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2009 State Lions Convention Committee Minutes June 6-7, 2008
Chula Vista Resort Wisconsin Dells, WI
Friday evening
The meeting was called to order by Chairman Lion Wilson Mills at 6:05 p.m. Committee members were present with the exception of Lions Tom Mueller, Rich Mousel and Wayne Heiman. Note: the committee does not have a representative from D1 or C2 at this time.
Introductions were made, including Renata Prellwitz, Chula Vista Resort group sales representative. Renata provided the Committee with a map of the facilities and then gave us a walking tour of the rooms available for our consideration.
A review was made of the Articles found in the Lions of Wisconsin – Multiple District MD-27 Constitution pertaining to a state convention. Policy Manual was also included in the review. The intention of the detailed review was to enable all Committee members to know the guidelines we will function under and also to know where to find answers to questions. We must at all times remember that we, as a committee, do not make any final decisions, but rather recommendations that must receive the approval of the Council of Governors.
A review of the proposed budget was conducted that projected a net profit to the State of $9,500.00. This budget will be revised following discussions of key topics during the meeting.
Discussion took place on the creation of a corporation. M/S/P (Lion Gary Stewart/Lion Dick Hauser) to recommend to the Council of Governors to establish a NEW corporation with proper verbiage to result in a 501c(3) status.
A recap of the Convention questionnaire was distributed and committee members were encouraged to review the questionnaires that were completed at the 2008 Convention. Some of areas of interest are: 75% of those surveyed have been lions/lioness for 10 or more years, while only 10% having been Lions/Lioness for 3 or less years 37% of those surveyed stay 3 or more nights at the Convention 51% stay 2 nights Only 18% feel that a parade is relevant 50% of those surveyed want a Convention pin. 68% prefer a plated hot meal at noon 28% may be interested in a Children’s program
Shortly after 8:00 p.m., members enjoyed a birthday treat for Lion Dick Schliewe and participated in a get-acquainted time.
Saturday
A scavenger hunt was enjoyed by members. The Committee was divided into three teams and clues were given to each team. The challenge was to find the Lion decal stickers that had been strategically placed in coordination with the clues at different key locations in the facility. A delicious fruit and Danish plate was enjoyed by the winning team (way to go guys!).
Registration
When the Committee reconvened the first item discussed was the registration fee. If the amount was raised by $1.00 could we eliminate all Tailtwisting which many questionnaire responses said was a bother. The issue will be entertained later in the day
Housing
There are 350 rooms available at the Resort. 125 are already reserved. 175 rooms are needed for VIPs, that leaves 50 rooms left (all Convention Committee members should be on VIP list). A price needs to be obtained for the “junior” and “full” suites.
Secondary properties are still needed. Will the other hotels have passes to the water park at Chula Vista? Wilson will secure addition rooms.
Man Power
Need for man power and possible sources include: Sergeant at Arms – 10 Tail twisters – 10 Registration – 23 Foundation members Affiliates – 10 Pin Traders - ?? Past District Governors – 25 State Office Wisconsin Dells Convention Center Local Clubs in the area Each of us ask 4 people
M/S/P (Lion Dick Schliewe/Lion Dick Hauser) to recommend to the Council of Governors that payment in the form of paid convention expenses be provided on a sliding scale to those individual Lions/Lioness who agree to work. This would not apply to Lions/Lioness who are working in the name of a particular group.
Golf
The event usually attracts 89+ registrants, so is considered to be an attractive event. The question is “who is eligible to participate?”
M/S/P (Lion Dick Hauser/Lion Gary Stewart) to recommend to the Council of Governors that at least one person must be a Lion, Lioness or Leo, and must be registered for the Convention on each team.
M/S/P (Lion Dick Hauser/Lion Gary Stewart) recommend to the Council of Governors that the Convention Committee offer the golf outing event to Mission to Mexico in 2009. It would be a fund raiser for them.
M/S/P (Lion Gary Stewart/Merle Strelow) recommend to the Council of Governors to ask the Golf Event Chair and Mission to Mexico to negotiate the financial terms.
Children’s Program
M/S/P (Lion Jim Skarda/Lion Gary Stewart) to recommend to the Council of Governors that we request that the Lioness Convention Committee work with the Events Chair to coordinate all children’s events.
Thursday Evening
In the past, Thursday evening has been the night that the host club{s} have had an opportunity to make money.
M/S/P (Lion Dick Hauser/Lion Dick Schliewe} recommend to the Council of Governors that a given Lions group can conduct a fund raising activity only on Thursday evening and Friday evening will be strictly hospitality.
