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District Executive Committee Meetings

Dist.Executive Committee

DISTRICT EXECUTIVE COMMITTEE MEETINGS

The executive committee ensures that the district and its officers are working toward the achievement of the district mission. The executive committee has all the powers of the district council, except those reserved by the council itself. The committee: reviews and approves the District Success Plan; prepares the budget; oversees the financial operation of the district; recommends the assignment of clubs to areas/divisions, reviews recommendations/reports of district committees, including the audit committee; and assumes any other duties assigned by the district council.

Frequency of Meetings

The executive committee should meet at least four times each year. It is recommended that all meetings be conducted in-person, face to face. If this is not always possible, at least 50 percent of the meetings must be conducted in-person, face to face. Remaining meetings may be conducted by various technology options (e.g., tele or videoconference, Web, etc.). See policy VI B7 for more details. The meetings should be included in the calendar distributed to all district officers and clubs at the beginning of the year. Meeting dates should also be included in other district communications, such as newsletters.

Notice of Meetings

Executive committee meetings should be included as part of the district calendar distributed to all district officers and clubs at the beginning of the district year. Meeting dates should also be included in other district communications, such as newsletters.

Who Attends

The voting members of the committee are the district governor, lieutenant governor education and training, lieutenant governor marketing, immediate past district governor, secretary, treasurer, public relations officer, division governors, area governors. When invited by the district governor, those having business before the committee may attend. No others may attend. The district executive committee can remove any elected member from office, without cause, by a two-thirds vote.

Quorum:

A quorum is required to conduct business. A majority of the executive committee constitutes a quorum. There is no provision for voting by mail, or for absentee or proxy voting at such meetings. Only members in attendance may vote.

Agenda

RECOMMENDED DISTRICT EXECUTIVE COMMITTEE MEETING AGENDA

1 Call to order 
2 Inspirational opening 
3 Reading of district mission* 
4 Welcome/introductory remarks 
5 Roll call and certification of quorum* (A majority of the district executive committee constitutes a quorum. Voting members of the executive committee are the district governor, lt. governor education and training, lt. governor marketing, immediate past district governor, secretary, treasurer, public relations officer, division governors and area governors.) 
6 Adoption of agenda 
7 Secretary’s report – reading of minutes, matters arising, approval 
8 Approval of district governor recommendations to fill vacancies* (if any) 
9

Report of audit committee* (The district executive committee should review the midyear and year-end audits before these are submitted to the district council. Copies of audits should be provided to committee members at or before the meeting.) 
10 Approval of district budget* (The district executive committee must approve the budget before it is submitted to the district council. A copy of the budget should be provided to committee members at or before the meeting.) 
11

Treasurer’s report* (The most recent treasurer’s report must be presented at every executive committee meeting. A copy of the report should be provided to committee members at or before the meeting.) 
12 Approval of recommendations for alignment of clubs within divisions/areas* (Must be completed and approved at an executive committee meeting before the district council’s annual meeting.) 
13

Reports by senior district officers* (Each report should cover district goals in the District Success Plan, progress to date and plans for achieving the factors critical to district success: club growth/rescue, membership, educational completions.)

District governor 
Lt. governor education and training 
Lt. governor marketing 
14 Division/area governor reports* (Each report should restate division/area goals, progress to date and plans for achieving goals. For example, area governors should report on progress toward achieving their goals for dues renewals on time, education awards and clubs at charter strength.) 
15 Other committee reports 
16 Alignment of clubs into areas/divisions (must be completed and approved at an executive committee meeting before district council’s annual meeting.)
17

Training should be conducted which focuses on club extension, club rescue, membership building in clubs, and educational achievements
18 Unfinished business
19 New business 
20 Announcements 
21 Time and place of next meeting 
   Adjournment**
  *Required by District Administrative Bylaws or Toastmasters International policy. The report of audit committee, approval of district budget and approval of recommendations for alignment of clubs within divisions/ areas would be included only at the appropriate time of the district year.
  **After the meeting, training should be conducted that focuses on achieving the critical success factors of club building, club rescue, membership building in clubs and educational achievements.

Resources Toastmasters International POLICIES AND PROCEDURES - Section VI B 7
  222 - District Leadership Handbook

Reproduced by TM Subha Anupindi
 



          

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