Guidelines

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DISTRICT 4-C1 GUIDELINES
(as amended April 2001)

GENERAL GUIDELINES

  1. The District copy of the club's Monthly Membership Report (MMR) and the Cabinet meeting minutes shall be part of a three-year active file. The balance of those reports and minutes shall be stored in an inactive file.
  2. All District awards shall be made at the Governors banquet during the annual convention. Photography by Lions and Lionesses will be permitted during the awards ceremony.
  3. The American flag shall be displayed at all Lions' functions, to the right of the podium or head table.
  4. Cabinet Meetings and Convention Dignitaries:
    1. The District shall pay the cost for one visiting District Governor and one visiting Vice District Governor and their companions per cabinet meeting.
    2. The costs for the visiting District governor and Vice District Governor and their companions at a Cabinet Meeting are a district budget item, and not part of the Cabinet Meeting Committee's expenses.
    3. The District shall pay the cost for one visiting District Governor, one Vice District Governor, an International guest, Convention Chairman, Convention Registration Chairman, Convention Protocol Chairman, along with their companions at the District Convention.
    4. The legitimate cost for the dignitaries and companions listed above during the dates of the Cabinet Meetings and Convention include: lodging, meals, transportation to and from a local airport, train or bus station not provided otherwise.

CABINET AND CONVENTION GUIDELINES:

  1. There shall be a Convention Treasurer, (Assistant District Treasurer), who will keep proper accounting of all expenditures and incomes, making the proper reports to the Cabinet Treasurer.
  2. The second most recent PDG shall serve a Vice-chairman and the senior member of the committee shall serve as Chairman.
  3. The District Governor shall appoint a Past District Governor from each Region as members of the committee. These PDGs will serve as co-chairmen, along with the Region Chairman, for the Cabinet Meeting within their respective regions.
  4. Arrangements for Cabinet and other District functions shall be made well in advance, and a letter of agreement, listing the arrangements, shall be procured from the facilities involved. In many instances, this will involve commitments over a year in advance.
  5. Should any vacancies occur for any reason, the District Governor shall appoint a replacement.

FINANCIAL GUIDELINES:

  1. The banks account(s) for each District year shall be opened by the new administration at a federally insured bank or savings and loan institution on July 1. The activity of the account(s) shall run July 1 through August 31 following the end of the District year. A final accounting and report shall be given at the September Cabinet Meeting, and any remaining funds from the District year just completed shall be transferred to the savings account. The amount to open the account of the new administration is to be determined by the Cabinet.
  2. District-sponsored functions (e.g. Cabinet Meetings and events associated therewith) should "break even." In the event of a deficit, the sponsoring club(s) shall bear the cost thereof. In the event of a surplus, the sponsoring club(s) shall share one-half of the surplus, the other one-half shall be deposited into a Cabinet-designated District account. Surplus funds may be used for either administrative or activity purposes.
  3. The Budget and Finance Committee shall have the responsibility to review all the records of the District. The Committee shall review all the reports from each fund treasurer, as well as the District Treasurer. This review shall be part of the District Cabinet meetings so that any problems may be cleared before the end of the fiscal year.
  4. The treasurers of each fund and the District Treasurer shall turn all of their records over to the Chairman of the Budget and Finance Committee no later then July 31st of each year. This is to facilitate an audit of the records as well as a central point of all the District records. After the audit, the Chairman shall turn the records over to the incoming treasurers who will be responsible for maintaining the continuity of same.
  5. All of the officers of the District shall insist on good accounting procedures being maintained by each of the fund treasurers, who shall be termed "Assistant Treasurers" and will be responsible to the District Treasurer.
  6. Each Committee shall designate a recording secretary.
  7. Clubs MUST keep community service money in a separate bank account from administrative funds.
 

 
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