Fillable Nc-field Rep Handbook NCB Field Rep Handbook.indd

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Nc-field Rep Handbook NCB Field Rep Handbook.indd

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4494 LINDELL BLVD. • ST. LOUIS, MO 63108
(314) 371-6000 • FAX: (314) 371-6006
E-mail: headquarters@optimist.org
optimist.org
Dear Field Representative,
Congratulations on your decision to serve as an Optimist International Field Representative!
You are the rst person on the International level that a New Club sees and the one who will leave
a lasting impression. We sincerely appreciate your dedication to the Optimist organization and the
service that you provide to our Optimist Clubs.
The New Club Building Department at Optimist International is here to help you in any way we can.
Please see the contact information below and feel free to contact us if you have any questions or
need information. This information can also be shared with the Charter Members of the New Club
for any questions or requests that they may have for our oce.
I look forward to working with you this year and again, thank you for all of your help with the
growth eort of our organization.
Sincerely,
Jim Boyd
New Club Building Manager
Optimist International
4494 Lindell Blvd.
St. Louis, MO 63108
jim.boyd@optimist.org | (314) 371-6000 Ext. 227
ORGANIZATIONAL MEETING CHECKLIST
BYLAWS ..........................................................
Committee ready to report on new Club Bylaws
NOMINATING
......................................................................
Committee reports on ocers.
Need a list of names and addresses of all ocers (includes Board of Directors)
and committee chairpersons. Formal Election at Organization Meeting.
ROSTER .....................................................................
Review application of Charter Members
MEETING PLACE SELECTED ................................................
Location/Date/Time Conrmed
CHARTER FEE .........................................................
$425.00 payable to Optimist International
CLUB NAME ....................................................................
Geographically recognizable name.
Final approval given by Optimist International
ANNUAL DUES .................................................................................
As covered in Bylaws
NEW CLUB BUILDING
RULES AND REQUIREMENTS
1. A new Club may have up to two Sponsor Clubs, but a Sponsor Club is not required.
2. A minimum of 15 New Club Members are required to qualify for a Charter of a New Club
(Refer to Policy IC-51).
3. A minimum of nine of the New Club Members are required to be present at an Ocial.
4. Organizational Meeting to hold the meeting.
5. New US.and Canadian Clubs are required to pay $425 to Optimist International. New Clubs in Tier-2
countries must pay $325 to Optimist International. Annual aliation fees of $225 apply to Clubs for
People with Special Needs and Clubs in Developing Nations. The Annual aliation fee for College
Clubs is $100.
6. Builders of Excellence:
a. Up to four Builders of Excellence may be named for each new Club, regardless of the number
of Sponsor Clubs.
b. Field Representatives and Members of the new Club may be named Builders of Excellence.
7. An Authorized Representative of Optimist International must be present to conduct the Ocial
Organizational Meeting and certify the paperwork for a New Club.
8. An ocer of the new Club is required to le for an employee identication number from the IRS as well
as Form 8976 to designate intentions to operate as a not for prot organization. Send copies of both
documents to Optimist International.
9. A New Club’s Charter Roster stays open for 15 days following the Ocial Organization of a New Club.
For more information, refer to www.optimist.org and International Policies on www.optimistleaders.org
Optimist International New Club Building Department
Phone: (800) 500-8130 Ext. 226 | Fax: (314) 371-6006 | Email: newclubs@optimist.org
THE ORGANIZATIONAL MEETING
The organizational meeting is the conclusion of the new Club building process. It is the culmination of weeks of
work by members of the Sponsor Club(s) and the charter members. The eld representative properly organizes
the Club using the documents included in the eld representative kit. These include.
• The Charter Member Attendance Report
• The Business at the Organizational Meeting
• The Notice of the Organizational Meeting
• The Business at the Board of Directors Meeting
• The Club By-Laws
• The Inductions and Installations
• The Recurring Payment Authorization Form
The eld representative should arrange with the Sponsor Club’s representatives to be at the location of
the organizational meeting 30 minutes prior to its start. This allows the Field Representative to observe the
arrangement of the room so it best suits his or her needs during the meeting. A table is necessary in the area
where the eld rep conducts the meeting so supplies for the new Club are properly organized.
Use of the forms
Two copies of the forms are needed for the organizational meeting. One copy is used by the eld representative
for reference during the meeting and the other set by the person who has agreed to keep track of information
going onto the forms. This normally can be the Charter Secretary. The forms are llable pdf les so if the
secretary is comfortable using a laptop, the forms could be lled out electronically, saved and then sent via
email to Optimist International.
All Charter Member need to sign the Charter Member Attendance Report as they enter the meeting room.
Nine charter members who are not Optimists must attend for the organizational meeting to move forward.
Existing Optimists who plan to join the New Club do not count toward the minimum requirement.
The Business at the Organizational Meeting document is the guide for the organizational meeting. The eld
representative should rst induct the charter members using the Inductions and Installations document
contained in the eld kit. He or she can defer the actual inductions to the governor or lieutenant governor
if they are present. Each charter member gets a New Member Folder and a charter member lapel pin after
completing the oath of induction.
(It would be prudent if you are relatively new to eld representative responsibilities to review the eld
representative webinar found on the Optimist International website.)
The eld representative is responsible for guiding the new Club through approval of its by-laws and the
election of the slate of ocers. The By Laws should be signed by the Club President and Secretary. The Field
Representative does not sign the bylaws. Optimist International Sta approves the document.
