OI Policy ID-28..pdf

Officer Job Descriptions and Letters of Understanding

Policy ID-28

LETTER OF UNDERSTANDING BETWEEN OPTIMIST INTERNATIONAL AND PRESIDENT-ELECT CANDIDATE

• Acknowledge that under the Missouri Non-Profit Corporation Act, the Board is responsible for conducting the business of the corporation, and thus the President shall abide by all International policies, resolutions, and directives.
• In accordance with OI Bylaws the President shall be the CEO exercising general supervision over the interests and affairs of OI, subject to the direction of the Board.
• In accordance with OI Bylaws the President shall have authority to expend only such funds which are made available for official use in such amounts as specifically authorized by vote of the Board. Any increased funds made available through amendment of the original budget established for any fiscal year may be authorized only by a ¾ vote of the Board.
• Understand and acknowledge that the Sarbanes-Oxley Act of 2002 places direct fiduciary and personal responsibility and liability on the Board to use due diligence and oversight in all actions taken or considered by the Board.
• Authorize for a confidential Criminal Background Check and Credit Report administered by OI staff.
• I Authorize my photo to be used by OI.
• If prior to election you become aware of any significant change in your personal status that may negatively affect your ability to serve, you will immediately notify the Chair of the CQ Committee.
• Please note: If your spouse accompanies you in your travels, any reimbursement to them may result in a tax liability.

JOB DESCRIPTION – POSITION TITLE: BOARD DIRECTOR-AT-LARGE

BASIC FUNCTION:
In accordance with OI Bylaws the affairs and business of OI shall be controlled and directed by the Board. The Board shall meet at such times and places as may be determined by action of the Board, by call of the President or by written request of six members of the Board provided that there shall be at least three meetings each year.

PRIMARY RESPONSIBILITY:
By virtue of your election to the Board the members of OI have expressed their confidence and entrusted you with the responsibility for the legal and financial governance of OI. As an elected Director-At-Large, you also have the specific charge of a focus on the long-term welfare of OI, and to ensure that Board directives, policy, and financial budget matters are adhered to and conformed to by all in the organization, elected or appointed. Under the Missouri Non-Profit Corporation Act, you acknowledge that the Board is responsible for conducting the business of the corporation.

SPECIFIC RESPONSIBILITIES:

• Attend all Board meetings.
• Prepare for meetings by reading and considering both the agenda and the business items.
• Carefully study each issue.
• Enter into debate in order to solve problems and resolve issues.
• Approve the budget and contract an annual audit.
• Establish policies and procedures.
• Focus on long term planning and strategic oversight of the organization, and ensure strategic planning is created and implemented and monitor the plan.
• Ensure the acceptance and revocation of Clubs.
• Be available to return phone calls and correspondence from the Chairman, Executive Director, President and other members of the Board within a reasonable time.
• Keep Optimism as an important part of daily life.
• Continue active involvement in your local Club.
• Serve as liaisons to Vice Presidents and Committees and maintain open communication with Vice Presidents and Committees.
• Carry out assigned duties as assigned by the President or the Board.
• Lead by example through sponsorship of new clubs and members.
• Be willing to subordinate any local or District Optimist interest to the general interest of all members of the organization.

LETTER OF UNDERSTANDING – BOARD DIRECTOR-AT-LARGE

Should you agree to this Letter of Understanding, your name will be placed on the ballot for Board-at-Large for a period of three years commencing on October 1, 20__ and ending September 30, 20__. If you are elected, you will be asked to fill a very important position in our organization. It will require that you fully understand the OI Bylaws as well as the Optimist International Policies. The position will require your dedication, loyalty, energy, and a significant amount of time, as well as the support of the organization's Mission and programs.

Optimist International (OI) Agrees To:

• Offer ongoing support by the President and staff toward achievement of the organization’s goals.
• Provide necessary information, supplies, etc. needed to make the position successful.
• Reimburse expenses in accordance with OI Policy.

