Arizona
District
Optimist
International

Arizona District
Policies 

District Policies
Arizona District
of
Optimist International
The following are the General and Financial Policies of the
Arizona District approved by the Board of Directors
2017-2018

Download a copy by clicking on the link below

Policy Changes to be Voted
on
at the Arizona District Convention, August 17-19. 2018,
Prescott Resort and Conference Center

#1 of 2 Proposed Policy Changes
Please scroll down for the Second Proposal

 Sponsoring Club and Proposal

Pueblo Optimist Club

on behalf of Ken Johnson,

Conference and Convention Chair

2000S. Flying Q Lane

Tucson, Arizona 85713-6725

28 – April – 2018

 

 Proposal to change District Policies

 

 Article VI: District Conferences and Convention - General Provisions

Registration Charges at District Meetings

 

 Article VII: District Finances – District Dues

 

 

At the third quarter conference in Casa Grande, there was an open session to get feed-back from our members on what we could and should do differently to attract more members to our District Conferences. This information was positive and was near unanimous.

 

**        Consider locations and agendas that allow members to attend without the need, or expectation that they will need to reserve a hotel room. This would be accomplished by eliminating the evening dinner, and concluding all business by no later than 5:00P.M.

 

            This has been planned into the 2018-2019 Conference schedules.

 

 

**        Lower the cost of members to attend District Conferences.

 

            This could be accomplished by eliminating an evening scheduled dinner, and by lowering the cost of registration for a conference. All felt that the funds needed to conduct conferences should be collected from all members, not just the few who attend.

 

            The shorter conference has been planned for.

 

            The spreading of the costs for conferences is the topic of these proposed changes to our District Policies. This idea comes from our members as stated above.   

 

 

 

Proposal # 1:

 

 Change the District Registration Charges at District Meetings from the current $25.00 to $15.00. Change the late registration from the current $30.00 to $20.00. There is no proposed change for guests and it would remain $5.00.

 

 

Proposal #2:

 

Change the District Dues from $3.75 per quarter ($15.00 per year) to $5.00 per quarter ($20.00 per year)

 

 

Effects of the proposals:

 

 

It is helpful in looking at the effects of these proposals to understand the numbers that are involved. There is a 14 year history of District conferences available to anyone who would like to see the whole thing, but, over the past five years, including this year’s first three conferences, we have averaged 50 members in attendance.

 

The past two years to date, this number is 43 members registered.

 

The District currently has 600+ members (630 as of 4/27/18 to be exact)  600 is used here.

 

Raising District Dues – and dedicating the increase to paying for the costs of conferences would give us $3,000 additional. Divided by our four conferences, that gives $750 to each quarter conference to help cover costs.

 

Reducing the registration costs from $25 to $15, based on our current average of 43 members registered, we would lose $430.

 

This would give us an increase of $320 per quarter, and more importantly help to encourage more members to attend. As registration goes up, the difference in our loss would go down.

 

 

Without new members and more members attending, we are losing their new ideas, talents and the pool for future leadership!

 

This is presented for Conference Chair Ken Johnson, who in my absence is my representative at District conferences for the Board of Directors.

 

 

 

Bob Lewis, President, Pueblo Optimist Club 31-092

#2 0f 2 Proposed Policy Changes

Sponsor and Proposal

Sponsored by Nova Sipe, Immediate Past Governor

 

Submitted June 27, 2018

 

Support for a Non-Gender Oratorical Competition.

 

First of all, it is 2018, and kids are expected to be treated as equals, regardless of gender.   

 

Currently, our society is dealing with kids that have decided to be identified as a different sex.  By moving to a non-gender competition, we protect ourselves from any form of pushback from the kids, parents and the media, including probable lawsuits for discrimination, and very nasty press.

 

In the recent past, Clubs have stopped having Oratorical competitions due to the past requirement that they have to have three competitors of each gender.  The number of competitors for the last few years has been dwindling below the prior maximum of 20 per district.  I see that there is no maximum for this past year’s competition, but we have not come close for quite a few years.

 

There were remarks made by others in the District, after the last competition, that the boy winner was not as good as the girls that came in below the girl winner.  Thus, we rewarded a child based on sex as opposed to achievement.

 

There are plans to work to add money to the winners and the competitors, to encourage students to participate.  Two of the teachers-members with competitors, were told by the kids, it would have been nice to have something other than a plaque.  Maybe a certificate they can use when applying to college or jobs.  As a matter of fact, this is the reason that OI is not giving backers for the new Professional Development Program.  The younger members wanted a certificate to put on their office walls or as part of a resume.  But the fundraising committee thought a small amount of award money would be nice, so are working on making that money.

 

And yes, according to OI the District can do that as long as it is the District managing it. This is outlined in the District Oratorical Guidelines. Including the ability to put the funds into an account at the Foundation to request when we are ready to request the funds.  The committee that is willing to work on the fundraising are aware of this ability and are willing to manage the funds.  We would add, maybe $500.00 to the top winner, leave the second place as $2500.00, add a third place award of $1500.00.