At the conclusion of the Business at the Organizational Meeting, the eld representative should call for a
ve-minute break during to place a phone call to the International President. It is customary for the President
to oer congratulatory and encouraging remarks to the Club and its ocers.
The Business at the Board of Directors meeting follows the call to the International President. The eld
representative noties the entire club of the intention to start the Board of Directors meeting. Charter
members not serving on the board can remain for the board meeting but do not have voting privileges. The
eld kit contains packets of information for distribution to the board members prior to the start to the board
meeting. There are 11 policies to approve by the Board of Directors at this meeting. The meeting should only
take 20 minutes.
The Notice of the Organizational Meeting document is for informational purposes. The eld representative
should make certain of its completion and contains the proper signatures of the charter Club president
and a representative of the sponsor Club. The eld representative is Optimist International’s designated
representative and should so sign the document where indicated. The new club database contains much of
the information needed to complete the form.
The Recurring Payment Authorization form is an optional document. It allows the club to set up an automatic
payment plan for dues to Optimist International. This should be strongly encouraged because it prevents the
club from falling into arrears on payments to Optimist International. It is not a requirement. The new club will
have to have its checking account established a local bank before this form is lled out. The eld representative
should mention this form during the Board of Directors meeting and during the subsequent meeting with the
president and secretary-treasurer.
Following the conclusion of the Board of Directors meeting, members can be excused with the exception of
the club president and club secretary-treasurer. They should be informed of a 10 minute brieng with the eld
representative for further guidance.
The brieng between the eld representative, president and secretary treasurer provides an opportunity to get
the key club ocers o on the right track. The eld kit contains packets of information for these ocers. The
eld representative should discuss these points with these ocers:
Club President
They preside over all Club meetings so be prepared to lead beginning immediately. Prepare and use an agenda
for each Club meeting and have a program at each meeting.
Do not conduct business at meetings. (Business should be handled in Committee and Board meetings. –
Members should be invited to attend those meetings as well.)
Be prepared as a representative of your club to attend the next district quarterly conference. Consult with your
sponsor club for information
Establish committees to assist with operation of the club to include membership, fundraising, projects,
programs and publicity. This includes social media accounts.
Make certain all projects are approved by the board of directors. Schedule monthly Board meetings and use an
agenda for each monthly board meeting.
Duties of the Club Secretary Treasurer
Establish Checking account upon receipt of tax Identication number from the IRS. The Club Secretary or
Treasurer needs to make the request.
Take the job of custodian of the records seriously. Create a ling system for club correspondence and
documentation. Keep initial organization documents in a safe place and make copies available upon request
of members.
Establish a system for tracking dues obligations of members.
Send out club member dues statements either by mail or electronically upon receipt of dues statement from
Optimist International and your Optimist District.
Be prepared to take minutes of board of director’s meetings and create a timely distribution system to
board members.
Send out agenda’s and meeting reminders three days before meeting date
Provide the board of directors with a monthly nancial statement.
Attend the rst quarterly district conference with the club president.
At the conclusion of the meeting with the president and secretary treasurer, check one more time for proper
signatures on all forms. You will nd three other documents in the eld kit. There are few pages for collecting
Membership Roster information. Most of the roster information should already be available on the new club
database, but if nothing has been done with regard to the club roster these forms can be used. Please note:
if the roster information is already on the new club database the roster forms contained in the eld kit do not
have to be submitted electronically to Optimist International.
The second form is a meeting plaque application. The eld representative should have the club president ll
this out so the club can get a plaque that can hang in its meeting place for his regular club meetings.
The nal form is the Volunteer Expense Report. Optimist international provides mileage reimbursement for
its eld representatives. It also will provide reimbursement for a meal if required as well as a reasonably priced
hotel room if the eld representative travels a great distance to conduct the organizational meeting. Itemized
receipts are required for meal and hotel reimbursement. It takes approximately two weeks to process the
reimbursement check.
Submitting Documentation
Proper and timely submission of the documentation from the organizational meeting is critical for the new club
to become ocial in the Optimist International database. The eld representative should scan the documents
from the organizational meeting and then email them to Jim.Boyd@optimist.org or newclub@optimist.org on
the day after the organizational meeting. The eld rep can include as an expense the cost of using a business
to scan and email the documents. Below is the list of the required documents.
• The Charter Member Attendance Report
• The Business at the Organizational Meeting
• The Business at the Board of Directors Meeting
• The Notice of the Organizational Meeting
• The Club Bylaws
• The Meeting Plaque Application form
• The Expense Report
Congratulations. You have properly fulll the duties of an Optimist International eld representative. Optimist
international greatly appreciate your service.
CLUB ORGANIZATION
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
A clearly dened administrative organization is essential for eciency and helps establish practical lines of
authority and responsibility. The model organization chart is based upon the experience of thousands of Optimist
Clubs. Most Clubs can use the chart as is. The President should complete it and distribute it to every Club Member.
OPTIMIST CLUB MEMBERS
BOARD OF DIRECTORS:
President, Vice President(s), Secretary/Treasurer, Elected Directors
VP(s): Up to 2 VP(s) SECRETARY: Or TREASURER: Or
can be elected combined Sec/Treas Oce combined Sec/Treas Oce
PRESIDENT
Duties of Ocers and Directors
BOARD OF DIRECTORS
(The Board of Directors shall consist of the President; the Vice President(s); the Secretary/Treasurer, plus the elected number of
Directors, each of whom shall have the right to vote.)
