Policies

Last Updated on Sunday, September 20 2009 01:34

A. Administration

Back to TOP

B - MEETINGS

Back to TOP

C - FINANCES

Back to TOP

D - ACTIVITIES

Back to TOP

A - ADMINISTRATION

A1. DISTRICT BOARD OF DIRECTORS INSTALLATION

The District Board of Directors, defined in Optimist International Bylaw XII, Section, 2, shall be officially installed by the official representative of Optimist International at the first quarter board meeting.

Go to: Top / Administration Index

A2. DISTRICT EXECUTIVE COMMITTEE'S POWER AND DUTIES

Pursuant to Optimist International Bylaws, and limitations therein, and excepting those functions and responsibilities specifically assigned to the District Board of Directors by the Optimist International Bylaws, the Board of Directors shall, for the purposes of expediency and efficiency, delegate its powers and authority to the district Executive Committee. (O.I. Bylaws XIII, 2 - A.)

Go to: Top / Administration Index

A3. ESTABLISHMENT OF ZONES WITHIN THE DISTRICT

Pursuant to Optimist International Bylaws, the number and boundaries of zones, for any administrative year, if subject to revision, shall be determined by the Board of Directors prior to it's meeting in the third quarter of the preceding year to accommodate the selection of Lieutenant Governors to serve during the next administrative year. All proposals for realignment of zone boundaries shall be submitted to the Governor not less than 30 days prior to said meeting. No zone shall be created with less than four or more than 10 clubs. New clubs shall automatically be assigned to the zones in which they are geographically located and services thereto shall be the responsibility of the Lieutenant Governor of such zone. (O.I. Bylaw IX, 1 - C.)

Go to: Top / Administration Index

A4.  ASSISTANT TO THE GOVERNOR

Assistant(s) to the governor may be appointed for one year by the governor-designate. The number of assistants to the governor so appointed shall not exceed four. The assistants to the governor begin their term on October 1 following their appointment. Only those members who have served as a lieutenant governor, and approved by the executive committee, may serve as assistant to the governor.

It shall be the duties of the assistants to the governor to oversee a region of the district and to:

Act as a liaison between a certain number of lieutenant governors and the governor.

Attend all district board of directors meetings and executive committee meetings as well as the annual convention.

Undertake the following duties:

Host a regional 2nd quarter district conference at the governor's request. Each Assistant Governor may consider working with a major program if asked, as mentor to the Chair, especially if their skills offer opportunities expanding the projected success of our Optimist programs (i.e.: Oratorical, Essay, Golf, Tri Star etc.)

Monitor those clubs showing signs of inactivity. Coordinate district resources for those clubs.

Monitor progress of lieutenant governors in their region toward distinguished status. Make sure necessary reports are filed and assist the lieutenant governors in accomplishing their role when asked; initiating follow-up calls on an ongoing basis to keep the links positive.

Go to: Top / Administration Index

A5. PAST GOVERNORS ASSOCIATION (P.G.A.)

In an advisory capacity to the district administration, the P.G.A. shall assist the district as requested by the governor. The Past Governor's Association will meet at the quarterly district meetings, District convention and up to two times annually in separate work sessions. The past-governor that served prior to the immediate past governor shall serve as the secretary of the P.G.A. The secretary shall arrange the time and place of meetings and notify members of said meetings, the cost of such notification to be the responsibility of the district.

Past governors shall make themselves available to act as a "Welcome/Sgt. at Arms Team" for all district meetings, assisting local club representatives with information when possible.

In an effort to utilize the experience and knowledge the past Governors have to offer, they will make themselves available as requested by the lt. governors for advice and counsel, to attend zone meetings, and to offer their services as guest speakers at zone and club meetings. They shall also offer to assist any committee chair that requests their expertise.

Past governors should take a proactive role in identifying and counseling optimists, particularly in their own clubs and zones, who show potential and/or interest in future district leadership positions, particularly lt. governor and governor-elect.

The past governors will make every effort to track growth and the potential loss of membership through the assistant governors and assist with retention programs if asked.

The past governors will devote special attention to the Optimist Foundation and Marketing Programs for the Michigan District Optimists.

Go to: Top / Administration Index

A6. GOVERNORS CLUB VISITATIONS

The governor shall not be required or expected to visit every club in the district. The governor's club visitations shall be limited, at his discretion, to charter presentations to new clubs, zone meetings and such special events as may be conducted by the clubs and to which he has been invited. In view of the demand upon time and administration responsibilities, the governor may delegate or appoint an individual to appear in his place on such occasions.

Go to: Top / Administration Index

A7. COMMUNICATION/MARKETING

  1. The committee shall be appointed by the governor and will include a representative of the Past Governors Association. They shall annually formulate pro-active objectives establishing a plan to communicate the role of the Michigan District Optimists through all auspices of the state and national media. They shall determine the potential for major marketing utilizing grants, in-kind services and sponsorships where possible to expand the recognition of Optimism. The committee shall work in tandem with the Opti-Views and Web site whenever possible. The committee shall report at least annually to the executive committee, forecasting their plans. Any projected budget must be pre-approved by the finance committee or established within the annual budget of the district.

