[Reviewed 05/15/03] (As adopted in Convention, 1986 and amended in Convention through 1999)
ARTICLE I - PURPOSES AND PROCEDURES
ARTICLE II - DISTRICT ADMINISTRATION
ARTICLE III - FINANCIAL MATTERS
ARTICLE IV - DISTRICT CONVENTIONS
ARTICLE V - INTERNATIONAL CONVENTIONS
ARTICLE VI - CANDIDATE QUALIFICATIONS AND ELECTIONS
ARTICLE VII - DISTRICT ACTIVITIES
ARTICLE VIII - AWARDS
ARTICLE IX - NEW CLUBS
ARTICLE X - POLICY COMMITTEE
ARTICLE XI - LEADERSHP DEVELOPMENT COMMITTEE
ARTICLE XII - AMENDMENT
APPENDIX 1 - CONVENTION RULES
ARTICLE I - PURPOSES AND PROCEDURES
Section 1 - District policies set forth regulations and guidance for the effective and efficient conduct of District business. Policy statement shall be consistent with the Constitution, Bylaws, and Policies of Optimist International.
ARTICLE II - DISTRICT ADMINISTRATION
Section 1 - District Officers: The officers of the district are the Governor, the Lieutenant Governors, and the District Secretary.
Section 2 - Executive Committee: The district Executive Committee consists of the district officers, the two (2) immediate Past-Governors, and the Governor Elect.
Section 3 - Board of Directors: The Board of Directors of the district consists of the Executive Committee and the President of each club. The district Board of Directors shall be installed in office by an official representative of Optimist International at the first quarter meeting of the Board.
Top Section 4 - Committees:a. Except as provided in paragraph 4.b. of this section, the Governor shall appoint all district committees and their chairpersons thereof. The district committees and their basic functions are:
 | Achievements & Awards - Promote and coordinate club participation in district and international awards programs. |
| Activities - Promote participation in international youth and community service programs. |
| Bulletin Editor: Prepare and publish a district bulletin. |
| Candidate Qualification: Nominate candidates for election to district offices. |
| CCHI: Promote and coordinate Optimist International Communications Contest for the Hearing Impaired. |
| Club Services: Promote strong club administration, club assistance, and new club orientation. |
| District Convention: Review and validate the credentials of the district convention delegates. |
| Essay Contests: Supervise and coordinate district essay contests. |
| Finance: Supervise and coordinate district budget and financial matters. |
| Help Them Hear: Promote and coordinate club efforts in support of programs aiding the hearing impaired. |
| International Relations: Promote and coordinate international expansion programs and initiatives. |
| Junior Golf: Coordinate the district Junior Golf program. |
| Leadership and Development: Plan and coordinate district officer and officer-elect training. |
| Membership: Promote programs related to membership and attendance. |
| New Club Building: Promote and assist achievement of district new club building goals. |
| Oratorical Contests: Supervise and coordinate district oratorical contests. |
| Policy: Review changes to district policy. |
| Public Information: Coordinate district public information and public relations efforts. |
| Substance Abuse Prevention: Promote and coordinate substance abuse prevention programs. |
| Supplies: Promote procurement of club supplies through the designated Optimist supply source. |
| Youth Clubs: Promote and coordinate creation and growth of Junior Optimist and Octagon clubs. |
(Details of committee chairperson functions are set forth in the appropriate Optimist International district leader publications)
b. Unless authority therefore is delegated to the Governor, the district International Ambassador, International Foundation Representative, and Junior Golf Hospitality Chairman are appointed by Optimist International.
c. With approval of the Executive Committee the Governor may appoint one or more Special Assistants to coordinate occasional or interim district functions not readily encompassed by the established committee structure.
d. Committee chairpersons, Special Assistants and the individuals appointed by Optimist International to serve as district representatives for international functions are non-voting members of the Executive Committee.
Section 5 - Meetings
a. Board of Directors. The Board of Directors shall meet quarterly are prescribed in Optimist International bylaws.
(1) The first quarter meeting shall be held prior to November 30th, the second quarter meeting shall be held no later than March 15th, the third quarter meeting shall be held no later than May 31 and the fourth quarter meeting shall be held in conjunction with the annual district convention, as provided in Article IV.
(2) The announcements of each meeting of the Board of Directors shall include an agenda for that meeting.