• Determines policies
• Makes long-term and short-term plans
• Elects and deletes Members
• Supervises Club activities
• Activates Club Committees
• Provides for annual review of Club books
• Fills vacant oces between elections
• Determines causes for and initiates plans to correct excessive Member loss and low attendance
PRESIDENT
(elected)
• Coordinates and encourages the implementation of Club programs and policies
• Presides at Club and Board meetings
• Represents the Club to the community and various levels of Optimist International
• Makes necessary appointments
• Serves on District Board of Directors
• Works with the Club Director of Personal Growth to encourage personal/professional Member growth
VICE PRESIDENT(S)
(elected)
(Can have up to 2 elected Vice Presidents; not numbered, not Committee Chairs)
• Serve as liaison between the Board of Directors and a group of Committees
• Preside at Club and Board meetings in President’s absence
• Serve on Board of Directors
• Perform duties ordinarily incumbent upon Vice Presidents
• Perform duties assigned by President
SECRETARY/TREASURER
(elected)
(Can be a combined Sec/Treas Oce, or two separate Oces)
• Maintains minutes of Club and Board meetings
• Receives and disburses all Club funds
• Keeps nancial records
• Handles Club correspondence
• Prepares and les Club reports
• Maintains membership, awards and attendance records
TOP 10 REASONS TO USE CLUB ORGANIZATION MODEL
1. It can be adapted to a particular Club’s needs without changing the basic concept.
2. It can be easily adapted to t any Club size.
3. It provides an ecient chain of communication.
4. It provides sucient backup to ensure all Club functions.
5. It allows for the involvement of every Club member.
6. It is complete. All necessary Club activities are represented.
7. It releases the President from Board administrative functions.
8. It utilizes the talent and ability of all ocers and Directors.
9. It provides opportunities for training future Club leaders.
10. It has been proven to be eective by thousands of Clubs over the years.
RECOMMENDATIONS ON ADAPTING THE MODEL TO FIT YOUR CLUB
SMALL CLUBS
(approximately 30 or fewer Members)
• Each Vice President is liaison between a group of Committees and the Board.
• Each elected Director should be assigned to one Committee.
• In the small Club, the Past President and the six elected Directors may each be Chair of a Committee.
• If necessary, a Club Member may serve on more than one Committee.
MEDIUM CLUBS
(approximately 30 to 75 Members)
• In a Club this size, the Director should not be a Committee Chair.
• Be sure every person has a Committee assignment before assigning a Member to more than one
standing Committee.
LARGE CLUBS
(approximately 75 or more Members)
• The same as for the medium Club except the functions of most Committees may be divided between
two or more Committees.
• Example: Membership responsibilities may be split into a Recruitment Committee and an Education
Committee.
• Clubs with a large number of Committees can improve the eciency of the organization by assigning
the elected Directors as liaison between two or three Committees and a Vice President.
CHARTER MEMBER ATTENDANCE REPORT
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
1. _____________________________________________________ 21. _____________________________________________________
2. _____________________________________________________ 22. _____________________________________________________
3. _____________________________________________________ 23. _____________________________________________________
4. _____________________________________________________ 24. _____________________________________________________
5. _____________________________________________________ 25. _____________________________________________________
6. _____________________________________________________ 26. _____________________________________________________
7. _____________________________________________________ 27. _____________________________________________________
8. _____________________________________________________ 28. _____________________________________________________
9. _____________________________________________________ 29. _____________________________________________________
10. ___________________________________________________ 30. _____________________________________________________
11. ___________________________________________________ 31. _____________________________________________________
12. ___________________________________________________ 32. _____________________________________________________
13. ___________________________________________________ 33. _____________________________________________________
14. ___________________________________________________ 34. _____________________________________________________
15. ___________________________________________________ 35. _____________________________________________________
16. ___________________________________________________ 36. _____________________________________________________
17. ___________________________________________________ 37. _____________________________________________________
18. ___________________________________________________ 38. _____________________________________________________
19. ___________________________________________________ 39. _____________________________________________________
20. ___________________________________________________ 40. _____________________________________________________
** Denotes minimum attendance of charter members required to proceed with organization.
INDUCTIONS AND INSTALLATIONS
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
New Members
I __________________ do hereby pledge / that I will do my best /at all times / to live by the spirit of the
Optimist Creed / and I will also give of my time /and talents / as generously as possible / to support the
activities / of my Club, /my District /and Optimist International.
Now, being aware of the responsibilities, opportunities and privileges available to you as a member,
on behalf of the ocers and members of the Sponsor Club, the __________________ District and Optimist
International, I am happy to oer you my hand of Optimist Friendship. We are happy to have you as a member.
New Ocers
“I hereby solemnly promise, on my honor as an Optimist, that I will carry out the duties of the oce to which I
have been elected to the best of my ability, in loyalty to my club, and in harmony with the bylaws of my club and
Optimist International, so help me God.”
On behalf of the authority vested in me by Optimist International, I am happy to declare you duly
installed to your respective oces.
