The success of mergers depends upon the strength of agreements made through informed consent. The Merger Committee consists of the presidents and secretary- and/or treasurers of the Clubs involved. Presidents review Club bylaws, policies, activities, short and long term commitments. The secretary and/or treasurers prepare an inventory of Club assets and liabilities. Together, the committee audits and prepares reports for the approval of both Clubs.
The International Board of Directors requires agreement of the Clubs on the following points:
That both Clubs maintain separate corporate identities until informed of International Board approval via e-mail and identify the Club charter to be surrendered in order to effect merger.
Provide a copy of the Club bylaws the merged Club will use.
Is there a name change, or need to specify that both current presidents will serve on next year’s board, or that fees and dues will change?
Where merger produces a membership greater than 60, consideration may be given to adding another vice president, a president-elect, or splitting the office of secretary-treasurer.
A statement that both Clubs approve to merge the assets, liabilities, membership, property, equipment and activities by two-thirds majority of its members in good standing. If the International Board approves the merger, titles to Club property should be placed in the Club name agreed upon.
That the Club Secretaries of the Clubs involved notify appropriate government officials and necessary financial institutions of the merger and appropriate dissolution and/or merger documents will be filed with the appropriate government entity.
That all members are in good standing and the rosters of the Clubs will be merged on the date of International Board action. (Prior service records of members will remain intact with all rights and privileges.)
That all financial obligations to Optimist International and the District be satisfied prior to the merger.
Whether or not a special election is conducted, provide a list of officers serving the remainder of this year, and where appropriate, a Club Officer Elect Report (or list) of officers to serve next year.
That the merger agreement be approved by Club members pursuant to the bylaws and applicable appropriate government entity, and that the president, secretary and/or treasurer of each Club execute a certified copy of the appropriate corporate and/or Club resolution authorizing the merger and a copy of the certified resolution, along with the merger agreement and the new bylaws of the newly formed entity be provided within 30 days prior to the next International Board of Directors meeting.
A membership increase through merger does not contribute to Club/Zone awards. A decrease in membership does affect Zone and District awards.