  2. The District Administration may publish a District Bulletin under the direction of the governor and edited by the District Bulletin Editor or (District Publicity Chairperson) appointed by the governor. Costs, publication frequency, and distribution shall be established by the District Administration from year to year according to the budgetary provisions and available funds. 

    Advertising may be accepted to help offset the cost of printing and postage from any person subject to prior approval by the District Administration. The cost of advertising space shall be determined year to year by the District Administration in conjunction with the District Bulletin Editor and the finance committee. 

    As a minimum, the bulletin shall be published and distributed to all district officers, committee personnel, past governors, Optimist International Officers and staff and club presidents and secretary/treasurers.

  3. The Web site will be designed as a communication tool to offer an updated information guide, referencing the Optimist International Web site, the Michigan District - its officers, zones, chairpersons, designated programs, pertinent meeting and report filing dates. The governor shall appoint the WebMaster. Approved expenses shall be paid by the secretary/treasurer and handled within the budget.

Go to: Top / Administration Index

A8. DISTRICT DIRECTORY

The district administration may publish, at the earliest possible date after the beginning of the administrative year, a District Directory. The directory shall contain the names, addresses, and telephone numbers of all district officers, committee chairpersons, club presidents, and secretary/treasurers, and include all district policies, and the dates and locations of all district meetings and conferences for the administrative year. The district directory shall be issued to all members of the board of directors, district chairpersons, assistant to the governor, club presidents and club secretary/treasurers. Additional copies of the directory may be made available to all members of the district at a reasonable cost as determined by the district administration.

Go to: Top / Administration Index

A9. DISTRICT LOGO

The official district logo shall include an outline of the Lower Peninsula of the state of Michigan with the Optimist International logo. The logo may appear on all district correspondence, directories, or other items as approved by the executive committee.

Go to: Top / Administration Index

A10. DISTRICT OFFICER'S LAPEL INSIGNIA (account 400)

The district administration shall provide official lapel insignia for all district officers to be presented at the time of their installation and such insignia may or may not be returned to the district secretary/treasurer at the end of the administrative year. The District shall also purchase and present past district Officer's insignia to all retiring district officers. The recipients and identification of insignia shall be as follows:

Governor Insignia with diamond
Past Governor Insignia with diamond
Governor-Elect Insignia with diamond
Assistant Governors Insignia with/without diamond
Past Assistant Governors Insignia with/without diamond
Lieutenant Governors Insignia with/without diamond
Past Lieutenant Governors Insignia with/without diamond
Secretary/treasurer Insignia with diamond
Past Secretary/treasurer Insignia with diamond
Past Secretary-Treasurer Insignia with diamond

Go to: Top / Administration Index

A11. HISTORIAN

The executive committee shall appoint a historian who shall keep the records and information on district activities of the past and to assist governors in their planning and provide consistency in meetings and conferences.

Go to: Top / Administration Index

A12. NEW CLUB CHARTER PRESENTATIONS

Dates and programs for the charter presentation events of new clubs shall be established by joint action of the new club, the new club's sponsor club, and the governor or lieutenant governor of the zone in the governor's behalf. The governor or his 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, then the immediate past governor shall have the prerogative of presenting the charter.

Go to: Top / Administration Index

A13. GIFTS TO NEW CLUBS

The district administration shall provide each new club with a complimentary club banner, bell and striker. Such will be purchased from Optimist International, and shall budget an established amount for such purposes annually. (Policy may include sharing gift expenses by the sponsor club).

Go to: Top / Administration Index

A14. ILL OR DECEASED REPORTS

The district administration shall inform the membership of any seriously ill or deceased club members or district officers.

A memorial service shall be held at the district convention for all Optimists deceased during the current administration, which service shall be the responsibility of the immediate past governor. Care should be exercised to present a service that is non-denominational in deference to the diversity of faiths present in our membership.

Go to: Top / Administration Index

A15. CONFLICT OF INTEREST

The following provisions govern conflicts that may arise between the interests of any district officer or member of the executive committee and the Michigan District of Optimist International.

A conflict of interest with respect to a transaction effected or proposed to be effected by the district exists if:

A member of the executive committee or the finance committee is known at the time of the commitment to be in a position to personally benefit financially from the transaction; or

The transaction is brought before the executive committee of the finance committee for action, and the officer or member of the board knows, at the time of the commitment that any person has or may have control of unusual influence over a voting member of those committees.

If any conflict of interest arises, the officer or board member must disclose in writing to the finance committee the existence and nature of the conflict thirty days prior to the transaction.

A transaction that is not made in good faith or that is not fair to the district shall be null and void and may not be authorized or approved by any persons.

Go to: Top / Administration Index

A16. LONG-RANGE PLANNING COMMITTEE

The district long-range planning committee shall formulate three-year and five year goals and objectives for the district. The focus of this committee should be on improving communications to the clubs and to the general public through the use of modern technology; better use of leadership skills; more efficient meetings and operations of the district. The committee may consider any other topic that is deemed appropriate.

