Information

CALIFORNIA SOUTH DISTRICT 41 POLICIES
Approved & Adopted May 19, 2007 by District Board of Directors

                                          OPTIMIST INTERNATIONAL
                                    California South District 41
                                                POLICIES

A. 1. PURPOSES

a. The sole purpose of the District shall be to function as an administrative division of Optimist International in furtherance of the purposes of Optimist International, their Bylaws, and Policies as established by the International Board of Directors. The District shall provide service and support to Clubs for the purpose of enhancing growth, participation, administration and youth service.

b. All Clubs located within the territorial boundaries of a District shall be members of the District, except as requested by the Club or Clubs involved, and in concurrence with the District or Districts involved and the Board of Directors. (OI Bylaws Article VII, Section 2)

Provide Opportunities for Personal Growth; Provide Leadership Training; Promote New Club Building; Promote Club Growth, and Provide Service to Youth.

A. 2. DISTRICT POLICIES

The District shall adopt a set of operating policies authorized by the International Board of Directors, which will cover the items necessary to administer the District. The District Board of Directors at the Annual Convention shall adopt these policies. (OI Bylaws Article VII, Section 3, Paragraph E).

These policies shall be reviewed annually by the District Executive Committee and revised as necessary. All revisions shall be approved by the full Board of Directors. Policies may be reviewed and revised by the Board of Directors/Executive Committee at other times as necessary.

A. 3. BOARD OF DIRECTORS

The Board of Directors shall administer the business of the District. The Board of Directors shall consist of the officers of the District, the two Immediate Past Governors, the Lieutenant Governors, the District Secretary-Treasurer, and the Presidents of each Club. Should the President of a member Club be unable to attend, a delegate from that Club would be allowed to speak and act as the President, in the conduct of the business coming before the Board of Directors. The JOOI Governor and the District’s Optimist of The Year shall serve as a non-voting member on the District Board of Directors. (OI Bylaws Article VII, Section 3, Paragraph A).

An official representative of Optimist International/or designee at the first opportunity, as described in OI Bylaws shall duly install the District Board of Directors, after October 1 each year.

At the time of installation in office, the following District officers shall be provided with appropriate official Optimist International lapel insignia, at District expense: Governor, Governor-elect, and each Lieutenant Governor, District Secretary -Treasurer. The insignia shall be provided on a loan basis and shall be returned to the Secretary at the end of the administrative year. Additionally, at the time of the new District officer’s installation, appropriate gifts and officer lapel insignia, at District expense, shall be provided to the retiring Governor, Lieutenant Governors and District Secretary-Treasurer.

For good cause or upon death, resignation or incapacitation of any elected or appointed officers or any officer-designate of a District, or in the event of the failure of any officer to carry out the duties of his office the incumbent District Executive Committee may declare said office vacant and shall select a successor to fill the remainder of his term. Should either of the Immediate Past Governors be unable to serve as members of the Executive Committee and Board of Directors, the next Immediate Past Governor shall automatically become a member of the Executive Committee and Board of Directors in his place and stead. The foregoing shall apply to any individual who has been elected or appointed to office but for any reason does not assume or carry out the duties of his office. (OI Bylaws Article VII, Section 3, Paragraph D)

The District officers shall be the Governor, Governor-Elect, Lieutenant Governors and Secretary-Treasurer. At the discretion of the Governor-Elect, the duties and title of Secretary/Treasurer may be divided between an appointed Secretary and an appointed Treasurer. When the office is split, the Treasurer shall handle all fiduciary matters and records. In the event that the office is combined, all references to either position revert to the appointed Secretary/Treasurer.

The District may delegate, subject to the limitations imposed by Optimist International Bylaws, the powers of the District Board of Directors to the District Executive Committee. The Executive Committee shall consist of the District officers and the two most Immediate Past Governors. The JOOI Governor and Optimist of The Year shall serve as nonvoting members on the District Executive Committee. (OI Bylaws Article VII, Section 3, Paragraph C)

The Executive Committee is authorized to make purchases and pay expenses; travel allowances, reimbursements and obligations as provided by and within the limitations of the budget, make plans and establish Policies furthering the objectives of the District, and exercise general control over plans, budget and program of the District convention. (OI Bylaws Article VII, Section 3, Paragraph C).

The following provisions govern conflicts that may arise between the interests of any District officer or member of the Executive Committee and the California South District.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 or 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.

