2. DISTRICT BOARD OF DIRECTORS MEETINGS
Pursuant to Optimist International Bylaws, the District Board of Directors shall meet quarterly at such time and place as may be determined by the Board of Directors except that, at the Board’s discretion, the meeting in the 2nd Quarter may be waived if all Zones hold Zone meetings in that quarter. The 1ST Quarter meeting shall be held no later than November 30th; the 3rd Quarter Meeting shall be held no later than June 1st, and shall include the District Oratorical Competition and the District Communication Contest for the Deaf and Hard of Hearing (CCDHH); and the 4th Quarter meeting shall be held in conjunction with the annual District Convention, no later than the 3rd week in August. The dates for the 2nd Quarter Combined Zone Meetings shall be set by the Governor-Elect and those Clubs who apply for an opportunity to host. Notice of all meetings of the District Board of Directors shall be sent by the District Governor to the District Secretary Treasurer and to all members of the Board, along with a prepared agenda, at least 15 days in advance of the scheduled meeting. Email shall be an acceptable method of agenda transmission for those Board Members who provide the Governor and District Secretary-Treasurer with Email addresses. Any club holding a Quarterly District or Combined Zone meeting, including the Convention, should have registration forms sent to all clubs a minimum of 45 days in advance. Board meetings shall be operated on a break-even or profit basis and registration fees collected by the secretary-treasurer or his/her designate (i.e. host club). For all 1st, 2nd and 3rd Quarter District Meetings, all profits go to the District, and the District shall be responsible for covering any loss. The Host Club(s) shall maintain an accurate record of registrations of all members, non-members, and club affiliations of those in attendance along with office(s) held in the Club and/or or District; shall keep a separate record of all receipts and disbursements; shall pay all bills received and relating to this meeting; and shall submit a detailed report of said information, along with a check for profit if any, to the District Secretary/Treasurer, as well as a copy to the District Governor, no later than 30 days following the meeting. This report will be presented to the District Board of Directors at their next meeting. Any accounts receivable or payable following the thirty day deadline will be handled by the District Governor and the District Secretary-Treasurer.

3. EXECUTIVE COMMITTEE POWERS AND DUTIES
Pursuant to the Optimist International bylaws, and limitations therein, and excepting those functions and responsibilities specifically assigned to the board of directors by the bylaws, the board of directors shall, for the purpose of expediency and efficiency, delegate its powers and authority to the district executive committee, consisting of the governor, the two most immediate past governors, the governor-elect, the district secretary-treasurer and the district lt. governors and up to four governor assistants (if appointed by the governor-elect). The executive committee is authorized to make purchases and pay expenses, travel allowances, reimbursements and obligations as provided by and within the limitations of the budget, make plans and establish policy furthering the objectives of the district and exercise general control over plans, budget and program of the district convention.

4. DISTRICT EXECUTIVE COMMITTEE MEETINGS (ACCOUNTS 130 AND 360)
The district executive committee shall meet 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.

5. 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 annual district convention. The district shall purchase and present past officers’ insignia to the retiring governor, lt. governors and secretary-treasurer.

6. DISTRICT RECORDS
a. 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, and to provide a copy of such minutes to Optimist International, and the district board of directors within 30 days after the close of any such meeting and such others as the board may indicate at the next regularly scheduled district board of directors meeting
b. Documentation
The district secretary-treasurers will be required to maintain and pass on to the succeeding administration the following documents: minutes of executive committee, minutes of district board of directors meetings, quarterly financial reports, official review report by an independent auditor, IRS Form 990.
c. District Records Retention Schedule
The District financial records will be retained in accordance with the Internal Revenue Service requirements and a minimum of three years subsequent. The District minutes and other documents that are submitted to Optimist International will be kept indefinitely. These records will be passed onto the succeeding Secretary-Treasurer. Computer disks are an acceptable method of record backup. Consideration will be given to appoint a DMM district historian.