NOTICE OF OFFICIAL
ORGANIZATIONAL MEETING
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
City ____________________________________________________ County ___________________ State/Province _____________
Date or Organization ________________________________________ Club Meeting Date & Time _______________________
Location of Club Meeting ______________________________________________________________________________________
Number of Charter Members Paid at Organizational Meeting _________________________________________________
District ______________________________________________________ Miles from Sponsor Club ________________________
Charter President (full name) _____________________________________ Secretary ___________________________________
Treasurer ______________________________________________ (Provide ocer contact information on charter roster)
Sponsor Club #1 (Name ____________________________________________________ ) Number _________________________
Sponsor Club #2 (Name ____________________________________________________ ) Number _________________________
Builder of Excellence __________________________________________________________________________________________
Builder of Excellence __________________________________________________________________________________________
Builder of Excellence __________________________________________________________________________________________
Builder of Excellence __________________________________________________________________________________________
(Full Name, Club Number & Member Number for all Builders of Excellence)
We hereby certify that the organizational meeting of the above club was conducted by the undersigned
authorized representative and the Charter fee of $_______________by each of the ____________________________
Charter Members. (minimum of 15 of whom do not have membership in any other Optimist club.) We
understand that this application for aliation with Optimist International will be prepared jointly by a eld
representative of Optimist International and by the President and Secretary Treasurer of the club in prescribed
form and manner and that said application is subject to approval and acceptance by Optimist International.
We also understand the sponsor club(s) has certain responsibilities and we pledged our cooperation for
successfully completing the follow up program.
____________________________________________________
Sponsor Club’s Authorized Ocial Signature
____________________________________________________
New Club President’s Signature
Authorized Optimist International Representative: _____________________________________________________________
Printed Name of Representative: _______________________________________________________________________________
Please send this document via electronic means to Optimist International Sta Member (jim.boyd@optimist.org)
within 48 hours of organizational meeting.
BUSINESS AT THE OFFICIAL
ORGANIZATIONAL MEETING
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
Charter Fee : Sponsor Club (s)_______________________ New Club___________ Invoice Requested___________________
Installation of Members.
Motion to Organize ___________________________________________, Second ______________________________. Carried
Number of Fully Paid Members ___________________. Each member paid a charter fee of $___________________.
Number of Charter Members in attendance ___________________.
Report on the club’s initial by laws and approval of the bylaws: Motive to approve ________________________;
Second __________________ Carried.
Report on the nomination of club ocers. (President, Vice President(s) Candidates for Board of Directors)
Election of Ocers President ________________________________________________________________________
Vice President ___________________________________________________________________
Vice President ___________________________________________________________________
Board Member __________________________________________________ Two Year Term
Board Member _________________________________________________ Two Year Term
Board Member __________________________________________________ Two Year Term
Board Member __________________________________________________ One Year Term
Board Member __________________________________________________ One Year Term
Board Member __________________________________________________ One Year Term
Board Member __________________________________________________ One Year Term
Installation of Ocers
Appointment of Secretary Treasurer ___________________________________as presented by the Charter President.
(Date of Organization) _______________________________ (Secretary-Treasurer) ____________________________________
OFFICIAL MINUTES:
FIRST BOARD OF DIRECTORS MEETING
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
Please Use Roberts Rules of Order to approve all board polices
POLICIES:
1. SECY-TREAS APPROVED _____________________________________________ Approve the appointment of
_____________________________ to serve as Secretary-Treasurer. APPROVED.
2. FIRST DUES FROM _____________________________________________ Approve that the initial dues
CHARTER MEMBERS paid by Charter Members shall cover the period ending with the date of:
____________________________. The amount, $______, shall be payable within
30 days of organization APPROVED.
3. DUES FROM NEW MEMBERS _______________________________________________ Approve that Membership
dues from new members will be prorated based on the month of the nancial quarter they become member
to the end of the quarter. A full quarter’s dues will be assessed afterwards. APPROVED.
4. AFFILIATION FEE ____________________________________________________________ ( ) Approve that an aliation
fee of $425 be payable to Optimist International as soon as the club’s banking account is in eect. APPROVED.
5. INCORPORATION ___________________________________________________________ ( ) Direct the Secretary
Treasurer to incorporate the club as soon as possible as a not-for-prot under the laws of this state/province/
nation. APPROVED.
6. BANK NAMED _______________________________________________________________ ( ) Approve that the
depository for Club funds will be: _____. (This is the nancial institution where the club will keep its funds.)
APPROVED.
7. AUTHORIZED SIGNATURES __________________________________________________ ( ) Approve that the
authorized signatures for withdrawal of Club funds will be those of: _____ _____. APPROVED.
8. BOARD MEETINGS __________________________________________________________ ( ) Approve that this Board
of Directors shall hold regular monthly meetings in accordance with the bylaws on the _____ of each month.
APPROVED.
9. ALCOHOL _______________________________________________________ ( ) Approve that this Club
will NOT have alcoholic beverages on sale, for consumption or in personal possession at regular Club meetings,
events involving youth or when the public image of the Club would be adversely aected. APPROVED.
10. FINANCIAL OBLIGATIONS ___________________________________________________ ( ) Approve
that the Board must give specic and prior approval to all nancial obligations or expenditures. APPROVED.
11. FUND RAISING _____________________________________________________________ ( ) Approve that all fund
raising methods of this Club will always comply with national, state/provincial and local laws. Proceeds from
such projects will be used ONLY as provided in Article X, Section 4 of the club’s bylaws. Legal advice will be
sought before entering into any contractual agreement in behalf of the Club. APPROVED.
Date: _____________ Secretary-Treasurer: _____________________________ Secretary E-mail: _____________________________
RECURRING PAYMENT AUTHORIZATION FORM
Schedule your payment to be automatically deducted from your bank account, or charged to your Visa,
MasterCard, American Express or Discover Card. Just complete and sign this form to get started!