No one shall be eligible for election or to hold a District office unless: He is duly enrolled on the International roster as a Member of a Club in good standing in Optimist International; and he has held or is currently holding the office of President of an Optimist Club. The term of office for Governor shall be one year. (OI Bylaws Article VII, Section 6, Paragraph A)

The Governor-elect shall be nominated and elected at the District convention by a majority vote of the accredited delegates present and voting at the time of the election. 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. The Governor-Elect shall not serve in any other elective office in the same year he is Governor-Elect. The Governor-Elect shall automatically become Governor on 1 October of the year following the year in which he was elected Governor-Elect. Following the District convention, the Governor-Elect shall be known as the Governor-Designate. (OI Bylaws Article VII, Section 6, Paragraph C)

The Governor-Elect shall appoint the District Secretary-Treasurer for a term of one year. The appointment of the Secretary-Treasurer designate shall be confirmed at the third quarter Board meeting by the District’s Board of Directors, and shall take office 1 October next following confirmation. The term of office for Secretary-Treasurer shall be one year. At the discretion of the Governor Elect, the duties and title of Secretary/Treasurer may be divided between an appointed Secretary and an appointed Treasurer. In the event that the office is combined, all references to either position revert to the appointed Secretary/Treasurer. . (OI Bylaws Article VII, Section 6, Paragraph D).

Lieutenant Governors shall be nominated and elected at the third quarter Board of Directors meeting for a term of one year for each Zone. Election shall be conducted in general conformance to the guidelines for convention balloting.

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 individual zone meetings for the purpose of identifying additional nominees and for the election of Lieutenant Governors-elect.

The Lieutenant Governor of the zone, if present shall chair a zone meeting, 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. Thereafter, the chair shall announce the results of the elections.

The Assistant(s) to the Governor may be appointed for one year by the Governor-Designate, subject to the approval of the District Executive Committee. The number of assistants to the Governor so appointed shall not exceed four. The Assistant shall begin his term on 1 October following his appointment. The Assistant shall have served a full term as Lieutenant Governor.

Under the general supervision of the International Board of Directors, it shall be the duty of the Governor to further the mission and purposes of Optimist International and promote the interest and coordinate the work of member Clubs within the District.

The Governor shall function as the chief executive officer of the District presides at all meetings of the District Board of Directors, the District Executive Committee and the annual convention of the District.

He shall be an ex-officio member of all committees, and exercise general supervision over affairs of the District subject only to the Board of Directors, the delegates to the annual District convention, and the Board of Directors of Optimist International.

He shall at all times act on behalf of Optimist International in all relations with member Clubs within the District. He shall also attend the annual convention of Optimist International and any special meetings or conferences conducted by Optimist International for Governors.

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

Attend all meetings of the District Board of Directors, the District Executive Committee and the annual District convention, and to act as Secretary thereof,

Keep true and correct minutes of such meetings and transmit a copy to the International Office and to others so designated by the District Board, within 30 days after the close of any such meeting,

Receive and deposit all moneys due the District, disburse moneys within the limitations of the District budget or by specific instructions of the District Board, the District Executive Committee, or the accredited delegates at the District convention,

Keep an accurate and complete record of all financial transactions and submit financial statements and records required by the District Board of Directors and as set forth in the Bylaws and Policies of Optimist International,

Keep books of account open at all times to the District and International Board of Directors, with such books to be subject to annual review as of 30 September of each year,

Shall issue and cause to be delivered to each member Club in the District an official call for the annual convention at least 30 days prior to the date thereof, in which notice the time and place of the holding of said annual convention shall be set forth,

Shall issue and cause to be delivered to each member Club in the District, at least 20 days prior to the date of said special convention a written notice of the time and place of the holding of same together with a general statement of the proposed business to be transacted,

Issue and deliver notice of all meetings of the members of the Board of Directors at least 30 days prior to said meetings, and perform such duties as prescribed in these policies.

Each Lieutenant Governor shall function as a representative of Optimist International and the Governor in his assigned Zone, and generally conduct his office in a manner contributory to the attainment of all objectives of the District and Optimist International within each Zone.

Each Lieutenant Governor should make at least two visitations to each Club in his Zone during the administrative year. The Lieutenant Governor must make every attempt to visit each newly affiliated Club in his Zone within 90 days following its official organization. He shall make the prescribed report of each visitation within 30 days.

Each Lieutenant Governor should schedule and conduct meetings in the zone as often as needed to assist Club officers in the Zone. To avoid conflict the dates for all Zone meetings shall be established with the knowledge and approval of the Governor. Notice shall be given to the Zone Club Presidents and Club Secretary-Treasurers at least 15 days prior to such meeting. The Lieutenant Governor shall be responsible for preparation and distribution of each Zone meeting agenda. All Zone meetings shall be conducted on a no-host, no-registration fee basis. He shall make the prescribed report of each meeting within 30 days.

Cooperate with and act as representative for the Governor-Designate in preparation for the year,

Act as liaison between a certain number of Lieutenant-Governors and/or committee chairs and the Governor, and

Attend all District Board of Directors meetings and Executive Committee meetings as well as the annual convention.

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, telephone numbers, and e-mail addresses of all District officers, District committee chairmen, Club presidents and International officers. When feasible and practical, the directory shall also include all District policies and the dates and locations of all District meetings and conferences of the administrative year.