Board Director-At-Large Agrees To: (please initial each line)

• Growth (including Membership and New Club Building) is the number one priority for your Club/District/Region/Organization.
• Be available for this position and to dedicate the necessary time and energy toward achieving assigned goals.
• Be financially stable to accept this position without creating undue hardship in respect to your finances or employment status.
• Have no significant legal, business or personal problems which might cause an embarrassment to the organization.
• Be prepared to subordinate any local or District Optimist interest to the general interest of all members of the organization.
• Be physically capable of handling the demands of this position and have no known serious health problems which might restrict your activity.
• If prior to election you become aware of any significant change in your personal status that may negatively affect your ability to serve, you will immediately notify the Chair of the CQ Committee.
• Be committed to serve the full term for which you have been elected to the Board.
• Acknowledge that under the Missouri Non-Profit Corporation Act, the Board is responsible for conducting the business of the corporation.
• Understand and acknowledge that the Sarbanes-Oxley Act of 2002 places direct fiduciary and personal responsibility and liability on the Board to use due diligence and oversight in all actions taken or considered by the Board.
• Authorize a confidential Criminal Background Check and Credit Report administered by OI staff.
• I Authorize my photo to be used by OI.

JOB DESCRIPTION – POSITION TITLE: VICE PRESIDENT

BASIC FUNCTIONS:
In accordance with OI Bylaws, the Vice Presidents shall perform such duties as may be assigned to them by the President and/or the Board. Vice Presidents shall meet as a Council with the Board of Directors at the International Convention.

SPECIFIC RESPONSIBILITIES:

• Communicate with Governors in your Regions to evaluate and encourage growth. Ensure that each Governor supports the mission of the organization and the programs established by the Board.
• Work with the President to motivate and train the Governors throughout the year they are serving.
• In conjunction with the Governors, make sure plans are established and marketed in the Districts aimed at Growth.
• Attend at least one District meeting for each District in your Region.
• Ensure that each Governor has a clearly defined program for ongoing training and motivation of District Officers.
• Serve as a member of the Vice Presidents’ Council of the organization and attend all Council meetings.
• Serve as Regional Manager and represent the organization to the members of your Region during the year.
• Continue active involvement in your local Club.
• Lead by example through sponsorship of new Clubs and members.
• Be willing to subordinate any local or District Optimist interest to the general interest of all members of the organization.
• A Vice President shall not hold any other OI appointments, including Optimist-related foundations or other OI affiliated organizations, during their year as Vice President.
• Attend the annual convention as both Vice President-elect and Vice President.

JOB DESCRIPTION – POSITION TITLE: VICE PRESIDENT-ELECT

BASIC FUNCTIONS:
In accordance with OI Bylaws, the Vice Presidents-Elect shall perform such duties as may be assigned to them by the President-Elect in cooperation with the President and/or the Board. Your role as Vice President-Elect is to assist Districts, Zones and Clubs in your Region to grow and mentor Governors-Elect.

SPECIFIC RESPONSIBILITIES:

• Communicate regularly with all leaders in the Region promoting growth at every opportunity.
• Familiarize yourself with Districts in your Region by reviewing each District’s Policies.
• Lead by example through sponsorship of new Clubs and members.
• Prepare and recommend duties to help the Governors-Elect in your Region.
• Familiarize yourself with OI Bylaws and Policies.
• Read and understand all Board minutes of the year as Vice President-Elect and Charge Letters issued by the President.
• Attend all Governor-Elect training for your Region.
• Attend Vice President-Elect training.
• Ensure that each Governor-Elect has a clearly defined program for ongoing training and motivation of District Officers.
• Continue active involvement in your local Club.
• Be willing to subordinate any local or District Optimist interest to the general interest of all members of the organization.
• A Vice President-Elect shall not hold any other OI appointments, including Optimist-related foundations or other OI affiliated organizations, during their year as Vice President-Elect without prior approval from the Board.
• Attend the annual convention as both Vice President-Elect and Vice President.

LETTER OF UNDERSTANDING – VICE PRESIDENT-ELECT CANDIDATE

• Growth (including Membership and New Club Building) is the number one priority for your Club/District/Region/Organization.
• Be available for this position and dedicate the necessary time and energy toward achieving assigned goals.
• Be financially stable and able to accept this position without creating undue hardship in respect to finances or employment status.
• Have no significant legal, business or personal problems which might cause an embarrassment to the organization.
• Be able and willing to travel extensively by air and other transportation means.
• Complete and provide a confidential evaluation/recommendation for each Governor and other notable potential leaders in your region by October 15 of the year following your term.
• Be physically capable of handling the demands of this position, and have no known serious health problems which might restrict activity.
• Be prepared to support and uphold the Constitution and Bylaws as well as the Policies of OI.
• Be prepared to support the Mission of the organization and the Programs established by the Board.
• Be prepared to subordinate any local or District Optimist interest to the general interest of all members of the organization.
• If prior to election you become aware of any significant change in personal status that may negatively affect the ability to serve, you will immediately notify the Chairman of the CQ Committee.
• Be prepared to authorize a confidential Criminal Background Check administered by OI staff.
• I Authorize my photo to be used by OI.
• Please note: If your spouse accompanies you in your travels, any reimbursement to him/her may result in a tax liability.