7. ESTABLISHMENT OF ZONES
Pursuant to the Optimist International bylaws, the number and boundaries of zones for any administrative year, if subject to revision, shall be determined by the Board of Directors prior to its meeting held in the third quarter of the preceding year. All proposals shall be submitted to the Governor not less than 30 days prior to said meetings. New clubs shall automatically be assigned to the zones in which they are geographically located or closely aligned by sponsorship, and services thereto shall be the responsibility of the Lieutenant Governor of such zone. Any realignment of zones as voted on by the Board of Directors of the District will be forwarded to the Club Services and Leadership Development Departments of Optimist International within 30 days of such meeting.

8. ZONE MEETINGS
Each Lieutenant Governor shall be responsible for the conduct of a Zone Meeting in each quarter of the administrative year and notice of such meetings shall be sent to the President and Secretary -Treasurer of each Club in the Zone not less than ten days prior to the meeting. To avoid conflict, the dates for all Zone Meetings shall be established with the knowledge and approval of the District Governor. In consideration of the climate and geographic size of the District and its Zones, and to facilitate fulfilling this quarterly responsibility, Zone Meetings may be held in conjunction with other district events such as District Board Meetings, Conferences, and/or District Conventions. The Lieutenant Governor shall be responsible for preparing and distributing to the District Governor and District Secretary-Treasurer a copy of each Zone Meeting program, and completing and filing within 30 days a report on each meeting, utilizing the official Optimist International form. Minutes of the Zone Meetings are not required.

9. ACHIEVEMENT AND AWARDS (ACCOUNT 410)
The district may budget, maintain and conduct an annual Achievements and Awards Program which shall be prepared by the chairperson of Achievements and Awards with mutual agreement of the governor. The program 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 Optimist International achievements and awards programs. Pursuant to the Achievement and Awards Program and policies of Optimist International, the district administration shall refrain from offering or conducting any awards competition for any activity or performance embraced by Optimist International’s Achievements and Awards Program.

The district shall recognize the top five clubs within the district based on their Achievement and Awards ranking at the end of the year.

DMM Optimist of the Year Annually, an Optimist of the Year shall be selected from a list of candidates submitted by their clubs to be considered for the Roger L. Haas DMM Optimist of the Year Award. This recognition is intended to honor an optimist member for his or her efforts during the year, and will be presented during the first quarter meeting the year following. Submissions must be postmarked by September 30th.

10. DISTRICT ACHIEVEMENTS AND AWARDS, APPEALS AND PROTESTS
The end of the year Achievements and Awards standings will be announced no later than the second quarter board meeting. Any appeal for the final published standings of clubs or individuals in the district achievements and awards programs, to be considered, must be in the hands of the previous year’s district secretary-treasurer not later than 30 days following publication of standings. The previous year’s district executive committee shall have the power and authority to review and adjudicate any such appeal and its decisions shall be final. To be eligible to receive any award or recognition, all financial obligations of the club to the district shall have been met by closing day of the administrative year.

11. DISTRICT BULLETIN (ACCOUNT 330)
The district administration may publish a district bulletin under the direction of 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.

12. DISTRICT CONFERENCES FOR 1ST, 2ND AND 3RD QUARTER MEETINGS (ACCOUNTS 130 AND 360)
District conferences shall be planned and conducted by the district administration, at the time and place of and immediately following quarterly meetings of district board of directors in the first, second, and third quarters. Such conferences shall invite and encourage the attendance of club members and must be educational and fun. All finances are the responsibility of the District (see 2.District Board of Directors Meetings). Any financial losses incurred will not be the responsibility of the host area club(s). The district will retain all profits.

13. DISTRICT CONVENTIONS
The district convention shall be held annually during the month of August, with the actual dates to be established by the board of directors at the recommendation of the district convention committee. The convention city shall be determined by the vote of accredited delegates to the annual convention following the recommendations of the executive committee for as many years in advance, not exceeding five years, as may be deemed necessary. The district administration shall provide all member clubs with an opportunity to bid for the conduct of conventions in their respective locations, providing their city meets the criteria as set forth by district policies. (See attached addendum).

14. DISTRICT CONVENTION - BUDGET AND FINANCE REPORT (ACCOUNTS 120 AND 350)
The convention budget shall be prepared and provided as information to the district’s administration and shall be based on statements of receipts and disbursements and expenditures and reviews of previous conventions. A detailed record of number of participants, money received, and expenditures for each event shall be kept and forwarded to the district secretary-treasurer within 30 days of completion of the convention. Any financial losses incurred shall be the responsibility of the host club(s) and shall be handled accordingly. The host club(s) will retain all profits.

