Minutes DMM Executive Committee Meeting Friday October 20, 2017 Jamestown, North Dakota

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1 Minutes DMM Executive Committee Meeting Friday October 20, 2017 Jamestown, North Dakota Present: Governor Kevin Hammell, District Secretary-Treasurer Bill Reilly, Immediate Past Gov Terry Gorman, Past Governor and Lt Governor Ken Schulz, Governor Elect Dave Martin, Lt Governors Sally Damm, Dennis Steffan, Snuffy Kruger, Donna Sugget, and Wayne Bastian Call to Order: 4:40pm by Governor Kevin Hammell Invocation: Ken Schulz Pledge of Allegiance: Ken Schulz Toast to Canada: Jo-Anne Pelzer Welcome and Introduction of Head Table: Governor Kevin introduced head table and welcomed OI representative Russ Thomas Agenda Approval: Moved by Sally Damm, seconded by Ken Schulz, motion carried Approval of previous minutes: Convention Meeting minutes from August 10, 2017, Winnipeg, CA presented for approval by Lori Cook. Seconded by Sally Damm, Motion Carried Approval of Year End Financial Report: Presented and moved by Lori Cook, seconded by Dennis Steffan. Discussion team is turning over to the administration $22,968. Motion carried Report by the 2017 Convention Committee: Presented by Jo-Anne Pelzer profit of $ was turned over to the host clubs Wrap-ups by Immediate Past Governor Terry Gorman: Three clubs built, all clubs dues are paid up. Started the year with 2133 members ended with members where deleted and 456 added Old Business: None New Business Proposed budget: Presented for approval by Bill Reilly seconded by Ken Schulz. Discussion, Lori Cook commented the entry fee for CCDHH is $75 so line 141 should reflect that the proposed amount should be $450. Line 455, International Rep Gifts should reflect 3 International guests for this year or $300. Motion Carried Report on 2018 Convention: Presented by Keith Davis. Committee ed save the date to the district. Anticipating the registration fee will be $160 per person. Governor s Remarks: Governor Kevin Hammell announced his goal for new club building is 5 for the district. Policy Review Committee for has been appointed the members are: Kevin Hammell, Dave Martin, Ken Schulz, Terry Gorman, Gloria Kloster, Jo-Anne Pelzer and Bill Reilly. Future Meetings: 2 nd Quarter Conference Call, January 14 at 7:00pm. 3 rd quarter meeting, April 27-28, 2018 in Watertown, SD. OI convention July 7-10 in Ottawa, CA DMM Convention in Rochester, MN, August 2-4 LT Governor Reports: All present reported on the meetings they are holding as the year is starting. Governor Elect Report: Governor Elect Dave Martin reported on the Strategic Planning Steering Committee work. A meeting was held prior to the Executive Committee Meeting today. All are working hard. International Representative Comments: Russel Thomas was introduced and announced the Best is yet to Come Ended with the Optimist Creed Meeting adjourned at 5:55pm

2 Minutes DMM Board of Directors Optimist Strong October 21, 2017 Jamestown, ND Clubs Present: 35014, 35027, 35078, 35096, 34111, 35116, 35123, 35125, 35130, 35131, 35140, 35143,35150, 35151, 35153, 35156, 35157, 35158, 35163, 35166, 35171, 35204, 35210, 35216, 35231, 35232, Prior to the beginning of the meeting, Past Governor Terry Gorman presented his awards for membership and for the team members Call to order: 9:01am Opening Ceremonies: Presentation of Colors by Jamestown Boy Scout Troup #134, US Anthem and Canadian Anthem sung by Alivia Hoke, Invocation and Introduction of Head Table by Lt Gov. Ken Schulz, Welcome to Jamestown by Mayor Katie Anderson, Passing of the Gavel to Governor Kevin Hammell, Introduction of OI representative Russ Thomas, Introduction of past Governor s and past DMM Secretary Treasurers, 12 are in attendance, Welcomed 6 First Timers by Susan Fix Finance Report: Moved by Lori Cook, seconded by Susan Fix to accept the financial report ending 9/30/2017. $22,500 has been turned over to the new administration. Motion Carried. Minutes from previous meeting: Moved by Lori Cook seconded by Carmen Bakken to accept the minutes as presented. Amended to include the final income made at the convention for OIF and CCC Convention Update: Reported by Jo-Anne Pelzer, profit of $ Budget: Moved by Bill Reilly seconded by Chuck Spavin to accept the budget presented. Motion carried Convention Budget: presented by Keith Davis. Dates for the Convention are Aug 2-3-4, 2018 in Rochester, MN, registration expected to be $160. The Hotels are the Holiday Inn and Hilton Garden Inn in Rochester. OI 2018 Convention in Ottawa, CA: Terry Gorman announced the convention dates are July 7-10, Rooms should be reserved as soon as possible. State of the DMM District: Governor Kevin announced we ended the year in 9 th place for OI ranking. The district is currently down 19 members. Governor Elect Remarks: Dave Martin thanked all for attending first quarter Roger L Haas Optimist of the Year: Immediate past Governor Terry announced the winner of the Roger Hass Award is Jerry Haas of Bismarck (no relation) Team Building with OI Rep Russ Thomas: Everyone enjoyed the Marshmallow challenge Voting for Special Convention bid for 2019; Voting slips were distributed. Special Convention was called to order by Jo-Anne Pelzer. Tim Goetz presented a bid for the convention to be held in Grand Forks. The Grand Forks bid was accepted unanimously.

