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District Committee Responsibilities

PolA Author: 
Bill Garcia
PolA Date: 
Friday, July 16, 2021
PolA Rationale: 

The current policies do not include the duties and responsibilities for the District Committees. This update would replace the existing policies(strikeout), with the proposed(underlined). It is important for the District committee Chairs to have their duties and responsibilities readily available in one document.

PolA Section: 
Article 5
PolA Amendment: 

ARTICLE V
DISTRICT COMMITTEES

Delete:
SECTION 5.01 APPOINTMENTS
The Governor-Designate shall appoint the Chairmen and the required number of Members of all District Committees and shall announce such appointments not later than October 1st of the year assuming the office of Governor.

SECTION 5.02 DISTRICT PROCEDURES AND GUIDELINES
The District Executive Committee shall maintain and update the District Procedures and District Operating Guides annually. The District Procedures shall contain the purpose, responsibilities, key functions, and Charters for each Committee in the District. The District Operating Guides shall act as planning books and closing reports to give guidance and continuity for each District Committee from administration to administration.

SECTION 5.03 DISTRICT STANDING COMMITTEES
The District Standing Committees, which are advisory to the District Board of Directors and District Executive Committee, shall be as follows: Governance, Finance, Growth, Youth Programs, Marketing, and Meetings. District Standing Committees shall be chaired by Assistant Governors, who shall act as Directors of the District Standing Committees overseeing the District Support, Special, and Sub-Committees under them.

SECTION 5.04 DISTRICT SUPPORT COMMITTEES
Directors of the District Standing Committees may, from time to time, appoint District Support Committees to aid their District Standing Committee. The Chairmen of these District Support Committees shall be appointed for a period of one (1) year by the designated Director, who is Chair of the related District Standing Committee, subject to the approval of the Governor. District Support Committees shall be governed by District Committee Charters established in the District Procedures setting forth the District Support Committee’s role and responsibilities. District Support Committees shall develop strategic goals, recommendations, and action steps as appropriate to be provided to the corresponding District Standing Committee. The Chairman of each District Support Committee shall present reports to the corresponding District Standing Committee.

SECTION 5.05 DISTRICT ADVISORY COUNCIL
There shall be a District Advisory Council to the Governor composed of Club Members of Optimist International and non-Members who, because of experience, have a particular expertise that would benefit the District and are elected to membership on the District Advisory Council by a two- thirds (2/3) vote of the Members of the District Executive Committee present at any meeting. The District Advisory Council shall be responsible to the Governor and the District Executive Committee, acting in an advisory capacity on matters of major concern. Members of the District Advisory Council shall serve as ex-officio non-voting Members of the District Executive Committee.

SECTION 5.06 DISTRICT SPECIAL AND SUB-COMMITTEES
Directors of District Standing Committees may, from time to time, appoint one (1) or more District Special and Sub-Committees, subject to the approval of the Governor, to maintain review of, and to give the District Standing Committee advice concerning, a specific area within the District Standing Committee’s general area of responsibility. In addition to the District Special and Sub- Committees established by the Directors of the District Standing Committees, the District Board of Directors may establish District Special and Sub-Committees by District Board of Directors action or resolution. District Special and Sub-Committees shall be governed by District Committee Charters established in the District Procedures setting forth the District Special and Sub-Committee’s role and responsibilities. District Special and Sub-Committees shall develop strategic goals, recommendations, and action steps as appropriate to be provided to the corresponding District Standing Committee. The Chairman of each District Special and Sub-Committees shall present reports to the corresponding District Standing Committee.

Replace with:

Section 5.01. Appointments.
The Governor-Designate shall appoint the chairmen and any additional number of members as may be necessary or required of all committees, and shall announce such appointments not later than October 1st of the year assuming the office of Governor. The Governor may add additional committees as deemed necessary with approval of the District Board of Directors or as directed by Optimist International.

Section 5.02. Committees.
The District Board of Directors has established the following committees to carry out the purposes of the District:
A. Member, Club and District Services Committees:
1. Finance (FIN).
2. Candidate Qualifications (CQ).
3. Convention Committee (CC).
4. Membership (MB).
5. Club Services and Tracking (CST).
6. New Club Building (NCB).
7. Leadership Training and Development (LTD).
8. Achievement and Awards (AA).
9. Strategic Planning (STP).
10. Communication Directorate (CD).
B. Youth Programs:
1. Oratorical (OR)
2. Communications Contest for the Deaf and Hard of Hearing (HH).
3. Essay (SA).
4. Junior Optimist and Octagon International (JO).
5. Optimist International Junior Golf Championship (JG).
C. Optimist International Representative:
1. District Foundation Representative (DFR)
2. Canadian Children’s Optimist Foundation Representative (CDFR).
3. International Convention Ambassador (ICA).
D. Committees for next administration’s year may combine or expand with approval from the board prior to start of the new year.

