District 3: Operation, Procedures & Guidelines
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Table of Contents
Section 1: Introduction (Last Updated: 6/1/2023)
Purpose of this document
From every administration of district officers and committees, from the members and clubs, and from Toastmasters International, we gain a new set of ideas, opinions, forms, and procedures. This is the way we evolve, building on our past to build a better future for the Toastmasters of District 3.
The purpose of this manual is to document our current operation. It answers the question: How do we do things in District 3? It will give our district leaders a perspective of where we are, so that they may then take us into the future. This manual will help district leaders avoid the highly infectious “reinvent the wheel” syndrome, being blindsided by things you’re supposed to know but District leadership forgot to tell you, and succeed while keeping a sense of humor.
To this purpose, the district will attempt to keep this manual up-to-date by assigning the upkeep and revisions to the PDG/PDD Advisory Committee and updated quarterly for posting on the District 3 website. To do so, we need your help. We need you to tell us of your innovations, your insights, your developments. With your assistance, this manual will live to serve future officers.
Please note that this manual is not intended to replicate other manuals or documentation of Toastmasters International. It may, however, refer you to such material.
Maintenance of this document
The District Past Leaders Advisory Committee is responsible for reviewing and maintaining this District Operations Manual. Any suggestions for changes should be brought to the attention of the chairman of the PDG/PDD Committee or the DD.
Acknowledgements
| Art Nieto | Donna Roberts | Jeff Morud | Lucinda McNeil | Rose Swearingen |
| Bill Bristol | Dorothy Chapman | Jodie Kay | Mary Margaret Dockendorf-Kibler | Sandee Brogan |
| Bill Trottier | Dwayne Roberts | Joe Di Rico | Michael Holian | Steve Broe |
| Cyndi Newburn | Geff Wilson | Judy Norris | Mike DiCerbo | Terri Sparks |
| Cynthia Kerford | Glenn Pike | Juris Kursulis | Nancy Starr-Cassidy | Tim Smith |
| Dave Wachter | Hallie Adams | Kathy Wilson | PJ Glauz | Tim Swearingen |
| David Hopper | J Jae Russell | Kelli McDoulett | Renee Hicks | Trish Blackwelder |
| Dee Dees | Jan Byrd | Lee Wagner | Richard Chard | Virginia Richtar |
| Don Griffith |
Section 2: District 3 Glossary of Acronyms (Last Updated: 6/1/2023)
ACB – Advanced Communicator Bronze
ACG – Advanced Communicator Gold
ACS – Advanced Communicator Silver
ALB – Advanced Leader Bronze
ALS – Advanced Leader Silver
ATM – Able Toastmaster
ATMB – Advanced Toastmaster Bronze
ATMG – Advanced Toastmaster Gold
ATMS – Advanced Toastmaster Silver
CC – Competent Communicator
CL – Competent Leader
CTM – Competent Toastmaster
DTM – Distinguished Toastmaster
HPL – High Performance Leadership
AD – Area Director
AG – Area Governor (Obsolete)
AM – Administrative Manager
CGD – Club Growth Director
DD – District Director
DG – District Governor (Obsolete)
DvD – Division Director (Obsolete)
DvG – Division Governor (Obsolete)
ELG – Education Lt. Governor (Obsolete)
FM – Finance Manager
ID – International Director
IPDG – Immediate Past District Gov. (Obsolete)
LGET – Lt. Gov. Education & Training (Obsolete)
LGM – Lt. Gov. Marketing (Obsolete)
LM – Logistics Manager
PDD – Past District Director
PDG – Past District Governor
PID – Past International Director
PIP – Past International President
PQD – Program Quality Director
PRA – Past Region Advisor
PRM – Public Relations Manager
PRO – Public Relations Officer (Obsolete)
RA – Region Advisor
SAA – Sgt. At Arms (Obsolete)
C&L – Communication and Leadership
DCP – Distinguished Club Program
DEC – District Executive Committee
OTMOTY – Outstanding Toastmaster of the Year
TI – Toastmasters International
TLI – Toastmasters Leadership Institute
WHQ – World Headquarters
USPS – United States Postal Service
DL 1-5 – Dynamic Leadership
DTM – Distinguished Toastmaster
EC 1-5 – Effective Coaching
EH 1-5 – Engaging Humor
IP 1-5 – Innovative Planning
LD 1-5 – Leadership Development
MS 1-5 – Motivational Strategies
PI 1-5 – Persuasive Influence
PM 1-5 – Presentation Mastery
SR 1-5 – Strategic Relationship
TC 1-5 – Team Collaboration
VC 1-5 – Visionary Communication
Section 3: Toastmasters Governing Documents Statement (Last Updated: 6/1/2023)
The Toastmasters International Governing Documents is issued for the guidance of the Officers and Directors of Toastmasters International and contains the regulations under which the organization is operated and managed. The operations of District 3 are subject to the provisions of the Governing Documents, which are found in the Policy and Protocol documents.
