1. Toastmasters Democracy - where decisions are made Jean Gamester District 71 Secretary 2012/13

2. Toastmasters Democracy  Our Setup  Maps  Organisation Structure  Key Documents  Where Decisions are Made  Club Business Meetings  District Executive Committee  District Committee  Annual Toastmasters International Business Meeting

3. Introduction  Toastmasters is global organisation.  It is organised so that there are trained leaders in place to support members at every level.  It has a consistent way of operating across the globe.  It is a democracy.  If there is not enough participation in the democratic process, decisions can’t be made and officers can’t be appointed.  Clubs have influence at every level of decision making – if they chose to use their voting rights

4. Toastmasters International currently has 270,381 members in 116 countries. 190,827 Numbers of Members 423 3,599 44,962 17,433 13,137

5. We are organised into Regions …and Regions are organised into Districts District 71 covers the UK & Ireland and has over 6,700 members We are in Region 11

6. How we are structured

7. How Officers Are Elected  Club Committee by Club Members  Area Governor by Area Council  Division Governor District PR Officer District LG Marketing District Governor by District Council  Board of Directors by Toastmasters Annual Business Meeting This means that clubs have votes at every level

8. These documents define how we operate…  For Clubs  Club Constitution  Standard Bylaws for Clubs Each club can have its own bylaws/policies, e.g. where they meet, the dues they pay  For Districts  District Administrative Bylaws Each club has its own bylaws/policies, eg whether we have area governor elections  For Toastmasters International  Articles of Incorporation and Bylaws & Policies and Protocol Local bylaws have to be consistent with the other governing documents. Changes have to be submitted to TI and are subject to change by TI.

9. How do these documents get updated?…  For Clubs  Club Constitution  Standard Bylaws for Clubs Each club has its own bylaws, e.g. where they meet, the dues they pay  For Districts  District Administrative Bylaws Each club has its own bylaws, eg whether we have area governor elections  For Toastmasters International  Articles of Incorporation and Bylaws & Policies and Protocol The Club Business Meeting changes that Club’s bylaws

10. How do these documents get updated?…  For Clubs  Club Constitution  Standard Bylaws for Clubs Each club has its own bylaws, eg where they meet, the dues they pay  For Districts  District Administrative Bylaws Each club has its own bylaws, eg whether we have area governor elections  For Toastmasters International  Articles of Incorporation and Bylaws & Policies and Protocol The District Council changes that District’s bylaws

11. How do these documents get updated?…  For Clubs  Club Constitution  Standard Bylaws for Clubs Each club has its own bylaws, eg where they meet, the dues they pay  For Districts  District Administrative Bylaws Each club has its own bylaws, eg whether we have area governor elections  For Toastmasters International  Articles of Incorporation and Bylaws & Policies and Protocol The Board of Directors changes the District Administrative Bylaws

12. How do these documents get updated?…  For Clubs  Club Constitution  Standard Bylaws for Clubs Each club has its own bylaws, eg where they meet, the dues they pay  For Districts  District Administrative Bylaws Each club has its own bylaws, eg whether we have area governor elections  For Toastmasters International  Articles of Incorporation and Bylaws & Policies and Protocol The Toastmasters Annual Business Meeting Changes these documents. Voted on by clubs, district governors and the board of directors

13. Key terms for Toastmasters Meetings  Quorum : The number of voters that need to be in attendance in order for the meeting to transact business.  Proxy : someone designated to act on a voter’s behalf at a council meeting.

14. How Key Meetings Work Club Business Meeting  Members  Active club members  Quorum  Majority  Proxies allowed?  No

15. How Key Meetings Work District Executive Committee  Quorum  Majority  Proxies allowed?  No

16. How Key Meetings Work District Council  Quorum  1/3 Club Presidents, VPEs or their Proxies  Proxies allowed?  Yes, for clubs  Club members (in good standing)  How you assign Proxy?  Club President & VPE fills in form to assign Proxy  Proxy brings to Credentials Desk at Conference and they get their voting papers Next District Council 10 th May 2013 Torquay Next District Council 10 th May 2013 Torquay

17. How Key Meetings Work TI Annual Business Meeting  Quorum  1/3 Clubs their Proxies  1/3 Delegates at Large  Proxies allowed?  Yes, for clubs.  Any member (in good standing)  Can be our District Governor How you assign Proxy?  President or Secretary assigns on the Toastmasters International website – Club Central Voting members of Toastmasters International at the Annual Business Meeting -Member Clubs -Delegates at Large Toastmasters International President, International President-Elect, the vice presidents, the international directors, past international presidents, past international directors, district governors Next Annual Business Meeting August 2013 Cincinnati Next Annual Business Meeting August 2013 Cincinnati

18. In Summary : how can members influence what happens in Toastmasters?  Make sure we attend and vote in club business meetings.  Make sure our club’s officers select the right area governor at the area council meeting.  Make sure our club is represented at the District Council by ensuring that the Club President or VPE attends, or their proxy(s).  Make sure our club is represented at the Toastmasters International Annual Business Meeting by either ensuring that two members attend, or that they assign a proxy. That proxy can be the District Governor, or any other Toastmasters member in good standing. We can ensure the right decisions are made and the right people elected if we participate.

19. Key Resources  Club Leadership Handbook  http://www.toastmasters.org/CLH http://www.toastmasters.org/CLH  District Leadership Handbook http://www.toastmasters.org/DistrictLeader shipHandbook http://www.toastmasters.org/DistrictLeader shipHandbook  Governing Resource Documents http://www.toastmasters.org/policyprotocol http://www.toastmasters.org/policyprotocol

20. Any Questions?