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
successes. As it is customary for questions to
arise from the presentation it is recommended that
the Convention Treasurer be present as well.
Membership:The District A-5 Convention Host Committee shall
be comprised of representatives from all clubs
assisting, participating, or in any manner
contributing to the organization, financing or
activities of the District A-5 Convention.
Secretary:The District A-5 Convention Host Convention
Chairperson shall be responsible for appointing a
Secretary from within the membership of the Host
Duties: The District A-5 Host Committee Secretary shall
operate under the direction of the Host Convention
Committee Chairperson and be responsible for
recording and maintaining accurate minutes of all
meetings of the Host Convention Committee.
Copies of these minutes are to be forwarded to the
Host Committee Chairperson, all Host Club/s
representatives, Host Club/s secretaries, District A-
5 Governor and District A-5 Convention Advisory
Committee members within a reasonable time
Treasurer:The District A-5 Convention Host Chairperson shall
be responsible for appointing a Treasurer from the
membership of the Host Committee.
Duties: The District A-5 Convention Host Treasurer shall
operate under the direction of the Host Convention
Committee Chairperson and be responsible for
recording and maintaining accurate records of all
financial transactions of the Host Committee. The
Treasurer shall provide a written financial report at
each meeting of the Host Committee indicating
their financial position. Copies of this financial
report are to be provided to all Host Committee
members, Host Cub Presidents, District A-5
Governor and the District A-5 Convention Advisory
Committee members within a reasonable time
period following each meeting.
It should be noted that the final financial report
following the Convention must be in the hands of
the District Governor no later than June 30th.
All records must be retained for a period of one (1)
year following the Convention in the event the
District A-5 Cabinet requests a review of the
financial records of the Host Club/s.
5b. Host Committee Expenses
The Host Committee Chairperson is part of the
District A-5 Convention Advisory Committee and
expected to make reports on the progress and
completion of the District A-5 Convention.
Expenses to attend these District A-5 Cabinet
meetings are a cost to the Host Convention
Committee. Any meetings held prior to your
Convention year or the following year at which the
Host Convention Committee Chairperson is
expected, that incur travel costs, will be
reimbursed to the Host Chairperson by District A-5
in accordance with Multiple District "A" Rules of
All other Host Committee expenses necessary to
conduct the District A-5 Convention must be
approved by the Host Committee. These costs are
to be absorbed by the Host Convention Committee
(6) District A-5 Convention
Purpose:
6a. To receive reports from the District Governor, Vice
District Governor, Region and Zone Chairpersons
6b.To elect a new District Governor, Vice District
Governor, Region and Zone Chairpersons
6c.To provide a forum to conduct business, while
improving and promoting the interests of Lionism
6d.To promote fellowship and goodwill between all
members and clubs within District A-5
6e.To provide an opportunity for learning and
enhancement of knowledge about Lionism for all
Lions, Lioness and Leo members in District A-5.
6f.Format: Friday PMRegistration
Past District Governor's Dinner
Luncheon & Business Session
Sunday AM Melvin Jones Fellows Breakfast
6g. Suggested Dress Code for Convention functions
for District A-5 Officers and Past District
Friday: Past District Governor's Dinner:
Tuxedos, white or black jacket,
business suits or official attire of District
Saturday: Cabinet Meeting: Plums and Greys (all)
Opening Ceremonies: Plums and
Luncheon: Plums and Greys (all)
Governor's Banquet: Governor,
Immediate Past District Governor,
International Guest, Vice District
Governor, Cabinet Secretary and
Cabinet Treasurer: Tuxedo with white
Region and Zone Chairpersons, Plums
and Greys or Tuxedos (to be voted on
Sunday: Necrology Service: Plums and greys (all)
Final Business Session: Plums and
Closing Ceremonies: Plums and Greys
(7) Constitution & By-Laws
The Constitution & By-Laws of District A-5, under the
jurisdiction of Multiple District "A" and the
International Association of Lions Clubs Constitution
as outlined in Article VI, sections 1,2,3,4, & 5 shall
provide the terms of reference of all District A-5
(8) Nominations, Credentials and Elections Committees
All members selected by the District Governor to
serve on the Nominations, Credentials and Elections
Committees shall be members in good standing from
District A-5 Lions Clubs, in good standing, who are
not sponsoring a candidate for the office of District
Governor, Vice District Governor, Region or Zone
(9) Electioneering
9a. All electioneering shall be encouraged providing it is
done in compliance with existing rules or regulations
indicated by any District A-5 Convention Facilities,
the District A-5 Governor or Host Committees.