Recurring Payments Will Make Your Life Easier:
• It’s convenient (saving you time and postage)
• Your payment is always on time (even if you’re out of town)
Here’s How Recurring Payments Work:
You authorize regularly scheduled charges to your checking/savings account or credit card. You will be charged
based upon the membership roster as of the dates listed below. You will be notied via e-mail 2-3 days before
payment is to be deducted.
Please complete the information below:
___________________________ authorize Optimist International to charge the Club bank account indicated below
for dues based on membership Sept 30, Dec 31, March 31, June 30 for payment of club’s dues. The charge will
happen quarterly between the 15th and 20th of the beginning month of the quarter.
Club Number _________________________________________
Billing Address ________________________________________ Phone Number _______________________________________
City, State, ZIP _________________________________________ E-mail ________________________________________________
I understand that this authorization will remain in eect until I cancel it in writing, and I agree to notify Optimist
International in writing of any changes in my account information or termination of this authorization at
least 15 days prior to the next billing date. If the above noted payment dates fall on a weekend or holiday, I
understand that the payments may be executed on the next business day.For ACH debits to my checking/
savings account, I understand that because these are electronic transactions, these funds may be withdrawn
from my account as soon as the above noted periodic transaction dates.In the case of an ACH Transaction
being rejected for Non Sucient Funds (NSF) I understand that Optimist International may at its discretion
attempt to process the charge again within 30 days, and agree to an additional $30.00 charge for each attempt
returned NSF which will be initiated as a separate transaction from the authorized recurring payment. I
acknowledge that the origination of ACH transactions to my account must comply with the provisions of U.S.
law. I certify that I am an authorized user of this credit card/bank account and will not dispute these scheduled
transactions with my bank or credit card company; so long as the transactions correspond to the terms
indicated in this authorization form.
Charter Club President/Secretary Treasurer _____________________________ Date ________________________________
(Club Name)
Credit Card
Visa Mastercard
American Express Discover
Cardholder Name ______________________________
Account Number _______________________________
Expiration Date ________________________________
3-Digit Security Code ___________________________
Checking/Savings Account
Checking Savings
Name on Account ______________________________
Bank Name ____________________________________
Account Number _______________________________
Bank Routing Number _________________________
Bank City/State _________________________________
PLAQUE LETTERING
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
Each new Club receives a FREE meeting placard to display in the meeting place as public advertising of
the existence of the new Club. Before ordering, make sure that a plaque can be hung in your meeting
facility.
Example of lettering for plaque:
OPTIMISTS MEET HERE
7 PM TUESDAY
Lettering on plaque should read:
___________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________
The plaque will be prepared and forwarded upon receipt of this notice.
Mail plaque to:
Name: ________________________________________________________________________________________________________
Optimist Club of: _____________________________________________________________________________________________
Address: ______________________________________________________________________________________________________
City/State/Zip: ________________________________________________________________________________________________
Authorized by ________________________________________________________ Date _________________________________
In U.S.A.
New Community Growth Department
Optimist International
4494 Lindell Blvd.
St. Louis, MO 63108 U.S.A.
Tel: (800) 500-8130/ (314) 371-6000
Fax: (314) 371-6006
In Canada
Optimist International Canada
5205, Blvd. Metropolitan East, Suite 200
Montréal (Québec) H1R 1Z7
Canada
Tel: (800) 363-7151
Fax: (800) 363-7151
(Mandatory wording in bold face type)
OPTIMIST CLUB BYLAWS
(Optional wording in regular type)
Eective December 2010
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
ARTICLE I – NAME
This Club shall be known as
_____________________________________________
an aliate of Optimist International.
ARTICLE II – MISSION
By providing hope and positive vision through the members of this Club, this Club will bring out the best in
1) kids 2) children 3) kids, our Members and our community 4) children, our Members and our community.
ARTICLE III – MEMBERSHIP
Members shall be admitted to the Club according to such procedures as established by the Board of Directors.
ARTICLE IV – ADMISSION TO MEMBERSHIP
Members shall be admitted to the Club according to such procedures as established by the Board of Directors.
ARTICLE V – TERMINATION OF MEMBERSHIP
Section 1: Any member may resign from the Club provided that all dues and fees have been paid.
Section 2: Any member who is two (2) or more months in arrears in the payment of dues or fees to the
Club may be suspended from membership. He or she will be provided written notice by the
Secretary. Upon payment of arrears within 30 days of said notice, the member’s suspension shall
end automatically. If such member has not paid within said 30 days, his membership shall
automatically be terminated and the secretary shall so notify him of that termination.
Section 3: Any member charged with conduct unbecoming an Optimist or with any act prejudicial to the best
interests of the Club or Optimist International, and against whom such charges are sustained after
opportunity to appear before the Board of Directors in his or her own defense, may be expelled
from membership, at the discretion of the Board of Directors. Upon such action by the Board of
Directors, the Secretary shall immediately notify the member in writing, of said action.
Section 4: In case of the resignation or expulsion of any member, the Secretary shall immediately notify
Optimist International and all members of the Club of such action.
Section 5: Any member whose membership in the Club has been terminated for any reason shall forfeit all
interest in any funds or property of the Club and all rights to the use of the Optimist name,
emblem, or other insignia.
Section 6: It shall be the prerogative of the Board of Directors to conrm any termination of membership on
behalf of the Club.