The District directory shall be issued to all members of the Board of Directors, District chairpersons, Assistant(s) to the Governor, Club Presidents and Club Secretary/Treasurers. Additional copies of the directory may be available electronically.

b. District Bulletin
The District administration may publish a District bulletin under the direction of the Governor and edited by the District bulletin editor appointed by the Governor. Costs, publication frequency and distribution shall be established by the District administration from year to year according to budgetary provisions and availability of funds.

As a minimum, the bulletin shall be published and distributed to all District officers, District committee personnel, Club presidents and Secretary-Treasurers, and the International Office and Officers.

Membership in this organization shall consist of affiliated Optimist Clubs, College Clubs, and Youth Clubs as outlined in Article III Section 1 of Optimist International Bylaws. Names on all Club financial accounts should include “an affiliate of Optimist International.”

New Clubs applying for membership shall submit written application for affiliation in the form and manner prescribed by the Optimist International Board of Directors and Optimist International Bylaws. (Article III, Section 1A, 2)

New Club Entity New Clubs are an association, but may form a corporation, within the State of California, by executing and filing Articles of Incorporation in accordance with California Corporations Code Section 5110-5111.

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.

Accouterments The District shall provide each new Club with an authorized Club banner, bell and striker, purchased from Optimist International, and shall budget an estimated amount for such purposes annually.

Zone Assignment New Clubs will be assigned to a Zone in which they are geographically located. Services to the new Club shall be the responsibility of the Lieutenant Governor of that Zone.

Support The sponsoring Club(s) should maintain close liaison with a new Club during the first calendar year of the new Club’s existence to assist/advise with coordination and development of Club programs and activities. Sponsoring Club(s) shall agree as to which Club will submit the New Club Follow-Up Report to OI as required.

Annual dues and processing fees are set forth in Optimist International Bylaws, Article VIII. Current year’s dues can be found at Optimist International Website www.optimist.org, Member/Administration/Dues/Fees.

Within 90 days after filing of its original Articles of Incorporation and biennially, in the calendar month during which its original Articles of Incorporation were filed and the immediately preceding five calendar months, each Club shall file a “Statement of Information” with the Secretary of State, with appropriate filing fee. (Form SI-100)

Clubs shall register with the Attorney General’s Office of Charitable Trusts and annually, four months and fifteen days after the close of the club’s calendar or fiscal year; file the “Annual Registration Renewal Fee Report (RRF-1), with appropriate fee.

Clubs having tax-exempt status may be required to file annually, by the 15^th day of the 5^th month after the accounting period ends, Form 199 “California Exempt Organization Annual Information Return,” with appropriate attachments, to the California Franchise Tax Board.

Clubs whose gross revenue or assets of $25,000 or more must file annual Form 990/990EZ “Return of Organization Exempt from Income Tax, with the Internal Revenue Services.

a. The Governor may call a meeting of the Board of Directors each quarter or at such time and place as he may determine with the advice and consent of the Executive Committee. Notices of all meetings of the Board of Directors shall be issued and caused to be delivered to all members of the Board of Directors by the District Secretary-Treasurer at least 30 days prior to said meetings. A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business and a majority of those present and voting shall be necessary to give effect to any action of the Board. (OI Bylaws Article CII, Section 3, Paragraph F) Meetings of the Executive Committee may be called by a majority of its members or at the call of the Governor. (OI Bylaws Article VII, Section 3, Paragraph D)

The announcements of each meeting of the Board of Directors shall include an agenda for that meeting, prepared by the Governor and Secretary at least 30 days prior to said meeting. Any Optimist member may speak to any matter during a Board of Directors meeting when recognized by the chair.

In the event the Governor is temporarily unable to preside at a meeting of the Board of Directors, the Executive Committee, or 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.

The District Treasurer, or designated agent is authorized to collect and disburse funds for the costs of meal service, gratuities, and other cost and expenses associated with conducting the Executive Committee meetings and the first, second and third quarter board 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 the annual District convention, and to provide a copy of such minutes to members of the District Board of Directors, Optimist International, and such others as the Board of Directors may indicate, not later than thirty days after adjournment of each such meeting or convention.

At the discretion of the Governor, District conferences may be conducted at the time and place of meetings of the Board of Directors. The purpose of the District conferences is to introduce and promote District programs, goals, and objectives; to conduct leadership training, zone meetings, and such other general membership training 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.

B. 2. ZONES

The number and boundaries of Zones, for any administrative year, shall be determined by the Board of Directors prior to the third quarter meeting of the Board of Directors to accommodate selection of Lieutenant Governors to serve during the next administrative year. New zone alignments shall become effective October 1 of the next administrative year.

All proposals for a 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 Clubs. New Clubs may automatically be assigned to Zones in which they are geographically located and services to the new Club shall be the responsibility of the Lieutenant Governor of such Zone.

