Optimist International - Pacific Southwest District

District Policies

Pacific Southwest District
Policies and Objectives 2008-2009

The District Policies are in addition to the Bylaws of Optimist International

1. District Board of Directors Installation

The District Board of Directors shall be officially installed by the official representative of Optimist International at the First Quarter District Conference. The District Board of Directors shall consist of the President of each club and the officers of the District.

2. District Board of Directors Meetings

The District Board of Directors shall meet at the District Quarterly Conferences. All voting regarding the district shall take place at the Board of Directors meeting. A quorum at the board of directors meeting shall consist of the majority of the eligible delegates that are registered at the District Quarterly. Notice of each District Board of Directors meeting shall be sent to all members of the Board at least thirty (30) days prior to the meeting.

3. District Officers

The officers of the District shall be the Governor, Governor-elect, Secretary-Treasurer, Four Assistants Governors, the two Immediate Past Governors and the Lieutenant Governors.

4. Governor-Duties

It shall be the duty of the Governor to further the mission and purposes of Optimist International and coordinate the work of member clubs within the District. The Governor shall function as the chief executive officer of the District, preside at all meetings of the District Board of Directors, the Executive Committee and the annual District Convention. The Governor shall be an ex-officio member of all committees and exercise general supervision over the affairs of the District subject only to the Board of Directors and the delegates to the annual District convention. The Governor shall also attend the Optimist International Convention and the meetings and conferences conducted by Optimist International for Governors.

5. Governor-Elect--Duties

The District Governor-Elect will be responsible for the promotion and planning of training for Presidents-Elect and Lieutenant Governors-Elect with the assistance of the Leadership Development Committee, utilizing the Optimist International Faculty Guide.

6. Lieutenant Governor-Duties

Each Lieutenant Governor shall function as a representative of the Governor and generally conduct the duties of the office in a manner contributory to the attainment of all objectives of District within each Zone. Each Lieutenant Governor must make at least two visitations to each Club in their Zone during the administrative year. The Lieutenant Governor must visit each newly affiliated Club in the Zone within 90 days of its official organization. All visitation reports shall be made within 30 days of each visitation. Each Lieutenant Governor shall schedule and conduct Zone meetings as described under Zone meetings in these policies.

7. District Secretary-Treasurer--Duties

It shall be the duty of the District Secretary-Treasurer to: (i) attend all meetings of the District Board of Directors, the District Executive Committee and the annual District convention, and to act as Secretary thereof, (ii) keep true and correct minutes of such meetings and to transmit a copy to the International Office and to others designated by the District Board within 30 days after the close of any such meeting, (iii) receive and deposit all monies due the District, (iv) disburse monies within the limitations of the District budget or by specific instructions of the District Board, the Executive Committee or the accredited delegates at the District convention, (V) keep an accurate and complete record of all financial transactions and submit financial statements and records required by the District Board of Directors (vi) keep books of account open at all times to the District, with such books to be subject to annual review as of 30 September of each year, (vii) perform such duties as prescribed in the International Bylaws.

8. District Executive Committee Meetings

The Governor shall call a meeting of the Executive Committee each month at such time and place as he may determine. Executive Meetings may also be called by a majority vote of its members.

9. Executive Committee-Powers and Duties

The Board of Directors shall, for purpose of expedience and efficiency, delegate its powers and authority to the District Executive Committee excepting those functions and responsibilities specifically assigned to the Board of Directors by the Policies and Objectives. All other powers and duties of the Executive committee are described in the Optimist International Bylaws as amended July, 2008.

10. Finance Committee

The Finance Committee shall prepare a proposed annual budget and shall consider all proposed budget revisions and proposals for expenditures not previously budgeted or approved and shall make recommendations thereon to the Executive Committee and Board of Directors. The finance committee shall arrange for an annual review as of 30 September by a certified public accountant as soon as possible after the close of the administrative year, but not later than 30 November.