Section 5.03. Committee Responsibilities and Procedures.
A-1. Finance. Optimist International mandates the establishment of a District FIN committee.
The FIN committee, in consultation with the Governor-Designate, shall prepare the proposed annual budget to be submitted to the District Board of Directors for adoption at its first meeting of the fiscal year.
FIN shall act as an advisor to the District Board of Directors on financial and budget matters and make recommendations thereon.
FIN shall arrange for quarterly, annual and such other financial reports from time to time as required or requested by the District Board of Directors. FIN shall arrange for the annual financial review as required by Optimist International Bylaws (article VII, sec 5, para
E) and these Policies (article VI, sec 7).
FIN shall arrange for and supervise the orderly and efficient transfer of all District records and funds during the transition from the outgoing to the incoming administration in a timely manner.

A-2. Candidate Qualification. The CQ committee shall seek, qualify and nominate candidates for each elected District office. CQ may prepare a brief summary of each nominees' background and qualifications which shall be published in the District bulletin and website and presented orally at District conferences before elections. Nothing shall preclude individuals not nominated by CQ from running for any office.

A-3. Convention Committee. The CC committee shall plan and supervise all arrangements for the Annual Convention as detailed in Article III of these policies subject to approval by the District Board of Directors. CC shall report on its progress at the third quarter meeting of the District Board of Directors. The Governor, Governor-Elect and District Secretary- Treasurer shall be members of this committee.

A-4. Membership. The MB committee shall, in consultation with the Governor, encourage Clubs to increase their membership by ANY means legally possible including sponsoring contests, promoting Optimist International membership programs, encouraging Club membership drives and making presentations at District conferences.

A-5. Club Services and Tracking. The CST committee shall be responsible for emphasizing and strengthening Club administration, Club membership maintenance, publicizing District level assistance programs for Clubs and promoting follow up indoctrination for newly organized Clubs.

A-6. New Club Building. The NCB committee shall be responsible for the overall Club building efforts in the District by working closely with the Governor, Lieutenant Governors and Clubs. NCB shall provide District and Zone training and hands on experience in Club building.
NCB shall work closely with CST to promote District goals.

A-7. Leadership Training and Development. The LTD committee shall be responsible for the promotion and planning of training at District conferences. LTD shall be responsible for the promotion and planning of training at the District Convention for Lieutenant Governors-Elect, Assistant Governor-Elect, Presidents-Elect and Club Secretary- Treasurer-Designates utilizing the Optimist International Faculty Guide. LTD shall be responsible for the distribution and use of training modules and for the implementation of Optimist International Directed training programs. LTD shall provide continuity in training between Optimist International, the District and the Clubs.
It is recommended that LTD be composed of four members. The Governor-Elect shall be a member of this committee.

A-8. Achievement and Awards. The AA committee shall promote the active involvement of all Clubs in all Optimist International awards programs. AA shall conduct an achievement and awards program to encourage and educate Clubs in the proper service to their communities and of their obligations to the District and to Optimist International.
AA shall submit a proposed program for approval by the District Board of Directors at its first meeting of the administrative year. AA shall publish periodic status reports regarding
Clubs’ achievement of program criteria.
AA shall publish a final status report as soon as practicable after the end of the administrative year. Any appeal of the final status report shall be made to the District Executive Committee then in office not later than thirty (30) days following publication. The District Executive Committee shall render a decision within ten (10) days of receiving any appeal and its decision shall be final.
To be eligible to receive any District award or recognition all financial obligations of the Club to the District and Optimist International shall have been met by the end of the administrative year

A-9. Strategic Planning. The SP committee shall be chaired by the Governor-Elect who shall recruit two (2) members in good standing from each State/Province within the District. SP shall meet at least once and as often as necessary to evaluate, review, revise and update the strategic plan for adoption by the District Board of Directors at the Annual Convention. The implementation of the strategic plan shall begin on October 1 following its adoption.

A-10. Communications Directorate. The CD committee shall be responsible for maintaining and updating the District web and/or blog site. CD shall be responsible for the overall publicity efforts of the District, including the promotion of District and Club programs, contests and activities to Clubs and the general public. CD shall also be responsible for assisting Clubs with their local publicity efforts.

