The Club initiates the disbandment procedure no later than August 30th for the current Optimist year by submitting its intentions in writing to Optimist International (OI). Upon receipt of such notification, OI will notify the Governor, Governor-Elect, Lieutenant Governor, District Secretary &/or Treasurer and International Vice President. The notification shall state a thirty (30) day moratorium from the date of notification has been established and the Governor is expected to use the moratorium period to investigate the matter fully and to report their findings to OI.
Where the Governor finds that there is still some interest in maintaining a viable Club, the Governor should ask a Club officer to advise the appropriate International Department in writing that it is withdrawing the disbandment notice. The department will share the information with District officers and support District efforts in returning the Club to complete operation.
After the thirty (30) day moratorium from the date of notification has been established and it is found that there is no interest in maintaining the Club and the intention of the disbandment is authentic, then the Club’s charter shall be automatically revoked effective on the date the notice was received at OI.
The District initiates the revocation procedure no later than August 30th for the current Optimist year when the Governor submits a charter revocation report stating the reasons for the recommendation AND the minutes of the District executive committee meeting at which the revocation was initiated. The report and the minutes must be received by the appropriate department at OI.
Upon receipt of the District's report, OI will notify the Club President and Club Secretary &/or Treasurer as to the reason the Club's charter is in jeopardy and ask the Club to respond. A thirty (30) day moratorium from the date of notification is established for the Club to reply.
Where a Club advises OI that it wishes to remain active (or responds to the District's charges) the information will be shared with District officers. If the Club is in violation of the International Bylaws or Policies the Club will be given 30 days to certify to the Governor that it is complying or has complied with copy to the appropriate OI department.
If the Club does not respond during the moratorium or certify compliance to the Governor, Club and District leaders will be notified that the Club's charter will automatically be revoked with an effective date of the day the notice was received at OI.
When a Club becomes 60 days in arrears in payment of dues or other indebtedness a notice of an impending revocation of the Club’s Charter will be sent by the appropriate OI staff to the Club President, Club Secretary &/or Treasurer, District Governor, District Governor-Elect, Lieutenant Governor and District Secretary &/or Treasurer.
When a Club becomes 90 days in arrears in payment of dues or other indebtedness a notice of revocation of the Club’s Charter will be sent by the appropriate staff to the Club President, Club Secretary &/or Treasurer, District Governor, District Governor-Elect, Lieutenant Governor, District Secretary &/or Treasurer and International Vice President.
A thirty (30) day moratorium from the date of notification will be specified and established for the Club to reply.
If the Club does not respond during the moratorium or have its account adjusted by the Executive Director or Chief Financial Officer as provided in Policy I-40, Club and District leaders will be notified that the Club’s charter will be revoked.
If a check is received to cover dues for a Club being revoked for administrative purposes and that Club is removed and/or reinstated and it is later known that the check was returned NSF (non-sufficient funds), the effective date of revocation will be the original date of ninety (90) days.
A former Club may appeal the revocation of its charter within 30 days of the mailing date of the notice of the Board's action per OI Bylaws. The former Club must respond with the commitment to comply with the following requirements for reinstatement:
OI Bylaws grant the International Board of Directors authority to control the use of any registered trademark of OI. When advising a Club of its revocation the Club will be notified to cease and desist from any use of the official name and emblem of OI or any other name, insignia, slogan, emblem, seal or registered trademark of OI. Where these marks or emblems cannot be removed the item should be donated to another Optimist Club or destroyed.
The Governor or the Lieutenant Governor shall request the Club officers to relinquish all items mentioned above in Paragraph F1. These items constitute property of OI and the Club has no legal right to them. Upon the Club's refusal to relinquish such property the Governor or Lieutenant Governor shall request that these be disposed of as described above.
After delinquent dues are paid to OI and the District, Clubs with any remaining assets are encouraged to contribute them to OI, the OI Foundation, the Canadian Children’s Optimist Foundation, another Optimist Club or another not for profit organization. If no disposition of the Club assets has commenced within 120 days after the effective date of dissolution the assets of the Club shall be distributed to OI, the OI Foundation, or the Canadian Children’s Optimist Foundation.
Board Approved: (Dec 1980, Dec 1982, Mar 1983, Dec 1983, Mar 1989, Dec 1992, Dec 1993, Dec 1994, Mar 1995, Mar 1996, Mar 1998, Dec 1998, Mar 1999, Jul 1999, Dec 2002, Dec 2004, Dec 2005, Dec 2006, Jul 2007, Dec 2008, Jul 2013, Mar 2018, Dec 2021, Mar 2022, Sept 2022, Jun 2024)
Governance Reviewed: (Jun 2024)