3 Candidate Qualifications: Terry Gorman announced we are in need of a candidate for Anyone with interest in being a Governor is asked to contact Terry. The DMM has candidates interested for the next five years except for Oratorical Contest: Oratorical Chair Dave Nichols reported that the district contest will be a combined gender contest. Zone winners names and application information needs to be to Dave by Saturday, April 21 st. Contest is in Watertown, April 27-28, Topic for this Contest is Where are my roots of Optimism CCDHH Contest: Lori Cook Chair for CCDHH reported the topic for the CCDHH contest is the same as the Oratorical contest applications are due to Lori by April 1, entry fee is $75 Essay Contest: Gov. Kevin reported for Essay Chair Linda Grulke. Topic is Can Society Function Without Respect. Deadline for applications is February 28, Junior Golf: Reporting on Junior Golf was Fred Urso, the Canadian golf contest will by June 9-10, 2018 in Winnipeg. Childhood Cancer: Jack Dyvig encouraged all Clubs to apply for the OI CCC grants. $1000. Donation from Optimist Club of Bismarck was received. CCOF Report: Jo-Anne Pelzer reported on Canadian Children s Cancer Fund OIF Report: Carmen Bakken will be circulating raffle tickets to all club presidents via mail as well as selling tickets at district meetings for an Echo Plus. Carmen held a rainbow auction for OIF raising $200 Minnesota State Fair: Chuck Spavin reported that 11 Optimist Club s worked the Optimist State Fair booth. PDP: Cheryl Bergstrom lead us threw the levels of the Professional Development Program. All completed 5 steps of PDP requirements. Russell Thomas (OI Rep): Recognition, Motivation, Inspiration. Shared stories on how clubs have influenced members to continue to be Optimist s. Now events are important to grow membership. Dave Martin mentioned that research says it takes 7 contacts for a new member to feel a connection with their club. We need to make them feel welcome, valued and motivate them to participate in events. We retain members when they have good relationships with other members. Wrap up with First Timers: Susan Fix wrapped up with the 6 first timers. Fund Raising Reports: CC $296.50, 6 dime a day and $130 raised from the quilt tickets. OIF $ Boutique sales $ : Credentials Report: 64 members attended, representing 28 Clubs, and 6 first timers. Russ Thomas Closing Remarks: We all need to Get out of our Comfort Zone start looking at things differently. We can change the world with our ideas. Adjourned with Creed at 3:07pm