The committee will annually prepare a report to the governor and the board of directors to be presented at the district convention and used by the executive committee of the following administration at their first meeting as a planning tool.

The long-range planning committee shall be made up of five members each with a three-year appointment. The governor shall appoint persons of leadership and ability to serve as vacancies occur.

The committee shall consist of a past governor, a past district secretary/treasurer, a present or past member of the finance committee, and two members at large who are members in good standing and possess the appropriate leadership skills. The governor and governor-elect shall act as advisory members to this committee. The chairperson shall be appointed by the governor from the members of the committee.

Go to: Top / Administration Index

A17. YOUTH CLUBS COMMITTEE

There shall be a three-member rotating committee. The governor shall appoint a person of leadership and ability to serve on this committee for a three-year term. The governor shall also fill vacancies as may occur on said committee. This committee should work with the youth club conference committee as spelled out in D9.

Go to: Top / Administration Index

A18. DISTRICT POLICIES

The district secretary/treasurer shall distribute the policies provided by the policy chairperson, and shall provide a copy to Optimist International and each member of the district's board of directors at the beginning of each administrative year prior to the first official meeting of the board or after approval, they shall be printed in the district directory.

Go to: Top / Administration Index

A19. POLICY REVISIONS

These policies shall be reviewed at least annually by the district policies committee and be revised as is necessary. All revisions of policy shall be reviewed by the executive committee and approved by the board of directors. Policies may be reviewed and revised by the board of directors at other times as is necessary.

Go to: Top / Administration Index

B - MEETINGS

B1. DISTRICT EXECUTIVE COMMITTEE MEETINGS

The district executive committee shall meet immediately prior to meetings of the District Board of Directors or convention or at the call of the governor, or a majority of the members of the executive committee. (OI Bylaws XIII, 2 - B.)

Go to: Top / Meetings Index

B2. DISTRICT BOARD OF DIRECTORS MEETING

Pursuant to Optimist International Bylaws the district board of directors shall meet quarterly at such time and place as may be determined by the board of directors except that, at the board's discretion, the meeting in the second quarter may be waived if all zones hold zone meetings or meet on a regional basis during that quarter. The first quarter board meeting shall be held not later than 30 November, the second quarter board meeting, regional zone meetings, or zone meetings, shall be held not later than 28 February, the third quarter board meeting shall be held not later than 30 May, and the fourth quarter board meeting (district convention), shall be held not later than Labor Day weekend.

The secretary/treasurer shall send notice of all meetings of the district board of directors to all members of the board, with an agenda prepared by the governor and secretary/treasurer, at least 30 days prior to said meeting. District board meetings shall be budgeted and conducted underaccount 130 and 360, and operated on a break-even basis. The secretary/treasurer or his designated representative may collect costs of any meals or gratuities. (O.I. Bylaws XIII, 1 - B.) District board meetings shall be rotated within our districts four regional areas. The district's meeting and convention chairperson shall report the status of the district board meeting locations and announce which club or clubs is hosting each meeting. Clubs shall be asked to submit written bids on locations of future meetings on a "Meeting Bid Form".

Go to: Top / Meetings Index

B3. DISTRICT MEETINGS AND/OR CONFERENCES

District meetings and conferences shall be planned and conducted by the administration, at the time and place of the meetings of the board of directors in the first, second and third quarters. Such meetings and/or conferences shall invite and encourage the attendance of club officers and committee chairpersons, district officers and district chairpersons and members, and such others as may benefit from the conduct of such meetings and/or conferences.

The program for such meetings and/or conferences may include: the introduction and promotion of club and district goals and objectives; buzz sessions; forums; round tables; leadership development events; and, under the leadership of the lieutenant governors, brief zone meetings. The third quarter meeting and/or conference shall include the election of lieutenant governors for the ensuing year and, if not otherwise scheduled the district oratorical finals. All such meetings and/or conferences will be budgeted and conducted by the administration on a non-profit break-even basis. The administration may collect fees for any meal service and gratuities provided at such meetings and/or conferences. Notice of such meetings and/or conferences and programs thereof shall accompany the notice of the district board of directors meetings.

It shall be the responsibility of the district secretary/treasurer to keep accurate minutes of all meetings of the district executive committee, the district board of directors and annual district convention, and to provide a copy of such minutes to members of the district executive committee, board of directors, Optimist International, and such others as the board of directors may indicate. Such minutes are to be distributed no later than at the following district meeting.

The district secretary/treasurer may pay deposits for projected annual reservations necessary for future organizational meetings.

Go to: Top / Meetings Index

B4. ZONE MEETINGS

Each lieutenant governor shall be responsible for conducting a zone meeting each quarter of the administrative year and notice of such meeting should be sent to the president and secretary/treasurer of each club in the zone not less than 30 days prior to the meetings. To avoid conflict, the dates for all zone meetings shall be established with the knowledge and approval of the governor and/or secretary/treasurer. To fulfill this responsibility, zone meetings may be held in conjunction with other district meetings and/or events, however, at least one zone meeting should be held within the zone itself. All zone meetings shall be conducted on a no-host, no-registration fee basis. If fees for the use of facilities for zone meetings are anticipated or incurred, such expenses shall be budgeted and paid for by the District Administration (account 210), with prior approval of the district administration. The lieutenant governor shall be responsible for the preparation and distribution of each zone meeting program, and the completion and filing a report on each meeting on the form provided by Optimist International. Because the zones are not legislative bodies, minutes are not required.