B-1. Oratorical. The OR committee shall be responsible for promoting the Optimist International Oratorical Contests at the Club and Zone/Regional/District levels. Through direct communication and direction of governor, OR shall be responsible for conducting Zone, and District oratorical contests. OR may delegate the responsibility for conducting the Zone oratorical contests to the Lieutenant Governors. All Club, Zone, and District contests shall be combined gender contests. The District oratorical contest shall be conducted at the third quarter District Conference. Each preliminary oratorical contest shall be held at least two (2) weeks prior to follow-on oratorical contests. OR shall ensure that all phases of the oratorical contests are conducted in strict compliance with Optimist International Oratorical Contest Rules.
OR shall propose an entry fee in US dollars for oratorical contest entrants for approval by the District Board of Directors at its first meeting of the administrative year. Each contestant’s entry fee shall be the responsibility of their sponsoring Club. Entry fees shall be submitted to the Zone oratorical contest Chairs prior to the Zone oratorical contests. The Zone oratorical contest Chairs shall then forward all entry fees to the District OR Chair and they shall then be forwarded to the District Secretary-Treasurer.
The costs of all food, lodging and transportation associated with a contestant’s participation in a Zone contest shall be the responsibility of the contestant or their parents/guardians. The costs of all food, lodging and transportation while in route to and from the District oratorical contest shall be the responsibility of the contestants or their sponsoring Club.
Contestants advancing to the District oratorical contest become the responsibility of the District upon their arrival and registration at the District oratorical contest venue. The District shall provide all meals and two (2) nights lodging for each contestant and two (2) award meal tickets only for each contestant’s parents/guardians. The OR shall notify Governor and meeting coordinator of all contestant lodging expected before the cut-off date set for the meeting. Governor/meeting coordinator shall reserve rooms as requested. In addition, meal selection for OR contestants and the parents or guardians must be submitted to the Governor/meeting coordinator by the registration cut-off date for members.
The OR Chair shall not be required to pay registration fees at the third quarter meeting and shall be provided lodging at no charge. Non-member spouse or guest shall be charged the cost of any meals.
All costs associated with the conduct of individual Club oratorical contests including awards shall be the responsibility of the individual Club. The costs of any Zone/or Regional certificates and District first, second and third place plaque awards and all authorized receipts and expenditures shall be budgeted and itemized under Accounts 141 and 371.

B-2. Communications Contest for the Deaf and Hard of Hearing. The HH committee shall be responsible for promoting the Optimist International CCDHH Contests at the Club and Zone, and District levels. Through direct communication and direction of governor, HH shall be responsible for conducting Zone, and District CCDHH contests. HH may delegate the responsibility for conducting the Zone, CCDHH contests to the Lieutenant Governors. The District CCDHH contest shall be conducted at the third quarter District Conference. Each preliminary CCDHH contest shall be held at least two (2) weeks prior to a follow-on CCDHH contest. HH shall ensure that all phases of the CCDHH contests are conducted in strict compliance with Optimist International Communications Contest for the Deaf and Hard of Hearing Contest Rules.
HH shall propose an entry fee in US dollars for CCDHH contest entrants for approval by the District Board of Directors at its first meeting of the administrative year. Each contestant’s entry fee shall be the responsibility of their sponsoring Club. Entry fees shall be submitted to the Zone CCDHH contest Chairs prior to the Zone CCDHH contests.
The Zone CCDHH contest Chairs shall then forward all entry fees to the District HH Chair and they shall then be forwarded to the District Secretary-Treasurer.
The costs of all food, lodging and transportation associated with a contestant’s participation in a Zone contest shall be the responsibility of the contestant or their sponsoring Club. The costs of all food, lodging and transportation while en route to and from the District CCDHH contest shall be the responsibility of the contestants or their sponsoring Club
Contestants advancing to the District CCDHH contest become the responsibility of the District upon their arrival and registration at the District CCDHH contest venue. The District shall provide all meals and two (2) nights lodging for each contestant and two (2) award meal tickets only for each contestant’s parents/guardians. The CCDHH Chair shall notify Governor and meeting coordinator of all contestant lodging expected before the cut-off date set for the meeting. Governor/meeting coordinator shall reserve rooms as requested. In addition, meal selection for contestants and the parents or guardians must be submitted to the Governor/meeting coordinator by the registration cut-off date for members.
The Pacific Northwest District may define its CCDHH contest as a single contest with two sub-classifications. One contest sub-classification will be for those contest entrants who elect to compete by signing (sub-class S). The other contest sub-classification will be for those contest entrants who elect to compete by speaking orally (sub-class O) provided that the Board of Directors has secured the entire funds required to fully fund the sub class O scholarship award no later than December 1 of the contest year. When possible, each contest entrant shall
select the sub-class he or she desires to enter at the time of his or her Club contest. An entrant may enter only one contest sub-class.
When possible, may have one scholarship awarded for each sub-class. The scholarship for the sub-class S winner shall be funded and administered by the Optimist International Foundation. The scholarship for the sub-class O winner shall be funded and administered by the Pacific Northwest District using the same criteria as the Optimist International Foundation. The
District funded scholarship for the sub-class O winner shall be equal to the amount of the Foundation funded scholarship for the sub-class S winner. The District shall set up a fund at the Foundation to hold the District funded sub-class O scholarship funds until drawn out for awarding the scholarship.
Contest entrants are encouraged to enter the Club/District Essay contest.
The CCDHH Chair shall not be required to pay registration fees at the third quarter meeting and shall be provided lodging at no charge. Non-member spouse or guest shall be charged the cost of any meals.
All costs associated with the conduct of individual Club CCDHH contests including awards shall be the responsibility of the individual Club. The costs of all Zone certificates and District first place plaque award and all authorized receipts and expenditures shall be budgeted and itemized under Accounts 142 and 372.

