Dist. Council Meeting

DISTRICT COUNCIL MEETING

District Council Composition

The District Council is the governing body of the District and conducts all the business of the District. District Council members discuss and vote on District business at the District Council Meetings.

Notice of Meetings

The district must provide notice of these meetings four weeks in advance. However, a district should include the dates of the council meetings and conferences on the district Web site, in the first mailings to clubs and in all mailings to club and district officers during the year.

Who Attends

Voting members of the District Council are the District Executive Committee and the Club President and Vice President Education of each member Club in the District. (The District Executive Committee, is composed of the District Governor, the Lieutenant Governor Education and Training, the Lieutenant Governor Marketing, the Public Relations Officer, the District Secretary, the District Treasurer, the Division Governors, the Area Governors, and the Immediate Past District Governor.)

Committee chairmen and others whose participation the council requires may attend its meetings. Toastmasters attending the district conference, who are not voting members of the council, or their proxies, may attend but not participate in council deliberations.

Frequency of Meetings

The district council is required to hold at least two meetings each year. The first required meeting must be held after the International Convention, but no later than December 1. The second required meeting is the district council annual meeting and must be held between March 15 and June 1. In Most districts around the world both meetings are held in conjunction with a district conference. In District 79, first is held in December and second held at annual district conference.

Quorum:

A quorum, must be present to conduct business. One-third of the District Executive Committee, Club Presidents and Vice Presidents Education from member Clubs in the District, or their proxies shall constitute a quorum for all District Council meetings. If any business is done at council meetings where a quorum is not present, then a majority of the member clubs must approve the action through a vote in writing.

What if a quorum is not present?

• If any business is transacted at a meeting where a quorum is not present, the action taken is deemed valid, provided it is later expressly approved in writing by the affirmative vote of a majority of district clubs on the basis of two votes per club.
• Send a mailing to all clubs as soon as possible after the meeting so that affirmation can be obtained within a reasonable time.

Club Proxy Instructions and Voting Procedures

Each member of the District Council in attendance at a Council meeting, or his or her authorized proxy is entitled to one vote. Any active individual member who carries proxies of both the Club President and Vice President Education from a member Club is entitled to two votes; and any such individual member, who is also a member of the District Executive Committee, is entitled to three votes. All other member of the District Council shall be limited to a maximum of two votes. (The vote of an individual member of the District Executive Committee may not be proxied.). Belonging to more than one club doesn’t give a member any additional votes.

In the event one of those Officers is not in attendance at the meeting and has not designated, in writing, an active individual member of the Club to act as his or her proxy at such meeting, the Officer or proxy-holder in attendance shall be deemed to hold the proxy of the other and may therefore cast two votes at such meeting. The intent of this provision is to assure that every Club will be represented by two votes. No other proxies shall be valid at a District Council meeting.

The District Governor will distribute Proxy Instructions & Forms prior to the District Council Meetings. If you have questions about a District or International proxy form, please contact District Secretary.

Rules of Order:

 Robert’s Rules of Order Newly Revised shall be the final authority as to parliamentary procedure insofar as they do not conflict with any provision in the District Administrative Bylaws, the Articles of Incorporation or Bylaws of Toastmasters International, policies and procedures set by the TI Board of Directors from time to time.

Parliamentary Aids Basic Rules of Parliamentary Procedure

• ALL points of view, but not every member, is entitled to be heard.
• Rights of the minority have to be protected even though majority rules.
• Courtesy should be extended to all participants.

To Expedite the Meeting

We will use unanimous consent as much as possible. For example, if there isn’t an objection to a motion, the Governor will state “If there are no objections, the report is approved as submitted;” or “hearing no objections, the rules are adopted.”

District Council Meeting Ground Rules

(To be approved by District Council to ensure time-efficient, productive meetings)

Credentials:

Once the Credentials Table is closed at the designated time and a quorum exists, the Credentials Table will not be reopened for late arriving members unless two thirds of the council members in attendance (or their proxies) vote to reopen the Credentials Table.

Submittal of Motions

Resolutions, lengthy motions (over 12 words, excluding "I move that"), or a single motion combining two or more subjects, shall be submitted in writing, in triplicate, to the District Secretary (for the Secretary's records, the presiding officer and parliamentarian) immediately after stating the motion.

Addressing the Council

Recognition by the Chairperson is required before a person addresses the District Council. To address the Council an individual must stand and address the Chairperson, and waitfor acknowledgment by the Chairperson. Once acknowledged, the individual should state his or her name, Club name and number, and status (delegate/proxy); and then state business. Without recognition, comments will not be part of the official record.

Business Time Limits and Guidelines for Participation:

There will be limited debate on each item of business. Each individual shall have a maximum of two minutes to address the question. Members of the Council (or their proxies) holding ballots have the right to debate before non-Council members (and members without ballots). The total maximum time for debating any particular motion (including its amendments) shall be ten minutes. Unless two-thirds majority of Council members vote in favor of any motion to change the time limits for debate, the council will immediately vote on the pending question if the ten minute limit is reached. Any Toastmaster in good standing may voice his or her opinion on any questions of business, but may not make any motion nor vote on any business unless he or she is a Council member or carries a proxy of a member of the Council.

Unanimous Consent:

To expedite the meeting, the presiding officer will often seek unanimous consent, especially in accepting submittal of committee reports. Any council member may object to unanimous consent by stating “OBJECTION” when the presiding officer says, “If there are no objections, …” or “hearing no objections,...” In this event, a motion will have to be made and seconded, discussed and voted.

Announcements:

Candidates for International Office and Board of Directors (or their representatives) may address the council with a two-minute maximum. Speakers will speak in alphabetical order of last name of the Candidates. Other announcements for the good of the order will follow after those on behalf of candidates. 

Agenda Fall Meeting

RECOMMENDED FALL DISTRICT COUNCIL BUSINESS MEETING AGENDA

This meeting is required by Article X (a) of the District Administrative Bylaws. It must be held as soon as practical after the Toastmasters International Convention, but no later than December 1.

Agenda Fall Meeting

RECOMMENDED SPRING DISTRICT COUNCIL BUSINESS MEETING AGENDA

As required by Article X (a) of the District Administrative Bylaws, the district council annual meeting must be held between March 15 and June 1. 

MOM

MINUTES OF DISTRICT COUNCIL MEETING

 MINUTES OF GULF TERRITORIAL COUNCIL MEETING

MINUTES OF GULF TOASTMASTERS COUNCIL MEETING

Reproduced by TM Subha Anupindi