Go to: Top / Meetings Index

B5. FLAGS, CREED, AND BANNER

It shall be the policy of the district administration to display at all district meetings and/or conferences and at the annual convention, the appropriate national flags, district banners, and the Optimist Creed banner in the same room in which business is being conducted. The district will also encourage clubs to bring their banners to these meetings and/or conferences.

Go to: Top / Meetings Index

B6. DISTRICT CONVENTION

The district convention shall be held annually with said dates to be established by the board of directors at the recommendation of the district convention committee. The convention city shall be determined by the vote of the accredited delegates to the annual convention following the recommendations of the convention committee, for as many years in advance as deemed necessary.

In the event of no submitted bids by local clubs, the governor-elect and convention chairperson shall obtain and contract a site for the forthcoming year's convention. The governor, as the fiduciary representative of the District, may sign contracts on behalf of the Michigan District Optimists. The district secretary/treasurer shall pay approved deposits for projected annual reservations necessary for future organizational meetings.

The clubs or zones adjacent to the convention site shall be invited to act as hosts for the Convention Hospitality Room and assist the convention chairperson in any other identified needs for the convention.

If financially feasible, the district should consider donating some funds to offset the costs of the hospitality room.

There shall be a three person rotating convention committee as provided for in the Optimist International Bylaws which state that each governor shall appoint a person of leadership and ability to serve on this committee for a three year term, and that governor shall also fill such vacancies as they may occur on said committee. It is recommended that said committee should assume the following duties:

The newest member shall be in charge of registration.
The middle member shall be in charge of entertainment.
The oldest member shall be the chairperson. 
The chairperson may also delegate other duties to the members as needed.

Go to: Top / Meetings Index

B7. CONVENTION COMPLIMENTARY REGISTRATION

The incumbent governor, governor-designate, secretary/treasurer, immediate past governor and past governor on the board, as well as the official Optimist International representative, shall receive complimentary convention registration and such shall be anticipated in the district convention budget.

Go to: Top / Meetings Index

B8. CONVENTION DURATION

The annual district convention shall be a two-day event, beginning Saturday morning and ending Sunday, exclusive of social, recreational, or other extracurricular activities.

Go to: Top / Meetings Index

B9. CLUB HOSPITALITY ROOMS AT DISTRICT CONVENTIONS

All club hospitality rooms, or other accommodations serving a like purpose shall be closed during convention business sessions or training events.

Go to: Top / Meetings Index

B10. CONVENTION PROGRAM

The convention committee shall prepare, through consultation with the governor and governor-elect, the schedule of convention events and meetings for submission to the district board of directors not less than 90 days prior to the convention. The governor, through consultation with the governor-elect, shall prepare the agenda and/or curriculum for all convention business sessions, leadership development events, forums and meal service events. The convention schedule and program shall be distributed to all district officers, committee chairpersons, club presidents, and secretary/treasurers, and past governors, not less than 30 days prior to the convention. The convention schedule shall include, as a minimum, the following:

  1. A business session necessary to accomplish the business of the convention.

  2. All leadership development events for club and district officers as prescribed by Optimist International.

  3. A meal service event to provide the official Optimist International representative with an opportunity to address assembled delegates.

  4. A recognition banquet, featuring the installation of the new district officers.

Go to: Top / Meetings Index

B11. CONVENTION RIBBONS

Colors and lettering are as follows:

OPTIMIST INTERNATIONAL OFFICE RIBBON
COLOR		 LETTERING COLOR
Representative Purple Gold
President Purple Gold
Vice-president Purple Gold
Past O.I. President Purple Gold
President-elect Purple Gold
OFFICE RIBBON
COLOR		 LETTERING COLOR
Governor Purple Gold
Past Governor Purple Gold
Governor-Elect Purple Gold
Governor-Designate Purple Gold
Lieutenant Governor Brown Gold
Past Lieutenant Governor Brown Gold
Lt. Governor Elect Brown Gold
Secretary/treasurer Maroon Gold
Secretary/treasurer Apparent Maroon Gold
Past Secretary/treasurer Maroon Gold
Committee Chairperson Red Gold
Assistants to the Governor Red Gold
Convention Committee Orange Black
Club President Light Green Gold
Club President Elect Light Green Gold
Club Sec/Treasurer Royal Blue Gold
Club Sec/Treasurer Apparent Royal Blue Gold
District Host Light Blue Black
Guest Light Orange Black
Accredited Delegate White Black

Go to: Top / Meetings Index

B12. CONVENTION RULES

The convention shall consist of delegates as set forth in the Optimist International Bylaws.