15. DISTRICT CONVENTION – COMPLIMENTARY REGISTRATIONS
The Club hosting the District Convention shall anticipate in the Convention budget and shall be responsible for the registration fee (including meals) and accommodations for the District Governor, District Secretary-Treasurer, District Governor-Elect, District Secretary/Treasurer Designate, and the Representative from Optimist International, along with each of their respective spouses or VIPs. Host Clubs are encouraged to obtain complimentary rooms to assist with this obligation.

16. DISTRICT CONVENTION - DURATION
The annual district convention shall be a two-day event, beginning Friday morning and ending Saturday evening, exclusive of social, recreational, or other extra-curricular activities, training sessions, executive board meeting, and registration.

17. DISTRICT CONVENTION - FLAGS, CREED AND BANNERS
It shall be the policy of the district administration to display the appropriate national flags, the district banner and Optimist Creed banner at all officially authorized and approved meetings. The unauthorized removal of the convention district bell, gavel, district and club banners shall be forbidden at all convention and district meetings.

18. DISTRICT CONVENTION - GIFTS (ACCOUNT 450)
The immediate past governor will select gifts and present gifts to the retiring governor and secretary-treasurer on behalf of the district. That the district also recognizes the retiring past Governor from the Executive Board with a plaque or gift of $100.00 or less.

19. DISTRICT CONVENTION - CLUB HOSPITALITY ROOM
All club hospitality rooms, or other accommodations serving a like purpose shall be closed during convention business sessions, training events or scheduled general social functions.

20. DISTRICT CONVENTION - CONVENTION PROGRAM
The District Convention Committee shall prepare, through consultation with the Governor and Governor-Elect, the schedule of Convention events and meetings for submission to the District Board of Directors at the 3rd Quarter Board Meeting. 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-serving events. The Convention schedule and program shall be distributed to all District Officers, District Chairpersons, Club Presidents and Club 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 the District.
  
• All Leadership Development events for Club and District officers as prescribed by Optimist International.
  
• The Annual Old Timer’s Breakfast.
  
• An additional meal service event to provide the Official Optimist International President’s Representative with an opportunity to address assembled delegates and guests.
  
• The Annual Governor’s Reception.
  
• A Recognition and Installation Banquet featuring the installation of the District Executive Committee.

21. DISTRICT CONVENTION - CONVENTION RULES

1. The convention shall be composed of registered Optimist club member delegates.
   
2. An accredited delegate is a delegate of a club in good standing that has registered at the convention and is certified by the credentials committee. The number of accredited delegates of a club shall not exceed the voting strength of the club.
   
3. Roberts Rules of Parliamentary Procedure shall govern the convention proceedings in all cases not governed by the Optimist International constitution and bylaws and these convention rules.
   
4. Delegates are encouraged to register promptly upon arrival and attend all sessions of the convention.
   
5. The credentials committee report to the convention shall include only those clubs with properly accredited delegates. The report of the credentials committee may be amended by the committee before or between convention business sessions.
   
6. A member holding membership in more than one club may become an accredited delegate for such clubs provided he/she has completed registration and paid a fee as a delegate from each club for which he/she intends to vote.
   
7. Any registered delegate may speak on any issue. To be entitled to the floor, said delegate must rise, address the presiding officer, give his/her name and club affiliation.
   
8. Only accredited delegates may make or second motions.
   
9. Main motions shall be put in writing when the chairperson so directs.
   
10. No motion shall be entertained by the chairperson unless seconded, and shall not be open to debate or amendment before the chairperson has repeated it.
    
