event that a bid
is not received by the Convention Advisor from the
Region eligible on the scheduled date, the
Convention Advisor will inform all Clubs in the next
Region in turn that they have four (4) weeks to
submit a bid on the year in question. If any Region
does not have bids submitted they would go to the
bottom of the list to bid on future Conventions. If the
Convention Advisor doe not receive a bid on the next
successive year, they will continue the process
Region by Region every four (4) weeks until an
acceptable bid is received.
11b. The Convention Advisor is responsible for sending all
Clubs in the appropriate Region notice that the
District A-5 Cabinet is requesting bids from their
Region. This notice shall include the deadline for
submission and the year in which the bid is being
requested. Clubs will also be advised that they can
obtain a copy of the Convention Policies by
contacting the Cabinet Secretary.
12. The District A-5 Convention Advisor is responsible for
forwarding all records relative to the Convention
Advisory Committee meetings to the Cabinet
Secretary, no later than June 30th of the Convention
(2) District A-5 Finances/Convention Reserve Account
Purpose: To provide sufficient funds to fulfill District A-5's
commitment to any Host Club/s of District A-5
Conventions, in the event of a loss, as per section
2a. The District Governor shall be responsible for
maintaining accurate records, along with statements
of income and expense relevant to the District A-5
Convention Reserve Account. The value of this
account has been set at $8,000 to provide a Fund, to
be used only in the event a loss occurs at a District
A-5 Convention. In the event this occurs District A-5
is responsible for 50% of this loss, subject to
presentation of all documents and relevant
information surrounding such loss to the satisfaction
and approval of the District A-5 Cabinet. In the event
a loss occurs due to theft of fraud these actions may
result in withdrawal of this financial assistance. If the
loss occurs as a result of an Act of God the District
Cabinet may absorb more than 50% of the loss, at
their discretion up to the maximum contained in the
Convention Reserve account.
2b. The District Cabinet will determine on an annual basis
whether the balance in the District A-5 Convention
reserve Account is sufficient. If the balance is
sufficient and profit share from the current year
District A-5 Convention will be added to our annual
revenue to help defray the administrative costs of
If the balance in the Convention Reserve Account is
determined to be less than Cabinet determines, a
portion or the entire amount of any current year profit
share will be added to the Convention Reserve Fund.
Any expenses that are the responsibility of the
District A-5 Cabinet for the current year District A-5
Convention, Convention Advisory Committee,
Nominations, Credentials or Elections Committee will
form part of District A-5's annual operating budget.
(3) Procedure to Amend the District A-5 Convention Policy
The District A-5 Cabinet may from time to time find it
necessary to change the provisions outlined in the
Policy Manual taking into consideration that such
changes not negatively affect the financial position of
any Host Club/s bids to host District A-5
Conventions, that have already been accepted by
(4) District A-5 Policy/Clubs wishing to host a District A-5
Convention:
4a. The District A-5 Cabinet shall receive bids to host a
District A-5 Convention at least three (3) years prior
to them taking place. This will allow the District A-5
Convention Host Committee Chairperson to attend
duly called meetings of the Convention Advisory
Committee or when requested to make reports to the
District A-5 Cabinet the year prior to which the Host
Committee Chairperson's Convention will take place
as well as the current year in which the Convention is
taking place and the year following. The acceptance
by any Club biding on a District A-5 Convention is
submitted with the understanding that their Host
Committee Chairperson agrees to attend these
4b.Clubs wishing to bid on a District A-5 Convention
shall comply with the Constitution & By-Laws of
District A-5, District A-5 Convention Policies, the
purpose of our District A-5 Conventions and its
format as outlined in the attached documents.
4c.It is the responsibility of any potential Host Club/s
wishing to host a District A-5 Convention to submit
their bid to the District A-5 Convention Advisor no
later than April 1st, three (3) years prior to the year in
which the Convention will take place. The following
Bid OrderRegionSubmission dateConvention
4d.In the event that a bid is not received from the
eligible Region by the deadline date for submissions,
the Convention Advisor will write to all Clubs in the
next Region in order advising that they have four (4)
weeks to submit an acceptable bid for the year in
question. If a bid is not received the process will
continue from Region to Region using the above
order until an acceptable bid is received and
accepted by the District A-5 Cabinet.
4e.Bid would be preferred from a group of Lions Clubs
rather than on an individual basis. A group of Lions
Clubs would consist of two or more from which one
should be from the area where the Convention is to
4f.Bids to host a District A-5 Convention must
The Lions Clubs involved.
Their Host Committee Chairperson and
The facilities to be used including the number of
rooms available and proposed meeting rooms for all
The prospective dates, which should fall during the
first three (3) weeks of April.
4g.The Host Committee Chairperson shall submit a
written report within ten (10) days following the
Convention to the District Governor indicating total
registration, attendance at all functions, voting and
election results as well as any further information
requested by the District Governor.
(5) Convention Host Committee
Chairperson:The Convention Host Committee shall appoint or
elect a Chairperson from within the membership of
Duties:
1. Call and preside over all meetings of the
Convention Host Committee
2. Appoint a Committee Secretary and Treasurer
3. Appoint such Committees as deemed necessary to
effectively organize the Convention and oversee
4. Make presentations when required to the District
A-5 Cabinet on the progress of the Convention
5. Request acceptance of Cabinet for Pin design
selection, assistance loan or any other matter
requiring Cabinet approval
6. Submit a written report to the District Governor
within ten (10) days following the Convention
indicating total registration, the number of Lions
Clubs, Lioness Clubs and Leo Clubs attending,
attendance at all functions, voting and elections
results as well as any further information
requested by the District Governor
7. Attend meetings of the Convention Advisory
Committee when requested during the year prior,
current and the year following their Convention.
8. Ensure that a final statement of expense and
income along with any funds owing to the District
A-5 Cabinet are in the hands of the District
Governor not later than June 30th following the
9. Attend the first District Cabinet meeting following
the Convention to give a report on the financial
affairs surrounding the Convention, along with any
recommendations concerning problems or
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