Policy and Protocol Documents
All governing documents are found at https://www.toastmasters.org/leadership-central/governing-documents.
Adopted and revised by the Board of Directors under the authority to adopt “a manual of policies and procedures containing the Board’s major administrative decisions.”
Interprets and gives guidance to implement Bylaws and policy. Protocol is adopted and revised by the joint authority of the Chief Executive Officer and the International President with the concurrence of the International President-Elect.
For the convenience of district leaders, the Policies and Protocol documents contain the Articles of Incorporation and Bylaws of Toastmasters International, District Administrative Bylaws, and Club Constitution and the Standard Bylaws for Clubs of Toastmasters International.
Section 4: Geography of the District (Last Updated: 6/1/2023)
This Section is used to provide a physical description of the location of each division. To view the clubs in each division please visit: https://aztoastmasters.org/district-leaders/division-and-area-directors/
Northern Arizona – Boundaries Needed
Phoenix Arizona – Boundaries Needed
Phoenix Arizona – Boundaries Needed
Phoenix Arizona – Boundaries Needed
Phoenix Arizona – Boundaries Needed
Tucson / Southern Arizona – Boundaries Needed
Section 5: Procedures and Guidelines (Last Updated: 6/1/2023)
Purpose
- To authorize the use of Procedures/Guidelines in this District.
- To define formal procedures submission for review, approval and final implementation.
Definition
Procedures may be used to:
- Clarify District Administrative Procedures/Guidelines
- Establish District operational functions supplemental to the District Administrative Bylaws
- Provide a vehicle for clubs to propose new procedure or function
- Provide a vehicle to amend existing District procedure
Origination
Procedures may be proposed by any District 3 member in good standing.
Review
The proposed procedures must be submitted to the DD. The DD may choose to assign the procedure to the Executive Committee or to the PDG/PDD Advisory Committee for review and recommendations. The review process must insure that the procedure content is not in conflict with the District Administrative Bylaws, and does not subjugate the management prerogatives of the DD to plan, organize, or direct the District.
Approval Cycle
The DD or the PDG/PDD Advisory Committee will submit the proposed procedure or amendment to procedure to the District Executive Committee. The District Executive Committee may amend this proposal if desired, and then, by majority vote, approve it.
Content
Every procedure must state (where allowable):
- Purpose
- Description
- District Executive Committee approval date
Purpose
To select and recognize the outstanding Toastmasters of District 3.
Eligibility
All District 3 Toastmasters in good standing are eligible except:
- Previous district winners of the Outstanding Toastmaster of the Year award.
- District 3 officers who held office during any part of the selection year: District Director, Program Quality Director, Club Growth Director, Administrative Manager, Financial Manager, Immediate Past District Director, Division Director, and Area Director.
- International Officers, IDs, RAs, and candidates for these offices during any part of the year.
- OTMOTY Committee Chair and any committee members appointed to the OTMOTY selection committee.
Submission
- An application form will be provided by the District and may be downloaded from the district website.
- The period of the award consideration begins July 1 and ends June 30.
- Eligible Toastmasters must submit the attached application to the Committee Chair no later then the committee chair deadline following the end of the Toastmasters year.
- Late submissions will not be considered.
Additional supporting material may be submitted with the application
Selection
The DD shall be responsible for:
- Purchase and engraving of the awards for the Outstanding Toastmasters of the Year and Accomplished, and Dedicated Area and Division Directors.
- Appointing the OTMOTY Committee Chair by March 1 of the current Toastmasters year.
- Timely submission of the District 3 Outstanding Toastmasters to WHQ by the deadline established by World Headquarters.