B-3. Essay. The SA committee shall be responsible for promoting the Optimist International Essay Contests at the Club level and conducting a District essay contest. SA shall ensure that all phases of the contest are conducted in strict compliance with Optimist International Essay Contest Rules.
SA shall propose an entry fee in US dollars for contest entrants for approval by the District Board of Directors at its first meeting of the administrative year. The entry fee shall be submitted with the entry to the SA Chair and then forwarded to the District Secretary-Treasurer. The entry fee shall be the responsibility of the sponsoring Club.
SA shall invite the District winner to the third quarter District Conference to read their winning essay at the luncheon or banquet. The District will provide an award meal ticket and one nights lodging for the District winner and two (2) award meal tickets only to the District winner’s
parents/guardians. All other costs associated with the District winner’s attendance at the District Conference shall be the responsibility of the District winner’s parents/guardians. The sponsoring Club of the District winner may contribute to their entrants’ expenses.
All costs associated with the conduct of individual Club essay contests including awards shall be the responsibility of the individual Club. The costs of all District awards and all authorized receipts and expenditures shall be budgeted under Accounts 147 and 390.

B-4. Junior Optimist and Octagon International. The JO committee shall be responsible for promoting the establishment and growth of Octagon, Junior Optimist and Alpha Clubs.
JO shall act as a liaison between local JOOI Clubs, the sponsoring adult Club and Optimist International to ensure that JOOI Clubs are managed in accordance with Optimist International Bylaws and Policies.
It is recommended that the JO Chair serve a two (2) year term in order to provide continuity and that at least two (2) additional members representing different areas of the District serve on JO.

B-5. Optimist International Junior Golf Championship. The JG committee shall be responsible for promoting and conducting a District Optimist International Junior Golf Championship (OIJGC) Qualifier tournament. JG shall ensure that all phases of the District tournament are conducted in compliance with Optimist International Junior Golf Championship Rules. JG shall also be responsible for promoting OIJGC tournaments at the Club level to feed
contestants into the District tournament.
JG shall propose an entry fee for tournament contestants to the District Board of Directors for approval. The costs of entry fees, transportation, food and lodging in relation to the District tournament shall be the responsibility of the tournament entrants or their parents/guardian. Sponsoring Clubs may contribute to their entrants’ expenses.
The costs of all District awards and all authorized receipts and expenditures shall be budgeted under Accounts 145 and 380.
B-6. Youth Activities. YA committees, if established, shall be responsible for promoting a specific youth activity in the District. Examples of YA committees would be youth curling clubs, youth soccer clubs, youth football clubs, youth chess clubs, etc.

C-1. District Foundation Representative. The DFR committee shall be responsible for soliciting contributions to the Optimist International Foundation (OIF) from all Clubs and members. DFR shall be responsible for encouraging Clubs to appoint a Club Foundation Representative (CFR). DFR shall act as a liaison between Clubs, the District and OIF.

C-2. District (CCOF) Foundation Representative. The CDFR committee shall be responsible for soliciting contributions to the Canadian Children’s Optimist Foundation from all Clubs and members. CDFR shall be responsible for encouraging Clubs to appoint a Club Foundation Representative (CFR). DFR shall act as a liaison between Clubs, the District and CCOF.

C-3. International Convention Ambassador. The ICA shall be responsible for promoting the Optimist International Convention at District Conferences and to Club members. ICA shall obtain promotional materials, which may be electronic or paper, for distribution to members at District Conferences.

PolA BoD Date: 
Saturday, August 21, 2021