(3) Any Optimist member may speak to any matter during a Board of Directors meeting, if recognized by the chair. Would a Club President be unable to attend a Board of Directors meeting, a President’s Designee from that club may act as the President in the conduct of business coming before the Board.
b. Executive Committee - The Executive Committee shall meet monthly as directed by the Governor or on the call of a majority of the members thereof. When possible, Executive Committee meetings should be held in connection with and immediately prior to quarterly meetings of the Board.
c. Meeting Fees - No registration of other participation fee shall be levied in connection with Executive Committee meetings or the first, second and third quarter board meetings. The District Secretary-Treasurer, or designated agent thereof, is authorized to collect and disburse funds for the costs of meal service, gratuities, and other incidental expenses connected with such meetings.
d. In the eventthe Governor is temporarily unable to preside at a meeting of the Board of Directors, the Executive Committee, or at the Annual Convention of the District, the meeting will be run in the following succession, the immediate Past Governor, the next most recent past Governor in attendance, a current standing Lieutenant Governor voted upon by the District Executive Committee.
Section 6 - Minutes: The Secretary-Treasurer shall keep true and correct minutes of actions taken at each meeting of the Board of Directors, the Executive Committee, and the annual District Convention. Copies of such minutes shall be transmitted to Optimist International, and to each member of those bodies in attendance as such meetings, within 30 days of the close of such meetings. Additional copies of such minutes shall be available for distribution at the next regularly scheduled meetings of those bodies, except that copies of the minutes of the annual convention shall be available for distribution at the first quarter meeting of the Board of Directors.
Section 7 - District Officer Lapel Insignia: At the time of installation in office, the following district officer’s shall be provided with appropriate official Optimist International lapel insignia, at district expense: Governor, Governor-elect, each Lieutenant Governor and district Secretary-Treasurer. The insignia shall be provided on a loan basis and shall be returned to the Secretary-Treasurer at the end of the administrative year. Additionally, at the time of installation new district officers, gifts of appropriate of official past district officer lapel insignia, at district expense, shall be provided to the retiring Governor, Lieutenant Governors and district Secretary-Treasurer.
Section 8 - Zone Administration: a. To facilitate efficient district administration and orderly selection of Lieutenant Governor candidates, the Board of Directors shall review and make necessary changes and/or realignments to the district zone structure during it’s second quarter meeting. New zone realignment proposals shall be submitted to the Governor no later than 30 days prior to the second quarter meeting. New zone alignments shall become effective October 1 of the next administrative year. No realignments shall result in a creation of a zone consisting of less than four clubs unless approved by the Board of Directors.
b. Lieutenant Governors shall inform the Governor in a timely manner of the dates, times, and places of zone meetings. Zone meetings shall be conducted on a basis of no cost to the district and shall be held in conjunction with other district events. Minutes of zone meetings are neither required nor appropriate. Lieutenant Governors shall promptly submit required reports of zone meetings.
Section 9 - District Directory: Annually, the district shall publish a directory containing the names, addresses, and telephone numbers of district officers, district committee chairpersons and special assistants, and past governors; the names of Optimist International Officers; and the names of club presidents and secretary-treasurers, club numbers and times and places of regular meetings. When feasible, the directory shall include the dates and locations of district meetings, conferences, and the district convention, a copy of district policies, and may contain such other information as may deemed desired by the Governor. In accordance with Optimist International policy, the district directory shall not be used for purposes of commercial solicitation.
Section 10 - District Bulletin: A district bulletin shall be published at least quarterly for the purpose of disseminating messages from the Governor, information on district activities, and such other information as may be of general interest or benefit to clubs or individual Optimists. The bulletin shall be produced under the supervision of a Bulletin Editor appointed by the Governor and shall be mailed to each member of the district at the address currently shown in the membership records of Optimist International.
Section 11 - District Conferences: At the discretion of the Governor, district conferences may be conducted at the time and place of meetings of the Board of Directors. The purposes of the district conferences is to introduce and promote district programs, goals, and objectives, and to conduct leadership training, zone meetings, and such other general membership training zone meetings, and such other general membership activities as may be appropriate. Notice of district conferences may be published in conjunction with notices of quarterly meetings of the Board of Directors, and shall include encouragement of the attendance of club and district officers and committee personnel.
Top Section 12 - Gubernatorial Visitation: The Governor is neither required nor expected to make a visitation to each club in the district. When made, a visitation by the governor shall be arranged in advance with the president ofthe club concerned, or the designated representative thereof. During a club visitation, the governor is acting in the official capacity and shall be the guest of the club, provided with an opportunity to address the club members, and accorded such other courtesies and amenities as may be appropriate to the occasion. The Governor may direct a district officer, a past-Governor, a committee chairperson, or special assistant to act as a representative for an official visitation.Section 13 - International President Visitation: The President of Optimist International will make an official visitation to the district approximately once every other administrative year. The Governor shall act as host for the visit of the Optimist International President and may designate one or more members of the district to assist in the planning and conducting thereof. In addition to personal courtesies that may be extended to the International President and spouse by the Governor and other district officers, the district shall host an event at which the President may address the attending Optimists and their guests. The event shall be announced to all club Presidents at least 30 days in advance and the attendance of club members shall be invited and encouraged. The event shall be budgeted and conducted on a break-even basis.