The Committee Chair duties and guidelines:
- The Committee Chair must either be a past Outstanding Toastmaster of the Year (District), a Past DG/DD, a Past RA, or a Past ID or Officer.
- The award year District Director, Program Quality Director, Club Growth Director, Immediate Past District Director, ID, and RA are excluded from the committee.
- The Committee shall consist of past OTMOTY winners, and those not eligible to receive the award (see above). These criteria apply to the Outstanding Area Director of the Year and Division Director of the year selection and are managed by the Outstanding Toastmaster of the Year committee.
- Once the Committee Chair or committee member accepts the appointment they will be disqualified from participating in the program (if eligible) and will not receive any awards at any level.
- The committee will consist of at least 4 members in addition to the Committee Chair.
- The District Director, Program Quality Director, and Club Growth Director will submit recommendations for each of the three awards (Outstanding Toastmaster or the Year, Outstanding Area Director of the Year, and Outstanding Division Director of the Year). Feedback provided will be considered equally with the submission form.
- The Committee Chair and his or her committee will first select the overall Outstanding Toastmaster of the year for the District and then select Outstanding Toastmasters for each Area and Division for which there are applications. The selection will be based solely on the application and submitted supporting materials.
- A Toastmaster may win only one award per Toastmaster year.
- The name of the District winner will be submitted to World Headquarters by the published deadline.
- The Committee will select candidates for District Outstanding Toastmaster of the Year who have supported the efforts of the District in its entirety not just singular Division or Area. For Area and Division Director of the Year Award selections, the committee should consider how well the Toastmaster supported and met the goals of the Distinguished Area and/or Division Program. Applicants must be in a club in the Division and/or Area to win the Division/Area award.
- The Committee will consider all areas of participation not just a singular area.
- The Committee should not assign points to each category but rather consider each Toastmasters contribution to the District.
- The Committee members should use good judgment when it comes to personal relationships with applicants. They may abstain from discussions if they believe they cannot be impartial. They are not required to resign from the overall selection process.
- The Committee shall not change or make corrections to the form without the approval of the DD.
- The Committee can consider additional materials submitted with the application.
- The Committee shall not consider any Toastmaster that has not submitted an application.
Awards and Administration
The Committee Chair shall be responsible for:
- Promotion, coordination, and implementation of this procedure.
- Submitting the awards list to the DD within 24 hours of the selection for ordering of all the awards.
Award Presentation
Outstanding Toastmaster of the Year
- The award shall be presented to the winner at the annual awards ceremony. The award should be the last award presented.
- The winner shall receive a branded award purchased from Toastmasters International and engraved with their name, education designation, and the years of the award.
- If the winner is not present a member of the District Trio shall visit the member’s home club and make a special presentation
- The DD will ensure that the trophy is engraved prior to the annual awards ceremony.
- The Skinner Trophy will be on display at annual awards ceremony and presented to the winner who will hold the trophy for a year.
Outstanding Division Toastmaster of the Year
- The award shall be presented to the winner.
- At the annual awards ceremony.
- If the winner cannot attend the annual awards ceremony, then the award shall be presented at the member’s home club of record by the current Area or Division Director
- If the winner cannot be in their club meeting, the award should be mailed to the winner accompanied by a congratulatory note from the District Director.
- The winner shall receive a branded award purchased from Toastmasters International and engraved with their name, education designation, Area represented, and the years of the award.
Outstanding Area Toastmaster of the Year
- The award shall be presented to the winner.
- At the annual awards ceremony.
- If the winner cannot attend the annual awards ceremony, then the award shall be presented at the member’s home club of record by the current Area or Division Director
- If the winner cannot be in their club meeting, the award should be mailed to the winner accompanied by a congratulatory note from the District Director.
- The winner shall receive a branded award purchased from Toastmasters International and engraved with their name, education designation, Area represented, and the years of the award.
Outstanding Area Director of the Year
- The award shall be presented to the winner at the July Jubilee awards ceremony. The award should be presented after the Area Director Recognition is completed.
- The winner shall receive a branded award purchased from Toastmasters International and engraved with their name, education designation, and the years of the award.
- If the winner is not present, a member of the District Trio shall visit the member’s home club and make a special presentation.
Outstanding Division Director of the Year
- The award shall be presented to the winner at the July Jubilee awards ceremony. The award should be presented after the Division Director Recognition is completed.