Pin Trading
No issues
Opening lunch
M/S/P (Lion Dick Hauser/Lion Kathy Mills) recommend to the Council of Governors to have a single tier of risers at the opening lunch because of the cost associated with the risers. There was one dissention vote.
M/S/P (Lion Dick Hauser/Lion Dick Schliewe) to propose to the Council of Governors that a policy be drafted to continue to provide a breakfast for the District Governors, the District Governor Elects and their spouses. This is private event and is funded from Conventions proceeds.
Advertising
In addition to local advertises we want to include state businesses (i.e. Menard’s, Kwik Trip, Dairy Queen). A special promotional offer will be made available that would include a full page in the Convention Program, links for the Convention web site to the advertiser corporate site and supplementary ads in the State Newspaper. This will need Council approval. .
M/S/P (Lion Merle Strelow/Lion Jim Skarda) recommend to the Council of Governors to use the format of the 2008 Convention program book, with an insert and full color on cover and back side of cover pages. Lion Kathy Mills will check into pricing for insert page/tear out page to include convention agenda.
Issue to keep in mind: How many to we want to print?
M/S/P (Lion Jim Skarda/Lion Dick Hauser) to request Council approval to add a credit card capability to registration payment options.
Speakers
International guest speaker is tentatively Jimmy Ross. Confirmation expected after International Convention.
Substantial funds have been put into the budget for a motivational speaker so let’s go after a good one. M/S/P (Lion Jim Skarda/Lion Merle Strelow) to recommend to the Council of Governors that we spend up to $12,000.00 on a speaker(s).
Convention Committee Uniforms
We will have cell phones and a list of member numbers. There will be a convention room/committee headquarters.
M/S/P (Lion Jim Skarda/Lion Gary Stewart) recommend to the Council of Governors that we would spend up to $500.00 on shirts for Convention Committee members.
M/S/P (Lion Jim Skarda/Lion Georgia Lutz) to recommend to the Council of Governors that we would buy vests at the cost of up to $1,000.00 for additional workers. These vests would be returned at the end of the Convention and be able to be used in forth coming years.
Raffles
50/50 raffles and Chinese raffles are the most popular.
M/S/P (Lion Gary Stewart/Lion Merle Strelow to recommend to the Council that there would be a 50/50 raffle at both luncheons for a total of 2; also there will be one general ticket raffle and one Chinese raffle.
M/S/P (Lion Mary Stewart/Lion Merle Strelow) to recommend to the Council of Governors that the Lioness be given a percentage of all raffle monies earned during the general, two- 50/50 raffles and the Chinese raffle based upon the percentage of Lioness in attendance at the Convention. The motion was amended by Lion Dick Hauser, seconded by Lion Dick Schliewe to read: the percentage to be based on Lioness to lions ratio registered. Registered guests, children and Leos would not be used in this calculation.
Food
M/S/P (Lion Jim Skarda/Lion Dick Hauser) to recommend to the Council of Governors to put a cap luncheon at a cost to the Lions of $16.00 all inclusive.
M/S/P (Lion Jim Skarda/Lion Dick Hauser) to the Council of Governors to cap the Saturday evening meal at a cost to the Lions of $25.00 all inclusive.
The Committee suggested that negotiations be made to keep the breakfast cost to the Lions at $15.00.
NOTE: Because of the higher meal cost, we may have to do a straight pass through with no mark-up to the convention.
M/S/P (Lion Dick Hauser/Lion Earl Strelow to recommend to the Council of Governors to set the registration costs to $14.00 and that $1.00 of the registration fee would be given to the Wisconsin Lions Foundation to take the place of Tail twister fines. The additional increase in registration fees will be used for meeting room cost and speaker fees.
NOTE: Registration information should include that there will be no tail twisting at the Convention.
Convention Sub-Committee chairs
Sub-Committee job description and benchmarks were discussed and the following Sub-committee chairs positions were appointed:
Future meetings will be held in August in Stevens Point; January, place to be determined; and April at Chula Vista.
Conference calls will be on Tuesdays at 7:00 a.m. once a month.
At the next meeting we will discuss possible locations to recommend for the 2012 convention site.
A room is needed for the District Governors to have breakfast on Sunday.
After a brief (40 minutes) evacuation to the underground tunnel because of violent storms in the area, the meeting was adjourned at 3:25.
Submitted by
Lioness Kathi Beane Committee Secretary
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