INTERNATIONAL BOARD POLICY                             # 0700
ADOPTED:   3/75					LAST  AMENDED:     10-01 #

Convention Manuals

The professional staff shall prepare and maintain the following convention manuals to serve as guides for the persons or committees, planning the applicable conventions:

1.  International Convention	Manual.  A detailed manual designed to assist the Convention Advisory Committee in the planning and execution of the Annual International Convention.

2. Junior Civitan Convention Manual.  A guide designed for the Junior Civitan Convention Committee, enabling them to plan and execute their Annual Junior Civitan International Convention.

3.  District Meeting	& Convention	Manual.   A complete manual with suggestions and guide-lines to assist officers and committees in planning and executing successful District Meetings and Conventions.

#  These convention manuals shall be reviewed periodically by the International Board of Directors.

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  HEART OF THE WEST BOARD POLICY                    # 0700-1
ADOPTED:    10/04					LAST  AMENDED:    5/06

CONVENTIONS AND MEETINGS           (See C.I. 0708)

Annual Convention
A convention of the Heart of the West District of Civitan International shall be held annually between August 1 and September 30.  The date of the Annual Convention shall be determined by the District Board. The location of the subsequent convention shall be determined by a vote of the accredited delegates at the current Annual District Convention.  The District Board shall have the power to substitute another location in the event later circumstances make such action necessary.

Functions
The Annual Convention is the means for assuring that the mission and purpose of the Heart of the West District are accomplished. The District Board has responsibility for administering the business of the District in accordance with the By-laws and Policies of Civitan International.  This responsibility includes development of policies and procedures to serve as guidelines for administration and management. The Annual Convention may cancel, vacate, annul, alter or amend any District Policy existing at the time of the Annual Convention or may enact a new District Policy.

Notice of Annual Convention
The District Secretary shall issue and cause to be mailed to each member club in the District an official call for the Annual Convention at least sixty (60) days prior to the date thereof.  This notice shall set forth the time and place for holding the Annual Convention and provide a general statement of the agenda.

Special Conventions
A District may hold a special convention at any time or place on the call of the District Board or a two-thirds (2/3) vote of the member clubs.  The District Secretary shall issue and cause to be mailed to each member club in the District at least twenty (20) days prior to the date of said special convention a written notice of the time and place of the holding of same, together with a general statement of the proposed business to be transacted.

Represen tation
In the transaction of convention business requiring a vote, each club in the District in-good-standing with Civitan International and with the District, shall be entitled to voting delegates as set forth in the Civitan International By-Laws, Article V., Section 1.07.

These member figures shall be based on a club's enrollment as recorded in the Civitan International Office as of June 30th.  A club organized and chartered after June 30 and prior to the first day on which the convention is held shall be entitled to cast its vote on the basis of the numerical charter membership.

All Past Governors, the Governor, Governor-Elect and District Directors shall be entitled to cast their individual vote on any business transaction in such a convention.  No such officer shall be entitled to an individual vote and also a vote as a delegate of his club.  No member may cast more then one (1) vote.   The	term "Past Governor,"	as used herein, shall mean for	Past Governors of any and all dis- tricts of Civitan International, providing they are currently a member in-good-standing in the Heart of the West District.											     83

POLICIES & PROCEDURES MANUAL
0700-1

Proxy voting will not be permitted.

Representation at International Convention
Any duly chartered Civitan club in-good-standing at a convention of Civitan International shall be entitled to voting delegates as set forth in the Civitan International By-Laws, Article V., Section 14.

Each district in-good-standing shall be entitled to two (2) voting delegates at each convention.

Procedures
Accreditation of delegates, convention rules, voting and quorum shall conform to provision of the By-laws of Civitan International.

Supervision
The District Board shall have full supervision and management of all conventions and meetings of the District and shall prepare the official program.  All plans, arrangements, programs and budgets shall be subject to the approval of said District Board.