ARTICLE III - FINANCIAL MATTERS
Section 1 - General. District finances and financial records shall be administered and maintained in the form and manner prescribed by Optimist International. Unless otherwise provided in these policies, all district financial commitments and expenditures shall be consistent with the approved budget and subject to the availability of funds.
Section 2 - Depository and Signatures. In accordance with Optimist International bylaws, at its first quarter meeting the Board of Directors shall designate the financial institution(s) in which district funds shall be deposited. Except for the convention account as set forth in Article IV, the authorized signatures for withdrawal or disbursement of district funds shall be those of any two of the following, the Governor, the district Secretary- Treasurer, the immediate Past Governor.
Section 3 - District Dues.
a. Each club shall pay annual district dues in the amount of $14.00 per member. Dues shall be paid in four equal installments on the first day of October, January, April and July, based on the number of members enrolled in Optimist International on the last day of September, December, March and June respectively.
b. Annual dues payable by a newly affiliated club shall commence on the first day of the third month following the month in which the club is officially organized, with prorated payment based on the number of members enrolled at Optimist International on that date.
c. Any club that is more than 60 days in arrears for any indebtedness to Optimist International or the district automatically is not in good standing until such indebtedness is corrected. A club not in good standing is ineligible to vote in district matters, may be denied participation in certain district activities, and may have its charter revoked at the discretion of Optimist International.
Section 4 - Finance Committee. The Finance Committee shall consist of a Past Governor, the district Secretary-Treasurer, and one member appointed from the district at large. The finance committee shall:
a. Prepare the proposed annual budget, employing the standard district, chart of accounts, account numbers, definitions, and required supplements prescribed by Optimist Intentional, for submission to the Board of Directors at its first quarter meeting.
b. Exercise advisory supervision over all district budgetary matters and financial transactions, and shall make recommendations thereon to the Board of Directors and the Executive Committee.
c. Arrange for such financial reports as may be required by the Board of Directors and the Executive Committee.
d. Arrange for an annual review of district finances as of September 30 by a public or certified public accountant, such audit to be completed as soon as possible after the close of the administrative year, but no later than November 30, and
e. Arrange for and supervise the orderly transfer of district funds and financial records from the incumbent district administration to its successor.
Top Section 5 - District Officer Expenses.a. Subject to the approval of the Governor, and provided that provisions therefore have been made in the district budget, reimbursements for authorized expenses incurred in the conduct of district business shall be made to district officers, committee chairpersons, and other individuals acting in an official capacity for the district, except that no reimbursement shall be made for activities for which reimbursement is made by Optimist International. "Authorized expenses" is defined as the cost of travel, necessary lodging, and meals, and the cost of miscellaneous administrative activity associated with district business. "District business" is defined as attendance at or participation in district conferences, authorized zone and club meetings, meetings of the Board of Directors and Executive Committee, the district and international conventions, and such other functions as may be specified by the Governor.
Section 6 - Claims. Claims for reimbursement shall be submitted to the Secretary-Treasurer in writing, in the prescribed form and manner, and shall be accompanied by appropriate validating documentation. All reimbursements shall be issued by check by the Secretary-Treasurer. Reimbursements for travel shall be computed for most direct, normally traveled commercial routes, in an amount per mile that is determined from time to time by the Executive committee.
Section 7 - Payment Limitation. At the discretion of the Governor, payment of claims for reimbursement may be limited to a quarterly basis, with no more than 25% of budgeted amounts being disbursed for each elapsed quarter of the administrative year.
Section 8 - Dishonored Check Charge. In the event a check payable to the California South District, to meet club or individual obligation to the district, is dishonored by the bank because of insufficient funds, a stop payment or order by the issuer, or account closed, any bank fee charged to the district therefore shall be reimbursed to the district by the individual or club concerned. In the event such check is issued with the intent of fulfilling a club obligation to the district, the club concerned automatically shall be not in good standing and ineligible to vote in district matters until the obligation is satisfied and the bank fee is reimbursed.
ARTICLE IV - DISTRICT CONVENTIONS
Section 1 - Date and Location. As required by Optimist International bylaws, a district convention shall be held annually no sooner than August 7 and no later than September 30. The date of the convention shall be established by the Board of Directors on the recommendation of the Convention Committee. The general geographic area of future conventions shall be determined by a vote of the accredited delegates to the convention for as many years in advance, not to exceed five years, as the convention committee considers appropriate. The Board of Directors is authorized to substitute a convention area when circumstances make such action necessary or advisable. The Convention Committee shall determine the specific hotel and/or other facility for location of a convention within a selected area.
