Club and District Administrative Documents

This page provides links to documents and forms for use by Clubs and the District. Unless otherwise noted the files are in Adobe format.

Club Documents and Reports

This section contains documents commonly used by Clubs and by their Presidents and Secretary/Treasurers.

2025-2026 Achievement & Awards Template The Awards and Achievements document should be submitted quarterly to lreily@rogers.com.

NOW / WOW Report in PDF The New Optimist Welcome / Welcome Optimist Worldwide Report Form – fill in and submit anytime your Club does a NOW event to the District Secretary (Michelle Stokes) and A&A Achievement & Awards Chair (Lauralee Reily) .

Club Officer Elect Report Your record of Elected Officers for the next Optimist year is required by May 20th each year. It is required to be submitted as one of the requirements of being an Honour/Distinguished Club. Login to www.Optimist.org

President’s Honour Club Tracking form Use the President’s Honour Club Tracking form to track the progress of your Club during the year.

Club Pride Report The Club Pride Report is due by September 30th from each Club each year and is filled in on Optimist Leaders.

Insurance Request – Fillable (PDF) If you need a Certificate of Insurance for an event or a venue, here are the forms. Insurance Request (in Word) – REVISED copies (06.03.2022)

Lieutenant Governor Documents and Forms

Annual Club Planning Report
Annual Club Review Report
Honor Club Tracking Form
Club Visitation Report
Zone Meeting Report
New Member Induction and Promise (2024)
Club Officer Installation Ceremony Format I
Club Officer Installation Format II

District Documents and Forms

2025-2026 District Leadership Team

2025-2026 District Contact Listing (.xlsx) – Password Protected (email District S/T Brian for password if lost)

District Strategic Plan (2015)

District Policies – effective Oct 1, 2023, Approval by OI Oct 17, 2023, technical update Jan 27, 2025

Optimist International’s website Forms Page – contains many other forms and documents commonly used by Optimist Clubs.

District Expense Form – Chairs, LT, Gov (last day to file September 30th)

Expense Claim– International Convention training (last day to file September 30th)

District Officer Executive Installation Version I (2024)
District Officer Executive Installation Version II (2024)
District Officer Installation Short Version (2024)
District Board Installation (2024)

CLUB & DISTRICT OFFICER RESOURCES

Optimist Leaders

This page has links to resources for Optimist Club Presidents, Lt Governors and District Officers.

As an Officer you should have received login information to Optimist Leaders – an important tool for tracking your Club, Zone and District. Look for the link to sign in to Optimist Leaders in the top left corner at www.optimist.org

Canadian Children’s Optimist Foundation:

Canadian Children’s Optimist Foundation:
Scholarships and club project funding pass through accounts are offered to boost your community actions. Read more on the website.

Emphasis this year is to encourage clubs to sign up for a grant for local programs.

Grants of up to $ 1,000.00.
Optimist Club can only be awarded 1 grant per year.
One-time grant per project.

Full Details and application form

Spread Relief Program – to help your Club launch a childhood health and wellness related project.

Office 365 account (free)

Your club can sign up for a free Office 365 account. Follow the link for details (Oct 2025)
As Optimist Clubs continue to grow and modernize, using the right digital tools can make organizing, communicating, and collaborating much easier. Microsoft offers a Nonprofit Program that gives registered community groups and charities access to
Microsoft 365 tools—such as Outlook, Word, Excel, Teams, and OneDrive—either free or at a significant discount.

PRESIDENT’S FORMS

These are the forms needed for Presidents to report on their Clubs annually.

New President Training  A great PowerPoint presentation from last year for new Presidents
New President’s Workbook  A handy resource
Honour Club Report Form. Talk to your Immediate Past President to see a sample of a completed form from the previous year.   It is a good idea to set a goal of at least Honour Club for the year (net + 3 in membership) and how you are going to achieve it at the beginning of your year. This report must be filed with Optimist International by the end of September.

Club Officer Elect Form Due by May 20 of each calendar year, the must be filed with Optimist International by that date. So it is important to schedule your club election well in advance. This is a requirement to be an Honour Club.

President’s Citation Award Another requirement to be an Honour Club is to award a to one member of your Club. This is the link to the form that must be filled out and sent to Optimist International. They will then mail you the official certificate.

