Participating at the District Council Meeting November 15, 2015

Introduction  District Council  District Council Meeting Procedures  Quorum  Club Proxy  Credentials Desk  Voting  Submitting Motions  District Executive Committee (DEC) Meeting  References  Questions

District Council  The District Council is…  District Executive Committee Immediate Past District Governor District Director Program Quality Director Club Growth Director Public Relations Manager Finance Manager Administration Manager Division Directors Area Directors  Club Presidents  Club VPs Education  Hold 2 meetings per year  Fall Conference (Nov 21)  Spring Convention (Apr 30)  Conducts all business of the District NOTE: To be eligible for President of the Year, a minimum of one (1) club vote needs to be represented at BOTH Council meetings.

District Council Meeting Procedures  Notice of Meeting  Sent in writing 30 days prior  Agenda Posted on District 42 website  Visit Credentials Desk at Conference to obtain ballots  Meeting  Reports and Motions are presented  Vote  After the Meeting  Minutes and reports are posted on District 42 website within one month  District Officers act on business meetings/206c1-fall-conference/ NOTE: You may attend the District Council meeting without registering for the Conference.

Quorum  Minimum number of members of District Council necessary to conduct business  One-third of Club Presidents and VPs Education of member clubs in the District  Example: 298 Clubs in District 42 with 2 votes per club 596 total votes Quorum is one third total votes – 200 votes needed for quorum

Proxy  Club proxy  If the Club President or VP Education are not able to attend, they can assign their vote to another member of the club via proxy  The Proxy Holder must be a Member of Good Standing of the Club in order to obtain the Club’s ballots.  The Proxy Holder must present the proxy form in paper form to the credentials desk  No proxy for District Executive Committee Member NOTE: Attendance at District Council meeting is part of the evaluation criteria for Area and Division Director of the Year

Club Proxy  rms/301d-proxy-form/ rms/301d-proxy-form/

Proxy or No Proxy Club President Club VP Education Club Member  President is attending; VP Ed is NOT  President can take both (2) club votes – NO PROXY  VP Ed assigns 1 club vote to Member – PROXY  VP Ed is attending; President is NOT  VP Ed can take both (2) club votes – NO PROXY  President assigns 1 club vote to Member – PROXY  President and VP Ed are NOT attending  President OR VP Ed can assign 1 or both (2) club votes to a Member - PROXY

Credentials Desk  Visit the Credentials Desk at the Conference/Convention to pick up your ballots  Member of District Council  Club member with a proxy form (in paper form) The Proxy Holder must be a Member of Good Standing of the Club in order to obtain the Club’s ballots.

Voting  Club President, VP Education, Club Member (proxy)  Maximum of 2 votes per person  District Executive Committee Member (District Officer, Division & Area Directors)  Maximum of 3 votes per person Your own 1 vote plus 2 club votes Club District NOTE: You may attend the Council meeting if you are not a member of council – but you can only vote or speak if you carry a proxy.

Submitting Motions  In Writing  Via prior to meeting or forms filled out at meeting  Presented to Administration Manager  Robert’s Rules of Order Newly Revised

District Executive Committee Meeting  District Executive Committee (DEC) Members  Immediate Past District Governor  District Director  Program Quality Director  Club Growth Director  Public Relations Manager  Finance Manager  Administration Manager  Division Directors  Area Directors  Sun, Nov 22 – 7:00 AM  District Officer & Division Director Reports  2 min each  Submit reports to NOTE: Travel is only reimbursed if DEC members attend this meeting.

References  District 42 Policies and Procedures  Toastmasters International Governing Resource Documents  District Administrative Bylaws

Questions