- The winner shall receive a branded award purchased from Toastmasters International and engraved with their name, education designation, and the years of the award.
- If the winner is not present a member of the District Trio shall visit the member’s home club and make a special presentation.
Outstanding Toastmaster of the Year Recipients
Purpose
To recognize the outstanding Area Director whose dedication, commitment, and Area team made a significant contribution toward achieving the mission of the District.
Eligibility
All District 3 Area Directors in good standing are eligible to participate.
Submission
- An application form will be provided by the District and may be downloaded from the district website.
- The period of the award consideration begins July 1 and ends June 30.
- Eligible Area Directors must submit the attached application to the Committee Chair no later than July 10 following the end of their term.
- Late submissions will not be considered.
- Additional supporting material may be submitted with the application.
Selection
- See OTMOTY section for Committee requirements.
- One Outstanding Area Director of the Year will be selected by the committee.
Awards and Administration
See the section on Outstanding Toastmaster of the Year.
Additional Area Director Awards
All ADs not selected for the Outstanding Area Director of the Year award will receive recognition.
Awards for ADs that have completed their terms shall be presented in the following:
- The award shall be presented at the The Annual Awards Ceremony event.
- The AD shall receive a branded award purchased from Toastmasters International and engraved with their name, education designation, Area represented, and the years of the award.
- If the AD is not present the award should be mailed to the winner accompanied with a congratulatory note from the District Director.
- ADs who have achieved Distinguished Area, Select Distinguished Area, or President’s Distinguished Area will have their award engraved with Accomplished Area Director, Area Name, Area Director Name, and year of service.
- ADs who have not achieved Distinguished Area, Select Distinguished Area, or President’s Distinguished Area will have their award engraved with Dedicated Area Director, Area Name, Area Director Name, and year of service.
Purpose
To recognize the outstanding Division Director whose dedication, commitment, and Area team made a significant contribution toward achieving the mission of the District.
Eligibility
All District 3 Division Directors in good standing are eligible to participate.
Submission
- An application form will be provided by the District and may be downloaded from the district website.
- The period of the award consideration begins July 1 and ends June 30.
- Eligible Division Directors must submit the attached application to the Committee Chair no later than July 10 following the end of their term.
- Late submissions will not be considered.
- Additional supporting material may be submitted with the application.
Selection
- See OTMOTY section for Committee requirements.
- One Outstanding Division Director of the Year will be selected by the committee.
Awards and Administration
See the section on Outstanding Toastmaster of the Year.
Additional Area Director Awards
All DvDs not selected for the Outstanding Area Director of the Year award will receive recognition.
Awards for DvDs that have completed their terms shall be presented in the following:
- The award shall be presented at the The Annual Awards Ceremony event.
- The DvD shall receive a branded award purchased from Toastmasters International and engraved with their name, education designation, Area represented, and the years of the award.
- If the DvD is not present the award should be mailed to the winner accompanied with a congratulatory note from the District Director.
- DvDs who have achieved Distinguished Area, Select Distinguished Area, or President’s Distinguished Area will have their award engraved with Accomplished Area Director, Area Name, Area Director Name, and year of service.
- DvDs who have not achieved Distinguished Area, Select Distinguished Area, or President’s Distinguished Area will have their award engraved with Dedicated Area Director, Area Name, Area Director Name, and year of service.
Purpose
To recognize a non-Toastmaster member of the community within District 3 who has made an outstanding contribution in communication and leadership. The award is intended to generate, through presentation of this award, publicity in the community for Toastmasters and increased attendance by Toastmasters at the Spring Conference.
Presentation Time
This award is to be presented by District 3 at the Spring Conference. Presentation is required for the Spring Conference.
Criteria
The recipient must:
- Reside within District 3 boundaries.
- Agree, in advance, to attend the District 3 Conference to receive the award and to speak at the awards presentation.
- Have made a significant contribution to the communities within District 3, through his/her communication and leadership skills.
- Not have previously received this award.
In addition, the Selection Committee should select a recipient whose stature and contributions facilitate the efforts of District 3 to generate publicity in the community for Toastmasters and promote Toastmasters attendance at Conference.
Selection
A Communication and Leadership Award Selection Committee, comprising of at least three Toastmasters will select the recipient based on the above criteria. At least one member of the committee shall be a PDG/PDD. Prior to the selection, clubs and individual Toastmasters will be encouraged to make recommendations to the selection Committee. The DD shall approve the selection of the C & L recipient.