Section 2 - Authority. All provisions of the Constitution and bylaws or Optimist International and the policies of the district, shall govern the district convention and are incorporated into the convention rules by reference. Robert’s Rules of Order shall be the parliamentary authority in all cases not governed by Optimist International constitution and bylaws, and district policy. Cases not covered by the foregoing shall be decided by the convention.
Section 3 - Committee. The planning and conducting of the district convention shall be under the supervision of the Convention Committee, as prescribed in Optimist International bylaws. The committee shall consist of the three most immediate and available Past Governors, one of whom shall be designated as chairperson, and a Convention Secretary-Treasurer appointed from the district at large. Additional members may be appointed at the discretion of the Governor.
Top Section 4 - Secretary-Treasurer. The Convention Secretary-Treasurer shall keep and maintain all convention administrative and financial records; shall receive and disburse all convention moneys; shall prepare and submit to the District Secretary-Treasurer, within 30 days of the close of the convention, a statement of receipts and expenditures, along with supporting documents and records; and shall perform such other duties and functions as are requested by the Convention Chairperson or normally are incumbent upon secretary-treasurer. Unless bonded by Optimist International, the Convention Secretary-Treasurer shall be bonded as district expense in an amount established by the Executive Committee.Section 5 - Budget Reports. Convention funding shall be included as an integral part of the district budget, and the status of convention funds shall be reflected in the required periodic financial reports made to the Board of Directors and the Executive Committee. A general report of convention progress, planning and financing shall be presented by the Convention Committee at the third quarter meeting of the Board of Directors. A call to convention, including the specific dates of the convention and the complete, official convention program, shall be published to each member of the district no later than 30 days before opening of the convention. A final report of convention activities and financing shall be presented by the retiring chairperson of the Convention Committee at the first quarter meeting of the Board of Directors.
Section 6 - Finances.
a. Convention moneys shall be maintained in an account separate from other district accounts. Transfers of moneys between the general and convention accounts shall be made only when specifically directed by the Executive Committee.
b. Disbursement of convention fund account moneys shall be made only upon issuance of a voucher approved by the Governor and either the Convention Chairperson or the Convention Secretary-Treasurer. All checks issued against the convention account shall bear the signatures of two of the following: the Governor, the Convention Chairperson or the Convention Secretary-Treasurer.
c. The final statement of convention receipts and expenditures shall be kept by the district Secretary-Treasurer for inclusion as part of the annual audit.
Section 7 - Funding Supplement. An amount of $1.00 per district member, based on the number of members enrolled at Optimist International on September 1 shall be budgeted from district dues to supplement the convention account. The actual amount transferred from the general account to the convention account shall be based on the official enrollment as of April 1.
Section 8 - Registration Fees.
a. Convention registration fees shall be prepaid. Requests for refund of registration fees must be received by the Convention Chairperson prior to the first day of the convention. Refunds will be paid only to the individuals concerned and requests for partial refunds will not be honored.
b. Complimentary convention registration fees for the Governor, the Governor-Elect, the Lieutenant Governors-Elect, the two most Immediate Past Governors, the District Secretary-Treasurer, the Convention Chairperson, and the Convention Secretary-Treasurer shall be included in the convention budget. Complimentary convention registration fee and the cost of hotel/motel accommodations, including meals, for the official Optimist International representative to the convention and spouse, shall be included in the convention budget.
Section 9 - Program. Subject to the approval of the Governor, the Convention committee shall prepare a schedule of events for the convention. At minimum the convention schedule of events shall include; two or more sessions for accomplishment of necessary convention business; one or more sessions for the accomplishment of necessary training of Lieutenant Governors- elect, Presidents-elect, and Secretary- Treasurers designate; an "Old Timers Breakfast" meal service event for delegates; a meal service event for the delegates and their prepaid guests, at which the official Optimist International representative may make an address and at which the installation of new district officers is conducted; a memorial service; and such other general delegate activities as may be appropriate. The memorial service may be combined with any non-meal service event.
Section 10 - Rules. The rules for conducting district convention business are set forth in Appendix I, a copy of which shall be provided each convention delegate prior to the first business session.
Section 11 - Displays. The flag of the United States, and when appropriate, the flags of other nations, the Optimist Creed, and the district banner shall be displayed in the room in which convention business is conducted.
Section 12 - Hospitality Rooms. Convention "hospitality rooms," or other accommodations serving a like purpose, shall be closed during convention business and training sessions.
Section 13 - Gifts. The cost of an appropriate gift/memento for the retiring Governor shall be included in the convention budget and the selection of such gift shall be at the discretion of the Immediate Past Governor. The cost of the appropriate gifts/mementos for the official representative of Optimist International and spouse shall be included in the convention budget and the selection of such gifts shall be at the discretion of the Governor.
