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District Executive Committee
The Executive Committee ensures that the District and its officers are working toward the achievement of the District mission. It reviews and approves the District Success Plan, prepares the budget, oversees the District’s financial operation, recommends the assignment of clubs to Areas/Divisions, reviews recommendations/reports of District committees (including the Audit Committee), and assumes other duties assigned by the District Council. It is recommended that this committee meet at least four times each year. A quorum is required to conduct business.
Voting members of this Committee are: District Governor, Lt. Governor Education and Training, Lt. Governor Marketing, Immediate Past District Governor, Secretary, Treasurer, Public Relations Officer, Division Governors and Area Governors. Those having business before the Committee may also attend. Others may attend only when invited by the District Governor. Source: District Leadership Handbook, Rev. 1/2009, page 11 District Council Business meetings are the primary source for District business and member education for all District 3 Toastmasters Clubs. Council Meetings are held twice a year in conjunction with the Spring & Fall District Conferences.
Council Meetings focus on presenting, discussing and approving District policy changes which will impact all clubs and their membership. In addition, other district business is conducted such as assignment of clubs to areas and divisions.
- The Fall Council Business Meeting is where the District Council confirms the District Governor's appointments for Area Governors, Public Relations Officer, District Treasurer and Secretary.
- The Spring Council Business Meeting is where the District Council elects the new District Governor, Lt. Gov. Education & Training, Lt. Gov. Marketing, and Division Governors (click Here for nominated candidates) as well as any proposed division and area realignments
Club Presidents and VP Educations are the clubs' delegates and are expected to attend both conferences (or at minimum, the business meeting) to represent their club in all policy/elections votes. If the Club President and VP Education are unable to attend, a Club Proxy must be carried to the conference by a member of the club, and presented to the Credentials Chairman prior to the start of the District Council meeting.
District Council Proxy
District Council proxy forms are used by Club Presidents and Vice Presidents of Education to designate another Club member in good standing to carry the club's vote to the District Council meeting. To download a copy of the club proxy form for the Fall District Council meeting being held October 31, 2009 in Prescott, follow the link below.
Who can vote at District Council Meetings?
All clubs in good standing (dues are paid and received by Toastmasters International) have two votes for all District business requiring majority approval of the District membership. Normally, the club President and VP Education carry their club's votes at the business meeting. District Officers are also voting members of the District Council.
Why is a quorum necessary?
In order for District business to be properly conducted, our Bylaws require that a quorum of the voting membership be present at the business meeting. A quorum for the District Council is defined as one-third of the club Presidents, club Vice Presidents of Education, or their proxies.
What are proxies for?
Proxies are only needed when both the President and VP Education are unable to attend the District Council meeting in person. (If either the President or the VP Education are present, that officer is allowed to carry both votes and no proxy is needed.) If the President's, VP Education's signatures or proxies are not available, your club will not have the opportunity to vote.
Who can carry your club proxy?
Any club member in good standing may carry the club's proxy. Members of other clubs may not carry a proxy for your club, even if they are a District officer.
Do the President and VP Education have to carry the proxy?
Proxies are needed only if the President and/or VP Education cannot attend. Registration at the credentials desk is required of the President or VP Education to acquire their voting ballots. Proxy holders must also check in at the credentials desk to receive ballots..
Can a member carry the proxy for both the President and VP Education?
Yes, a single club member may carry both proxies. The proxy form has spaces for both signatures, if needed.
NOTE: A Club Proxy form is made available for each Council meeting during the registration period for that particular conference.
Spring 2010 District Council Meeting Club Proxy Form |
District Council and Executive Committee