B. 3. OFFICIAL VISITS

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 of the 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.

The Governor, at the request of Optimist International, shall provide preferred and alternate locations for the International President’s visitation. All plans and arrangements for the International President’s visit shall be under direct supervision of the Governor and District administration including the provisions of complimentary accommodations, customary courtesies, and a suitable gift or memento. All Clubs in the District shall be invited, at least 30 days in advance, to send representatives to the event. Clubs in the city or area of the visitation, under the leadership of a Lieutenant Governor, may be invited to provide manpower for the conduct of the event. The Governor and spouse, or a past international or District officer and spouse, shall be designated as official host to the International President.

In keeping with the Policies of Optimist International to provide an official International Representative to a District board meeting and to the annual District convention, the Governor shall issue an invitation, at his earliest convenience, to such individuals as soon as their identities are established. Courtesies traditionally provided to the International President, including complimentary accommodations and registration, shall also be provided to such official International Representatives.

A convention of the Clubs in this District shall be held between August 1 and September 30, on such dates and at such location as shall be determined by the District Board of Directors. The convention city shall be determined by a vote of the accredited delegates at the District convention for as many years in advance not exceeding five years, as may be deemed necessary. The District Board of Directors shall have power to substitute another city in the event circumstances later make such action necessary or advisable. The annual District convention shall be a two-day event, beginning Friday midday and ending Sunday morning, exclusive of social, recreational or other extracurricular activities.

The District Secretary-Treasurer shall issue and cause to be delivered to each member Club in the District an official call for the annual convention at least 30 days prior to the date thereof, in which notice of the time and place of the holding of said annual convention shall be set forth.

In the event of an emergency, with the approval of the International Board of Directors and the District Board of Directors, a District may hold a special District convention at any time or place. The District Secretary-Treasurer shall issue and cause to be delivered to each member Club in the District, at least 20 days prior to the date of said special convention a written notice of the time and place of the holding of same together with a general statement of the proposed business to be transacted.

The method and means of voting at convention shall be established by the District Board of Directors. Convention rules shall be adopted by a majority vote during the first business session of each convention; but may be suspended, rescinded or amended after their adoption by a two-thirds vote. A quorum of any District convention shall consist of a majority of the accredited delegates. (OI Bylaws Article VII, Section 4)

In keeping with the fact all Clubs and members benefit from the annual District convention the sum of one dollar 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.

f . Convention Budget and Financial Report

The convention budget may 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 Convention Committee Chairman, Treasurer, Governor, and District Secretary-Treasurer and it shall be included in the District’s annual financial statement.

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 Club 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.

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 and chairmen, Club presidents and Secretary-Treasurers not less than 30 days prior to the convention. The convention schedule shall include, as a minimum, the following events:

Two or more business sessions necessary to accomplish the business of the convention.

All leadership development events for Club and District officers as prescribed by Optimist International. One or more sessions for the accomplishment of necessary training of Lieutenant Governors-Elect, Presidents-Elect, and Secretary-Treasurers Designate.

A meal service event to provide the official International Representative with an opportunity to address assembled delegates and guests.

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.

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. All provisions of the Bylaws of 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 Bylaws, and District Policies. Cases not covered by the foregoing shall be decided by the convention.

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 by the Governor as chairperson, and a Convention Secretary-Treasurer appointed from the District at large. Additional members may be appointed at the discretion of the Governor.

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 requested by the Convention Chairperson or normally are incumbent upon a secretary-treasurer. Unless bonded by Optimist International, the Convention Secretary-Treasurer shall be bonded at District expense in an amount established by the Executive Committee.

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. With the final report, moneys in excess of $2,000 shall be transferred to the District reserves.

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 any two of the following: the Governor, the Convention Chairperson or the Convention Secretary-Treasurer.

The final statement of convention receipts and expenditures shall be kept by the District Treasurer for inclusion as part of the annual audit.

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.

The incumbent Governor, Governor-designate, Secretary-Treasurer, Convention Chairman and Treasurer, Secretary Treasurer-Designate, and Lieutenant Governors-Designates, shall receive complimentary convention registration fees which shall be included in the convention budget. The official OI Representative (and spouse), shall receive complimentary convention registrations and hotel/motel lodging of suitable character and such shall be anticipated in the convention budget

The Flag of the United States, and when appropriate, the Flags of other nations, the Optimist Creed, Builders of Excellence Banner, and the District Banners shall be displayed in the room in which convention business is conducted.

Convention “hospitality rooms,” or other accommodations serving a like purpose, shall be closed during convention business and training sessions.

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.

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.

Any Optimist member registered for the convention may speak to any matter, if recognized by the chair. However only accredited delegates may make or second motions, or 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 and has registered and paid registration fees for each Club represented. The number of accredited delegates of a Club shall not exceed that Club’s voting strength as set forth in Optimist International Bylaws.