Section 14 - Credentials Committee. There shall be a Convention Credentials Committee consisting of the District Secretary-Treasurer, the Convention Secretary-Treasurer, and at least one other individual appointed at large from the district. The Credentials Committee shall oversee matters relating to convention delegate accreditation.
Section 15 - Delegates. Any Optimist member registered for the convention may speak to any matter, if recognized by the chair. However only accredited delegates may vote on matters of convention business. An accredited delegate is an Optimist whose club is in good standing (i.e., is not in arrears in payment of financial obligations to either Optimist International or the District), and who has registered for the convention, paid the required registration fee, and produced such other credentials as may be required by the Credentials Committee. An individual may be an accredited delegate for more than one club if that individual meets accreditation qualifications for each club. The number of accredited delegates of a club shall not exceed that club’s voting strength as set forth in Optimist International bylaws.
Section 16 - Fourth Quarter Board Meeting. When conducted in conjunction with the annual convention, the fourth quarter meeting of the board of directors will be convened, the business thereof conducted, and the meeting adjourned, prior to the beginning of the convention first business session.
ARTICLE V - INTERNATIONAL CONVENTIONS
Section 1 - Reimbursement. To the extent authorized in the district budget, the Governor, the Governor-elect, and the Secretary-Treasurer designate shall be reimbursed for expenses incurred in attendance at the Optimist International convention. To the extent authorized in the district budget, Lieutenant Governors-elect shall be reimbursed for expenses incurred in attendance at the Optimist International convention, provided that a single Lieutenant Governor-elect shall be reimbursed in an amount no greater than a pro rata share of the total amount budgeted for Lieutenant Governors-elect computed as if all the Lieutenant Governors- elect had attended the convention.
Section 2 - Qualification. To qualify for reimbursement for attendance at an international convention, an individual must have registered for and attended the full convention, and must present validating evidence of expenses incurred.
Section 3 - Hospitality Room. At the discretion of the Governor, the district may maintain a district headquarters-hospitality room at the International Convention. The cost of the rental of such room shall be included in the district budget.
ARTICLE VI - CANDIDATE QUALIFICATIONS AND ELECTIONS
Section 1 - Candidate Qualifications.
a. The Candidate Qualifications Committee shall be composed of the Governor-elect, the two most immediate and available past-Governors, and two members appointed from the district at large, one of whom shall be designated as chairperson.
b. Prospective lieutenant governor and governor candidates shall be identified as provided in Optimist International bylaws. The names of Governor-elect and Lieutenant Governor-elect candidates, and a brief summary of their backgrounds and qualifications, shall be mailed to each club President and Secretary-Treasurer at least 30 days prior to the dates scheduled for election of those candidates.
c. The Candidate Qualification Committee may require such information as it considers necessary to assist in the selection of candidates. Such information may be derived from, but is not limited to, personal interviews; written statements outlining candidate backgrounds, qualifications, and willingness to serve; written supporting endorsements by the Presidents of the candidates’ clubs; and written statements from the candidates employers (or the individual themselves, in the case of self-employment) indicating understanding and approval of the anticipated commitment to serve.
Section 2 - Election
a. Lieutenant Governors shall be nominated and elected at the third quarter meeting of the Board of Directors. Election shall be conducted in general conformance to the guidelines for convention balloting as set forth in Appendix I, subject to the provisions of this paragraph. Following a roll call and establishment of club voting eligibility, the Candidate Qualification Committee shall place in nomination at least one candidate for election as Lieutenant Governor for each zone. Thereafter, the chair shall declare a brief recess to permit the individual zone meetings for the purpose of identifying additional nominees. If an, and for election of Lieutenant Governors-elect. A zone meeting shall be chaired by the Lieutenant Governor of the zone, if present, or by one of the Zone Presidents elected from their number. Only a club President, or the designated representative thereof in attendance, shall be eligible to make additional nominations or to cast the votes to which a club is entitled. The results of elections of Lieutenant Governors-elect shall be reported promptly to the district Secretary-Treasurer. Thereafter, the results of the elections shall be announced by the chair.
b. The Governor-elect shall be nominated and elected at the district convention. At the first business session of the convention, the Candidate Qualification Committee shall place in nomination at least one candidate for election as Governor-elect. The Governor-elect shall be elected during the second business session of the convention.
c. Details of convention parliamentary procedures are set forth in the Convention Rules, Appendix I.
