Proxies for District Council meeting at FALL CONFERENCE, 11/3/2007

Club Presidents and VPEs:

As club Presidents and VPEs, you are members of the Toastmasters District 53 District Council.

There are two meetings of the District Council each year and they are held during the Fall and Spring District Conference.

You are the representatives from your club at these important business meetings.

This message is an electronic copy of your meeting invitation to the Fall 2007 District Council meeting, to be held in Fishkill New York on November 3.

District Secretary, Norm Thibodeau, sent out a "Call To Meeting package" and as club officers, you should make plans for your club to be represented at this meeting. The hard copy (paper) version of this is in the mail and you should receive it soon.

In order to vote on behalf of your club, you need to visit the Credentials table at the conference to pick up your Credentials Package, which is your ticket to vote during the business meeting.

Note that, if you can not attend yourselves, any other club member can be authorized by you to represent either or both of you at the business meeting so that your votes will be counted. In order to do this, your designated representative (or representatives) must present a Proxy form signed by either of you to the Credentials table at the conference to pick up your credentials package(s) and therefore be allowed to vote at the meeting.

A proxy form is only required if a club member OTHER THAN the President or VPE will be representing one or both votes from your club.

Also note that the Credentials table closes one hour before the start of the business meeting. This is all explained in more detail in the Call To Meeting package.

Again - please review the package at your earliest convenience and make plans now for your club to be represented. If you have any questions about these materials or this process, feel free to contact me.

Hope to see you all at the conference and at the business meeting.

Dare to Believe!!
District 53 motto 2007-2008
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Norm Thibodeau (DTM)
Toastmasters International
District 53 Secretary

Fwd: PLAN AHEAD: Toastmaster Club Elections in May

From: Will Ryan, Lt. Gov. Education and Training
Date: Mar 30, 2007 1:48 PM
Subject: RE: PLAN AHEAD: Toastmaster Club Elections in May

Hi all,

One more thing to discuss with our clubs is the need to hold elections on time since our TLI (Toastmasters Leadership Institute - club officer training) events will begin in June rather than in August in prior years. Plans for this year include:

- Events in three locations to accommodate attendance with less travel.

- Events in June to not conflict with personal vacations.

- Events are no charge since we will serve a continental breakfast, courtesy of the district.

- Events will begin at 9 AM and end at 1 PM.

Details will be posted on the D53 site in April.

Will

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From: Roger Brown [mailto:rogerbrown@mac.com]
Sent: Friday, March 30, 2007 9:16 AM

Plan Ahead:

Appoint a Nominating Committee NOW !

Hold Club Elections in May

In May, all clubs must elect annual officers serving from July 1, 2007, through June 30, 2008, or semiannual officers serving from July 1, 2007, through December 31, 2007. Semiannual terms are an option available only to clubs that meet weekly.

Download your copy of the club constitution http://www.toastmasters.org/pdfs/210c.pdf

The Club President appoints a Club nominating committee at least 2 weeks (two regular Club meetings) prior to elections. The committee should be chaired by the immediate past president or most recent past president available. Appoint a Nominating Committee NOW !

Last meeting in April:

The Nominating Committee shall present its report - a slate of officers to fill the seven Club Officer roles; and shall present only the names of active individual members who have consented to serve if elected.

If the nominating committee has no report at the last meeting in April, postpone the officer elections until one week (one regular Club meeting) after the meeting at which the nominating committee report is given.

Note:

The Nominating committee report is presented at the regular business meeting immediately preceding the business meeting at which the election is to take place. Notice shall be given to the membership: the meeting minutes, including the report of the nominating committee, shall be delivered to all members of the Club prior to the election.

First meeting in May:

The nominating committee report is presented to the club and the slate of officer candidates are placed in nomination. Then the Chair calls for any nominations from the floor. Nominations and elections begin with the president and proceed in descending order. Remember: A quorum (51 percent of all active members) is needed to conduct business. Proxies or absentee ballots are not allowed at the club level. Members must be active and present to vote.

Very Important...

Dont forget to fill out a club and officer information form online immediately following your election so the correct officers will receive every important mailing. Go to TI WHQ web site http://www.toastmasters.org/ and use the link in the Club Business section on the TI home page (or go direct to https://ecommerce.toastmasters.org/timssnet/). As always, your club may submit the club and officer information form by mail or fax.