- DISTRICT BOARD OF DIRECTORS INSTALLATION
The District Board of Directors shall be officially installed by
the official representative of Optimist International the first
quarter District meeting
- DISTRICT BOARD OF DIRECTORS MEETINGS (ACCOUNTS 130 AND 360)
The District Board of Directors shall meet quarterly at such
time and place as may be determined by the Board of Directors.
The first quarter meeting shall be held not later than November
30, second quarter meeting shall be held in the month of
February, third quarter meeting shall be held in the month of
May, and the fourth quarter meeting shall be held in conjunction
with the annual District Convention.
Notice of all meetings of the District Board of Directors shall
be sent by the District Secretary-Treasurer, at least thirty
days prior to said meetings, to all members of the Board, with
an agenda prepared by the Governor. Board meetings shall be
budgeted and conducted under Accounts 130 and 360 and operated
on a break-even basis. Costs of any meals and gratuities may be
collected by the Secretary-Treasurer or his/her designate. (O.I.
Bylaws – Article VII, Section 3F)
- District executive committee meetings (accounts 192 and
The District Executive Committee shall meet at least quarterly
at the time, place and immediately prior to meetings of the
District Board of Directors or at the call of the governor or a
majority of the members of the Executive Committee (O.I. Bylaws
– Article VII, Section 3C)
- Executive Committee – powers and duties
Pursuant to the International Bylaws, and limitations herein,
and excepting those functions and responsibilities specifically
assigned to the Board of Directors by the Bylaws, the Board of
Directors shall, for purposes of expediency and efficiency,
delegate its powers and authority to the District Executive.
(O.I. Bylaws VII, Section 3C)
- district officers lapel insignia (account 400)
The District administration shall provide official lapel
insignia for all District Officers to be presented at the time
of their installation and such insignia shall be returned to the
District Secretary-Treasurer at the end of the administrative
year. The District also shall purchase and present past officers
insignia to the retiring Governor, Lieutenant-Governors and
Secretary-Treasurer. The recipients and identification of
insignia shall be as follows:
Current District shall return their pins to the District
Secretary-Treasurer by noon luncheon of the District Convention
or forfeit $40.00 from their budgets.
- Governor’s insignia with diamond
- Past Governor’s insignia with diamond
- Governor-Elect insignia with diamond
- Lieutenant-Governor’s insignia
- Past Lieutenant-Governor’s insignia
- Distinguished Past Lieutenant-Governor’s insignia with
- Secretary-Treasurer’s insignia with diamond
- Past Secretary-Treasurer’s insignia with diamond
- Minutes of meetings
It shall be the responsibility of the District
Secretary-Treasurer to keep true and correct minutes of all
meetings of the District Executive Committee, the District Board
of Directors, and the annual District Convention. A copy of such
minutes shall be sent to members of the District Board of
Directors, Optimist International, the Lieutenant-Governors,
District Chairs, Past Governors and such others as the Board of
Directors may indicate, not later than thirty days after the
adjournment of each such meeting or Convention.
- establishment of zones
The number and boundaries of zones, for any administrative year,
if subject to revision, shall be determined by the Board of
Directors at its meeting held in the third quarter of the
preceding year to accommodate the selection of
Lieutenant-Governors to serve during the next administrative
year. No zone should have more than 10 or less than four (4)
clubs. New clubs shall be assigned to a zone by the Governor for
the current administrative year. The planning of boundaries of
zones for the next administrative year, if subject to revision,
shall be made by the Governor–Elect and the two immediate Past
- Zone Meetings
Each Lieutenant-Governor shall be responsible for the conduct of
a zone meeting in each quarter of the administrative year (prior
to the four District Quarter Board Meetings if possible) and
notice of such meetings shall be sent to the President and
Secretary of each club in the zone not less than 30 days prior
to the meeting.
The Lieutenant-Governor shall be responsible for the preparation
and distribution of each zone meeting program and the completion
and filing of a report on each meeting on the form provided by
Optimist International. Zones are not legislative bodies.
Minutes are inappropriate and not required.
- District directory
Each District administration may publish, at the earliest
possible date, a District Directory. The directory shall contain
names, addresses and telephone numbers of all District Officers,
District Committee Chairs, Club Presidents and
Secretary-Treasurers, Past Governors 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.