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.

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.

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.

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.

To the extent authorized in the District budget, the Governor, the Governor-Elect, and the Secretary and 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-Designate shall be reimbursed for expenses incurred in attendance at the Optimist International convention, provided that a single Lieutenant Governor-Designate shall be reimbursed in an amount no greater that a pro rata share of the total amount budgeted for Lieutenant Governors-elect computed as if all the Lieutenant Governors-Designate had attended the convention.

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.

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.

The conduct and administration of District business shall be financed by District dues, payable by Clubs for each of their members enrolled in the office of Optimist International, from convention fees, and as hereinbefore provided from the general fund of Optimist International. The amount of the District’s dues, and dates on which such dues shall be payable, shall be as approved by the Board of Directors of Optimist International.

A District, by resolution adopted by a two-thirds majority vote of the accredited delegates to its annual convention, may petition the Board of Directors of Optimist International, in the form and manner prescribed by that Board, for adjustment of the amount of its annual dues. Requests must be submitted to the Finance & Administration Department for presentation to the Board.

The Board of Directors of Optimist International will consider requests for District dues increases only at their regularly scheduled meetings, and such requests must include the following:

If District does not comply with the International Bylaws and Policies regarding District dues increases within 90 days of being notified by International staff that they are not in compliance, then Optimist International may withhold payment of the District’s allotments from International dues until the District compiles.

No financial obligation or assessment, of any kind, other than provided in Optimist International Bylaws, shall be placed upon or requested of the Clubs or their Members by the District. (OI Bylaws Article VII, Section 5, Paragraph C)

Each Club in the District shall pay for each Member enrolled in the International Office as of 31 December and 30 June, annual dues of $20.00 per member (except $4 for Collegiate members), payable quarterly of each year, subject to the approval of the Board of Directors of Optimist International and in accordance with Optimist International Bylaws. An International Club outside the District boundaries shall be a non voting Member Club unless that Club elects to pay District dues. 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.

Each Club shall pay to Optimist International a processing fee of $15.00, upon enrollment of each new member by a Club. For a former member of an Optimist Club, JOOI or Collegiate Club, the Club shall pay to Optimist International a fee of $5.00 if re-enrollment is within one year of new member’s previous enrollment.

Fees and dues for JOOI Clubs are to be determined by the JOOI delegates under the supervision of the Optimist International Board of Directors.

Any club more than 90 days in arrears for any indebtedness to Optimist International or to the District shall be considered not in good standing and may have its charter revoked by action of the International Board of Directors. The Board of Directors may restore such a Club to good standing upon payment of its indebtedness to Optimist International and to the District. A Club not in good standing is ineligible to vote in District matters and may be denied participation in certain District activities.

Members recognized as Friend of Optimist will be required to pay a membership fee to Optimist International as set forth by the International Board of Directors. Optimist International will receive 60 percent of the fee and a credit equal to 40 percent of the fee will be sent to the Sponsoring Club, or to the District if there is no Sponsoring Club. The member shall be billed directly and payment will be sent to Optimist International for distribution to either the Club or District.

C. 3. FINANCE COMMITTEE

a. Members

The Finance Committee shall consist of a Past Governor, the District Treasurer, Immediate Past Finance Committee Chair, and one member familiar with Generally Accepted Accounting Principals (GAAP) guidelines who shall be appointed from the District at large. The District Treasurer is an ex officio member and is not eligible to chair this committee.

The Finance Committee shall submit a proposed budget to the Governor Designate prior to October 1. At its first meeting the District Board of Directors shall review, amend and approve the annual budget submitted by the Finance Committee, ensuring that is done in a manner conforming to the standard District chart of accounts established by the Board of Directors of Optimist International. Such budget shall be submitted to the Board of Directors of Optimist International for final approval. The budget shall include income only from authorized sources for the current fiscal year, any accumulated surplus, and shall not authorize the expenditures of any money in excess of such income and surplus. (OI Bylaws Article VII, Section 5, Paragraph D

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.

Arrange for such financial reports as may be required by the Board of Directors and the Executive Committee.

An annual review of the books of account of each District as of 30 September shall be performed by an independent certified public accountant or a chartered accountant and a report thereon shall be submitted to the District Board of Directors not later than 30 November of each year. (OI Bylaws Article VII, Section 5, Paragraph E)

The District Board of Directors shall annually determine the official depositories for District funds and designate officers authorized to endorse, execute and sign checks or orders for the payment of money, and such shall be Co-signed by two such officers. (OI Bylaws Article VII, Section 5, Paragraph F). Checks should bear the signatures of any two of the following signing together: the Governor, the Governor-Elect, or the District Secretary-Treasurer.

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.