11. Debate shall be limited to five minutes per speaker. A registered delegate shall not speak a second time to the same questions at the same business session if another registered delegate who has not spoken thereon rises and asks for the floor.
12. Voting: Only accredited delegates may vote according to provisions of Optimist International bylaws, Article X, Section 7. Any accredited delegate may cast a voice, standing or hand vote. Said delegates will be seated in a special section at convention business sessions. The candidate qualifications committee shall report its nomination(s) of the district governor-elect at the first business session. Following this report, the presiding officer shall call for other nominations for all offices. Nominations from the floor shall be limited to a statement including the delegate’s name, club, district, and the office for which he/she is being nominated. There shall not be any nominating speeches if there are not any nominations from the floor. Nominating speeches shall be given on the day of the election. Speeches may be presented by persons approved by respective candidates. Nominating speeches shall be limited to two for each candidate, one of five minutes duration and one of two minutes duration. The election shall be conducted during the last business session. These convention rules shall be adopted by a majority vote, but they may be temporarily suspended, rescinded or amended after their adoption by a two-thirds vote.

22. INTERNATIONAL CONVENTION (ACCOUNTS 500, 540, 550, 551)
The district budget will include an amount toward the expense of attendance at the Optimist International convention for the governor, governor-designate, secretary-treasurer and secretary-treasurer designate, and their Very Important Person (VIPs) excluding those expenses reimbursable by Optimist International. The following items may be reimbursed for the above-mentioned individuals:

• Two round-trip airplane tickets, coach class, advance booking required.
• Registration for the officer and his/her VIP.
• Per diem allowance of $50 per day for the convention business days only, with additional day per diem, to be paid if delegate must stay an additional day to obtain less expensive Airfare.
• Remaining balance of budgeted funds, after above expenses, may be used towards approved allowances, if within budget. Governor approval is required as recommended by status of budget from secretary-treasurer. To qualify for this amount, each must attend and be registered at the full convention and show evidence thereof when submitting his/her expense voucher.

23. DISTRICT HEADQUARTERS ROOM AT OPTIMIST INTERNATIONAL CONVENTION (ACCOUNT 560)
The district administration may maintain a district headquarters room at Optimist International conventions. These funds may be used for a District Dinner as an alternative.

24. DISTRICT DIRECTORY
The district administration will publish, at the earliest-possible date after the beginning of the administrative year, a District Directory.

25. DISTRICT DUES
Each club in the district shall pay, for each member enrolled in the Optimist International office, annual district dues of $16.00 advance for each quarter. Quarterly district dues are calculated by Optimist International based upon club membership numbers as reported through roster adjustment forms sent to Optimist International under the following schedule:

• October 1 - December 31 September 30 Membership
• January 1 - March 31 December 31 Membership
• April 1 - June 30 March 31 Membership
• July 1 - September 30 June 30 Membership

Annual dues, payable by a newly affiliated club, shall commence on the first day of the first quarter following that in which such club is officially organized. Such payments are to be based on the number of members enrolled in the Optimist International Office on that date.

Any discrepancies with regard to number of members for clubs must be resolved with Optimist International. Any club more than 60 days in arrears to the district shall be considered not in good standing and may have its charter suspended or revoked. Any proposed dues adjustment must be presented to the Executive Committee meeting for action at the annual District convention.

26. FINANCE COMMITTEE - BUDGET
The finance committee, which consists of the governor, immediate past Secretary-Treasurer, and Secretary-Treasurer, in consultation with the incoming Governor and Secretary-Treasurer shall prepare the proposed annual budget for submission to the Executive Committee. The Executive Committee will recommend approval to the Board of Directors at the first quarterly Board Meeting. The Board of Directors will approve the budget with possible revisions. All budgets shall employ the Standard Chart of Accounts as established by Optimist International. The Finance Committee shall exercise advisory supervision over all financial transactions, and reports as may be required by the District Board of Directors and Optimist International. 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 Committee and/or Board of Directors.

27. 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 of new clubs, 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 on such occasions.

28. 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. The Governor or his/her appointee shall present charters. In the event of a charter presentation occurring after the end of the administrative year in which the new club was established, the Immediate Past Governor shall have the prerogative of presenting the charter.

29. GIFTS TO NEW CLUBS (ACCOUNT 440)
The district administration shall provide each new club with a complimentary club banner, bell and gavel, purchased from Optimist International.

30. DISTRICT CANDIDATE QUALIFICATIONS COMMITTEE
The District Candidate Qualifications Committee as provided by Article 15, Section 3b of OPTIMIST International Bylaws shall seek, qualify and nominate, one or more candidates for the office of Governor-Elect and shall seek, qualify and nominate one or more candidates, per zone, for the office of Lieutenant Governor.