- District achievement and awards program
The District may budget, maintain and conduct an annual
Achievement and Awards Program which shall be prepared and
evaluated by the Chair of Achievement and Awards with the
collaboration of the Governor, Governor-Elect,
Secretary-Treasurer, and through consultation with their
predecessors, and which shall be presented to the District Board
of Directors for final approval at its first quarter meeting. It
shall be the responsibility of the District administration to
promote and encourage participation in both District and
International Achievement and Awards programs.
Under the official rules, clubs shall submit entries in the
District Community Project Awards competition for evaluation by
the District Awards Jury prior to September 30. The District
Activities Chair will serve as Chair of the District Awards Jury
and shall be appointed by the Governor. The Chair shall be
responsible for selecting and notifying the District where and
when this competition is to take place.
- District achievement and awards appeal and protests
Any appeal or protest of the final published standings of clubs
or individuals in the District Achievement and Awards program,
to be considered, must be in the hands of the District
Secretary-Treasurer not later than 30 days following publication
of the standings. The District Executive Committee shall have
the power and authority to review and adjudicate any such appeal
or protest and its decisions will be final. To be eligible to
receive any award or recognition, all financial obligations of a
club to the District and to Optimist International shall have
been met by the annual District Convention.
- District bulletin (Account 330)
The District administration may publish a District bulletin
under the direction of the Governor and edited by the District
Bulletin Editor (or District Publicity Chair) appointed by the
Governor. Costs, publication frequency and distribution shall be
established by the District administration from year to year
according to the budgetary provisions and available funds. As a
minimum, the bulletin shall be sent to all Past District
Governors, District Officers, District Committee Chairs, Club
Presidents and Secretary-Treasurers, and Optimist International.
- District quarter boards (accounts 130 and 360)
District Quarter Boards shall be planned and conducted by the
District administration, at the time and place of the quarterly
meetings of the District Board of Directors in the first,
second, and third quarters. Such Quarter Boards shall invite and
encourage the attendance of Club Officers and Committee Chairs,
District Officers and District Committee Chairs, and all members
who will benefit from attendance at these Quarter Boards.
- District convention
The District Convention shall be held annually between the dates
of August 1 and September 30, said dates to be established by
the Board of Directors at the recommendation of the District
Convention Committee. The Convention city may be determined by a
vote of accredited delegates to the annual Convention following
the recommendations of the Convention committee, for as many
years in advance, not exceeding five years, as may be deemed
necessary. (O.I. Bylaws – Article VII, Section 4)
- Convention allocation from district dues
In keeping with the fact that all clubs and members benefit from
the conduct of the annual District Convention, the sum of $1.00
per member shall be allocated from District dues paid by clubs
for each of their members. This allocation shall supplement
Convention registration fees for the financing of the annual
- district convention budget and finance report (accounts 120
The Convention budget shall be prepared and approved as a
supplement to the District administration’s annual budget and
shall be based on statements of receipts and expenditures of
previous Conventions. The statement of Convention receipts and
disbursements shall be prepared by the District Convention
Committee Chair, Governor, District Secretary-Treasurer and
Finance Committee, and shall be included in the District’s
annual financial statement. Any changes to the original budget
must have prior approval of the District Finance Chair.
- convention – complimentary Registrations
The incumbent Governor, incoming Governor, District
Secretary-Treasurer, and the two Past Governors serving on the
Executive Committee, as well as the official O.I.
Representative, shall receive complimentary convention
registrations and such shall be anticipated in the Convention
budget. Complimentary hotel accommodations shall be provided for
the Governor, the incoming Governor and Secretary-Treasurer. If
additional complimentary accommodation is required, such
accommodation will be allocated by the Governor and should be
declared at the start of the administrative year.
- international representatives
The official International Representative to the annual
Convention shall be provided with appropriate lodging and this
shall be anticipated in the Convention budget.
- Convention Duration
The annual District Convention shall be, at least, a two
day event, exclusive of social, recreational or other
- Flags, Creed and Banners
It shall be the policy of the District administration to display
at all Conventions the appropriate flags, the District banner
and the Optimist Creed banner in the room in which Convention
business is conducted.
- Gifts – Mementos (Account 450)
It shall be the policy of this District to present a gift and/or
memento to the retiring Governor and to the International
Representative at the official visit to the District Convention,
the cost of which shall not exceed $250 for the Governor and
$150 for the official International Representative. At the
International Representative’s official visit to the Quarter
Board, a gift will also be presented.
The Immediate Past Governor shall be responsible for the
selection of such gifts or mementos to the retiring Governor and
the Governor shall be responsible for the selection of a gift or
memento to the International Representative.