ARTICLE VI – DIRECTORS
Section 1: The Board of Directors shall have such minimum number of members as may be required from
time to time by any applicable federal, state or provincial legislation governing not for prot
corporations or organizations. Directors shall serve for a period of _____________ years or until
their successors are duly qualied and elected and _____________ shall be elected every year. In the
event of a directorship becoming vacant for any reason, such vacancy shall be lled by the Board
of Directors, and the appointee shall serve for the duration of the term of the individual being
replaced.
Section 2: The Board of Directors shall have control and management of the Club’s activities, determine all
policies, elect, dismiss and discipline members and generally supervise the aairs of the Club.
Section 3:
The Board of Directors shall meet on a regular basis as they shall determine or at the call of the
President/Chair. Any three members of the Board of Directors may call a meeting providing a
three-day notice is given to all members. A majority of the Board of Directors shall constitute a
quorum for the transaction of business, and a majority vote of those present shall be necessary
to give eect to any action of the Board.
Section 4: Any member of the Board of Directors who is absent from three consecutive board meetings may
be removed from oce by the Board of Directors. Notice of said action shall be mailed to all
members by the Secretary.
ARTICLE VII – OFFICERS
Section 1: The ocers of this Club shall be determined by the Club as per State/Provincial/National law.
The ocers of the Club shall be the following:
The Presiding Ocer (the actual title may be President, Chair, or other as determined by
the Club’s Board of Directors) shall serve as the executive ocer of the Club, preside at
all meetings of the membership and the Board of Directors, be an ex-ocio member of
all committees, exercise general supervision over Club aairs and perform such other
duties as are ordinarily incumbent upon a Presiding Ocer; and shall represent the Club
in all relations with Optimist International and the District and perform a like function in
their behalf in relation to the Club. The Presiding Ocer shall attend all duly called District
meetings or, in the case of absence for good reason, provide for the Club’s representation
by an accredited representative.
The Vice Presidents (or such title as established by the Club’s board of Directors) shall
perform such duties as are ordinarily incumbent upon Vice Presidents and such other
duties as may be assigned to them by the Presiding Ocer or Board of Directors.
The Secretary shall keep and maintain the minutes of all meetings of the Board of Directors,
business meetings and all records of membership, attendance and service to the Club,
in the form and manner prescribed by the Board of Directors. The Secretary shall also
prepare and le all reports required by Optimist International, District administration and
generally perform such duties as are ordinarily incumbent upon a Secretary.
The Treasurer shall keep and maintain all records of fees, dues and monies collected
and disbursed. Submit regular nancial statements in the form, manner and frequency
prescribed by the Board of Directors, prepare an annual statement for the annual
meeting of the Club and generally perform such duties as are ordinarily incumbent upon
a Treasurer. The Club Board of Directors can amend or expand these duties as needed, as
long as they are within the guidelines of Optimist International and standard Club bylaws.
Section 2: All ocers shall hold oce for one year or until their successors are duly elected or appointed as
provided in these bylaws. In the event that any oce becomes vacant for any reason, the vacancy
may be lled by the Board of Directors. The Club Board of Directors can amend or expand these
duties as needed, as long as they are within the guidelines of Optimist International and
standard Club bylaws.
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ARTICLE VIII – ELECTION PROCEDURE
The election of Club ocer(s) and Directors should be completed not later than April 30.
Section 1: Separate balloting shall be conducted for each oce. Where there is only one nominee for an
oce, the President/Chair shall request a unanimous ballot for the nominee. A majority of the
votes cast shall be required to elect. In the case of directors, if the number of nominees exceeds
the number of vacancies, the required number receiving the highest number of votes shall be
declared elected.
Section 2: Nothing in this article shall be construed as precluding nominations from the oor.
Section 3: Only members in good standing shall be eligible to hold oce or vote.
Section 4: Voting shall be by individuals and no person may cast more than one vote. Proxies will not be
recognized.
Section 5: All ocers and directors shall assume the responsibilities of their respective oces on October 1
following their election.
Section 6: The Secretary shall report the results of all elections and appointments of Club ocers to
Optimist International and the District immediately.
ARTICLE IX – MEETINGS
Section 1: Regular meetings of the Club shall be at such time and place as may be determined by the Board
of Directors.
Section 2: Special meetings may be called by the Presiding Ocer, or by the Secretary upon receipt of a
written request signed by at least ve (5) members in good standing. Every member shall be
notied in writing at least three days in advance of the special meeting and advised what business
will be considered. No other business may be conducted at the meetings.
Section 3: One-third (1/3) of the members in good standing shall constitute a quorum at any regular,
special or annual meeting of the Club.
Section 4: The current edition of Robert’s Rules of Order (or Code Morin for French-speaking Clubs) shall
govern all deliberations of this organization and its Board of Directors except as otherwise
provided in these bylaws.
ARTICLE X – REVENUE
Section 1: Each new member of the Club shall pay a membership fee of $ (_____), payment of said fee to be
a prerequisite for admission to membership, payable on demand of the Treasurer.
(Note: Recommended amount not less than $30 (U.S.).
Section 2: Annual dues shall be $ (_____) per member, payable in advance except that each fully paid life
member shall be privileged to deduct from payment of dues the amount equal to the dues payable
by the Club to Optimist International for each member. (Note: Membership dues may be voluntary
as administrative costs may be oset by fundraisers, grants or business sponsorships.)
Section 3: The Board of Directors may plan or recommend the raising or accumulations of revenue from
sources other than those stated in this article.
Section 4: All funds, to which the public or members have contributed for the specic purpose of nancing
charitable, educational or civic activities of the Club, shall be used solely for those purposes and
separate records of such funds shall be maintained.