To be accredited by the credentials committee and eligible to vote on convention business, delegates must have registered at the convention, paid the registration fee, be a member of an optimist club in good standing in the district at the time of the convention, and produce such credentials as may be required by the board of directors.

Accredited delegates, as evidenced by an official ribbon, shall be seated in a special area reserved only for accredited delegates whenever a convention business session is convened.

The credentials committee shall report at the first session thereof and periodically thereafter or when directed to do so. The program as printed shall be the official program of the convention.

Following the report of the candidate qualifications committee, the governor shall call three times for other nominations from the floor and then call for the closing of nominations.

If nominations are made from the floor, nominating speeches will be allowed and limited to two for each candidate, one of five-minute duration and one of two-minute duration.

All voting shall be by voice, hand or rising vote, at the discretion of the chair, unless a ballot or roll call vote is ordered by a majority vote of the accredited delegates. In the event of a vote by ballot, the

chair shall appoint a committee of tellers and name its chairperson. In any case, all voting must be done by an accredited delegate and that delegate must be present at the session where the voting is taking place.

At the conclusion of the balloting, the tellers shall count the ballots and the chairperson of the tellers shall certify the tabulated results, in writing, to the chair. If the balloting has been conducted for the purpose of electing an officer of the district, the chair shall announce the name of the winner only and then entertain a motion to destroy the ballots.

No accredited delegate shall be entitled to the floor unless he rises, addresses the chair, and gives his name and club affiliation.

Debate shall be limited to five minutes a speaker. No accredited delegate shall speak a second time to the same question at the same sitting, if another accredited delegate, who has not spoken thereon, rises and asks for the floor.

No accredited delegate shall speak more than twice on the same question if anyone objects.

Main motions shall be put in writing when the chair so directs.

The chair shall entertain no motion unless seconded, and shall not be open to debate or amendment before the chair has repeated it.

The vote on a question, once commenced, shall not be interrupted, except only to ask that the question be restated by the chair.

An accredited delegate may change his/her vote from one side to the other provided he/she rises and asks for the floor promptly, and before the chair declares the results final.

No appeal from a decision of the chair shall be in order unless based on a point of order, and shall be seconded. The vote thereon shall be put not on sustaining the appeal, but on sustaining the decision of the chair.

A majority vote in the negative will reverse the decision of the chair.

Not more than two amendments to any question shall be pending at one time, but after disposal of one or both of them, other amendments may be proposed.

The convention may, to expedite the handling of business, limit as it chooses the time or number of speakers for each side on any question, or the total time for debate, by a two-thirds vote.

District committee chairpersons may make partial reports during lull periods of the convention, unless otherwise ordered.

Robert's Rules of Order shall govern the convention's proceedings, not inconsistent with the constitution and bylaws and these convention rules.

The convention rules shall be adopted by a majority vote, but they may be suspended, rescinded, or amended after the adoption by a two-thirds vote.

Go to: Top / Meetings Index

B13.  CANDIDATE QUALIFICATIONS COMMITTEE

The district candidate qualifications committee shall be composed of the governor-elect, the two most immediate past governors, and two members appointed for one year by the governor.

The committee shall function as provided for in Optimist International Bylaws.

Go to: Top / Meetings Index

B14. INTERNATIONAL REPRESENTATIVES TO DISTRICT MEETINGS

In keeping with the policy of Optimist International to provide an official International representative to district board meetings and/or conferences held in the first quarter each year, and to the annual district conventions, the governor shall issue an invitation, at the earliest convenience, to such individuals as soon as their identity is established. Courtesies traditionally provided to the International President, including complimentary accommodations and registrations, and a suitable gift or memento, the cost of which shall not exceed $200, shall be provided to such official International representative.

Go to: Top / Meetings Index

B15.  INTERNATIONAL PRESIDENT'S VISITATION

The governor, at his/her earliest opportunity, shall invite the Optimist International President to visit the district and shall provide Optimist International with preferred, and alternative locations and dates for such visitations, which dates and locations, once established, may enhance but shall not conflict with any other district date or event.

All plans and arrangements for the International President's visit shall be under direct supervision of the governor and district administration including the provision of complimentary accommodations, customary courtesies, and a suitable gift or memento of the occasion, the cost of which shall not exceed $200. The event shall be budgeted under accounts 130 and 360, and operated on a break-even basis. All clubs in the district shall be invited, at least 30 days in advance, to send representatives to the event. Clubs in the municipality or general area of the visitation, under the leadership of the lieutenant governor, may be asked to provide assistance for the conduct of the event. Governor and spouse (or suitable companion, if not married) or a past international district officer and spouse (or suitable companion, if not married) shall be designated as official host to the international president and spouse.

Go to: Top / Meetings Index

B16. PLEDGE OF ALLEGIANCE AND INVOCATION AT DISTRICT MEETINGS

The agenda at district meetings, including but not limited to the Executive Committee meeting, Board of Directors meeting, and general membership meetings, will include the opportunity for a brief invocation and for the assembled members to recite the Pledge of Allegiance. If there is an invocation, it must be universal and sensitive to the diversity of our membership, containing no language that either intentionally or inherently promotes or excludes anyone on the basis of religion, race, creed, gender, sexual orientation, or political preference.

