1.0 Interpretation and Identification
versa, and words importing the masculine gender shall
include
females.
for
Diabetes Awareness. ( The Committee)
through out the Province of Alberta and Northwest
Territories by
raising funds to support the Traveling Diabetes Resource
Program
of Alberta & Northwest Territories Branch of the Canadian
Diabetes
Association.
with the Canadian Diabetes Association Alberta Northwest
Territories
Branch for the purpose of funding The Traveling Diabetes
Resource
Program.
2.0 Membership
member of the Committee provided that the Committee
Secretary is
notified of said appointment with the name, address and phone number
of said appointee.
Committee.
2.3 The Canadian Diabetes Association Alberta/Northwest Territories
Branch may have one (1) representative on the Committee with full
voting privileges.
2.4 The Chair of the Cavalcade Committee of the
Host Club of the
Cavalcade Parade shall be a member of the Committee from
the time
they’re bid to host is accepted for a period of two (2)
years.
2.5 Any
other Lions who are interested in Diabetes Awareness can be a
member of the Committee by advising the Secretary and
supplying
their name, address and phone number.
2.6 The Executive of the Committee shall consist of the Chair, Vice Chair,
Secretary and the Treasurer.
2.7 At the Annual Meeting of the Committee the
following positions shall
be filled by election;
1. Chair,
2. Vice Chair,
3. Secretary,
4. Treasurer.
Secretary to the District Governors through the Multiple
District
Office for their approval at least thirty (30) days prior
to the Council
of Governor’s meeting held just prior to the Multiple District 37
Convention.
years or more may be presented with a small plaque of
appreciation.
3.0 Voting
on any business before said Committee. No proxy votes will
be
permitted. Five
members or more of those present shall constitute
a quorum.
3.2 A simple majority (50% + 1) of the votes
cast shall determine the
outcome of the question voted upon. In the event of a tie vote the
Chair shall cast
the deciding vote.
demanded by a majority the members present.
4.0 Meetings
4.1 The annual meeting of the Committee shall
be held each year at least
thirty (30) days prior to the opening of the Annual
Multiple
District 37 Convention.
4.2 Other meetings of the Committee may be held
at any time and a date
and place should be set prior to the close of the last
meeting or may
be called at any time by the Executive.
mailed or sent by electronic device at least ten (10) days prior to
the date set for said meeting and shall state the place,
date and time
that the meeting shall take place.
and the Multiple District 37 Office within fourteen (14)
days after the
close of each meeting.
5.0 Fiscal Year and Financial Set Up
5.1 The fiscal year of the Committee shall be
July 1 to June 30
each year.
5.2 The Treasurer shall keep records in three
(3) basic accounts
as follows.
A 1. An
Activities account
2. An Administration account
3. An account for Van replacement
B All monies
received by the Committee shall be turned over to
the Treasurer and deposited in the Activities
Account.
C Each year at
the end of the fiscal year an amount of $4000.00
shall be transferred to the Van replacement
account. This
account
should be held in an investment program.
D Interest from
investments and the funds from the sale of pins etc
shall be transferred to the Administration account
to a maximum
of one thousand dollars ($1000.00) per year unless
a cause is
shown that more is needed.
E Subsequent to
the fiscal year end, not more the 90% of the Net
Activities Funds, in even thousand dollars, be
remitted to the
Canadian Diabetes Northwest Territories Branch for
use in the
administration of the Traveling Diabetes Resource
Program.
5.3 The
Treasurer shall give a financial report to every meeting of the
Committee and a copy shall be sent with minutes of the
meetings to all
those stated in Article 4.4.
5.4 No members of the Lions Cavalcade Committee
shall receive any
reimbursement from Cavalcade funds for services rendered to
the
Cavalcade Project.
6.0 The Cavalcade Event
6.1 The Council of Council of Governors of
Multiple District 37 several
years ago declared the first Saturday in June as Lions
Cavalcade day.
The host Club should not plan any other event for the day
of the
parade. The parade shall start at 2:00 P.M. sharp with the
B.B.Q. to
follow.