11. District Board Conferences

The program for these Conferences will include the introduction and promotion of club and District goals and objectives, brainstorming sessions, forums, roundtables and leadership development events. The First quarterly conference shall include the approval of the District Budget and the District Policies and Objectives. The Second quarterly Conference shall include the reading of the top three (3) essay Contest winners. The Third quarterly conference shall include the approving of any Zone realignments, the election of Lieutenant Governors for the ensuing year, the appointment of the District Secretary-Treasurer, the District Oratorical Contest Finals and the Contest for the Deaf and Hard of Hearing Finals. The District Convention shall include the election of the Governor-Elect, the selection of Convention location(s).

All hospitality rooms, or other accommodations serving a like purpose, shall be closed during conference and convention business sessions and/or training events. The Governor shall prepare the agenda and/or curriculum for all events, forums, and meal events. All requests for refunds of registration fees and meal tickets must be received by the Convention Chairperson or District Secretary-Treasurer no later than ten (10) calendar days following the last days of the conference or convention.

12. Flags, Creed and Banner

The appropriate national flags, the Optimist Creed Banner and the District Banner shall be displayed in the room in which business is conducted at all District Conferences and Convention. Clubs are encouraged to display their banners.

13. Gifts-Mementos

A gift and/or memento shall be presented to the retiring Governor and retiring Secretary-Treasurer at the First Quarterly Conference of the ensuing year and to the official Optimist International Representative at the Quarterly Conference and/or Conventions as appropriate. This item shall be budgeted annually.

14. International Convention

The Governor, Governor-Elect, Secretary-Treasurer and Governor-Elect appointed Secretary-Treasurer shall receive an amount to be budgeted annually toward the expense of attendance at the International Convention. To qualify for this amount, each must be registered and attend the full Convention.

15. Hospitality Room at the International Convention

The District Administration may maintain a District Headquarters or hospitality room at the International Convention, the expense of which shall be budgeted and chargeable to Account 506 of the Standard District chart of Accounts.

16. District Officers Lapel Insignia

The District shall provide official lapel insignia for all District officers. The District shall also present past officers insignias to the retiring Governor, Lt. Governors and Secretary/Treasurer.

17. Establishment of Zones

The number and boundaries of Zones for any administrative year is subject to revision, and shall be determined by the District Board of Directors at its meeting held in the third quarter of the year proceeding the year the new boundaries will go into effect. All proposals for the realignment of Zone boundaries shall be submitted to the Governor not less than thirty (30) days prior to say meeting. If no revision is approved, current Zone structure will remain in effect.

New clubs shall automatically be assigned to the Zone in which they are geographically located. However, during the fiscal year of the new club’s formation, the club will be assigned to the sponsor club’s Zone.

18. Zone Meetings

Each Lieutenant Governor shall hold a minimum of one Zone meeting per Quarter that is not during a quarterly conference. All Zone meetings shall be conducted on a no-host, no registration fee basis. The Lieutenant Governor is required to file a report of the Zone meeting to the District Secretary-Treasurer at the end of each Quarter.

19. Achievements and Awards Program

The District shall conduct an annual Achievements and Awards Program. Any appeal or protest of the final published standings of clubs or individuals must be in the hands of the District Secretary/Treasurer no later than thirty (30) days following publication of the standings. The District Executive committee has the power and authority to review and adjudicate any such appeal or protest and its decision shall be final.

20. District Bulletin (Sunnyside)

The District Administration shall publish the “Sunnyside” four (4) times per year in October, January, April and July. Clubs or individuals may purchase ads in the publication to offset printing and mailing costs. The “Sunnyside” shall be posted electronically on the district website and mailed to each club President.

21. District Directory

The District Administration shall publish a District Directory. The Directory shall contain the names, addresses and telephone numbers of all District Officers, District JOOI Governor, District committee chairs, Club Presidents, Club Secretary-Treasurers, club meeting days and times and locations, Past District Governors and Past District Secretary-Treasurers. The Directory shall also include the dates and locations of all District meetings and Conferences in the administrative year. Each Club will be billed $25 for two Directories.