Section 5: The scal year of the Club shall be from October 1 of each year until September 30 next following.
Section 6: The Board of Directors shall arrange for, at a minimum, an annual audit by an audit committee
appointed by the Board of Directors. This audit committee shall consist of members not also
members of the Board of Directors.
ARTICLE XI - COMMITTEES
Section 1: The Board of Directors shall determine the number and purpose of all special and standing
committees required to achieve the purposes of this Club.
Section 2: The Presiding Ocer shall appoint the chair and members of all committees and announce such
appointments not later than October 1 following his or her election.
ARTICLE XII - MISCELLANEOUS
Section 1: In recognition of the benets and services available to this Club and its members through its
aliation with Optimist International, this Club shall exercise its rights and privileges of
participation in the government and activities of Optimist International. This Club shall provide for
its proper representation at all meeting and conventions of Optimist International and the District.
It shall provide for such representation when preparing the annual budget.
Section 2: Any person elected to membership in this Club shall be deemed to have accepted these bylaws
and the Bylaws of Optimist International, and shall be bound to them in all respects as if he or she
had been a member at the time of their adoption.
Section 3: The Board of Directors shall provide for the prompt payment of all dues and other obligations
to Optimist International and to the District, and shall require the prompt completion and
submission of all reports required by Optimist International and the District.
Section 4: These bylaws shall be reviewed annually.
ARTICLE XIII – NOT-FOR-PROFIT ORGANIZATION
_____ (U.S. Clubs Only) This Club is organized and shall operate as a not-for-prot organization and
Initial here
shall be incorporated within the state/provincial/national statutes as such. The Club is organized
to adopt
and to adopt shall operate exclusively for charitable and educational purposes set forth in Section
501(c)(4) of the Internal Revenue Code of 1986, as now in eect on or as may be amended (the
“Code”), including, but not limited to, developing Optimism as a philosophy of life, utilizing the
tenets of the Optimist Creed; to promote an active interest in good government and civic aairs;
to inspire respect for the law; to promote patriotism and work for international accord and
friendship along all people; to aid and encourage the development of youth, in the belief that the
giving of one’s self in service to others will advance the wellbeing of humankind, community life
and the world.
_____ (All other countries) This Club is organized and shall operate as a not-for-prot organization
Initial here
and shall be incorporated within the state/provincial/ national statutes as such, developing
to adopt
Optimism as a philosophy of life, utilizing the tenets of the Optimist Creed; to promote an active
interest in good government and civic aairs; to inspire respect for the law; to promote patriotism
and work for international accord and friendship among all people; to aid and encourage the
development of youth, in the belief that the giving of one’s self in service to others will advance
the wellbeing of humankind, community life and the world.
ARTICLE XIV – AMENDMENTS
Section 1: Any amendment to these bylaws must be in conformity with the Bylaws of Optimist International,
shall be adopted by a two-thirds (2/3) vote of the members present at any meeting, provide written
notice of the proposed amendments and date of such meeting shall have been given the members
at least two (2) weeks prior thereto.
Section 2: All amendments to these bylaws must be submitted to Optimist International for approval.
ARTICLE XV – DISSOLUTION
_____ (U.S. Clubs only) Upon the dissolution of the Club, the Board of Directors shall, after paying
Initial here
or making provisions for the payment of all of the liabilities of the Club, dispose of all the
to adopt
assets including but not limited to cash, personal and real property, of the Club exclusively for the
purposes of the Club in such manner, or to such organization or organizations, including Optimist
International or the Optimist International Foundation, organized and operated exclusively for
charitable, educational, religious, or scientic purposes as shall at the time qualify as an exempt
organization or organizations under Section 501(c)(3) of the Code, as the Board of Directors shall
determine. If no disposition of the Club assets is completed within 120 days after the eective
date of dissolution, the assets of the Club shall be distributed to the Optimist International
Foundation.
_____
(All other countries) Upon the dissolution of the Club, the Board of Directors shall, after paying
Initial here
or making provisions for the payment of all of the liabilities of the Club, dispose of all the assets,
to adopt
including but not limited to cash, personal and real property, of the Club exclusively for the
purposes of the Club in such manner, or to such organization or organizations, including
Optimist International or pertinent Optimist International Foundation, organized and operated
exclusively for charitable, educational, religious, or scientic purposes as shall at the time qualify
as an exempt organization or organizations so as not to jeopardize tax exempt status, as the
Board of Directors shall determine. If no disposition of the Club assets is completed within 120
days after the eective date of dissolution, the assets of the Club shall be distributed to the
Canadian Children’s Optimist Foundation for Canadian Clubs, and the Optimist International
Foundation for all other Clubs outside of Canada..