9b.Exception: No electioneering will be allowed during
the Governor's Banquet including signs or posters.
(This section refers to the rooms used for the
Governor's reception and Governor's Banquet)
(10) Ticket Sales or other Promotional Items
Only Convention Host Committee tickets or
Promotional items can be sold during the District A-5
Convention in all areas. Club Ticket sales or
Promotional items are to be confined to their
hospitality or personal rooms, unless written
permission is obtained from the Host Committee.
(11) Accommodations
11a. In cases where the Headquarters Hotel is not large
enough to house all our members attending the
District A-5 Convention, the District Governor will
submit a list at the November Cabinet meeting to the
Host Committee Chairperson of the names of Lions,
Lioness or Leos he/she wishes to stay at the
The Governor will advise these members they have
until December 31st to forward their registrations and
deposit to the District Cabinet Secretary who will
forward them onto the Convention Host Committee.
11b. In cases where the Headquarters Hotel is large
enough to house most or all of our members the
Host Committee is encouraged to give priority for
room requests submitted by any Lions running for
District Office along with two additional members
11c. The Convention Host Committee can begin allocating
all other room requests beginning January 15th
following receipt of the District Officer forms from the
Cabinet Secretary. Any room requests should not be
allocated by the Host Committee until all current
District Officers, PDG's, Lion, Lioness and Leo Clubs
have been mailed their room request and registration
(12) District A-5 Host Convention Loan
The Convention Advisory Committee may
recommend that the District A-5 Cabinet advance a
loan to the current year Host Committee up to a
maximum of $1,500.00 to help defray initial startup
costs. This loan is to be repaid to the District A-5
Cabinet as soon as sufficient revenues are realized.
In the event of a loss by any Host Committee, where
this loan has remained unpaid it will form part of any
financial assistance considered by the District A-5
(13) District A-5 Convention Profits
The Host Club/s and the District A-5 Cabinet share in
any profits realized from the District A-5 Conventions.
This includes trading pins and any other promotional
items. Cabinets share 25%, Host Club/s share 75%.
(14) District A-5 Convention Losses
14a. In the event a loss is sustained by the Host
Convention Committee the District A-5 Cabinet will
absorb 50% of the loss providing the following has
been submitted to their satisfaction and approval.
1. All documents and relevant information involved in
the income and expense of the Convention......and
2. Such loss has not been contributed to from theft or
14b. If a loss occurs due to an Act of God, the District A-5
Cabinet may absorb more than 50% of the loss at
their discretion up to a maximum contained in the
District A-5 Convention Reserve Account.
(15) Hot Chairperson or Committee Expenses
15a. The Host Committee Chairperson is part of the
District A-5 Convention Advisory Committee and is
expected to submit reports on the progress of the
District A-5 Convention to the District A-5 Cabinet
during the Convention year of his/her three year term
on the committee. Expenses to attend these District
A-5 Cabinet meetings will be the responsibility of the
15b. Further to 14a for the year prior to and the year
following the respective Host Committee Chairperson
is requested to attend meetings of the Convention
Advisory Committee. Travel expenses to attend these
meetings will be paid by District A-5 in accordance
with Multiple District "A" Rules of Audit.
15c. The Host Convention Committee will not charge the
District A-5 Cabinet for any expenses relevant to the
Convention that have not been approved by the
District Governor beforehand, in writing.