4 SECOND QUARTER CONFERENCE CALL MINUTES (Executive Meeting) DMM District 35 February 11, 2018 Clubs Present for the conference call: 35014,35027,35051,35070,35078,35096,35115,35116,35123,35131,35140,35150,35151,35153,35156, 35157, 35166,35171,35229, Call to Order: 7:10p.m. Invocation Pledge of Allegiance, and Toast to Canada: by Gov. Kevin Hammell Governor Comments: The district is down 60 members, 6%. This year to be an Honor Club, clubs will need a +3. Clubs are encouraged not to drop members for non-payment of dues. Members who are not paying dues need to be contacted to find out why they aren t paying. Find out why they joined their club. Members leave Optimist Club s because they do not feel valued. Lt. Governor Reports: Lt. Governor s in attendance reported on activities in their zone. Reports from Sally Damm, Dennis Steffan, Snuffy Kruger, Jo-Anne Pelzer reported for Donna Suggett Minutes from First Quarter: Executive and Board minutes will be approved at 3 rd quarter Financial Report: Bill Reilly reported income as of February 9, 2018 of $16,894. The net at the end of the fiscal year will be noted as retained earnings. Motion to approve financial report by Sally Damm, seconded by Dennis Steffan. Question asked by Jo-Anne Pelzer if current administration is looking into investing some funds to earn interest. Bill will look into this Question about a $400 check to OIF; Bill asked Carmen to check what that was for. We have not made a donation to OIF in honor of the OI representative (1 st quarter). Bill will send check $500 check for Optimist Strong 1 st quarter should be added as miscellaneous income. Earmarked funds for CCDHH ($1500) expires in 9/30/2018 Third Quarter registration was increased to cover First Quarter loss Motion to approve Financial Report, motion carried. New Club Building Report: Jim Meyers reported on work being done to build clubs in Stillwater, MN and in Germany. There are some language concerns with working in Germany. Rochester is looking into starting a club in Stewartville, MN Club Within a Club: Governor Kevin commented on some ways to use this feature. Groups of members who are focused on one project or a club where members have trouble attending regular meetings might look into this idea Club Fitness: Presented by Dave Martin: Lt. Gov. should remind clubs to work with members who may be close to leaving the club. Find out if they would like to be a friend of Optimism before deleting them. Governor Kevin also reminded all to watch for FOO renewal dates to be sure FOO s are renewed

5 before the renewal date comes up. CCOF: Jo-Anne Pelzer reported on the free registration that was offered for the OI Convention in Ottawa both Fred Urso and Donna Suggett won. OI Foundation: Carmen Bakken is doing a raffle and will be contacting presidents on Dime-A-Day participation 3rd Quarter Meeting: Dates are April in Watertown. Carmen asked if JOOI members should be invited to attend as it is a time when we have many students at the meeting that may be interested in joining a JOOI club. 4th Quarter Convention: Training will have some new features that promote more learning and sharing at the Convention. Theme is Building on Health PSA s: Anyone interested in obtaining some PSA s for their community they are available contact Chuck Spavin OI Logo s: New logos are available on OI website for Club use OI Convention: Terry Gorman reported the dates for the International Convention in Ottawa, Canada is July Rooms need to be reserved soon CCDHH: Lori Cook asked what club s will be sending someone for the contest in Watertown Steering Committee: Dave Martin noted that the Steering Committee will have a conference call on February 25 at 7:00pm. Discussion was held on the problems and success of the conference call and how in the future to hold a vote in this setting. Adjourned with the Creed at 8:46pm Bill Reilly/ Jeri Gorman

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8 Minutes DMM Executive Committee Meeting Friday October 20, 2017 Jamestown, North Dakota Present: Governor Kevin Hammell, District Secretary-Treasurer Bill Reilly, Immediate Past Gov Terry Gorman, Past Governor and Lt Governor Ken Schulz, Governor Elect Dave Martin, Lt Governors Sally Damm, Dennis Steffan, Snuffy Kruger, Donna Sugget, and Wayne Bastian Call to Order: 4:40pm by Governor Kevin Hammell Invocation: Ken Schulz Pledge of Allegiance: Ken Schulz Toast to Canada: Jo-Anne Pelzer Welcome and Introduction of Head Table: Governor Kevin introduced head table and welcomed OI representative Russ Thomas Agenda Approval: Moved by Sally Damm, seconded by Ken Schulz, motion carried Approval of previous minutes: Convention Meeting minutes from August 10, 2017, Winnipeg, CA presented for approval by Lori Cook. Seconded by Sally Damm, Motion Carried Approval of Year End Financial Report: Presented and moved by Lori Cook, seconded by Dennis Steffan. Discussion team is turning over to the administration $22,968. Motion carried Report by the 2017 Convention Committee: Presented by Jo-Anne Pelzer profit of $ was turned over to the host clubs Wrap-ups by Immediate Past Governor Terry Gorman: Three clubs built, all clubs dues are paid up. Started the year with 2133 members ended with members where deleted and 456 added Old Business: None New Business Proposed budget: Presented for approval by Bill Reilly seconded by Ken Schulz. Discussion, Lori Cook commented the entry fee for CCDHH is $75 so line 141 should reflect that the proposed amount should be $450. Line 455, International Rep Gifts should reflect 3 International guests for this year or $300. Motion Carried