31. OPTIMIST INTERNATIONAL PRESIDENT’S VISITATION (ACCOUNTS 130 AND 360)
The Governor, at his/her earliest opportunity, shall invite the Optimist International President to visit the District and shall provide Optimist International with preferred and alternate locations and dates for such visitation, which date and locations, once established may enhance but shall not conflict with any other district date or event.

All plans and arrangements for the Optimist International President’s visit shall be under the direct supervision of the Governor and District Administration including provisions of complimentary accommodation, customary courtesies, and a suitable gift for the occasion. 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 assistance for the event.

The Governor and his/her VIP, or a past Optimist International or District Officer and his/her VIP, shall be designated as Official Host to the Optimist International President and his/her VIP.

32. INTERNATIONAL REPRESENTATIVES TO DISTRICT MEETINGS AND CONVENTIONS (ACCOUNT 361)
In keeping with the policy of Optimist International to provide an official Optimist International Representative to District Board Meetings, Conferences and Conventions 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 identity is established. Courtesies traditionally provided to the Optimist International President, including complimentary accommodations and registration, and a suitable gift for the occasion shall be provided to such official Optimist International representatives.

33. DISTRICT ORATORICAL CONTESTS
The District shall conduct both a boys’ and girls’ oratorical contest each year. The District finals will be held at the time of the third quarter District Meeting. All phases of district contests shall be conducted in strict compliance with the Optimist International contest official rules and the additional requirements and rules in the addendum II to the DMM Polices - Scholarship Contest.

A committee chairperson, from a club in the city where the district finals are held, shall be appointed by the Governor. The chairperson may select a committee to assist him/her.

Zone contests are to be conducted under the supervision of and coordinated by the district oratorical contest chairperson, with responsibility for the actual conduct of zone contests assigned to Lieutenant Governors or their designates.

All clubs sponsoring an entrant in district contest finals shall pay an entry fee. The cost of food, lodging and transportation while en route to the district contest finals, will 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 supervised by the district contest chairperson and be made accountable to the district secretary-treasurer who shall make all purchases and expenditures and record all revenue and expenses.

34. DISTRICT ESSAY CONTEST (ACCOUNTS 147 AND 390)
The District shall conduct an Essay Contest each year. The required information regarding the district winner shall be forwarded to the Optimist International office as established by Optimist International. All phases of the contest shall be conducted in strict compliance with Optimist International Essay Contest Rules and shall be conducted in strict compliance with the Optimist International contest official rules and the additional requirements and rules in Addendum II to the DMM Polices.

A district chairperson may be appointed by the governor to administrate all details pertinent to the conduct of the district contest. All clubs sponsoring an entrant in the district contest shall pay an entry fee. The costs of all district awards and all authorized receipts and expenditures shall be supervised by the district secretary-treasurer who shall make all purchases and expenditures and record all revenue and expenses.

The district will invite the district essay contest winner to attend the third quarter board meeting for the purpose of allowing the winner to read his/her essay. The district will provide the winner with reimbursement for travel costs at the rate of 20 cents per mile, plus an amount not to exceed $100, which will be paid upon receipt of the expense report for lodging and meal costs for the winner and his/her family members who attend the meeting.

35. COMMUNICATIONS CONTEST FOR THE DEAF AND HARD OF HEARING (CCDHH) (ACCOUNTS 141 AND 371)
The district shall conduct a CCDHH contest each year during the time of the third quarter district meeting. All phases of district contests shall be conducted in strict compliance with the Optimist International contest official rules and the additional requirements and rules in the addendum II to the DMM Polices - Scholarship Contest. The governor shall appoint a committee chairperson from a club in the city where the district finals are held. The chairperson may select a committee to assist him/her.

All clubs sponsoring an entrant in district contest finals shall pay an entry fee. The cost of food, lodging and transportation while en route to the district contest finals, shall be the responsibility of the sponsoring clubs.

The cost of all district trophies, certificates and frames, and all authorized receipts and expenditures, shall be supervised by the district contest chairperson and be made accountable to the district secretary-treasurer who shall make all purchases and expenditures and record all revenue and expenses.