Claims for reimbursement shall be submitted to the Treasurer in writing, in the prescribed form and manner, and shall be accompanied by appropriate validating documentation which shall include original receipts and a completed District Expense Voucher. All reimbursements shall be issued by check by the District Treasurer. Reimbursements for travel shall be computed for most direct, normally traveled commercial routes, in an amount or 20 cents per mile or as may be adjusted from time to time by the Executive committee. Per Diem when authorized by the Executive Committee, and within the District Budget, shall reimburse for lodging, and meals, and shall be computed at $50 per day not exceeding three days.

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. Claims may be made within the limitations of the budget and available funds. All claims must be submitted prior to Oct 20 of the following administrative year.

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 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.

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 CPA, Essay Contest, the Oratorical Contest, CCDHH, Childhood Cancer and the Optimist International Junior Golf Championships programs. 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.

The District Board of Directors shall establish in its District Policies, such committees, as it deems appropriate to carry out the administration of the District. (OI Bylaws Article VII, Section 3, Paragraph G)

The Governor-Designate shall appoint the chairmen and the required number of members of all committees, and shall announce such appointments not later than 1 October following his election. (OI Bylaws Article VII, Section 5, Paragraph G)

D. 2. STRUCTURE

a. ACTIVITIES CHAIR: Promote the participation by Clubs in all of the youth-serving and community-serving projects sponsored by Optimist International. Supervisory option: Coordinate and report to the Governor on all of the efforts of the various District Committees listed below:

Community Projects Awards (CPA) - Provide recognition to clubs for outstanding projects that fulfill the objectives of Optimist International.

Childhood Cancer Campaign (CCC): Promote and recommend childhood cancer programs and activities. The Committee should consist of a minimum of 3 members.

CCDHH: Promote and coordinate Optimist International’s Communications Contest for the Deaf and Hard of Hearing.

Oratorical: Plan, promote and conduct the annual District Oratorical Contest Finals at the Third Quarter Conference. Encourage local contests by Clubs and assist Lieutenant Governors in the planning for the required Zone Contests.

b. ADMINISTRATION CHAIR: Coordinate and report to the Governor on all of the efforts of the committees listed below.

Club Services and Tracking: Aid and assist member Clubs, connecting them with resources that can build strength and stability. Identify and assist Clubs in danger of revocation or disbandment.

Achievements & Awards - Promote and coordinate club participation in District and Optimist International awards programs.

Publicity: To write news releases about District services and projects; Includes Bulletin Editor: prepare and publish a District bulletin; Web-Master; maintain the District website and update the website as needed.

Policies Committee. The Policies Committee shall review District Policies to ensure consistency with practice, and with Bylaws, Policies, and official guidelines of Optimist International. Prior to the third quarter meeting of the Board of Directors, recommended changes to District Policies and/or practices shall submit to the Executive Committee in a timely manner for consideration.

Personal Growth and Involvement (PGI): Promote participation of members in a passport program for personal development and the opportunity for personal growth as outlined in the Optimist International Personal Growth and Involvement program manual.

Finance Committee. Reviews financial operations of the District and gives interpretations and opinions of District financial health and status to the Executive Committee and coordinates annual District audits.

c. MEETINGS AND CONVENTION CHAIR: Plans, promotes and conducts the District Conferences and the Annual Convention.

Leadership Development: The four-member District Leadership Development Committee is a “rotating” committee set up to ensure the continuity of knowledge and expertise year after year. The committee is comprised of one member who serves a three-year term, one member who serves a two-year term, one member who serves a one-year term and the Governor-elect. The function of the District Leadership Development Committee shall be as set forth in Optimist International Policies.

Candidate Qualification: Proactively encourages, qualifies and nominates capable Governors and Lieutenant Governors to seek office.

Convention Ambassador: Promotes the attendance to Optimist International’s Annual Convention.

Parliamentarian: To advise the Governor to maintain adherence to proper procedures at annual convention and District meetings.

Optimist International Junior Golf: Coordinate and support the Optimist International Junior Golf Championship program. Work towards developing qualified contestants and raise money to send them to the tournament.

District Supply Chair - Promote and distribute information of interest to the membership such as Board endorsed products, vendors, and Club fundraising programs. Provide a table for sales of Optimist supplies and Club administrative tools.

Resources, Retention, and Renewal: Causes membership growth in the District by teaching programs, conducting promotions and encouraging recruitment by members and Clubs.

JOOI Clubs: Promote the creation and growth of Junior Optimist Octagon International (JOOI) programs.

New Club Building: Promote and assist achievement of District New Club Building goals. Provide District and Zone training, hands on experience in building and work closely with club Services and Tracking committee.

International Development: Assists clubs to organize new clubs as well as to continue their contacts with the Clubs in other countries. The Committee shall promote the Optimist DIPLOMAT, AMBASSADOR, and the Twin Club programs.

(Details of committee chairperson functions are set forth in the appropriate Optimist International District Leader publications)

Unless authority therefore is delegated to the Governor, Optimist International appoints the District International Ambassador and Optimist International District Foundation Representative (DFR).