Go to: Top / Meetings Index

C - FINANCES

C1.   FINANCE COMMITTEE AND BUDGET

There shall be a three-member rotating committee, as provided for in the Optimist International Bylaws, which state that the governor shall appoint a person of leadership and ability to serve on this committee for a three year term and that the governor shall also fill vacancies as may occur on said committee for the uncompleted term. It being recommended that said committee shall assume the following duties:

The newest member shall be in charge of the budget.
The middle member shall be in charge of the audit.
The oldest member shall be the chairperson. 
The Chairperson may also delegate other duties to committee members as needed.

The governor-elect and secretary/treasurer-designate, in consultation with, review of and final approval by the finance committee, shall prepare a proposed balanced budget for submission to the incoming executive committee for recommendation to the incoming board of directors for approval at the first quarter board meeting of the new administrative year. All budgets shall employ the standard district chart of accounts, account numbers, definitions, and required supplements established by Optimist International.

The finance committee must consider all proposed revisions and proposals for expenditures not previously budgeted or approved, and shall make recommendations in writing thereon to the executive committee and/or board of directors.

The finance committee shall exercise advisory supervision over all financial transactions and district financial records, and shall:

Oversee the preparation and timely filing of all financial reports as may be required by the board of directors and/or Optimist International.

Arrange, in coordination with the Secretary/treasurer, for the services of a certified public accountant who shall conduct an annual review of the district financial records as of September 30 and who shall submit a report to the finance committee not later than December 31. The finance committee will review the audit report and submit a summary of the report to the executive committee and the board of directors at their next meeting. The audit report shall be submitted to Optimist International as required. The finance committee will insure that the IRS Form 990 has been prepared and has been submitted as required by law. Should the Secretary/treasurer be unable to complete his or her duties toward preparing the records for the annual audit and the IRS records in a timely fashion as prescribed by law, the finance committee, with the assistance of the Immediate Past Governor, shall complete these duties.

Supervise the orderly transfer of all pertinent district records and funds from each administration to its, successor no later than December 31st.

The finance committee shall meet with the district secretary/treasurer and the governor on a quarterly basis to review all financial transactions that have occurred as well as the financial condition of the district.

Go to: Top / Finances Index

C2. REIMBURSEMENT OF EXPENSES

Authorized individuals shall be reimbursed for expenses incurred on district administration business upon receipt, by the district secretary/treasurer, of a properly completed and signed voucher accompanied by the proper documentation or report. Reimbursement for mileage shall be at the current Internal Revenue Service mileage rate except that no reimbursement shall be made for district business within the limits of ones residency. All reimbursement shall be made within the limitations of the budget and available funds.

All requests for expenses reimbursement shall be submitted to the governor for approval, within budgetary guidelines, prior to October 20 of the following administrative year, and must be submitted on a district voucher, failure to comply with the above will cause disapproval of said request for reimbursement.

Go to: Top / Finances Index

C3. DISTRICT DUES

Each club in the district shall pay to the district for each member enrolled at the time, annual dues of $12.00 per member, payable in quarterly amounts on October 1, January 1, April 1, and July 1, subject to the approval of the board of directors of Optimist International and in accordance with the bylaws thereof.

Annual dues payable by a newly affiliated club shall commence on the first day of the third month following that in which such club is officially organized, such payment to be based on the number of members enrolled in the International office on that date.

Full-time college students will pay annual dues of $4.00 a year, payable to the district in quarterly amounts. A full-time college student is as defined by the Constitution and by-laws of Optimist International.

Go to: Top / Finances Index

C4. CAPITAL PURCHASE

Purchases of computer programs, fax machines, etc. shall be considered capitol purchases and must first be approved by the governor, secretary/treasurer and the finance committee. Those items, if purchased, shall remain the property of the Michigan District. No transaction or contract for capital purchases of more than five hundred dollars ($500.00) may be entered into without the prior review by the finance committee, the district secretary/treasurer and the executive committee. It then requires approval by the board of directors.

Go to: Top / Finances Index

C5. CONVENTION BUDGET AND FINANCE REPORT

The convention budget shall be prepared and approved as a supplement to the district administration's annual consolidated budget and shall be based on statements of receipts and expenditures and audits of previous conventions. The statement of convention receipts and disbursements shall be prepared by the district meetings and convention chairperson, governor and district secretary/treasurer, and shall be included in the districts annual financial statement.

Go to: Top / Finances Index

C6. CONVENTION ALLOCATION FROM DISTRICT DUES

In keeping with the fact that clubs and members benefit from the conduct of the annual convention, the sum of $.75 per member shall be allocated from district dues paid by clubs for each of their members enrolled in the office of Optimist International as of the last dues billing date, which allocation shall supplement convention registration fees for financing the annual district convention.