36. OPTIMIST INTERNATIONAL JUNIOR GOLF CHAMPIONSHIPS (ACCOUNT 145 AND 380)
The Optimist International Junior Golf Championships’ budget shall be prepared and submitted as information to the district administration. All authorized receipts and expenditures shall be supervised by the district contest chairperson. The OIJGC district contest chairperson and their committee will be responsible for any losses and or profit. All phases of the contest shall be conducted in strict compliance with Optimist International Junior Golf Championships with the intention of having youth representation at the International competition.

37. 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 chairperson report.

Reimbursement shall be at the rate of 20 cents per mile. If more than one of the officers or a committee chair shares a ride, only one will be reimbursed mileage, each officer or committee chair will receive $15.00 per day per diem expenditures. If an individual attends the district quarter meetings, per diem will be allowed for two days for the first, second and third quarter. Three days of per diem will be allowed for the convention.

38. TRAVEL EXPENSES - GOVERNOR (ACCOUNT 200)
The Governor shall be reimbursed for all actual travel expenses that he/she incurs while engaged in the execution of the responsibilities of his/her office excluding those occasions reimbursable by Optimist International. Personal automobile mileage reimbursement will be at the rate of 20 cents per mile.

39. TRAVEL EXPENSES – LIEUTENANT GOVERNORS (ACCOUNT 210)
Lt. Governors shall be reimbursed for authorized travel expenses, when engaged in the business of the district administration or Optimist International. Lt. Governors-elect shall be reimbursed for authorized travel expenses for their attendance at the district convention.

40. 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 committee meetings, district conventions and such other occasions and events specifically requested by the governor.

41. TRAVEL EXPENSES - SECRETARY TREASURER (ACCOUNT 250) SECRETARY-TREASURER-DESIGNATE (ACCOUNT 257)
The District Secretary Treasurer and Secretary-Treasurer designate shall be reimbursed for authorized travel expenses incurred in the execution of the duties of his/her office.

42. TRAVEL EXPENSE - PAST GOVERNORS (ACCOUNT 260)
The two Immediate Past Governors, who are serving as members of the District Board of Directors, shall be reimbursed for authorized travel expenses incurred in attendance at meetings of the District Executive committee, Board of Directors and the District Convention.

43. OPTIMIST INTERNATIONAL AMBASSADOR (ACCOUNT 561 - INTERNATIONAL CONVENTION)
Convention expenses up to $500, as approved within the Governor’s budget, will be reimbursed to the Convention Ambassador provided he/she submits an expense voucher, excluding expenses reimbursed by Optimist International.

44. OPTIMIST INTERNATIONAL FOUNDATION REP (ACCOUNT 562 - INTERNATIONAL CONVENTION)
Convention expenses up to $500 will be reimbursed to the foundation representative provided he/she submits an expense voucher, excluding expenses reimbursed by Optimist International.

45. THE DISTRICT CLUB SERVICES, NEW CLUB BUILDING, LEADERSHIP DEVELOPMENT AND THE MEMBERSHIP CHAIR (ACCOUNT 563, 564, 565, 566 – INTERNATIONAL CONVENTION)
Convention expenses up to $250 will be reimbursed to the above Chairpersons as approved within the governor’s budget, provided he/she submits an expense voucher, excluding expenses reimbursed by Optimist International.

46. TRAVEL EXPENSE - COMMITTEE CHAIRPERSONS (ACCOUNT 265)
District committee chairpersons shall be reimbursed for authorized travel and per diem expenses incurred in attendance of Quarterly District board of Directors’ meetings unless the governor, prior to the meeting, notifies such persons that their attendance is not required. Previous year’s District committee chairpersons and incoming District committee chairpersons shall be reimbursed for authorized travel and per diem expenses incurred in attendance of quarterly district board of directors meetings when invited by the current District Governor.

47. ELECTION OF LIEUTENANT GOVERNORS
The election of Lieutenant Governors will follow Article 15 Section 6 of Optimist International Bylaws for the following year and will be conducted at the 3rd quarter meeting. Any position remaining vacant will be appointed by the Governor-Elect and be approved by the Executive Committee.

48. ELECTION OF GOVERNOR-ELECT
The Governor-Elect will be elected at the Annual Convention. If the position remains vacant a subsequent election following Optimist International B-laws Article 10, Section 3 will be held.