Responsibilities
The DD shall:
- Appoint a committee consisting of a Chairman and at least two other members.
- Order the award for presentation.
- Notify Toastmasters International of the award recipient.
The Chairman of the Selection Committee shall:
- Notify the recipient of the award selection and the time and date of the award presentation.
- Shall ensure the attendance of the recipient. The District will pay registration, meal, and travel expenses for the recipient and one guest.
Sample Plaque Inscription
TOASTMASTERS INTERNATIONAL
COMMUNICATION AND LEADERSHIP AWARD
PRESENTED BY DISTRICT 3 TO
_______________________
(Recipient)
For Outstanding Service to his/her
Community, State, and Industry through
Communication and Leadership
___________
(Date)
Purpose
- To set the limits of debate at District Executive Committee meetings.
- To set the limits of debate at District Council meetings.
Glossary
Privileges of the floor: The privilege of being granted the floor to speak, a right of members. It includes no other right of membership, such as the right to make motions, to second motions, or to vote.
Procedure
- Members and others granted privileges of the floor at District 3 Executive Committee meetings and at District 3 Council meetings shall be limited to two (2) speeches of two minutes each on each topic.
- The assembly may extend or reduce these limits for any speaker, topic, or meeting.
- No one will be recognized to speak in debate a second time until all those who have not yet spoken have had an opportunity to do so.
Purpose
To establish the method for the selection of Area Directors (ADs).
Term of Service
- ADs shall serve from July 1 until midnight June 30 at the will of the DD.
- ADs shall be eligible for reappointment for one succeeding term only, considering any service of more than six months during an administrative year as a full term.
- Previous service as the AD of one area shall not prejudice an appointment as AD of another.
Appointment
- The DD shall appoint the ADs on July 1 and throughout the year as vacancies occur.
- All appointments are subject to the approval of the District Executive Committee and confirmation by the District Council.
Qualifications
- Insofar as practical, the ADs shall have served as members of a District Council.
- ADs must be active individual members of Clubs and must be in good standing with Toastmasters International.
- Although desirable, ADs need not be a member of a Toastmasters Club of the Area to which he or she is assigned.
- The DD may consider other competencies for candidates for the office of AD.
Procedure
- All nominations shall be submitted using on an approved application provided by the District.
- All nominees for AD are ineligible to compete in speech contests once an application is submitted. If someone other than the nominee submits an application, once the nominee accepts the nomination they are ineligible to compete in speech contests.
- Area Councils, Toastmasters clubs, and individual Toastmasters may nominate a single eligible candidate for AD of their Area to the DD. Each nominee must have agreed to serve if appointed. Supporting material may be submitted.
- DD may enlist (highly recommended) the help of the CGD and PQD in interviewing and selecting AD Candidates.
- The DD alone shall appoint each AD from the nominees or from other eligible members.
- The DD shall notify all candidates of the appointment made.
- The DD shall submit the names of the appointments to the District Executive Committee at its next meeting (if any) for approval and to the District Council at its next meeting (if any) for confirmation. Should the District Executive Committee or the District Council reject any appointment, the DD shall appoint a replacement. The District Council may approve appointments made since the preceding District Executive Committee meeting.
Purpose
Establish guidelines for the reimbursement of expenses for District Officers, Committee Chairmen, and others. Reference Toastmasters Policy 8.3: District Leader Expenses for the policies concerning District expenses.
General
It is the practice of District 3 to reimburse reasonable expenses incurred by any District 3 Officer or Committee Chairman in the performance of their official duties.
Expenses Covered
Training Facilitators will have the following expenses covered:
- Mileage at 14 cents per mile for official trips of more than 40 miles one-way. Travel to and from District Conferences is not covered.
Committee Chairs, Area and Division Directors will have the following expenses covered:
- Mileage at 14 cents per mile for official trips of more than 40 miles one-way. Travel to and from District Conferences is not covered.
- Long distance telephone calls within the State of Arizona.
- Postage for official mailings.
- Pre-approved printing if not available through district vendor for Area and Division business.
CGD, PQD, DD will have the following expenses covered:
- Mileage at 14 cents per mile for official trips of more than 40 miles one way. Travel to and from District Conferences is not covered.