15d. In submitting a bid the Host Convention Committee
accepts the following additional conditions as a cost
of the Convention to be included in the expenses of
the Convention and not deducted from any potential
District A-5 Cabinet profit. Share:
1. Complimentary tickets for all functions, souvenir
programs and registration for the District A-5
Governor, International Guest and their partners.
2. Complimentary rooms for the District Governor and
3. Complimentary room for the District A-5 Cabinet
4. Complimentary room the for District Governor's
5. Complimentary area and or room for Credentials and
6. Complimentary Gifts of Appreciation, selected by the
District Governor for the International Guest and
partner, at a total cost not to exceed $150.00
(16) Registration
All persons attending a District A-5 Convention must
have paid the Registration fee including, spouses,
(17) District A-5 Convention Property
17a. District A-5 Cabinet has paid for all items on the list
17b. The District Convention Advisor at the close of the
annual District A-5 Convention will prepare a list of
the items listed below and arrange to turn them over
to the next years Host Committee obtaining a signed
receipt indicating they are in good order.
17c. In the event items are lost of damaged the cost of
replacement will be with the Host Committee.
1District A-5 Convention Banner
1Necrology Wreath and protective container
SECTION TWO
Investment Policy
Introduction
The purpose of this policy is to establish guidelines
for investing District A5 surplus or idle cash. This
policy will provide direction as to the allowable
investments for District A5, the decision making
process and reporting of investment process.
Objectives
1. Preservation of Capital
Criteria
1. Smaller denominations ($5000) will be used for
2. Maturities will be staggered to achieve a better overall
3. Mutual Bonds will be the primary investment vehicle
Selection of Securities
Limited risk will be assumed by District A5 while
investing surplus cash. As such, the following risk
profile will be in place:
a)Government backed securities (federally or
b) Securities backed by the 5 major Canadian
Banks, namely the Bank of Nova Scotia, Royal
Bank, CIBC, Bank of Montreal and TD Canada
Trust and insured under Canadian Deposit
Decision Making Process
The District A5 Governor, the District A5 Secretary
and the District A5 Treasurer, or any two of the three,
will decide as to the suitability and recommendations
of each investment. If future cash flow patterns are
known with reasonable certainty and the yield curve
is upward sloping in the sense of longer-term
securities yielding more than shorter ones, District A5
may wish to arrange its portfolio so that securities will
mature approximately when the funds will be
needed. By doing so, District A5 will maximize the
average return on the entire portfolio.
Reviewing & Reporting
TD Investment Services Inc. will provide a monthly
statement of all transactions in our account and a
quarterly report on the portfolio.
On an Annual Basis
1. A comprehensive review of the performance of the
portfolio will be made by the District A5 Governor,
2. This Investment Policy Statement will be received to
ensure that it continues to meet our requirements.
3. The District A5 Treasurer will provide copies of this
quarterly report received from TD Investments
Services Inc. on our portfolio to Cabinet, no less than
at two (2) Cabinet Meetings per fiscal year.
SECTION THREE
Lioness Chair
Purpose
To provide a sufficient budget to allow our District A5
a) Attend two (2) Cabinet Meetings annually to
report on the Lioness Club's of District A5, at a
rate of reimbursement equal to that of all other
District A5 Chairperson. 2005-2006, $75.00 per
b) That we provide mileage allowance to attend
one (1) meeting of the Lioness District
Chairpersons each year in accordance with
Rules of Audit amount. Choice of which of the
three annual meetings to attend will be at the
discretion of the A5 Lioness Chairperson.
c) That we provide mileage allowance to attend
the annual District A5 Lioness luncheon in
accordance with Rules of Audit amount.
d) That we continue to supply $100.00 per year in
our budget for assistance with costs for
copying, postage or stationery, as with all other
District A5 Chairpersons.
e) Beginning in 2006-2007, the District A5 Cabinet
will set a budget for the Lioness District
As amended February 19, 2006