49. CURRENCY EXCHANGE

1. All indebtedness to the district shall be paid in US Funds.
2. All reimbursable expenses for authorized travel will be paid in $15 US funds/day per diem and 20 cents US funds/mile
3. Other reimbursable expenses submitted in Canadian funds such as telephone, postage, awards, etc. will be paid in US funds, at the appropriate rate of exchange, as provided by the financial institution where the district bank account is held.

50. QUORUM
Members of the Board of Directors present will determine a District Quarterly Meeting and Executive Board Meeting quorum. The majority will be 51%.

51. DISTRICT PINS (ACCOUNT 180 AND 450)

1. Complimentary district pins will be supplied for the following purposes:
   Governors Conference – 75 pins for the Governor, as requested by Optimist International; Optimist International Convention – 25 pins each attendee, (Governor, Governor-Elect, Secretary-Treasurer, Secretary-Treasurer Designate.)
2. The District Governor will determine the number of district pins to be purchased for sale to district members.

52. DISTRICT POLICIES
The District Secretary-Treasurer shall provide each member of the District Board of Directors with a copy of all District Policies at the beginning of each administrative year. In order to save on mailing expense, it will be acceptable to provide these copies at the 1st Quarter Board Meeting.

53. POLICY REVISIONS
These policies shall be reviewed at least annually by the District Executive Committee and revised as necessary. All revisions in policies shall be approved by the Board of Directors at a District Quarterly Board of Directors meeting.

Addendums: attached:

• I – Hosting QBM – 01/08/01
• II – Scholarship Programs – October 24, 2003
• Revised with approved changes 10/8/92
• Revised with approved changes 02/5/93
• Revised with approved changes 10/12/96
• Revised with approved changes 08/99
• Revised with approved changes 01/00
• Revised with approved changes 10/13/00
• Revised with approved changes 11/02/02
• Revised with approved changes 10/24/03
• Revised with approved changes 10/16/04

ADDENDUM I - DMM POLICIES - HOSTING QBM

Requirements to Host a Quarterly Board Meeting

1. Club is not required to have hosted a 1st or 3rd Quarterly Board meeting in the past.
2. The host community must have hotel/motel accommodations available with a minimum of 75 rooms of which 50 should be double accommodations. It is a requirement that these rooms be in a single facility.
3. Banquet facilities must accommodate a minimum of 150 people.
4. Meeting rooms must accommodate 125 Optimists.
5. All financial affairs with the District and International must be current.

Procedures to follow to Apply for a QBM

1. Submit a written application (see attached) to the District’s Governor-Elect no later than 2 weeks before the annual convention in the year preceding the Optimist year your club would like to host a QBM.
2. Club must apply documented proof that the minimum requirements have been met.
3. Upon satisfactory approval that the club has met the requirements, an agenda item will be added to the Convention Executive Board meeting giving the respective club the authority to submit a bid for the QBM of their choice.
4. The club will be notified of their successful application and be invited to make a formal presentation to the Executive Board at the annual convention.
5. Promotion for the successful host club can start immediately at the convention. A price for hotel/motel rooms should be part of the presentation and a tentative budget submitted to the Executive Board as part of the application process.

Requirements of the Host Club & District:
The purpose of this section is to lay out the financial responsibilities of both the club and the District so that each role is clear and to eliminate any excess expense and to cover all issues. As part of the QBM budget, the host club is responsible for the following:

1. All entertainment, if any.
2. All required transportation for events away from the convention hotel not within a reasonable walking distance.
3. All accommodations and food if required for the following Executive members and VIP:
   a) Present Governor & VIP
   b) Present Sec/Treas & VIP
   c) Optimist International Representative & VIP
   d) Governor Elect & VIP
4. Responsible for all fund raising (if necessary) to ensure that all budgets are met, and that the QBM costs to the members will be reasonable to everyone to attend.
5. All printing and advertising costs as well as mailings, menus, photocopying, and any decorations required for any events.
6. Printing of name badges for all attendees and various ribbons required for the following:
   a) Governor
   b) Sec/Treas
   c) Governor-Elect (if known)
   d) Sec-Treas-Elect (if known)
   e) Club Presidents
   f) Club Sec-Treas
   g) Lieutenant Governors
   h) Convention Committee
7. Setting up all budgets for approval by the District Board. The preliminary budget to be presented at the annual convention with the final budget to be submitted to the Executive Committee at the QBM prior to the QBM being hosted. In the event the hosted meeting is the 1st QBM, the final budget needs to be submitted a minimum of 2 weeks prior to the meeting date. The appointed QBM chairperson will be responsible for submitting the actual financial results to the Secretary-Treasurer no later than 3 weeks following the QBM. Any profits made from the QBM become the property of the District and should be forwarded to the DMM Secretary -Treasurer along with the final report. Should any shortfall occur, the District will responsible.
8. The QBM committee shall be responsible for securing:
   a) enough hotel/motel space and rooms as necessary at a reasonable cost,
   b) hospitality rooms, cost to borne by those clubs wishing to run said rooms,
   c) large meeting rooms for general sessions and smaller rooms for various meetings as required (such as Executive Board, breakout sessions, etc.).
9. The booking and payment of all equipment required such as televisions, VCR’s, audio equipment, lighting & microphones.
10. The QBM committee is required to host the following events:
    a) Awards luncheon,
    b) Optional : Any other event unique to the host city
11. All the above should be included in the registration fee charged. In additional, there may be other enhancements the committee may want to add, such as special interest items (tours, golfing event, and shopping trips, etc.) that benefit individual tastes rather than the group. These items and events should be individually priced and offered as an additional to the QBM package. In other words, these events will not be part of the package price. The individual(s) want to participate, they will do so at their cost.
12. You may be asked to secure the following as well, but the individuals who make the request should be informed to work directly with the hotel. (You can make the arrangements if you choose, but advise the hotel that the District is not responsible for any payment for these events). Following is a list of events that take place, but are not the host club’s responsibility:
    a) Hospitality rooms
    b) Any luncheon meeting for small groups (i.e. Lieutenant. Governors, Committees, etc.) .
13. Ensure that the registration table is properly run with adequate staff; pay particular attention to proper accounting of registration fees and count for number of Optimists, VIP’s, and children. This is critical for meal counts to the hotel. Do not guarantee more than this number! In fact, most hotels will give a 10% allowance. It is better to be under than over. If more people show up, the hotel will find something for them to eat - it is not the responsibility of the host club to assure a meal for anyone that has not had the courtesy to pre-register.

October 2004

ADDENDUM II

DMM Policies – Scholarship Programs
CCDHH, Essay, Oratorical
Additional requirements and rules

1. Each contestant will submit to the Program Chairperson a written and electronic copy (on a 3.5 floppy diskette in Microsoft Word format) of participants work by the District contest deadline.
2. The District chairperson will review the candidate’s work for undocumented non-original work or plagiarism (see definition below). If found in the written or electronic versions the contestant will be disqualified. A written notice of disqualification will be sent to the contestant prior to the District contest. The District Chairperson will notify the Zone 2nd place winner that he or she will compete at the District level for their respective zone.
3. At the District Contest: If a verbal complaint is voiced concerning a problem with a participant's work (i.e. identification of non-original work) the complaint must be brought to the attention of the contest chairperson or the Sergeant-At-Arms before the final judging is tabulated. Complaints will not be considered after the judging has been tabulated.
4. Verbal complaints must to be followed up in a written form and submitted within 48 hours of the contest to the contest chairperson. Written Complaints will detail the non-original work in question and any other information significant to the work.
5. District Contest Chairperson and District Governor will render a decision on the complaint within 5 working days after the receipt of the written complaint. The contestant in question will be notified in writing of the Chairperson and Governor’s decision.
6. In the event a complaint is voiced against a possible winning contestant, the top two finalists in their category will deliver their speeches at the General meeting luncheon the following day.
7. Undocumented non-original work found in any contest materials will result in disqualification from the contest.

From Webster’s Seventh New Collegiate Dictionary
Plagiarism: 1. the act or instance of plagiarizing 2. something plagiarized
Plagiarize: to steal and pass off as one’s own (the ideas or words of another) : to present as one’s own an idea or product derived from an existing source.

October 24, 2003