Attendance
It shall be the duty of each member club of the Heart of the West District to be represented by accredited delegates at each convention of the District.  Attendance at the Annual Convention by members, spouses, families and guests is encouraged.
 
To encourage attendance of our mentally challenged Civitans, the following formula will be applied to provide for waiver of District Meeting/Convention registration fees.

A..  Civitan clubs with over 80% of its members paying International and District dues reduced in accordance with International Policy 0806.1 and H.O.T.W. Policy 1110.1 and are designated as developmentally disabled, shall be allotted waiver of said registration fee for two of its mentally-challenged members.

B..  Civitan clubs with over 50% and under 80% of its members paying International and District dues reduced in accordance with International Policy 0806.1 and H.O.T.W. Policy 1110.1 and are designated as developmentally disabled, shall be allotted waiver of said registration fee for one of its mentally-challenged members.

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HEART OF THE WEST BOARD POLICY                    # 0700-2
ADOPTED:    10/04					LAST  AMENDED:   

financing of district conventions and meetings

It is the policy of the District that the Annual District Convention or Special Convention and District Meetings be planned on a break-even basis.  Where there is a Host Club, that club will submit a convention or meeting budget to the Finance Committee for its review prior to submittal to the Dis-trict Board for approval at its meeting preceding the convention/meeting.

If the convention/meeting is planned by the District Convention Coordinator, that person will submit a similar budget for approval.  In not more than thirty (30) days after the convention/meeting the Host Club or Convention Coordinator will submit a financial report to the Finance Committee in the format of the approved budget.

The Finance Committee shall make recommendations to the District Board using the following guidelines:

A.  If the convention/meeting yields a profit, that profit will be deposited in District accounts as a convention/meeting miscellaneous receipt and shall be restricted until expenditure is authorized by the District Board.

B.  If the convention/meeting results in a loss, that loss will be paid from District funds (convention/meeting miscellaneous restricted receipts if available), after an explanation by the Host Club or Convention Coordinator.

Costs Chargeable Against Registration Fee
A.  Meeting rooms.
B.  Specified meals, including beverages for breaks.
C.  Guest speakers.
D.  Entertainment/Music.
E.  Spouse/Guest program.
F.  Planning and operations.
1.  Publicity
2.  Reproduction and distribution of registration forms and hotel registration forms
3.  Tickets
4.  Printed programs
5.  Decorations
6.  Travel, telephone and related costs for Convention Coordinator or committee as necessary.
G.  Hospitality suite.

Other Convention Costs
Other convention/meeting costs will be charged to the appropriate budget account for District Meetings and Conventions as follows:
 
A.	Registration fees, lodging, meals, travel, etc. for District Officers per Policy #0320-3.
B.	Costs of International Officers not covered by Civitan International.
C.	Gifts for International Officers and Governor when appropriate.				     85

           INTERNATIONAL BOARD POLICY                    # 0706.1
ADOPTED:    7/87					LAST  AMENDED:    4/11

DISTINGUISHED GOVERNOR RECOGNITION

Civitan International will officially recognize one distinguished governor that qualifies, based on the Quality Achievement Award Program, at the next annual Civitan International Convention following completion of his/her term of office.  Each distinguished governor shall receive:

a.  A ring or specially-designed pin to signify distinguished governor achievement (with cost not to exceed $350.00 U.S.) or a contribution of $350.00 U.S. to a designated Civitan International program(s).
b.  A specially designed award (i.e., plaque, trophy).
c.  A quality achievement banner patch.
d.  Recognition during the international convention.
e.  Reimbursement for a portion of convention expenses as outlined below.

If the convention is held on the continent of the individual recognized, reimbursement shall be no more than $250.00.  However, expenses shall be reimbursed up to $500.00 if the convention is held on another continent. Requests for reimbursement shall be submitted to the international office within 60 days following the convention. Reimbursement expenses include travel, meals, and/or registration fee for any immediate past distinguished governor choosing to attend the annual convention. Receipts shall accompany any request for reimbursement.

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