ARTICLE VII - DISTRICT ACTIVITIES
Section 1 - General. Optimist International is an association of affiliated, autonomous clubs. The district is an administrative subdivision of Optimist International, not an autonomous body. Activities conducted by the district are limited to those specifically authorized by Optimist International. Present district-sponsored activities are the Essay Contest, the Oratorical Contest, and the Junior World Golf program. All other activities, whether originated and promoted by Optimist International or originated locally, are individual club activities, or those conducted by two or more clubs, may receive recognition, publicity, or encouragement at district meetings or in district publications. However, recognition does not constitute district sponsorship, and such sponsorship of individual club activities should not be expected nor inferred.
Section 2 - Oratorical Contests.
a. Club and district oratorical contests shall be conducted in accordance with guidelines published by Optimist International, under the supervision of a district oratorical committee. Supplemental guidelines may be published from time to time by the district. District level of oratorical competition includes zone contests, a district semi-final contest, and a district final contest.
b. The oratorical contest committee shall consist of three members appointed from the district at large to serve three years, staggered terms, with one member appointed annually. The senior member shall act as chairperson.
c. Except for awards or other appropriate recognition authorized by Optimist International for presentation at the zone, semi-final, or final levels of competition, the costs associated with participation of a contestant in any level of oratorical competition are the responsibility of the club sponsoring that contestant. Funds for purchase of awards or other forms of recognition of contestants at the zone, semi-final or final levels of district Oratorical Contest competition shall be provided by the district budget. No other entry fees or monetary assessments in conjunction with club or district oratorical contests are authorized.
d. Oratorical contest awards shall be limited to those authorized by Optimist International. Procurement of club contest awards is the responsibility of the club concerned. Procurement of district contest awards is the responsibility of the district Oratorical Contest Chairperson. The presentation of awards to the winner and runner-ups of the district oratorical contest shall be made, with appropriate ceremony, by the Governor or a designated representative.
e. The district final oratorical contest shall be conducted in conjunction with the third quarter Board meeting. Where feasible, the district semi-final oratorical contest will be conducted within the two week period preceding the final contest. The Lieutenant Governor shall determine the date and place of the zone contest, which date should be approximately two weeks before the district semi-final contest. A club not in good standing at the time of the zone oratorical contest is ineligible to enter contestants in that contest or in subsequent levels of oratorical competition during that administrative year.
Section 3 - Essay Contests.
a. Club and district essay contests shall be conducted in accordance with guidelines published by Optimist International, under the supervision of a district Essay Contest Chairperson. Supplemental guidelines may be published from time to time by the district. There is no zone level competition in the essay contest.
b. Except for awards or other appropriate recognition authorized or otherwise provided by Optimist International for presentation at the district level of competition, the costs associated with the participation of a contestant in essay competition are the responsibility of the club sponsoring that contestant. Funds for purchase of awards or other forms of recognition associated with the district level of competition shall be provided in the district budget. No other entry fees or monetary assessments in connection with club or district essay contests are authorized.
c. Essay contest awards shall be limited to those authorized by Optimist International. Procurement of club contest awards is the responsibility of the club concerned. Procurement of district contest awards is the responsibility of the district Essay Contest Chairperson. The three essays judged to be the best entries in district competition shall be announced in conjunction with the second quarter board meeting. The presentation of awards to the district essay contest winner and runners-up shall be made, with appropriate ceremony, by the governor or a designated representative. The first place winner of the district contest shall be further honored as announced by Optimist International.
d. The deadline for submission of club essay contest entries for district competition shall be established and announced by the Essay Contest Chairperson, which date shall be no later than January 15. A club not in good standing of the established deadline date is ineligible to enter a contestant in the essay contest for that administrative year. Planning for club essay contests should begin sufficiently in advance to permit timely liaison with school officials and integration with school curricula.
Section 4 - Alcoholic Beverages. Alcoholic beverages shall not be consumed at district functions involving minors when such use might adversely affect the image of Optimism.
ARTICLE VIII - AWARDS
a. The district shall conduct an annual Achievement and Awards program, prepared and evaluated by the Achievement and Awards Chairperson and presented to the Board of Directors for consideration at its first quarter meeting and, upon on adoption by the Board publicized to the clubs. The district achievement and awards program shall conform to the guidelines published by Optimist International, and shall compliment and not duplicate any part of the Optimist International achievement and awards programs.
b. The preliminary results of the district achievement and awards program for the preceding administrative year shall be published to club presidents no later than 60 days prior to the second quarter meeting of the Board of Directors. Any club not in good standing as of the closing day of an administrative year shall be ineligible for consideration of awards for that year. Appeals to or protests of the preliminary standings of club or individual awards must be submitted in writing to reach the district Secretary-Treasurer no later than 30 days following publication of the preliminary standings, and shall be considered by the Executive Committee at its first meeting thereafter. Executive Committee decision on any appeal/protest shall be final.
c. The final results of the district achievement and awards program shall be announced at the second quarter board meeting of the Board of Directors and shall be published on a district-wide basis at the first opportunity thereafter.
