CHILTON OPTIMIST CLUB POLICY MANUAL

 

 

MEETINGS:

 

1.             Meetings will be held at the Seven Angels Restaurant starting promptly at 6:50 am.

 

A minimum of two (2) programs per month will be presented at the regular weekly club meetings and may be informative, entertaining or educational.  The length of the programs should not exceed twenty (20) minutes and should allow time for questions.  To ensure that adequate time is provided, programs should start at 7:00 am.

 

3              From time-to-time, as deemed appropriate by the President, the meetings will be held in the evenings to accommodate for special programs and/or NOW meetings.

 

Committee reports are a regular part of weekly meetings.

 

A summary of the actions taken at the Board of Directors Meeting may be presented at the next regular weekly meeting or published in the newsletter the following week.

 

Political candidates will not be allowed to give campaign speeches at the regular weekly meetings.  Political candidates running for re-election will not be allowed to speak at a regular weekly meeting, on any subject, during the three (3) months prior to the election date.  Nothing in this policy shall preclude the club from sponsoring a debate or forum between political candidates for the same office at a regular weekly meeting.  A club member may bring a political candidate to a regular meeting as his/her guest.  The member may introduce such guest and state the office for which the guest is a candidate.  The guest will not be allowed to speak.

 

The 50/50 raffle will be available for Club Members only.

 

NEWSLETTER:

 

A club newsletter will be sent to the membership at least twice monthly.  One newsletter will be sent when both spouses are members.

 

A current membership roster will be made available, upon request, from the Club secretary.

 

The newsletter shall include, at a minimum, highlights of the meeting and program, upcoming programs, information on upcoming club activities/projects and any other information or announcements the President feels the membership should be informed about.

 

ACCOUNTING:

 

The club will account for the detail of both (1) internal club operations and (2) youth projects and community service projects.

 

Requests for reimbursement should be accompanied by a receipt or club invoice.  (See attachment A)

 

Requests for reimbursement must be approved by the Board of Directors before reimbursement is made.

 

FUND RAISING:

 

The club will not sell alcohol at any activity where children may be present.

 

Fund raising methods of the club will comply with national, state and local laws.

 

DONATIONS BY CLUB:

 

The club shall prioritize its monetary support to projects/activities which directly benefit the citizens and the youth of Chilton and the Chilton school district.

 

Requests for monetary support by individuals/organizations must be made in writing, to the President.

 

The written request will include the following: name and address of requester, an explanation of how the requested funds will be used, time frame for use of funds, benefit of the project/activity to the individual/organization making request, benefit of the project/activity to the community, amount of funding requested, total estimated cost of the project/activity and other available sources of funding.

 

All requests for donations will be reviewed and approved or denied by the Board of Directors for approval or denial.

 

DUES:

 

1.             Initiation fees for new members will be paid for by the club.

 

2.             Quarterly membership dues will be determined by the Board of Directors.  (Currently $17.75).  Dues for new members will begin the first quarter following the quarter they become a member.

 

When spouses of club members also become members of the club, they will pay dues sufficient to cover Optimist International and District assessments.

 

 

 

 

LIFE MEMBERSHIPS:

 

The club may purchase a life membership for the current outgoing President in recognition for achieving honor or distinguished club status.

 

2.             The club may purchase a life membership for any member which the Board of Directors determines has made an outstanding contribution to the spirit of Optimism.

 

 

TRAVEL/CONFERENCE REIMBURSEMENT:

 

Reimbursement shall be offered to club officers and approved members who are expected to attend Zone, District and International meetings and conferences.  Such reimbursement may include registration fees, pre-paid convention meals, overnight accommodations, mileage and other reasonable expenses pre-approved by the Board of Directors.

 

Club officers include the President, Immediate Past President, 1st Vice-President, 2nd Vice-President, Secretary and Treasurer.

 

Approved members include members of the Board of Directors and any club member who has made a request to attend a meeting and has received prior approval from the Board of Directors.

 

Reimbursement rates shall be the same as established by the District for District Officers.  Current rates are .30 per mile and $75.00 per night for overnight accommodations.  (2008)  The 1st Vice-President will be granted $500.00 plus pre-registration fees for attending the International Convention during his/her tenure.

 

First time attendees at District Conferences are eligible to be reimbursed their registration fees, pre-paid convention meals, overnight accommodations, mileage and other reasonable expenses.

 

Requests for reimbursement must be approved by the Board of Directors before reimbursement is made. A reimbursement form should be completed before reimbursement is made.  (See attachment B).

 

 

MEALS FOR GUESTS:

 

Meals for guest speakers will be paid for by the Club.

 

The first meal for a potential new member who is brought to a meeting by a current member will be paid for by the Club.

 

 

BEREAVEMENT:

 

A sympathy card will be sent to a club member upon the death of the member’s father, mother or child.

 

A floral arrangement or memorial will be sent upon the death of a club member or member’s spouse.

 

The 1st Vice-President is responsible for carrying out this policy.

 

All club members are responsible for informing the 1st Vice-President of the need to carry out this policy.

 

INSURANCE:

 

The club will carry a minimum $15,000 Insurance Policy to cover the club’s property. Currently, Calumet Equity is the issuer of the policy.

 

MAINTENANCE:

 

Whenever the Board of Directors adopts, eliminates or revises the policy, the Secretary shall make such changes in the policy manual and distribute them as suggested in the distribution section of this policy..

 

All policies and procedures of the Chilton Optimist Club as published within this manual may be changed or amended at any time by a majority vote of a quorum of Board of Director members present at any meeting, provided notice of the proposed amendment and date of such meeting shall have been given to the club members at least  two (2) weeks prior.

 

The policy should be reviewed within the 1st quarter of each fiscal year by the Board of Directors.

 

DISTRIBUTION:

 

A current copy of the club bylaws and club policy will be provided to each member of the Board of Directors and every new member.

 

A binder containing a current copy of the club bylaws and club policies shall be kept accessible in the club storage cabinet at the established meeting site for use by the general membership.

 

A copy of the policy shall be provided to each club member via email or upon request in paper form.

 

(Revised November 2009)