 

 

Proposal as seen in the Policies

ARTICLE VI: DISTRICT CONFERENCES AND CONVENTION
GENERAL PROVISIONS:
Registration Charges at District Meetings
The registration charges on all district meetings must be approved by the district governor and executive
committee. The incumbent governor, governor-elect, and the secretary-treasurer serving on the
executive committee, as well as official 0.1. Representatives, shall receive complimentary registration at
district meetings and conventions and such shall be anticipated in the convention budget.
There shall be a $25.00 $15.00 early bird registration charge for those members who
register no later than one
week in advance. Registration is to be received online or postmarked on or before the
Friday preceding
a District Conference or Convention. A registration fee of $30.00 $20.00 will be
charged to members following
the early bird registration deadline or at the door. A $5.00 fee will be charged for all
guests. This will
help to defray the expenses of the meeting and guests.
Registration Refunds
All requests for refunds of prepaid registration must be presented by the pre-registered individual. Such
requests for refunds must be received by the district secretary-treasurer on or before a date determined
by the Executive Board and published as part of the registration form. No refunds of partial registration
shall be honored.
Complimentary Registrations
The incumbent Governor, Governor-Elect, Secretary-Treasurer serving on the Executive Committee, as
well as the official 01 Representative (and spouse), shall receive complimentary registrations.
The incumbent Governor, Secretary-Treasurer, serving on the Executive Committee, as well as the official
01 representative shall receive complimentary hotel/motel lodging of suitable character and such shall be
anticipated in the budget.
Flags, Creed and Banners
It shall be the policy of the district administration to display at all district conventions and conferences
the appropriate national flags, the district banner and the Optimist Creed banner in the room in which
convention business is conducted. Clubs are encouraged to display banners at all district meetings.
ARTICLE VD: DISTRICT FINANCES
GENERAL PROVISIONS
The conduct and administration of District business shall be financed by District dues, payable by
Clubs for each of their members enrolled in the office of Optimist International, from convention
fees, and as hereinbefore provided from the general fund of Optimist International. The amount
of each District's dues, and dates on which such dues shall be payable, shall be established by the
Board of Directors of Optimist International. Districts may reduce or eliminate dues for a college
member. A District, by resolution adopted by a two-thirds majority of the votes cast by the
accredited delegates to its annual convention, may petition the Board of Directors of Optimist
International, in the form and manner prescribed by that Board, for adjustment of the amount of
its annual dues. No fmancial obligation or assessment, of any kind, other than provided in these
Bylaws, shall be placed upon or requested of the Clubs or their members by the District. (01
Bylaws Article VII, Section 5, Paragraphs A, B, and C)
DISTRICT DUES
Each club in the district shall pay for each member enrolled at Optimist International as
of September 30, December 31, March 31, and June 30 quarterly dues of
$3.75 $5.00 per member payable October 1, January 1, April 1, and July 1 of each year,
subject to the approval of the Board of Directors of Optimist International and in
accordance with 0.1. Bylaws with the exception to waive District dues for two years for
those members listed as a college member.
Annual dues payable by a newly affiliated club shall commence on the first day of the
third month following that in which such club is officially organized, such payments to
be passed on the number of members enrolled in the International Office on that date
Any club more than 90 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
FINANCE COMMITTEE - BUDGET
At its first meeting the District Board of Directors shall review, amend and approve the annual
budget submitted by the flnance committee, ensuring that is done in a manner conforming with
the standard District chart of accounts established by the Board of Directors of Optimist
International. Such budget shall be submitted to the Board of Directors of Optimist International
for final approval. The budget shall include income only from authorized sources for the current
fiscal year, any accumulated surplus, and shall not authorize the expenditures of any money in
excess of such income and surplus. (01 Bylaws Article VII, Section 5, Paragraph D)
23
#2 of 2 Proposed Policy Changes
Proposal as Seen in the Policies

 

Oratorical Contests 

In accordance with Optimist International guidelines, the District may conduct either two separate contests for boys and girls, or one combined gender contest each year.

 

Arizona District has elected that the district shall conduct a boy's and a girl's a non-gender oratorical contest each year.  The district finals will be held at the time of the third quarter district conference.

 

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

 

A committee of three members from clubs in the city where the district finals are held shall be appointed by the governor to assist the district contest chairman in the selection of facilities, equipment, judges, etc., and other details pertinent to the conduct of the contests.

 

Zone contests are to be conducted under the supervision of and coordinated by the district oratorical contest chairmanperson with responsibility for the actual conduct of zone contests assigned to lieutenant governors.

 

Each club shall pay an entry fee of $50.00 for each participant sponsored beyond the club level. 

 

Cost of refreshments for contestants shall be the responsibility of the District.  The District shall provide one night’s lodging at the conference hotel for contestants except for contestants residing in the Zone in which the contest is being held or who reside in Zones representing Optimist clubs in the Greater Phoenix or Tucson areas unless the contest is being held outside of these urban area Zones.  The final decision concerning any special request for food or lodging shall be the responsibility of the Oratorical Chair and the District Governor. Any additional food and lodging expenses will be the responsibility of the sponsoring clubs.  Transportation to the district contest finals shall be the responsibility of the sponsoring clubs.

 

The costs of all district trophies and zone certificates and frames, and all authorized receipts and expenditures, shall be budgeted and audited under the appropriate accounts. All such items shall be supervised by the district Contest Chairperson and accountable to the district secretary-treasurer who shall make all purchases and expenditures and record all revenue and expenses.

 

It shall be the responsibility of the District Oratorical Contest Chairperson to submit timely the required materials and information on contest winners to the Optimist International Office by the date as indicated by Optimist International.

 

The presentation of the official scholarship award provided by the Optimist International Foundation shall be made by the governor upon the conclusion of the contest and determination of winner(s) by the judges.

 

A winning District contestant who is declared eligible to compete in the Optimist World Regional/World competition shall be eligible for lodging for one night when competing in the Regional Contest and a second night, if necessary, should he/she be chosen to compete in the World contest finals.  Necessary meals shall be provided to the contestant.  A sponsoring club is encouraged to assist the District in providing support for the contestant.