Section 2 - Retiring Officers. Annually, plaques or other appropriate awards may be presented to the retiring Governor, the retiring Secretary-Treasurer, and each retiring Lieutenant Governor who, during the administrative year, has attended all quarterly board meetings, at least 80% of the Executive Committee meetings, and the district convention, and has properly filed all required reports.
Section 3 - Zone Optimist of the Year. Annual Zone Optimist of the Year awards may be presented to no more than one individual from each zone, and shall be provided for in the district budget. A zone Optimist of the Year shall be selected by the Lieutenant Governor of that zone. Voting members of the Executive Committee are ineligible to receive the award. Zone Optimist of the Year awards shall be presented at the district convention or on the first appropriate occasion thereafter.
Section 4 - District Optimist of the Year. An annual District Optimist of the Year award may be presented to an individual, selected by the Executive Committee, who has made contribution of district-wide significance to the accomplishments of the objectives of Optimism and the goals and objectives of the district. Voting members of the Executive Committee are ineligible to receive the award. The award shall be presented at the district convention or on the first appropriate occasion thereafter, and the recipient thereof shall be an honorary member of the district Board of Directors and Executive Committee for the administrative year following the award.
Section 5 - Club Bulletins and Scrapbook. Annually at the district convention, awards may be made for best bulletins and scrapbooks. To be eligible for the best bulletin or scrapbook competition, a club must submit to the district Achievement and Awards Chairperson, no later than the beginning of the second convention business session, a complete and bound set of club bulletins and/or bound scrapbook covering club activities for the year to date. Judging of bulletins and scrapbooks shall be accomplished by an ad hoc committee appointed by the Achievement and Awards Chairperson, in accordance with guidelines established from time to time by the Executive Committee.
ARTICLE IX - NEW CLUBS
Section 1 - Charter Presentation. The date and program for the presentation of a new club charter shall be established by the Lieutenant Governor of the sponsoring club zone, in coordination with the Governor. A charter presentation shall be made either by the Governor incumbent at the time the new club was established, by the Governor, or by a district officer designated by the Governor.
Section 2 - Accouterments. The district shall provide each new club with an authorized club banner, bell and gavel.
Section 3 - Zone Assignment. A newly-established club shall be a member of the zone to which its sponsoring club is assigned, for the balance of the administrative year in which the club was established. Thereafter, zone assignment shall be as directed by the Board of Directors, giving due consideration to the geographical location of the new club.
Section 4 - Support. The sponsoring club should maintain close liaison with a new club for the first calendar year of the new club’s existence to assist/advise with coordination and development of club programs and activities, administrative services, and logistic support.
ARTICLE X - POLICY COMMITTEE
Section 1. There shall be a district Policy Committee, consisting of three members, one of whom shall be designated chairperson. Committee members shall serve three year, staggered terms, with one member appointed annually. The policy committee shall review district policies to ensure consistency with practice, and with regulations, policies, and official guidelines of Optimist International. Recommended changes to district policies and/or practices shall be submitted in a timely manner for consideration by the Executive Committee prior to the third quarter meeting of the Board of Directors.
ARTICLE XI - LEADERSHP DEVELOPMENT COMMITTEE
Section 1. The composition and function of the district Leadership Development Committee shall be as set forth in Optimist International Bylaws, except that a Lieutenant Governor or Lieutenant Governor-elect is not eligible to serve as a member of the committee.
ARTICLE XII - AMENDMENT
Section 1. District policy may be amended by a majority vote of the delegates present and voting at the district convention, except that no policy or amendment thereto may be adopted that is inconsistent with the Optimist International Constitution, Bylaws, or policies.
Section 2. Amendment to district policy may be proposed by clubs, by the district Board of Directors, or by the district Executive Committee, and shall be submitted in writing, to reach the Governor no later than 90 days prior to the district convention. The Secretary-Treasurer shall publish proposed policy amendments to clubs no later than 30 days prior to the district convention.
Section 3. Other provisions of this article not-withstanding, amendment to district policy may be proposed by an accredited delegate to the district convention provided that such amendment is submitted, in writing, to reach the Governor no later than 24 hours prior to the first convention business session. If consideration of such amendment is approved by a majority vote of the delegates present and voting at the first convention business session, the proposed amendment shall be submitted to a vote of the delegates at a subsequent convention business session.
Section 4. In accordance with Optimist International policy, district policies annually shall be adopted by the district Board of Directors at its first quarter meeting and, thereafter, the district Secretary-Treasurer shall forward a complete copy of current district policies to reach Optimist International no later than January 31.