- Club Hospitality Rooms at Quarter Boards and the District
All club’s hospitality rooms, or other accommodations serving a
like purpose, shall be closed during District business sessions
and training sessions.
- Convention Program
The Convention Committee shall prepare, through consultation
with the Governor and Governor-Elect, the schedule of Convention
events and meetings. 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
Chairs, Past Governors, 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:
- A business session necessary to accomplish the business of
- All leadership development events for club and District
Officers as prescribed by Optimist International.
- A meal service event to provide the official International
Representative with an opportunity to address assembled
delegates and guests.
- A recognition banquet featuring the installation of the new
- Convention Registration Refunds
All requests for refunds of prepaid Convention registrations
must be made in writing by the pre-registered individuals. Such
requests for refunds must be received by the Convention Chair or
District Secretary-Treasurer on or before the first day of the
month of the Convention. No refunds of partial registrations
shall be honoured.
- Convention Rules
- The Convention shall be composed of accredited delegates.
- To be accredited by the Credentials Committee and eligible
to vote on Convention business, the club President or their
designate must have registered at the Convention, produced
such credentials as may be required by the Board of
Directors, and their club must be in good standing.
- The Credentials Committee shall report at the first
session thereof and periodically thereafter, or when
directed to do so.
- The program as printed shall be the official program of
- Following the report of the Candidate Qualifications
Committee, the Governor shall call for other nominations
from the floor and then call for the closing of nominations.
- If there is more than one candidate, nominating speeches
shall be limited to two for each candidate, one of five
minutes duration and one of two minutes duration.
- If an election is held for Governor-Elect, a ballot vote
shall be conducted (see viii below). The Governor shall
announce the name of the winner only and then entertain a
motion to destroy the ballots.
- All other voting shall be by voice, hand or rising vote,
at the discretion of the Governor, unless a ballot or roll
call is ordered by a majority vote of the accredited
delegates. In the event a vote by ballot is ordered, the
Governor shall appoint a committee of scrutineers and name
its chair. When a vote requires a ballot, each club in good
standing shall be entitled to one vote for every 10 members
or major fraction thereof (6 or more) based on the official
club membership as listed by Optimist International on July
1 of that convention year. At the conclusion of the
balloting, the scrutineers shall count the ballots and the
chair of the scrutineers shall certify the tabulated
results, in writing to the Governor. The Governor shall
announce the results and then entertain a motion to destroy
- No accredited delegate shall be entitled to the floor
unless he/she rises, addresses the presiding officer, and
gives his/her name and club affiliation.
- Debate shall be limited to two minutes a speaker. No
accredited delegate shall speak a second time to the same
question at the same sitting if another accredited delegate,
who has not spoken thereon, rises and asks for the floor.
- No accredited delegate shall speak more than twice on the
same question if anyone objects.
- Main motions shall be put in writing when the Chair so
- 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.
- The vote on a question, once commenced, shall not be
interrupted except only to ask that the question be restated
by the Chair.
- An accredited delegate may change his/her vote from one
side to the other provided he/she rises and asks for the
floor promptly and before the Chair declares the result
- No appeal of a decision of the Chair shall be in order
unless based on a point of order, and shall be seconded. The
vote thereon shall not be put on sustaining the appeal but
on sustaining the decision of the Chair. A majority vote in
the negative reverses the decision of the Chair.
- Not more than two amendments to any question shall be
pending at one time, but after disposal of one or both of
them, other amendments may be proposed.
- The Convention may, to expedite the handling of business,
limit, as it chooses, the time or the number of speakers for
each side on any question, or the total time for debate, by
a two-thirds vote.
- Chairs of committees may make partial reports during lull
periods of the Convention unless otherwise ordered.
- ROBERTS RULES OF ORDER shall govern the Convention
proceedings, not inconsistent with the Constitution and
Bylaws and these Convention rules.
