2020 Annual Business Meeting
May 29, 2020 @ 6:00 pm - 8:00 pm
Join Our District Council Meeting for the 2020-2021 term held
Friday, May 29th from 6pm-8pm.
Zoom Meeting Information:
Online meeting: https://us02web.zoom.us/j/784887716
Please follow Join-in Directions:
1. Join from your computer, ipad or smartphone.
2. Enter your First Name and Last Name.
3. Mute yourself when not speaking.
4. Join us no later than 5:55pm in order to allow for a start time of 6pm.
Agenda
View the Agenda here.
Candidate Corner:
We will vote on Candidates. Please visit the Candidate Corner and familiarize yourself with all Candidates: http://d68tm.org/2020-2021-district-leadership-candidates/.
Voting & Proxies:
District Officers, Club Presidents and Club Vice Presidents of Education represent the membership and will cast a vote during this meeting.
Meeting Minutes:
Please see attached meeting minutes for review and approval.
District Alignment
Please see current district alignment; after review there are no changes, thus no district re-alignment proposed.
Budget
Budget items for review:
Profit and Loss Statement
2019-2020 Budget (see attachment sent via email “News You Can Use 5/25/20”
Attendance
District committee chairs and others whose participation the council requires may attend. Members attending who are not voting members of the council or their proxies may attend but do not participate in council deliberations.
Policy and Protocol
Protocol 7.1: District Events, 6. District Council Meetings, F
At district council meetings, unless noted, the following business is conducted:I. The district mission is reviewed.II. The credentials committee report is presented.III. The audit committee report is presented.IV. The district budget is adopted at the first district council meeting.V. The Profit and Loss Statement is presented.VI. Appointed officers are confirmed at the first district council meeting.VII. The district executive committee’s action to fill any vacancies in districtoffice is confirmed.VIII. The assignment of clubs to areas and divisions for the following year isadopted at the district council annual meeting.IX. The district leadership committee report is presented at the district councilannual meeting.X. Nominations from the floor are taken, and election of district officers isconducted at the district council annual meeting.XI. The district director, program quality director, club growth director, immediatepast district director, and public relations manager report on progresstoward district goals.District Council QuorumA quorum is needed to conduct business. If any business is done at council meetingswhere a quorum is not present, then a majority of the clubs must approve the actionthrough a post-meeting vote. See District Administrative Bylaws, Article X: CouncilMeetings, Quorum, Proxies and Voting, (a) Regular meetings.
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.