Club Pride Report must be filed with Optimist International by September 30 of the current Optimist Year. This is a link to the 2021-22 report at this time, the link will be updated when available.

What are Friends of Optimist members? Individuals can show their support of Optimist International by becoming Friends of Optimists. A Friend of Optimists may be someone who does not have an Optimist Club in their area, or they may not have time to dedicate to a local Optimist Club. Optimist Clubs can also bestow a Friend of Optimists membership on a community member who has shown great support for the Club. To learn more, check out the Friend of Optimists Brochure (note: the price has increased from $100 annually to $140 annually) and read the Frequently Asked Questions. To apply for membership online, click here.

A sample/guide for a NOW: New Optimist Welcome event

Presidential Checklist Checklist

Club Essay Planning Guide for running and Essay Contest in your Club.

Club and District Recognition Program

This year’s program adds a third level of achievement—alongside the traditional Honor and Distinguished recognitions—introducing the all-new Merit Club and Merit District levels! 🌟

Becoming a Merit Club is an achievable and meaningful goal for every Optimist Club. To earn this recognition, your club simply needs to:

Achieve net +0 membership growth this year,
Make a minimum $100 contribution to the Optimist International Foundation, and
Remain a club in good standing (all dues paid).

The familiar requirements for Honor and Distinguished status remain much the same, with one important update:
➡️ Officer Training Flexibility! Clubs will not be penalized if one or more officers haven’t completed their position-specific training through the Optimist Institute. However, all officers are strongly encouraged to complete their training to help their club thrive.

This new recognition plan reflects Optimist International’s ongoing commitment to celebrating growth, service, and leadership at every level. It’s an exciting time to be an Optimist!

👇 Download the complete list of requirements for Merit, Honor, and Distinguished recognition for Clubs and Districts below.

Download the 2025–26 Incentive Program PDF

LT GOVERNOR FORMS

Forms and Documents for Lt. Governors

In our District the LG runs the Zone Oratorical Contest. Therefore you will need the Oratorical Contest forms and how to run the contest. This is the 2018-19 document for now.
2022 – 2023 Oratorical Planning Guide Clubs will need to bring their contestant’s application forms and identification to the contest.
This is the Zone Meeting Report Form: https://www.optimist.org/Forms/Zone_Meeting_Report.pdf
Club Officer Induction Ceremony Club Officer Induction Ceremony
This is a handy Club Fitness Assessment Form to work with Clubs Club Fitness Form
ACPC form: ACPC Form

GOVERNOR FORMS

These are forms and documents for Governors

This is the Honour District Governor Tracking form: https://www.optimist.org/Forms/Tracking_Forms/Honor_District_Governor_Tracking_Form.pdf
District Leaders of Optimist International as well as the ability to contact them is available here:
https://www.optimist.org/member/about2.cfm

Central Ontario District Minutes and Financials

This page is a repository of our Central Ontario District Meeting Minutes and Financials in order from most recent back to 2022.

2024-2025 Budget (approved Feb 9, 2025)

2024-2025 1st Quarter Reports

2023-2024 Financial Report (final)
Board of Directors Minutes Sat Nov 9, 2024
Executive Meeting Sat Nov 9, 2024
Executive Meeting Thurs Nov 7, 2024
Financial Report – 1st Quarter

2024-2025 Budget (final approved Nov 9)

2023-2024 Convention Reports

Executive Minutes Thurs August 15, 2024
Board & AGM Minutes Sun August 18 2024
3rd Quarter Financials
JR Golf Report 2024
LG Reports August 2024
2024-2025 Officers, Lt. Governors & Chairs

2023-2024 3rd Quarter Reports

Executive Minutes Thurs May 2, 2024
Board Minutes Sun May 5, 2024

2023-2024 2nd Quarter Reports

Reviewed Financial Statement 2022-2023 year
Executive Minutes Thurs Feb 22, 2024
Executive Minutes Sun Feb 25, 2024
Board Minutes Sun Feb 25, 2024
Financial Results First Qtr Budget vs Actual to Dec 31, 2023
Financials – October 1 to March 31, 2024

