CLUB PRESIDENT - Optimist International

CLUB PRESIDENTCommunity service. That’s what you came on board Optimist International to do. Your fellow Club members haveelected you to serve as their President. As President, you will not only do community service, you will lead yourClub members in doing community service. You have a great opportunity to impact your Club and your community.As Club President, you will conduct regular Club meetings and monthly Club Board meetings, serve on the DistrictBoard, and serve as the Club’s representative at District and Zone meetings.Learn about your resourcesBecome familiar with: Your role and duties New Club and JOI Club building Membership recruitment and retention New member induction ceremonies Recognition Policies Website information at “optimist.org”, International Programs and theregulations/deadlines relative to scholarshipcompetitions, and Club Pride Report You may want to review the OptimistInternational Bylaws & Board Policies locatedon the Optimist website. Helpful hintsYouth AppreciationApril/MayRegister and book housing forOptimist International ConventionSun, June 28-Wed, July 1Renaissance SchaumburgConvention Center Hotel 1551 NTh0oreauDr, Schaumburg, IL 60173800/468-3571 or 847/303-4100Read all mail from the District and OptimistInternational, and pass along the informationfrom the publications to Club members. Confirm District deadline of Oratorical and/ orCCDHH paperwork with District chairs. Encourage all officers and Chairs to studytheir materials. Show appreciation for every job performed bymembers. A “pat on the back” goes a longway. If Club problems arise, discuss them at ameeting of the Board or consult Districtleaders or Optimist International staff. Keep good records to pass along to yoursuccessor. Officers and Chairs should brieftheir counterparts in the succeedingadministration.Provides Clubs an opportunity to recognize youth fortheir talents in the arts, athletics, academics, and forcontributions to community. Youth Appreciationactivities are scheduled at the discretion of the Club.You will receive considerable training at theInternational Convention and should take advantage ofthe opportunity to interact with fellow Optimists fromthroughout the world. Early bird registrations ratesend May 1. Members can request or download aregistration form and send completed forms toOptimist International or register online. Formsand online registration are available atwww.optimist.org/convention. An extension to theearly bird deadline for a Club President-Elect electedafter May 1 will be considered and is subject toA-6

review.Optimist Junior Golf ProgramMake a donation to your Optimist District Junior GolfQualifier -- Help sponsor a Junior Golfer to attend theOptimist International Junior Golf Championships heldA-6

JunePrepare your budgetJune/JulyAttend International ConventionSun, June 28-Wed, July 1JulyJulyJuly/Augustin July. Then invite that child and family to attendyour Club Meeting to speak about their experience.In cooperation with Secretary-Treasurer and SecretaryTreasurer-Designate, begin developing the Clubbudget. Look for online voting instructions for electionof International Officers.Attend Opening Ceremonies, all Business Sessions,special President-Elect training and select workshopsto make the best use of your time at the OptimistInternational Convention. You will also benefit fromand enjoy the networking and fellowship by attendingfeatured events and optional meals.Optimist International will send information on how toAccess and complete Clubaccess Training modules that must be completedPresident’s Trainingannually upon receipt of Club Officer-Elect report.Training will be monitored by OI, District LeadershipDevelopment chair, Lt. Governor and Governor toensure completion. To prepare to lead a successfulClub, training should be finished as early possible.Optimist International Junior GolfBoys 10-11, 12-13, Girls 10-12, July 16-21, 2019Boys 14-15 and Girls 13-14-July 21-26 2019Championships (OIJGC)Boys 16-18 and Girls 15-18-July 26-31, 2019 TrackHeld at Trump National Doral (Miami) the golfers from your area to see how they are nships/Plan your year. Know what is going tohappen in your club 30 days before itis going to happen.A-6Plan a Club calendar. Include items such as: Club meeting dates Club Board meeting dates Due dates for both District and OptimistInternational dues Scheduled Zone Meetings Scheduled District Conferences Start and completion deadlines of knownprojects Plan a fundraiser for the OI Foundation Review, budget and raise necessary funds toattend the International Convention.

