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Understanding Proxies and Ballots
for District Council Meetings
District Council Meetings occur twice a year; once at the Fall Conference and once at the Spring Conference. Your
club can pay to send a representative to the entire Conference, however, if this is not possible, please note the District
Council Meeting portion of the Conference is FREE.
Definition of a District
Proxy: A signed document or printed communication
including email that gives voting rights to another member of the club. Only Presidents or Vice Presidents of Education
(VPE's) can give proxies to members. Proxies are only used if the President and/or VPE will not be in attendance
to vote. For example, if the President will be in attendance to vote, a proxy is not necessary. Similarly, if the
VPE will be in attendance he/she does not need to do anything with a proxy. Simply pick up a ballot at the Credentials
Desk by verifying that you are the President or VPE. Download a proxy here.
Definition of a District
Ballot: The instrument
used to vote. Proxies are not used for voting. If you have a proxy from your Club President or VPE, you must turn
it in to receive a ballot(s). 1 ballot for each vote. If you will vote for both the President and VPE, you must
pick up 2 ballots. Ballots must be picked up from the Credentials Desk.
 Anyone who will be voting at the Business Meeting must pick up a ballot(s) from the Credentials
Desk
Each club has 2 votes (President and VPE)
If either the Club President or VPE cannot
attend, he/she may assign voting rights to any member of the Club in good standing by signing a proxy before the
conference.
The Club President or VPE can carry both
Club votes if the other officer is not in attendance and a proxy has not been assigned.
Example: Club VPE attends conference; Club President doesn't. President didn't assign proxy to another member.
Thus, the Club VPE can pick up 2 ballots.
District officers (i.e., District Governor,
Lt Governor Education & Training, Lt Governor Marketing, Immediate Past District Governor, Secretary, Treasurer,
Public Relations Officer, Division Governors, and Area Governors) must be in attendance to vote. In other words,
District officers cannot proxy their vote to someone else. Remember to pick up your ballot(s) from the Credentials
Desk.
District officers can carry 3 votes. 1 vote
is for being a District officer. The other 2 votes would be from the club to which you belong. If you are the Club
President or VPE, you can pick up those ballots. If you are not a Club President or VPE of the club you belong
to, and the Club President or VPE will not be in attendance, you can get a signed proxy from either.
District proxies are mailed to Club
Presidents and VPE's at least 2 weeks before the Fall or Spring Conference. You may also download a proxy by clicking
here.
Understanding Proxies
for Regional Conference & International Convention
Each year (toward the end of March) Toastmasters International sends proxy certificates to club presidents so they
can vote at the regional conference (card marked "R") and the Annual Business Meeting (card marked "A").
These certificates arrive in a large light blue 10 x 12 envelope with "IMPORTANT: PROXY" printed on the
front.
The club can vote in one of three ways:
1. If a member of your club will be attending the regional conference and/or Annual Business Meeting, complete
Section 2(a) on the proxy cards with the appropriate name and give the card to the delegate.
2. If no one from your club is attending the regional conference or the Annual Business Meeting, you may choose
a Toastmaster in good standing from another club in good standing who is planning to attend, as your delegate.
Complete Section 2(b) on the proxy card with the appropriate name and give the card to the delegate.
3. If no active member from your club is able to attend either the regional conference or the Annual Business Meeting
and you have not assigned your proxy to an active member of another club, you may designate your District Governor as your delegate (Note: the most
common selection). The
District Governor will ensure your club's vote is cast at the meetings. Mark Section 2(c) and mail the card(s) to your 2008-2009 District Governor:
Emily Corcoran, DTM,
2659 Via Del Prado, Apt. 1, Oceanside, CA 92054-6358.
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