2023-2024 1st Quarter Reports

CENON District Board of Directors Minutes – November 26 , 2023
CENON District Executive Minutes – November 23, 2023
Budget Overview 2023-2024 (Approved)
4th Quarter 2022-2023 Budget
Website Replacement Review
Canadian Children’s Optimist Foundation Handout

2022-2023 4th Quarter Reports

CENON District Board of Directors & AGM Minutes – August 13, 2023
CENON District Policies 2023 (Pending OI Approval)
CENON District Executive Minutes – August 11, 2023
CENON 3nd Quarter Financials 2022-2023
CARE PowerPoint Presentation
Ontario Optimist Licence Plate Postcard

2022-2023 3rd Quarter Reports

CENON District Board of Directors Minutes – May 13, 2023
CENON District Executive Minutes – May 12, 2023
CENON 2nd Quarter Financials 2022-2023

2022-2023 2nd Quarter Reports

CENON District Board of Directors Minutes – February 11, 2023
CENON District Executive Minutes – February 10, 2023
CENON 1st Quarter Financials 2022-202 3
Budget Overview FY 2022-2023 – Rev
2021-2022 Financial Review

Zone Reports

This year we are going to try and make the Zone Reports collected by the Lieutenant Governors of each zone available on this page shortly after each conference!

May 5, 2024 – Zone Reports
November 26, 2023 – Zone Reports

August 13, 2023 – Zone 1, Zone 2, Zone 5, and Zone 6
February 11, 2023 – Zone Reports
November 5, 2022 – Zone Reports

August 14 2022 – Zone Reports
February 5, 2022 – Zone Reports
May 7, 2022 – Zone Reports
November 6, 2021 – Zone Reports

Valuable Links and Connections for Optimists

There are lots of valuable resources online for Optimist Clubs from Optimist International at www.optimist.org

Here are some valuable links for things commonly used:

Scholarship programs – oratorical, essay, and CCDH:

Optimist International YouTube Channel: Click on Subscribe and you will be notified by email, when a new video is ready to watch. Enjoy!: .

Junior Optimist Club: – everything you need to know about starting and running. Amy Keller is an awesomstaff member at Optimist International for anything JOI related. You can reach her at: amy.keller@optimist.org. Also the following clubs in our District have JOI Clubs:

Barrie Techno Tigers
Brooklin
Burlington
Cornwall
Markham (French)
Milton
Mississauga
Oak Park, Oakville
Oakville

Community activity ideas: – a short list of common programs. Please also view our own district page of recources, where clubs share their own successful activities.

Logos for JOI and all of the Optimist International programs: Available in high and low resolution. Best to use high resolution whenever possible.

Club and District Logos: – This Link will take you to the District and Club Logo list. This page takes a while to load, so be patient. The District Logos are on the left and the Club logos by District on the right side list. Click on Club Identities for District 47 and then find your Club by its number in the list. You will be able to click on and open each of the logos available for your Club. There are three file formats of logos available. JPG are the most commonly used file format and are smaller in size, PNG is a higher quality and larger file format, and EPS is what you can used for professional printing purposes. Only caution with JPG files is that they degrade if you copy a copy. So always go back to use the original JPG file that you download.

Optimist form or document: – Looking for an Optimist form or document? This is the place to go.

Club listing: – Looking for a club anywhere in the world? This is the spot to look.

Optimist Leaders Online: – for Optimist Club Officers (Presidents, Treasurers and Secretaries) and District Chairs and Officers, this is where you can find all of the forms you need to submit, and to update your membership in your club. You need an authorized login and password to access the content on the site available only to the above mentioned Officers from Optimist International.

You can also contact,
Optimist International at:
4494 Lindell Blvd.
St. Louis, MO 63108
(314) 371-6000
(800) 500-8130
Fax: (314) 371-6006
Office Hours: 8 a.m. to 4 p.m. (Central Time)

Canadian Children’s Optimist Foundation
8747 18950 RR 0001
1310 Greene Ave, Suite 700
Westmount, QC H3Z 2B1 Canada
(514) 982-1600
(877) 882-2525
Office Hours: 8 a.m. to 4 p.m. (Eastern Time)

The Official Optimist Supplier in Canada is:
Ansell’s Awards and Specialties
648 Talbot St.
St. Thomas, ON
N5P 1C8
www.optimistsupply.ca
1-800-565-7062
519-633-6547