6.2 A Club, chosen by the Committee will be
asked to Host the
Cavalcade Parade. Where possible they should be approached
two
years in advance. This Club should be sent the
Responsibilities of
the Host Club, and possibly the Policy Manual. After this
has been
done they should reply to the Cavalcade Committee within
three
months, with the name and address of their Cavalcade
Chairperson.
6.3
Any
Clubs wishing to bid to host the Cavalcade parade can receive a
copy of this Policy Manual, which outlines their
responsibilities in
preparing for the event by requesting same from the
Committee
Secretary.
6.4 The Cavalcade Committee suggest the
following committees be set
well in advance of the event;
1. Food
Committee
2.
Equipment Committee
3. Parade
Marshall/Traffic Control Committee
4.
Publicity/Camp Site Committee
5. Any
other Committees that they deem necessary
6.5 Duties of the Food Committee
Arrange for a hot
meal.
This committee should be ready to cook as soon as the
parade is over
as many of the participants have a long way to travel and
will want to
leave as soon as possible.
There should be a table set aside for beverages and cooling
vessels and
be attended at all times.
If alcoholic beverages are to be served, the Host Club must
take out the
appropriate licenses. Also Host Club should have ample Insurance for
this function. The
profits from the bar stays with the Host Club.
6.6 Duties of the Equipment Committee
Arrange for a hall in case of inclement weather.
Arrange for a public address system and make sure it is
working prior to
the end of the
parade.
Make sure there are enough tables and chairs.
Supply large coolers and ice for beverages.
Supply plastic glasses, coffee cups etc.
6.7 Duties of the Parade Marshall/Traffic
Control
Arrange the parade route with the town and local police.
Arrange the order of the parade entries as follows:
The Traveling Diabetes Resource Program Van Will
lead,
(make sure someone who knows the parade route will
ride in
the van
Next the District Governor of the host District ( with any
International dignitaries present)
followed by any other
District Governors and Multiple District staff,
followed by the
Host Club entry, then all other Club entries in
any order.
The parade must start on time at 2:00 P.M. sharp.
Make sure that you have people to stop traffic at
all intersections
and corners. You could make arrangements with the
local police
to do this.
Arrange campsites for those attending who wish to camp.
Arrange for prior advertising locally so that the Community
are aware
that the parade is taking place.
Arrange for short addresses of welcome from Federal,
Provincial,
Municipal and Town representatives after the parade and
prior to the
presentation of donations.
Solicit the local merchants and businesses for small giveaway
prizes to
be drawn for at the social after the parade. Also see that
double Ticket
rolls are there for these draws and arrange for ticket
sellers.
Place signs at the entrances to the town informing
participants how to
get to the marshalling area.
6.9 Charge for the meal after the Parade and
Parade of Green to be set by
the Cavalcade Committee and the Host Club.
The Host Club can, at their discretion conduct a
fund-raiser i.e. 50/50
draw, silent auction etc. to help defray costs, as they are
responsible for
all expenses. They may if they wish invite the public to
the Banquet.
Any excess money raised stays with the Host Club.
6.10 It is imperative that the host Club make sure
that they have Lions
Special Insurance.
7.0 Receipts
7.1 The Cavalcade Committee through the Lions
of Alberta Foundation
will issue receipts for monetary donations of ten (10)
dollars or more,
the
total of receipts must not exceed the total of the donation to Lions
Cavalcade by any Club.
7.2 A list of the donors with their addresses must accompany any request
for tax
receipts.
8.0 Amendments
8.1 This Policy Manual can be amended only by a
majority vote of the
members present in person at a regular meeting of the
Committee and
only after a notice of motion has been sent by the
Secretary to all
members of the Committee at least ten (10) days prior to
the date of
said meeting.
8.2 Any changes approved by the Committee must be sent to the Council
of Governors
through the Multiple District 37 office for their approval
before said changes can take effect.
8.3 All
Members and the Multiple District 37 office shall be sent a copy
of
any changes to this Policy Manual within fifteen (15) days after the
change or changes have been approved.