- These Convention rules shall be adopted by a majority
vote, but may be suspended, rescinded or amended after their
adoption by a two-thirds vote (O.I. Bylaws – Article VII,
- International Convention
With due respect to the location and duration of the
International Convention, the Governor, Governor-Elect and
Secretary-Treasurer shall receive an amount, to be budgeted
annually, toward the expense of attendance at the International
Convention, excluding those expenses reimbursable by Optimist
International. To qualify for this amount, each must attend the
training and business sessions appropriate to the position held
and be registered at the full Convention and show evidence
thereof when submitting his/her expense voucher. (Accounts 500,
With due respect to the location and duration of the
International Convention and available funds, each
Lieutenant-Governor-Elect who attends the full International
Convention shall participate in the distribution of available
funds budgeted annually for the purpose of financial assistance
to those Lieutenant-Governors-Elect who attend and are
registered for the full Convention. To qualify for this amount,
each must attend the training and business sessions appropriate
to the position and evidence thereof must be available to the
District. (Account 510)
- Hospitality Room at International Convention (account 560)
The District administration may maintain a District Headquarters
or hospitality room at the International Convention, the rental
of which only, shall be budgeted and chargeable to Account 560
of the Standard District Charts of Accounts.
- District Dues
Each club in the District shall pay for each member as of
September 30 and March 31, annual District dues of $13.00 per
member, payable October 1 and April 1 of each year, subject to
the approval of the Board of Directors of Optimist International
and in accordance with O.I. Bylaws. Annual dues payable by a
newly affiliated club shall commence on the first day of the
third month following that in which such club is officially
organised, such payments to be based on the number of members
enrolled on that date. (O.I. Bylaws – Article VII, Section 5a,
ANY club more than 60 days in arrears for any indebtedness to
the District or Optimist International shall be considered not
in good standing and shall forfeit all rights and privileges of
membership during the period of indebtedness. (O.I. Bylaws –
Article VIII, Section 4)
- Finance Committee – Budget
The Finance Committee, in consultation with the Incoming
Governor and District Secretary-Treasurer, shall prepare the
proposed annual budget for submission to the new Executive
Committee for recommendation and to the Board for approval at
the first meeting of the administrative year. All budgets shall
employ the Standard District Charts of Accounts, account
numbers, definitions, and required supplements established by
Optimist International (O.I. Bylaws – Article VII, Section 5d)
The Finance Committee shall exercise advisory supervision over
all financial transactions, arrange for such financial reports
as may be required by the District Board of Directors and
Optimist International, arrange for an annual review as soon as
possible after September 30 but not later than November 30, and
supervise the orderly transfer, before or at the first meeting
of the Board of Directors, of all District records and funds
from each administration to its successor. (O.I. Bylaws, Article
VII, Section 5e)
The Finance Committee shall consider all proposed budget
revisions and proposals for expenditures not previously budgeted
or approved, and shall make recommendations thereon to the
Executive and/or Board of Directors for approval.
- governor’s club visitations
The Governor shall not be required or expected to visit every
club in the District. The Governor’s club visitations shall be
limited, at his/her discretion, to charter presentations, zone
meetings and such special events as may be conducted by clubs
and to which he/she has been invited. In view of the demand upon
his/her time and administrative responsibilities, the Governor
may delegate or appoint an individual to appear in his/her place
instead on such occasions.
- New Club Charter Presentations
Dates and programs for the charter presentation events of new
clubs shall be established by joint action of the new club, the
new club’s sponsor club, the Governor and the
Lieutenant-Governor of the zone. Charters shall be presented by
the Governor or his/her appointee. In the event of a charter
presentation occurring after the end of the administrative year
in which the new club was established, the then Immediate Past
Governor shall have the prerogative of presenting the charter.
- Gifts to New Clubs
The District administration shall provide each new club with a
complimentary club banner, bell, and gavel, purchased from
Optimist International, and a Canadian flag (purchased locally)
and shall budget an estimated amount for such purposes annually
- New Club Building
When the Governor receives a New Club Building stake form from a
club wishing to build a club in another zone, the Governor
should notify the Lieutenant-Governor of that zone where the
club is to be built and by whom. In turn, that
Lieutenant-Governor will notify all clubs of his/her zone. If
there any substantial objections to the stake, they shall be put
in writing within seven (7) days to the Governor. The final
decision will be made by the Governor, New Club Building Chair
and the Lieutenant-Governors of the respective zones.
- Sponsoring Club – Minimum Financial Obligation The
sponsoring club(s) will be responsible to loan the new club
the funds ($400 + $1 for each chartered member) to register
the club with Optimist International. All or a portion of this
loan may be forgiven at the discretion of the sponsoring
club(s). The sponsoring club(s) will be responsible for
purchasing the name tags and charter certificate frames for
each chartered member. Any additional gifts may be donated by
supportive club(s) throughout the District.