Name of Club: _________________________________________________________________________________________________
_____________________________________________________
Approved _________________________________________________
(President) (For Optimist International)
_______________________________________________
Date Approved _________________________________________________
(Secretary) (By Optimist International)
Date Adopted: _________________________________________________________________________________________________
Document Revised: April 2017
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RESOURCES TO HELP YOU SUCCEED
CLUB NAME: __________________________________________________________ CLUB NUMBER: ________________________
KEY BUILDER
Name ______________________________________________________
Address ____________________________________________________
City ___________________ ST/PR __________ Country ___________
Zip/Postal Code ______________ Phone ______________________
Cell ___________________________ Work _______________________
Email ______________________________________________________
KEY BUILDER
Name ______________________________________________________
Address ____________________________________________________
City ___________________ ST/PR __________ Country ___________
Zip/Postal Code ______________ Phone ______________________
Cell ___________________________ Work _______________________
Email ______________________________________________________
SPONSOR PRESIDENT
Name ______________________________________________________
Address ____________________________________________________
City ___________________ ST/PR __________ Country ___________
Zip/Postal Code ______________ Phone ______________________
Cell ___________________________ Work _______________________
Email ______________________________________________________
GOVERNOR
Name ______________________________________________________
Address ____________________________________________________
City ___________________ ST/PR __________ Country ___________
Zip/Postal Code ______________ Phone ______________________
Cell ___________________________ Work _______________________
Email ______________________________________________________
KEY BUILDER
Name ______________________________________________________
Address ____________________________________________________
City ___________________ ST/PR __________ Country ___________
Zip/Postal Code ______________ Phone ______________________
Cell ___________________________ Work _______________________
Email ______________________________________________________
KEY BUILDER
Name ______________________________________________________
Address ____________________________________________________
City ___________________ ST/PR __________ Country ___________
Zip/Postal Code ______________ Phone ______________________
Cell ___________________________ Work _______________________
Email ______________________________________________________
SPONSOR PRESIDENT
Name ______________________________________________________
Address ____________________________________________________
City ___________________ ST/PR __________ Country ___________
Zip/Postal Code ______________ Phone ______________________
Cell ___________________________ Work _______________________
Email ______________________________________________________
LT. GOVERNOR
Name ______________________________________________________
Address ____________________________________________________
City ___________________ ST/PR __________ Country ___________
Zip/Postal Code ______________ Phone ______________________
Cell ___________________________ Work _______________________
Email ______________________________________________________
GENERAL TRAVEL POLICY
Expenses – General
It is the policy of Optimist International to pay for traveling expenses (transportation costs and per diem) of
those individuals who are authorized to travel in fullling their duties of oce in OI. It is expected of those who
are traveling at the expense of OI to assist in conserving the funds of the organization in every way compatible
with reasonable comfort in travel, and the demands made upon the time of travelers by their personal aairs.
Individuals authorized to travel on behalf of OI shall be reimbursed for actual transportation costs, by the
most direct route, as follows:
A. Lowest available air fare not to exceed coach fare booked 21 days in advance, or
B. Railroad fare not to exceed lowest available air fare as described in ‘A’ above, or
C. Automobile travel at the rate per mile in U.S. currency, which is indicated in the Master Schedule of
Travel and per diem (currently 29 cents a mile in U.S. and 25 cents per kilometer in Canada in
Canadian dollars), the total reimbursement for which shall not exceed lowest available air fare as
described in ‘A’ above, plus garage, parking, toll charges and other miscellaneous travel expenses.
Airport limousine and taxi fares are allowable in making train or airplanes connections. Airport parking when
the individual lives 10 or more miles from the airport terminal, and commercial transportation is not available,
is also reimbursable. If two (2) or more authorized are traveling together in one automobile, only one shall
receive mileage allowance.
Per diem travel shall be one day except in the case of International Ocers who may be on a regional trip
involving two (2) or more ocial visitations. The approved per diem for Board members attending board
meetings, the International Convention, and other OI meetings is $100.
The approved per diem for International Committee Members attending committee meetings, including the
committee meetings at the International Convention site, is $100 with a maximum of three (3) days.
The approved per diem for Governors and Governors-Elect attending OI Governor and Governor-Elect
Conferences is $50 with a maximum of three (3) days. For the Governor-Elects meeting at the International
Convention site, OI pays one (1) day at $50.
The International President, International President-Elect, International Reps for district visitations and
District Conventions, the International Sta, and other authorized individuals, shall be reimbursed for actual
expenses incurred in the performance of their ocial duties and obligations of oce.
Using the foregoing statement of allowances as a guide, OI will reimburse an individual upon signed receipt
of his expense statement, which shall include all passengers, coupons for air or train travel. Persons on per
diem basis should use expense form “A”; all others use expense form “B”.
The above information is based on Policy I-18. In all cases, the current Optimist International Board of Directors
Policy I-18, which the board may amend from time to time, will govern reimbursement of expenses.
Revised: 5/10/12
(insert Optimist International Expense Statement – Form A – For persons on per diem)
OPTIMIST INTERNATIONAL
4494 Lindell Boulevard, St. Louis, Missouri 63108 (314) 371-6000 • FAX (314) 371-6006
EXPENSE STATEMENT
Please Print or Type
Date Filed ____________________
Name________________________________________________________________________Period Covered____________________
Address_____________________________________City/State/Province __________________________________________________
Purpose and City ______________________________________________________________________________________________
Day of Week Totals
Date
City
1. Per Diem
2. Auto Storage
3. Airport Bus
Total for Day
Plane, Railroad:
Attach copy of ticket
Auto: Total Miles
________@________ per mile
Total Expenses
Payment to be made in (check only one) ❑ U.S. Dollars ❑ Canadian Dollars
Explanation: __________________________________________________________________________________________________
______________________________________________________________________________________________________________
______________________________________________________________________________________________________________
______________________________________________________________________________________________________________
______________________________________________________________________________________________________________
Revised: 10-1-08
FORM A - FOR PERSONS ON PER DIEM
Account No. Amount
__________________________________ ______________
__________________________________ ______________
__________________________________ ______________
__________________________________ ______________
__________________________________ ______________
__________________________________ ______________
__________________________________ ______________
TOTAL ______________
Signature
Title
Approved by
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Completed 15 November 2019

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