Appoint your Committees andcommunicate roles and goalsAppoint chairs to committees. Select Club SecretaryTreasurer and Club Foundation Representative and beprepared to request approval of those appointments atthe October Board Meeting.Activate all committees and ask that planning getunderway to “hit the ground running” on October 1.Planning a strong program that includes membershiprecruitment and retention as well as new Club buildingis vital to the growth of your Club and ourorganization.AugustPromote attendance at DistrictConventionClub President’s TrainingAugust/SeptemberAttend District ConventionStatus of planningSeptemberPrepare to conduct Board meetingsA-6In cooperation with Committee Chairs and Board,establish goals for the Club and encourage Chairs todevelop plans for achieving goals.Encourage Club officers and Club members to attendthe District Convention.If Club President’s Training has not been completed,this is the time for finish.You will receive valuable training at the DistrictConvention as well as have the opportunity to learn thegoals of the District for the coming year. Participate inthe workshops and build relationships to achieve goalsin the coming year.Check with Chairs to ensure planning is underway.Check on the Membership Committee’s plan forenrolling, inducting, educating and involving newmembers. Effective, impressive inductions are a must.New Club building is a tremendous community serviceproject. In cooperation with the NCB Chair, identify asite and contact your District New Club Building Chairand Optimist International New Club Buildingdepartment. Begin work now to bring in the Clubduring your year.As Club President, you conduct the Board meetings. Understand the purpose of Boards and Boardmeetings. Schedule monthly Board meetings Prepare and use an agenda for each monthlyboard meeting.In addition to routine agenda items, business at theOctober Board meeting includes: Approval of Secretary-Treasurer selected byClub President. Approval of Club Foundation Representative

Prepare to conduct Club meetingsYou preside over all Club meetings so be prepared tolead beginning with the first meeting in October. Prepare and use an agenda for each Clubmeeting and provide it to Club Members 72hours in advance. Have a program at each meeting Do not conduct business at meetings.(Business should be handled in Committee andBoard meetings. – Members should be invitedto attend those meetings as well.)Club President’s TrainingFinish/review Club President’s Training Materials asyou step into this leadership role.September/October Meet with Lt. GovernorYour Zone Lt. Governor is a valuable resource to youand your Club. As your direct link with OptimistInternational, the Lt. Governor is ready to assist you inbeing a successful Club President. In order to knowthe goals of you and your Club, the Lt. Governor willmeet with you, your Board and the Committee Chairsyou designate, to discuss the goals for the coming year.Together, you will complete an Honor Club Trackingreport that enables, your District Governor and Lt.Governor to know the goals you aspire to achieve aswell as the challenges you face.OCTOBER-SEPTEMBERConduct Club meetingsMake meetings fun, interesting and informative!Conduct monthly Board meetingsAgenda should include: Monitor Club finances by requiring a financialreport from the Secretary-Treasurer at eachBoard meeting: Review progress to goals established duringthe Honor Club Tracking meeting with Lt.Governor and in accordance with theRecognition. Policies. Remember theRecognition Policies are a measuring stick ofaccomplishments by your Club. Review projects and programs underway,especially Essay Contest and OratoricalContest planning.A-6

OctoberSubmit Club Roster AdjustmentsAs members are added or deleted, Club SecretaryTreasurer must submit Club Roster Adjustment toOptimist International Members Services with ClubPresident’s signature.Book housing for OptimistInternational Convention. Roomsmight be all booked up if you wait.Hyatt Regency AtlantaVisit www.optimist.org/conventionClub Foundation RepresentativeAppointment FormOptimist International DuesSubmit form to notify Optimist InternationalFoundation of Club Foundation Representative.Insure Secretary-Treasurer pays first installment ofOptimist International dues.Insure Secretary-Treasurer pays first installment ofDistrict dues.Attend and participate in workshops and Boardmeetings.Insure Secretary-Treasurer pays second installment ofOptimist International DuesRegistration will be open Dec/Jan.Early bird registration rates end May 1. Members canrequest or download a registration form and sendcompleted forms to Optimist International or registeronline. Forms and online registration are available atwww.optimist.org/convention. An extension to the earlybird deadline for a Club President-Elect elected afterMay 1 will be considered and subject to review.District DuesOctober/NovemberJanuaryAttend 1st Quarter DistrictConferenceOptimist International DuesOptimist International ConventionRegistration OpenDistrict DuesFebruaryInsure Secretary-Treasurer pays District dues. (IfDistrict bills in 4 increments.)Attend 2nd Quarter DistrictAttend and participate in workshops and BoardConferencemeeting.Submit form 990 to IRS (U.S. Clubs) Insure Secretary-Treasurer submits Form 990-IRS– February 15 deadlineRequirement. if gross receipts 50,000 or more, file 990or 990EZ; if gross receipts under 50,000, electronicallysubmit Form 990NAprilSubmit District Essay Contest EntryForm and Entry Fee-February 28deadlineOptimist International DuesDistrict DuesOptimist International ConventionRegistrationA-6To be submitted by Club to District Essay ChairInsure Secretary-Treasurer pays third installment ofOptimist International dues.Insure Secretary-Treasurer pays District dues.Early bird registration rates end May 1. Members canrequest or download a registration form and sendcompleted forms to Optimist International or registeronline. Forms and online registration are available atwww.optimist.org/convention. An extension to the earlybird deadline for a Club President-Elect elected afterMay 1 will be considered and subject to review.