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.

Rotating committees shall consist of three members whose terms of service shall be three years. The Governor shall appoint one member of each committee to serve as Chairman. The rotating committees shall be: Finance; Convention; Oratorical Contest; Retention, Resources and Renewal; Public Relations; New Club building; Youth Clubs; and Childhood Cancer Campaign.

It is the duty of all committees to study and prepare advice and provide recommendations for the Board of Directors and Governor at such times as determined by the Governor.

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 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.

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 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.

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.

Annually, plaques or other appropriate awards may be presented to the retiring Governor, the retiring Secretary and 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.

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.

An annual District Optimist of the Year award may be presented to an individual, selected by the Executive Committee, who has made contributions 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.

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 bound set of three consecutive Club bulletins and/or bound scrapbook covering Club activities for the year to date. An ad hoc committee appointed by the Achievement and Awards Chairperson, in accordance with guidelines established from time to time by the Executive Committee, and shall accomplish judging of bulletins and scrapbooks.

1. These Policies shall be considered the Policies of California South District of Optimist International. The construction and the interpretation of the Policies by the Board of Directors shall be final and binding, unless such construction and interpretation is rescinded by the Board of Directors of California South District.

2. In the absence of specific rules, the current edition of Roberts’ Rules of Order shall govern the deliberation of this organization.

3. Any reference to the words “he”, “his”, “man”, or “men” is for descriptive purposes only and shall not, in any way, be construed to limit the application of the Article or Section in which they appear to the masculine gender. All references to the word “Club” or “Optimist Club” shall refer to an adult Optimist Club unless otherwise specifically stated. All references to dollars shall mean U.S. dollars unless otherwise stated.

The provisions of Optimist International bylaws and existing District policies shall at all times govern the District convention. Roberts’ Rules of Order shall govern the convention proceedings in all cases not governed by the Policies and Bylaws and these convention rules.

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.

Unless amended by a majority vote of the delegates, the established order of business shall be the printed convention program.

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.

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.

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.

a. Each delegation chairman shall present himself to the credentials committee, before the close of registration on the opening day of the convention, to verify the accreditation of his Club's delegates and obtain official ballots for the use of his delegation throughout the convention.

b. 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 (more than 6), carried on club roles of Optimist International as of June 30^th preceding the convention, except that each club shall be entitled to at least one vote.

c. Voting strength may be split by Clubs with more than one vote. Such Clubs may caucus prior to voting to determine how voting strength shall be split (whole votes only, no half votes permitted).

d. A club organized after June 30^th 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.

e. Unless openly challenged, a quorum is presumed to exist throughout the session if it existed at the beginning of the session.

f. The vote on all business or question before the convention except reports of the candidate qualifications, resolutions or constitution and bylaws committees shall be taken immediately following its presentation and debate.

g. All-voting shall be 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 a vote by ballot is ordered, the chair shall appoint a committee of tellers and name its chairman. At the conclusion of the balloting 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, the chair shall announce the name of the winner only, and then entertain a motion to destroy the ballots.) Accredited delegates from each Club shall select a chairman who shall cast the votes of his delegation on any convention business requiring a vote by written ballot or roll call.

h. 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.

i. If a ballot vote is directed, the chair shall appoint a committee of 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.

j. In the event a vote by ballot is ordered, balloting shall be conducted in the following manner:

2. The presiding officer shall appoint a committee of tellers as provided earlier in Paragraph g.

3. To expedite the balloting process, multiple ballot boxes may be placed in convenient locations within the meeting room. Tellers shall be stationed at each ballot box.

k. The vote on the question, once commenced, shall not be interrupted except to ask the chair to restate the question.

l No delegate shall be entitled to the floor unless he rises, addresses the presiding officer, and gives his name and Club affiliation. Any registered delegate may speak on any issue; however, only accredited delegates may make or second motions.

n. No motion shall be entertained by the chair unless seconded, and shall not be open to debate or amendment before the chair has repeated it.

o. Debate shall be limited to five minutes a speaker. A delegate shall not speak a second time to the same question at the same setting if another registered delegate who has not spoken thereon rises and asks for the floor.

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

q. An accredited delegate may change his vote provided he rises and asks for the floor promptly and before the chair declares the results final.

r. An appeal from a decision of the chair should be based on a point of order and shall be seconded. The vote thereon shall be put on sustaining the decision from the chair, not on sustaining the appeal. A majority vote in the negative reverses the decision of the chair.

s. 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.

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

u. Chairmen of committees may make partial reports during lull periods of the convention unless otherwise ordered.

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 and then call for the closing of nominations. The election shall be conducted during the last business session.

b. Nominations from the floor shall be limited to a statement including the candidate’s name, Club and office for which he is being nominated.

c . There shall be no nominating speeches if there are no nominations from the floor. In the event there are, nominating speeches shall be given on the day of election by persons approved by the respective candidates, and shall be limited to two for each candidate, one of five minutes duration and one of two minutes duration.

