The district council holds at least two regular meetings during each year. One of the required meetings is held in-person between March 15 and June 1 (during the District conference). The other required meeting is held as soon as practical after the Toastmasters International Annual Business Meeting, but no later than September 30 in order to approve the district budget and appointed officers for submission to World Headquarters. Aside from the in-person meeting held between March 15 and June 1, all other meetings are conducted virtually.
The district council—which includes district leaders, club presidents and vice presidents education—serves as the administrative governing body of the district, operating with powers delegated to the district council by the Board of Directors of Toastmasters International. The district council conducts all business of the district, assumes responsibility for the payment of all debts incurred in the presentation of district council meetings and other district functions, and does not assess or impose any financial obligation on any club or member of a club.
District committee chairs and others whose participation the council requires may attend. Members attending the district conference who are not voting members of the council or their proxies may attend but do not participate in council deliberations.
Business meeting will include financial update, new district alignment proposal, revision of district procedures and officer elections. More details to come! Please check back as we will continue to add information to this page. The Credentials desk will be opened beginning on Friday, May 17th at 5:00 pm and will remain open until 2:20 PM on Saturday, May 18th.
Conference registration is NOT required to attend the business meeting. Club Presidents and VPEs are expected to attend this meeting as you have voting rights. If a club President or VPE is unable to attend, a proxy must be assigned PRIOR to May 17, 2019.
Club Presidents and VPEs please confirm your attendance to the business meeting by emailing the credentials committee at
firstname.lastname@example.org or assigning a proxy and emailing the required form to the same.
In the event the club President and/or VPE is unable to attend, they may designate a proxy to vote on their behalf by filling out the form attached.
The credential/proxy form must contain all of the following:
- District number
- Description of event
- Date and location of meeting
- Space for club name and number
- Space for name of club representative or proxy holder
- Space for signature of authorization of club officer and office held
- The date the credential/proxy is signed
Who can be a proxy ?
You may designate, in writing, any active member in good standing of the club to act as a proxy or proxies and cast one or both of your club’s ballots at the district council meeting.
If a President is not at the meeting and has not designated, in writing, an active member of the club to act as proxy or proxies of the club at any council meeting, the Vice President of Education in attendance may cast two votes,or vice versa. The intent is to assure that every club will be able to cast two votes. No other proxies are valid at any such meeting.
To be valid at a district council meeting, a proxy must:
- Contain all of the elements described above
- Be delivered personally, by mail, by fax, by email, by electronic transmission or by other reasonable means to the club member who will hold the proxy
- Be presented by the proxy holder in paper form (i.e. printed email) to the credentials desk. If the proxy does not bear a handwritten signature, it must have the typed name of the club officer(s) giving the proxy or some other indication that the club officer(s) authorized the proxy to be given.
A proxy that complies with these requirements is treated as valid so long as the credentials desk has no reason to believe that the proxy was not authorized. In addition, the following rules must be observed:
- A proxy holder cannot transfer or assign a proxy to someone else.
- A valid proxy delivered to the proxy holder is revoked only if the club officer who gave the proxy destroys the proxy, cancels the proxy in writing, issues another proxy authorized at a later date or actually attends the district council meeting.