- Zone Alignment When club(s) build a new club outside of
their zone, the new club will be assigned to the Sponsor’s
zone for the remainder of the current year. On October 1st,
the new club will be assigned to its appropriate zone.
- Selection of District Nominating Committee
The Nominating Committee shall consist of the Governor-Elect,
and two immediate available Past Governors. The Immediate Past
Governor shall be Chair.
- Nominating Procedure
Functioning under the provisions of the International Bylaws,
the Candidate Qualifications Committee shall seek qualify and
nominate one or more candidates for the office of
Lieutenant-Governor and Governor-Elect, and shall require the
following, for the consideration and information of the
- A written presentation of the proposed candidate’s
background and qualifications for the of office
Lieutenant-Governor or Governor-Elect.
- A letter from the club(s) of which the proposed candidate is
a member indicating that the clubs support of his/her
candidacy shall be delivered to the District Candidate
Qualifications Chairperson on or before May 1st of the current
year. Any nominations received after May 1st of the current
Optimist year will not be accepted by the Candidates
Qualification Chairperson. Should there be no nominations
received by the Candidate Qualifications Chairperson by
midnight May 1st of the current Optimist year, the District
Candidates Qualification Committee would continue their search
for a candidate for the Governor-Elect position. There hall be
no nominations from the floor.
- To be qualified as a candidate for Governor-Elect, the
member must have held or is currently holding the office of
- International President’s Visitations (Account 360)
The Governor, at the request of the Optimist International,
shall provide a location for the visitation of the International
All plans and arrangements for the International President’s
visit shall be under the direct supervision of the Governor and
District administration including the provisions of
complimentary accommodations, customary courtesies, and a
suitable gift or memento of the occasion. The event shall be
budgeted and conducted under accounts 130 and 360, and operated
on a break-even basis. All clubs in the District shall be
invited, at least 30 days in advance, to send representatives to
the event. Clubs in the city or area of the visitation, under
the leadership of the Lieutenant-Governor, may be invited to
provide help for the conduct of the event. The Governor shall
designate an official host to the International President’s
- International Representatives to District Meetings
In keeping with the policy of Optimist International to provide
an official International Representative to the District Board
meeting held in the first quarter of each year, and to the
annual District convention the Governor shall issue an
invitation, at his/her 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.
- District Oratorical Contests
- The District shall conduct either a boys and girls
oratorical contest or a combined contest each year. The
District finals will be held at the time of the third quarter
District Board meeting.
- ursuant to the policies of Optimist International, all
phases of the District contest shall be conducted in strict
compliance with International Optimist Oratorical Contest
- The District Oratorical Contest Chair shall be responsible
for the selection of judges and other details pertinent to the
conduct of the contests.
- Regional contests are to be conducted under the supervision
of and coordinated by the District Oratorical Contest Chair.
Responsibility for the organization of zone contests will be
assigned to Lieutenant-Governors or zone chairs.
- The costs of all transportation, food and lodging while en
route to or from zone, regional or District contest shall be
the responsibility of the sponsoring club.
- The costs of all District trophies, awards and meals for the
contestants and judges at the District competition 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 Chair and accountable to
the District Secretary-Treasurer who shall record all revenue
- It shall be the responsibility of the District Oratorical
Contest Chair to submit the required materials and information
on contest winners to the International Office, within 30 days
following the contest. The presentation of the official
scholarship award provided by Optimist International shall be
made by the Governor, or his/her designate, at the District
Convention when possible.
- District Policies
The District Secretary-Treasurer shall provide Optimist
International and each member of the District’s Board of
Directors with a copy of all District Policies immediately
following the first quarter meeting of the Board.
- Policy Revisions
These policies shall be reviewed annually by the District
Executive Committee and revised as necessary. All revisions in
policies shall be approved by the full Board of Directors.
- Travel Expenses – General (accounts 200 through 265)
Authorized individuals shall be reimbursed for expenses incurred
in travel on District administration business upon receipt, by
the District Secretary-Treasurer, of a properly completed and
signed voucher accompanied by a copy of any required report in
writing, such as a visitation report, zone meeting report, or
Committee Chair reports. Reimbursement shall be at the rate of
20 cents per km. All reimbursements shall be made within the
limitations of budgets and available funds.
- Travel Expenses – committee Chairs (Account 265)
District Committee Chairs shall be reimbursed for authorized
travel expenses incurred in attendance at District conference,
District Conventions, District Executive Committee and Directors
meetings, when specifically requested, by the Governor, to be
present and report.