APPENDIX 1 - CONVENTION RULES
1. Basic Rule. The district convention shall at all times be governed by the provisions of Optimist International bylaws and existing district policies.
2. Credentials Report. Prior to the conduct of convention business, and periodically thereafter as directed by the chair, the Chairman of the Credentials Committee shall report to the chair the number of clubs represented, the authorized voting strength of each club, the number of delegates registered, and the quorum for conducting business. The Credentials Committee shall have final authority in resolution of all matters relating to delegate credentials and qualification.
3. Adoption of Rules. The first order of business of the convention shall be the adoption of the convention rules. The rules shall be adopted by a majority vote and subsequently may be amended, suspended, or rescinded by a 2/3 majority vote.
4. Quorum. A quorum for conducting business shall consist of a majority of accredited delegates.
5. Order of Business. Unless amended by a majority vote of the delegates, the established order of business shall be the printed convention program.
6. Authority. The ruling of the chair on procedural matters is final except on motion to appeal from a decision of the chair. Reversal of a decision of the chair shall occur only upon failure of a motion to sustain the decision of the chair.
7. Motions and Debate.
a. No motion shall be entertained by the chair unless seconded, and no debate shall occur until the chair has repeated the motion. When directed by the chair, motions shall be made in writing.
b. No delegate may make a motion, debate, or address the convention unless that delegate first rises, states his or her name and club affiliation, and is recognized by the chair.
c. No delegate may speak more than five minutes on a given question. No delegate may speak a second time on a given question if another delegate who has not yet spoken asks for the floor. No delegate may speak more than twice on a given question if an objection is raised.
d. The time allowed for debate and the number of speakers for each side may be limited equally by a 2/3 majority vote.
e. No more than two amendments to a given question may be pending at one time.
f. "Previous question" or "Call for the question" is a motion to terminate debate, shut off amendments, and vote on a pending question. It requires a second, is not debatable or amenable, and requires a 2/3 vote for adoption.
8. Voting.
a. A club in good standing (i.e., not in arrears in payment of dues or other financial obligations to the Optimist International or the District) is entitled to one vote for each ten members, or major fraction thereof, carried on club roles of Optimist International as of June 30th preceding the convention, except that each club shall be entitled to at least one vote.
b. A club organized after June 30th and before the first day of the convention is entitled to one vote for each ten members, or major fraction thereof, of the charter membership recorded at Optimist International.
c. Unless openly challenged, a quorum is presumed to exist throughout the session if it existed at the beginning of the session.
d. At the discretion of the chair, voting may be by voice, by a show of hands, by rising, by ballot, or by roll call. A roll call ballot vote may be ordered by a majority vote.
e. The results of any voice, show of hands, or rising vote shall be based on the number of accredited delegates present and voting at the time the vote is taken. The results of a ballot or roll call vote shall be based on the club voting entitlement.
f. If a ballot vote is directed, the chair shall appoint a committee or tellers to collect and count the ballots, and to certify and announce the result. Convention business shall be recessed for a reasonable time to permit marking and collection of the ballots. Only one ballot per club, prepared by the club delegate chairperson, will be authorized. Each ballot will reflect the authorized club voting strength and the numbers pro, con, or abstention votes cast. Ballots shall be destroyed by the teller committee immediately after the result is announced.
g. Once a vote on a given question has begun, it shall not be interrupted except for restatement or clarification of the motion by the chair.
h. Except for voice votes, a delegate’s vote on a given question may be changed after completion of the voting process but before the result of the voting is announced.
i. On a roll call or ballot vote, any accredited delegate may cast all votes to which his or her club is entitled except that, when more than one delegate from a club is present, one member of the delegation shall be elected as chairperson who shall cast all votes for the delegation.
j. Except as noted in Rule 7.f. and 7.i., above proxy votes are not permitted.
9. Nomination and Election.
a. The Chairperson of the Candidate Qualification Committee shall report on district officer nominations during the first business session. Following the report the chair shall entertain nominations from the floor.
b. If only one candidate was nominated at the first business session, at the second business session the chair will call for election by unanimous acclamation.
c. If more than one candidate is nominated at the first business session, at the second business session the chair shall open the floor for a nominating and a seconding speech for each candidate. Each nominating speech shall be limited to three minutes.
d. At the conclusion of nominating and seconding speeches, the chair shall call for a brief recess for the purpose of caucus; thereafter, the assembly shall reconvene and the election shall take place.
e. The candidate receiving a majority of votes shall be elected. If no candidate receives a majority of votes, the candidate receiving the lowest number of votes shall be excluded from candidacy and a subsequent vote shall be held involving the remaining candidates.
(End of California South District Policies)