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. 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.

f. 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.

A. CPA program is an annual competition that recognizes clubs for their community service, youth and fund-raising activities. CPA Chair will conduct a program as outlined in Optimist International Community Projects Awards Program handbook.

The District, based on the decision made at the 4^th quarterly Board meeting, may conduct either two separate oratorical contests for boys and girls or one combined gender contest each year. The decision on the choice must be reported to the Program Department at Optimist International by October 1 of each year. The District must perform the same type of contest for at least three years. The District semi-finals will be held two weeks prior to the District finals, which will be held at the third quarter Board meeting.

Pursuant to the policies of Optimist International all phases of the District contests, including club and zone contests, shall be conducted in strict compliance with International Oratorical Contest Rules. District level of oratorical competition includes zone contests, a District semi-final and final contest.

A committee of three members from Clubs within the District shall be appointed by the Governor to assist the District contest chairman in the selection of facilities, equipment, judges, etc. and other details pertinent to the conduct of the contests.

Zone contests are to be conducted under the supervision of and coordinated with the District oratorical contest chairman, but responsibility for the actual conduct of Zone contests are assigned to the Lieutenant Governors.

The costs of all District trophies and Zone certificates and frames, and all authorized receipts and expenditures, shall be budgeted and audited under Accounts 140 and 370. All such items shall be supervised by the District contest chairman and accountable to the District Secretary-Treasurer who shall make all purchases and expenditures and record all revenue and expenses. Procurement of Club contest awards is the responsibility of the Club concerned.

It shall be the responsibility of the District Oratorical Chairman to submit required materials and information on contest winners to the International Office within 30 days following the contest. The Governor or a designated representative shall make the presentation of awards to the winners of the District Oratorical Contest, with appropriate ceremony.

The costs associated with participation of a contestant in any level of oratorical competition are the responsibility of the Club sponsoring that contestant. No other entry fees or monetary assessments in conjunction with Club or District Oratorical Contests are authorized.

3. Childhood Cancer Campaign (CCC)

Seek out opportunities to interact with children with cancer and their families, providing positive reinforcement and support.

Meet with local providers like hospitals, clinics, etc., to determine where member Clubs might be able to provide support.

Offer informative presentations to the members and Club leadership at the quarterly District Conferences.

Make regular reports to the members on upcoming project opportunities utilizing the District Bulletin, at District Quarterly Conferences and in District Web-site.

Disseminate CCC information from Optimist International to Clubs and District leadership.

Assist in the development, promotion and coordination of a District-wide CCC project related to service or fundraising.

The District may conduct a contest open to boys and girls up to grade 12 who are recognized by their school as deaf or hard of hearing. The District’s contest will be held on a date set by the District CCDHH chair and committee. Pursuant to the policies of Optimist International all phases of the District contests shall be conducted in strict compliance with CCDHH Oratorical Contest Rules.

The District must observe a deadline date of September 30 prior to the start of the year to commit to holding a CCDHH for that year.

Students interested in participating in the contest must submit the results of an audiogram conducted no earlier than 24 months prior to the date of the contest from a qualified audiologist. Students must be certified to have a hearing loss of 40 decibels or more by a qualified audiologist and supported by the audiogram to be eligible to compete. The contest must involve no fewer than five contestants District-wide in order to qualify for scholarship funds.

A committee of three members from within the District shall be appointed by the Governor to assist the District contest chairperson with the selection of facilities, equipment, judges and other details pertinent to the conduct of the contests. Judges for this contest are to be recognized authority on deaf speaking and signing – both forms of communication are accepted as a means of delivering this presentation.

The District will recognize one winner for the current scholarship, but can make an equal donation, no later than June 15, to the Optimist International Foundation for a second scholarship.

The cost of interpreters, all District trophies and Zone certificates and frames, and all authorized receipts and expenditures, shall be budgeted and reviewed under Accounts 140 and 370. All such items shall be supervised by the District contest chairman 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 District CCDHH contest chairperson to submit required materials and information on contests winners to the International Office within 30 days following the contest. The Governor at the District convention, when possible, shall make the presentation of the official scholarship award provided by Optimist International.

The District may conduct an Essay Contest each year. A District chairman may be appointed by the Governor to administer all details pertinent to the conduct of the District contest. All phases of the contest shall be conducted in strict compliance with Optimist International Essay Contest Rules under the supervision of a District Essay Contest Chairperson.

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.

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 Cub sponsoring that contestant. The costs of all District awards and all authorized receipts and expenditures shall be budgeted and audited under Accounts 147 and 390. All such items shall be supervised by the District-Secretary-Treasurer who shall make all purchases and expenditures. Procurement of Club contest aw