- Travel Expenses – Governor (Account 200)
The Governor shall be reimbursed for authorized travel expenses
when engaged in the execution of the responsibilities of his/her
office excluding those occasions reimbursable by Optimist
- Travel Expenses – Governor-Elect (Designate) (Account 255)
The Governor-Elect (Designate) shall be reimbursed for
authorized travel expenses incurred in attendance at District
conferences, District Board and Executive meetings, District
Conventions, and such other occasions and events specifically
requested by the Governor.
- Travel Expenses – Lieutenant-Governors (Account 210)
Lieutenant-Governors shall be reimbursed for authorized travel
expenses when engaged in the business of the District
administration of Optimist International incurred in required
visitations, authorized zone meetings, and charter presentations
within their zones, meetings of the District Executive Committee
and Board of Directors, and District conferences.
- Travel Expenses – Past Governors (account 260)
The Past Governors serving as members of the District Executive
shall be reimbursed for authorized travel expenses incurred in
attendance at meetings of the District Executive Committee,
Board of Directors and District Convention.
- Travel Expenses – District Secretary-Treasurer (Account
The District Secretary-Treasurer shall be reimbursed for
authorized travel expenses incurred in the execution of the
duties of his/her office, attendance at meetings of the District
Board of Directors and Executive Committee, District Quarter
Boards and Conventions, and such other occasions and events
specifically authorized by the Governor.
- Reimbursement of Budgeted Expenses
All budget expense requests by the Executive, Chairpersons or
Representatives must be received by the District
Secretary/Treasurer no later than September 30 of that
Recognition of Officers of the Optimist Organization should be
made at official functions such as Charter Presentations, Board
meetings, Conventions, etc. For protocol, priorities should be:
It is recommended that recognition also be made of any Past
Governors in attendance at Optimist functions.
- President – Optimist International
- Vice President – Optimist International
- Governor-Elect (except in matters relating to previous year
– see paragraph 31)
- Immediate Past Governor
- Past Governor (2nd Year)
- Chair of Finance Committee, Past Governor (3rd Year)
- District Membership Committee Chair
- District New Club Building Chair
- All other District Committee Chairs
- Protection of Club and District Equipment
The unauthorized “borrowing” of regalia or equipment from any
club or any individual is strongly discouraged. In the event
that such an event should occur, it is the personal
responsibility of the President of the borrowing club to ensure
the return of the equipment/regalia within a reasonable time or
his/her club will be held financially responsible for
replacement of the items “borrowed”. Similar “borrowing” of
District equipment is not permitted.
- Conflict of Interest
The following provisions govern conflicts that may arise between
the interests of any District Officers or members of the
Executive Committee and the Midwestern Ontario District of
A conflict of interest with respect to a transaction effected or
proposed to be effected by the District exists if:
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 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 or unusual influence over a
voting member of those committees.
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.
- Memorial Donation
The District shall make a memorial donation of $100 to the
Optimist International Foundation of Canada on the occasion of
the death of a Governor or Past Governor of the Midwestern
Ontario District, or Past Governor of the former Southwestern
Ontario or Ontario Districts. [The District banner patch must be
applied for through the District.]
- Anniversary Recognition
The District shall recognize the anniversaries of Club charters
with the presentation of a certificate of congratulations for
each ten years and include the 25th and 75th anniversaries.
- Website Photos
All pictures to be posted on the Midwestern Ontario District
website must be accompanied by a consent form signed by all
recognizable individuals in each photo. For those under the age
of 18 years of age, a consent form must be signed by a parent or
guardian. Alcohol shall not be evident in any posted photo.
When pictures are submitted for the district website, consent
forms shall accompany photos.
Consent forms to be sent to all club Presidents in the first
mailing of the new Optimist year.
- District Leadership (O.I. Bylaws, Article VII, 3a, b,
- The District Officers shall be the Governor, the
Governor-Elect, the Secretary/Treasurer and the Lieutenant
- The District Executive shall be the District Officers and
the two Immediate Past Governors.
- The District Board of Directors shall be the District
Executive and the Club Presidents.
- Ad Hoc Committees
In the event of creation of an ad hoc committee to solicit funds
that the Governor and Governor-Elect would be member of that
committee and that they approve of the chairperson.
- Volunteer Screening Checks
The District recommends to all clubs that they consider
Volunteer Screening Checks for all existing and new members and
new clubs, the cost to be borne by the individual or the club.