22. District Dues

Each club in the District shall pay for each member enrolled as of September 30th, December 31st, March 31st, and June 30th annual dues of $15.00 per member ($3.75 per quarter). Such payment of District dues shall be considered delinquent as of December 1st, March 1st, June 1st, and September 1st. Annual dues payable by a newly affiliated club shall commence on the first day of the next dues charge period. Such payments to be based on the number of members enrolled in the International Office on that date. A club more than sixty (60) days in arrears for any indebtedness to the District or Optimist International shall be considered “not in good standing”. A Club must be in good standing to have delegates accredited at the District Convention.

23. Post Secondary Club

The Optimist International Bylaws establishes college membership for any member in a post secondary educational institution who is enrolled as a full time student. Optimist International Bylaws establishes annual dues for college members at $21.37. In accordance with the spirit of the International Bylaws, the Pacific Southwest District will offer a reduced District Dues structure to college members. Annual Dues for college members will be $1.00 paid in quarterly installments as described in District Policy 22 above. The Governor has the authority to decide who qualifies for college membership regarding District dues. The Governor’s decision may be appealed to the Executive Committee.

24. International Clubs

Clubs defined as tier 2 by the Optimist International Bylaws shall be assessed the District Dues of $1.00 per year ($0.25 per quarter)as described in the District Policy 22 above. Clubs defined as tier 3 by the Optimist International Bylaws shall submit a status report in lieu of paying District Dues. A pass through account shall be set up in the district budget to accept contributions designated for paying the Optimist International dues for the tier 3 clubs.

25. New Club Charter Presentations

Dates and programs for the charter presentation of new clubs shall be established by joint action of the new club, the sponsor club and the Governor or the Lieutenant Governor in the Governor’s behalf. His/her appointee shall present charters. In the event of a charter presentation occurring after the end of the administrative year in which the new club was established, the then Immediate Past Governor shall have the prerogative of presenting the charter.

The bell, banner and gavel will be ordered by the District Office and paid for by the sponsor club.

27. Governor Candidate Qualifications

A candidate for Governor must have completed a full calendar year as Lt. Governor. The candidate shall not have served as Governor in any district of Optimist International. It is recommended that a candidate for Governor shall have served as District Secretary-Treasurer or on two (2) leadership committees (New Club Building, Membership or Leadership Development).

28. Lieutenant Governor Selection

Lieutenant Governors shall be elected at a zone meeting which shall be conducted by the close of the third quarter District meeting. If a Zone does not elect a Lieutenant Governor at the Third Quarterly Board Conference, the Pacific Southwest District Governor-Elect may select any qualified candidate to be the Lieutenant Governor for that Zone. The Lieutenant Governor may be a member of a Club within or outside the Zone, but within the District.

29. International President’s Visitation

The Governor, at the earliest opportunity, shall invite the International President to visit the District and shall provide Optimist International with proposed dates for such visitations. These visits should enhance, but shall not conflict with any other date or event.

30. International Representative to District Board Meetings and Conferences

In keeping with the policy of Optimist International to provide an official International Representative to District Board meetings and Conferences held in the first quarter of each year and to the District Convention, the Governor shall issue an invitation to such individuals when their identity is established.

31. District Policies

The District Secretary-Treasurer shall provide a copy of all District Policies to each member of the District Board of Directors at the beginning of the administrative year.

32. Travel Expenses

Travel expenses for the Governor, Governor-Elect, Governor-Designate, Assistant Governor, Governor’s Aides, Secretary-Treasurer, Lieutenant Governors, District Committee Chairs and the Immediate Past Governor serving on the Executive Board shall be in accordance with the District budget. These officers and others authorized by the Governor shall be reimbursed at $0.25 per mile for expenses incurred in travel by automobile on District business upon receipt by the District Secretary-Treasurer of a properly completed and signed voucher.

33. Governor-Elect/Designate Fund

There shall be established a Two Thousand Dollar ($2,000) fund in the District budget for the Governor-Elect/Designate. This fund will be available to the Governor-Elect/Designate by October 1st of his/her year as Governor-Elect/Designate and is to be used only for expenses incurred in the conduct of official duties.

February 05, 2012