JOB DESCRIPTION – POSITION TITLE: GOVERNOR

BASIC FUNCTIONS:
The Governor oversees the District(s) to implement OI Bylaws, Policies, and Programs, and provides guidance to all Clubs.

SPECIFIC RESPONSIBILITIES:

• Communicate regularly with all leaders to promote growth.
• Search for future leaders and encourage attendance at District meetings.
• Lead by example through sponsorship of new clubs and members.
• Build at least one new club and recruit members.
• Delegate responsibilities to Assistant Governors, Lt. Governors, and committee chairs.
• Follow up on Clubs that show interest in growth and new club building.
• Review and adhere to the Strategic Plan of the District.
• Attend OI Convention training and other leadership meetings.
• Attend special meetings and conferences for training of district leaders, clubs, and members.
• Be fiscally responsible to the District.
• Serve as an ex-officio member of all committees.
• Further the mission and purposes of OI and promote coordination among member Clubs.
• Call and preside over all District Board meetings, Executive Committee meetings, and Annual District Convention.
• Be willing to subordinate any local District Optimist interest to the general interest of all members of the organization.

JOB DESCRIPTION – POSITION TITLE: GOVERNOR-ELECT

BASIC FUNCTIONS:
The Governor-Elect assists the Governor and prepares to assume the office of Governor. Responsibilities include supporting District programs, motivating Clubs, and ensuring continuity of leadership.

SPECIFIC RESPONSIBILITIES:

• Communicate regularly with all leaders in the organization promoting growth.
• Review the District Strategic Plan and assist in its development.
• Visit as many District Clubs as possible.
• Study Club annual reports.
• Delegate training and education seminars.
• Prepare a budget for the year in conjunction with the District Finance Committee.
• Build at least one new club and recruit at least one new member.
• Appoint a District Secretary and/or Treasurer for a term of one year.
• Ensure appointees are confirmed by the District Board.
• Attend Governor-Elect Conference, Annual International Convention, and District Conventions.
• Attend all meetings of the District and OI as appropriate.
• Plan and promote training for Presidents-Elect and Lieutenant Governors-Elect.
• Identify potential New Club Building sites.
• Identify and agree upon District meeting sites for the year.
• Review District Policies and propose changes, if necessary.
• Be willing to subordinate any local or District Optimist interest to the general interest of all members of the organization.

LETTER OF UNDERSTANDING – GOVERNOR-ELECT CANDIDATE

• Growth (including Membership and New Club Building) is the number one priority for your Club/District/Region/Organization.
• Be available for this position and dedicate the necessary time and energy toward achieving the assigned goals.
• Be financially stable and able to accept this position without creating undue hardship in respect to finances or employment status.
• Have no significant legal, business, or personal problems which might cause an embarrassment to the organization.
• Be able and willing to travel extensively by air and other transportation means.
• Complete and provide a confidential evaluation/recommendation for each District Committee member and other notable potential leaders in your District by October 15 of the year your term ends.
• Be physically capable of handling the demands of this position, and have no known serious health problems which might restrict activity.
• Be prepared to support and uphold the OI Bylaws and Policies.
• Be prepared to support the Mission of the organization and Programs established by the Board.
• Be prepared to subordinate any local or District Optimist interest to the general interest of all members of the organization.
• If prior to election the candidate becomes aware of any significant change in personal status that may negatively affect the ability to serve, the candidate will immediately notify the Chairman of the District CQ committee.
• Be prepared to authorize a confidential Criminal Background Check administered by OI staff.
• I Authorize my photo to be used by Optimist International.
• Please note: If your spouse accompanies you in your travels, any reimbursement to them may result in a tax liability.