Due to concerns for our members' health and COVID-19 meeting restrictions, the annual business meeting will now be conducted online.

Date: May 16, 2020
Time: 9:30 AM - 12:30 PM
Where: Online (Virtual Meeting)

Register here

Please register separately for each voting role you hold (Club President, Vice President Education, and/or district leader position listed below). 

Voting members MUST register by 6:00 PM on Friday, May 15 in order to receive a ballot emailed to them. Those who register after that time may attend the meeting but will not receive a vote.  Note that as the meeting is online, per Toastrmasters International policy, no proxies will be allowed.  

When the voting process is conducted virtually, no proxies will be permitted. Each District Council member must cast their own vote. District Executive Committee members are entitled to one (1) vote and may cast up to two (2) additional votes as a Club President or Vice President Education. All other members of the District Council shall be limited to a maximum of two (2) votes.

The above indicates that a member who is the President and/or Vice President Education of two clubs may represent both clubs with one vote for each.  Because proxies are not permitted, they may not cast two votes for the same club unless they hold both offices in that club.

The district council—which includes district leaders, Club Presidents, and Vice Presidents Education—serves as the administrative governing body of the district. District leader council members include District Director, Program Quality Director, Club Growth Director, Public Relations Manager, Immediate Past District Director, Division Directors, Area Directors, Administration Manager, and Finance Manager. District committee chairs and others whose participation the council requires may attend the District Council Meeting. Members attending the district conference who are not voting members of the council may attend but do not participate in council deliberations.

Meeting Documents

NOTE: Various documents will be added before the meeting so check back for updates.  Please submit any concerns or questions about the documents to the District Director (dd@d4tm.org). 

Business Conducted

The business conducted at the Annual District Council Business Meeting includes

  • Finance Manager Report presented
  • Appointed officers confirmed
  • District executive committee's filling of district office vacancies confirmed (as needed)
  • Assignment of clubs to areas and divisions for the following year adopted
  • District Leadership Committee (DLC) report  of 2020-21 district officer nominees presented
  • Nominations from  floor taken and election of district officers conducted
    • Per Toastmasters International Policy and Protocol, all candidates, including floor candidates, for the offices of District Director, Program Quality Director, Club Growth Director and Division Director must be evaluated by the District Leadership Committee.
    • Eligible floor candidates must declare their intent to run in writing to the DLC Chair after the DLC report has been published and at least one week prior to the annual District Council meeting.
  • District director, program quality director, club growth director and public relations manager report on progress toward district goals

Document Highlights

  • Quorum is required to approve any of the above documents, which means 1/3 of eligible club votes must be represented. If quorum is not met at the meeting, there will be an additional online voting period post-meeting in which we will seek quorum.
  • Because the voting process will be conducted virtually, no proxies will be permitted. Each district council member must cast their own vote. District executive committee members are entitled to one vote and may cast up to two additional votes as a club president or vice president education. All other members of the district council shall be limited to a maximum of two votes.
  • Any new motions to come before the council must submitted on the Form for Presenting New Business.  The form must be submitted to the District Parliamentarian at (parli@d4tm.org) three weeks prior to the virtual business meeting. In this case, by 5:00 PM on Saturday April 25.

Virtual Conference Room Instructions

Before the Meeting

During the meeting

  • Voting Members: use the zoom link provided via email and login by 9:15 a.m. to allow time to verify your credentials in the waiting room and troubleshoot technology.
  • Non-Voting Members: watch via the live YouTube stream.

Display Name

  • Rename yourself as follows: [full name] - [abbreviated role].
  • Use the following abbreviations: PRES, VPE, Area XX Dir, or Div X Dir.
  • For example: Joan Doe - PRES


  • Everyone will remain muted unless recognized by the chair to speak.
  • Please do not turn on your video unless requested by the tech chair.
  • To save time, video will not be turned on for participants during discussions/questions.


  • Only use the chat if you want to be recognized by the chair.
  • Include the name of your club and a brief description of your motion or comment.
  • When discussing motions, we will alternate between comments for and against.

Zoom Recommendations

  • Switch to Gallery View by clicking the small 3x3 grid icon in the upper right-hand corner of your screen.
  • To show only the speakers on your screen:
    • Next to your Video icon in the bottom bar (on a laptop) or top bar (on an iPad), click the caret symbol: ⌃
    • Click: Video Settings…
    • Click the check box next to: Hide non-video participants

How to Vote

  • Election Buddy will be used to conduct voting during the virtual meeting.
  • You will receive a separate email for each item up for vote.
  • Email ballots will contain a unique link. Do not forward this email to others.
  • When prompted, the password is D4TM (case-sensitive).
  • Only those who have registered by 6:00 PM on Friday May 15 will receive email ballots.