Go to: Top / Finances Index

C7. CLUB REGISTRATIONS AND REFUNDS

  1. Registrations: Registrations by phone, fax or e-mail shall be recognized as a valid registration. Payments for "early bird" registration must arrive before cut off date. All registrants will be billed for same if they do not attend the registered event unless notification of non attendance meets the notification criteria.

Refunds: All requests for refunds of prepaid registrations must be made in writing by the pre-registered individual. Such requests for refunds must be received by the convention chairperson and/or district secretary/treasurer on or before the last day of the convention. No refunds of partial registrations shall be honored. The content of this section shall appear on all pre-registration forms.

Go to: Top / Finances Index

C8. GIFTS AND MEMENTOS

It shall be the policy of the district administration to present a gift or memento to the retiring governor and to the official International Representative to the annual convention, the cost of which shall not exceed $200.00 for each.

The immediate past governor shall be responsible for the selection of such gifts or mementos to the retiring governor and the governor shall be responsible for the selection of a gift or memento to the International Representative.

Go to: Top / Finances Index

C9. INTERNATIONAL CONVENTION

With due respect to the location and duration of the International Convention, the governor, governor-designate, secretary/treasurer, and secretary/treasurer designate, shall receive an amount, to be budgeted annually, towards the reimbursement of expenses to attend the International Convention. To qualify for this amount, each must attend and be registered at the full convention and show evidence thereof when submitting his/her expense voucher.

Go to: Top / Finances Index

C10. HOSPITALITY ROOM AT THE INTERNATIONAL CONVENTION

The district administration may maintain a district headquarters or hospitality room at the International Convention, the rental of which, only, shall be budgeted and chargeable to account 560 of the standard district chart of accounts.

Go to: Top / Finances Index

C11. RESTRICTED RESERVE FUND

There shall be established a Restricted Reserve Fund to be maintained by the district secretary/treasurer for the accumulation of certain funds separate and apart from the general operating funds of the district.

The Restricted Reserve Fund shall be for the sole purpose of:

  1. The purchase of capital equipment for the district
  2. Emergency operating fund

The Restricted Reserve Fund may be accessed only by action of the District Finance Committee when requested by the governor. All expenditures from the fund shall be subject to approval by the district executive committee.

Go to: Top / Finances Index

D - ACTIVITIES

D1. DISTRICT ACHIEVEMENT-AWARDS PROGRAM AND APPEALS

The district may budget, maintain, and conduct an annual achievement and awards program which shall be prepared and evaluated by the chairperson of the District Achievement and Awards Program with collaboration of the governor, governor-elect, secretary/treasurer, and through consultation with their predecessors, and which shall be presented to the district board of directors for final approval at it's first quarter board meeting.

It shall be the responsibility of the district administration to promote and encourage the participation in both district and Optimist International Achievement and Awards Programs. Pursuant to the Achievement and Awards Program and the policies of Optimist International, the district administration shall refrain from offering or conducting any awards competition, personal or club, for any activity or performance embraced by Optimist International's Achievement and Awards Program. The District Achievement and Awards Program shall conform to the District Achievement and Awards Program advocated by Optimist International.

The final standings for the District Achievement and Awards Program shall be published no later than 20 October of the following administrative year.

Any appeal or protest of the final published standing of clubs or individuals in the District Achievement and Awards Program, to be considered, must be in the hands of the district secretary/treasurer no later than 10 days following the publication of the final standings. Thedistrict executive committee shall have the power and authority to review and adjudicate any such appeal or protest at the first quarter board meeting of the following administrative year, and its' decision shall be final. To be eligible to receive any award or recognition, all financial obligations of a club to the district shall have been met by the closing day of said administrative year.

Go to: Top / Activities Index

D2. SCRAPBOOK AWARD RIBBONS

Scrapbook award ribbons shall be 3" x 1" in size with a square bottom edge. Colors and lettering is to be as follows:

AWARD RIBBON
COLOR		 LETTERING COLOR
Overall Winner White Gold
Division 1-5 Winners Green Gold

Go to: Top / Activities Index

D3. CLUB BULLETIN AWARD WINNERS

Club bulletin award ribbons shall be 3" x 1" in size with a square bottom edge. Colors and lettering are to be as follows:

AWARD
RIBBON
COLOR
LETTERING COLOR
Club Bulletin Winner
Pink
Gold

Go to: Top / Activities Index

D4.  COMMUNITY PROJECT AWARD RIBBONS

Community project award ribbons shall be 3" x 1" in size with a square bottom edge. Colors and lettering are to be as follows:

AWARD RIBBON
COLOR		 LETTERING COLOR
CPA Participant Yellow Gold

Each club participating in the competition for the year will receive a ribbon. There are no ribbons for district winners.

Go to: Top / Activities Index

D5. CLUB MEMBERSHIP CHAIRPERSON AWARD

Club membership chairpersons shall be recognized for their achievements in gaining honor club status with a certificate from the district.

Go to: Top / Activities Index

D6. DISTRICT ORATORICAL CONTESTS

The district shall conduct both boys and girls oratorical contests each year. The district finals will be held at the time of the third quarter board meeting and/or district conferences. The preliminary regional contests will be held prior to the district finals, but not at the third quarter district meeting.

Pursuant to the policies of Optimist International, all phases of the district contest shall be conducted in strict compliance with International oratorical rules.

A committee composed of the district general chairperson and the regional chairpersons shall be responsible for facilities, equipment, judges, etc., and other details pertinent to the conduct of the regional and district contests.

Regional contests are to be conducted under the supervision of and coordinated by the district oratorical chairperson, with responsibility for the actual conduct of the regional oratorical contest assigned to the regional chairperson. The governor or a representative of the governor shall meet with the local hosting club of the regional contests so they understand the financial format before the program begins.

The district is divided into regions composed of the following zones, in lieu of zone competition:

REGION I North
REGION II Central/West
REGION III East
REGION IV South-East, except City of Detroit
REGION V City of Detroit

The specific zone content of each region is to be specified by the governor.

Entry fees for the regional or district contest may be charged only to cover the costs involved in operating the contest and made payable to the Michigan District. Other costs including transportation, food and lodging while at or en route to the said contests shall be theresponsibility of the sponsoring club.

Income and expenses for regional and district programs shall be directed through the Michigan District Secretary/Treasurer.

The costs of all district trophies and regional certificates and name tags, and all authorized receipts and expenditure, shall be budgeted and audited under accounts 140 and 370. All such items shall be supervised by the district chairperson and accountable to the district secretary treasurer who shall make all purchases and expenditures and record all revenue and expenses.

It shall be the responsibility of the chairperson to submit the required materials and information on contest winners to the International office no later than 30 days following the contest.

Regional oratorical contest winner ribbons shall be 3" x 1" in size with a square bottom edge. Colors and lettering are to be as follows:

AWARD RIBBON
COLOR		 LETTERING COLOR
Boy's Regional Winner Red Gold
Girl's Regional Winner Red Gold

Go to: Top / Activities Index

D7.  DISTRICT ESSAY CONTEST

The district shall conduct an essay contest each year. The required information regarding the winner shall be forwarded to the International office no later than February 15.

All phases of the contest shall be conducted in compliance with the Optimist International Essay Contest Rules.

All clubs sponsoring an entrant shall pay an entry fee. The fee shall be made payable to the Michigan District and paid to the contest chairperson in an amount sufficient to cover all expenses incurred by the district in the conduct of the contest.

A district chairperson shall be appointed by the governor to administer all details of the contest.

The cost of all district awards and all authorized receipts and expenditures shall be budgeted and audited under accounts 147 and 390. The district secretary/treasurer who shall make all purchases and expenditures shall supervise all such items.

Go to: Top / Activities Index

D8.  DISTRICT JUNIOR GOLF CHAMPIONSHIP

The district shall conduct a Junior Golf Championship contest each year. The district finals shall be conducted and the names of the winners shall be forwarded to the International office by the required date.

All phases of the contest shall be conducted in compliance with Optimist International Junior Golf Championship Rules.

A chairperson shall be appointed by the governor and shall be responsible for all details of the contest.

The governor or a representative of the governor shall meet with the local host club of district competition so that their board understands the financial format of the program before it begins.

All clubs sponsoring an entrant shall pay an entry fee. The fee shall be made payable to the Michigan District and submitted to the contest chairperson in an amount sufficient to cover all expenses incurred by the district in the conduct of the contest.

The District Chairperson shall raise enough funds through registration fees, club donations, and outside contributions to cover all District Junior Golf Championship Tournament expenses (O. I. Assessment fee for district tournament golfers, cost of awards, international tournament entry fees, and allotment for transportation to International Tournament, etc.) with the excess receipts from previous tournament expenses, with a minimum of $500, to be carried forward and ear-marked for the following years District Junior Golf Championship Tournament.

The cost of the awards and all authorized receipts and expenditures shall be budgeted and audited under accounts 145 and 380 with such items being supervised by the district secretary/treasurer who shall make all purchases and expenditures.

Go to: Top / Activities Index

D9.  YOUTH CLUB CONFERENCES

The district shall be encouraged to conduct a conference for Junior Optimist and Octagon Clubs each year.

A planning committee comprised of the district youth clubs chairperson, governor, youth clubs board of directors and youth club sponsors and advisors as the committee deems necessary, shall be responsible for organizing all phases of the conference.

Elections for district youth club officers must be held in accordance with guidelines in District Youth Club Bylaws.

The Governor of JOOI shall be invited to sit as an ex-officio member of the executive committee of Michigan District and report from time to time on the state of the JOOI organization.

Finances shall be under the control of the district secretary/treasurer and youth clubs chairperson. Income and expenses shall be handled as a pass through to the Michigan District Secretary/Treasurer.

All moneys returned to the district as rebates for holding a Youth Club District Conference are to be used to support district youth club activities.

Funds will be budgeted to assist the district chairperson or co-chairpersons with travel expense and housing for both the District Meetings, and District and National Conventions. The chairperson of the JOOI clubs shall be included under the line item: committees; and funded appropriately.

(Sponsorships will be promoted to expand the functions of JOOI.)

Go to: Top / Activities Index