- Long distance telephone calls within the State of Arizona.
- Postage for official mailings.
- Pre-approved printing if not available through district vendor.
- International Convention: Hotel rooms for required nights of events, Registration plus Golden Gavel Event, President’s Dinner Dance, Semi Final Contests, and the International Speech Contest (a la carte or full package, whichever is more cost effective)
- Mid-Year Training: Hotel rooms for required nights.
IPDD will have the following expenses covered:
- Mileage at 14 cents per mile for official trips of more than 40 miles one way. Travel to and from District Conferences is not covered.
- Long distance telephone calls within the State of Arizona.
- Postage for official mailings
- Pre-approved printing if not available through district vendor for Area and Division business.
- International Convention: Distinguished or better status will receive 5 nights of hotel, if not Distinguished will receive 4 nights of hotel, Registration plus Golden Gavel Event, President’s Dinner Dance, Semi Final Contests, and the International Speech Contest (a la carte or full package, whichever is more cost effective)
Expenses Covered by Toastmasters International
Toastmasters International reimburses certain expenses, such as travel to Mid-Year Training and International Conventions. In cases where the registration or travel expenses have been paid from District funds (or reimbursed to the member for registration or travel), the moneys received (reimbursement) from Toastmasters International will accrue to the District
Miscellaneous Expenses
Any expense not covered by this procedure may be reimbursed at the discretion of the DD with prior written approval in accordance with Toastmasters International policy
Submission of Claims
Official expense forms, obtained from the DD, must be properly filled out and must accompany all claims for reimbursement. All expenses must be submitted within 60 days of the expense. Each item on the expense form must include:
- Date of expense.
- Type of expense.
- Reason for expense.
- Receipts for all items (except mileage).
- Expense forms must be submitted to the DD monthly. Expenses more than 60 days old are subject to non-payment.
Expense forms must contain:
- Submitter’s name, mailing address, and signature.
Examples of Acceptable and Unacceptable Expenses
Marketing:
Include in this category expenses for the purchase and printing of promotional material; cost of materials to attract potential members and clubs.
Acceptable expenses
- Cost of paper, printing, copying.
- Advertising and public relations: billboards, advertisements in newspaper or on radio, booth at shopping mall.
- Plaques, pins, trophies and certificates.
- Supply catalog gift certificates and other items obtained from World Headquarters relating to marketing.
- Toastmasters’ International gift certificates.
Unacceptable expenses
- Items that do not directly relate to club and membership growth.
- Personal telephone charges.
- Offering free meals, liquor or entertainment.
- Cash or gift certificates.
- Certificates, plaques, trophies not purchased from World Headquarter that bear the name “Toastmasters,” “Toastmasters International,” or the Toastmasters International emblem.
- International trademark or name.
- International speech contestant travel or expenses to the International Convention.
Communications and Public Relations:
Include in this category the cost of producing and sending the district newsletter, website expenses and directory expenses
Acceptable expenses
- Printing and postage.
- Supplies (e.g. paper, pens)
- Copying
- Website
Unacceptable expenses
- Printing on expensive paper stock, glossy stock or other “cosmetic” additions that are not necessary.
- Fees or wages paid to district volunteers for time spent working on the communication items.
- District telephones or private cell phones.
Education and Training:
Include in this category all costs relating to acquiring or printing educational materials, and other costs that directly relate to the training of club officers and district officers.
Acceptable expenses
- Printing educational materials.
- Buying or renting audiovisual equipment.
- Meeting room rental.
- Promoting achievement in the distinguished club, area and division programs.
Unacceptable expenses
- Copying Toastmasters International branded materials without WHQ permission.
- Certificates, plaques, trophies not purchased from World Headquarter that bear the name “Toastmasters,” “Toastmasters International,” or the Toastmasters International emblem.
- Using purchased or rented audio visual equipment for personal use
Speech Contest:
Include in this category expenses relating to the speech contest
Acceptable expenses
- Trophies, plaques and certificates purchased from Toastmasters International.
- Postage
- Copying
- Room rental.
Unacceptable expenses
- Cash awards.
- Certificates, plaques, trophies not purchased from World Headquarter that bear the name “Toastmasters,” “Toastmasters International,” or the Toastmasters International emblem.
- Mugs, t-shirts or other “giveaway” items.
- Travel
Administration:
Include in this category office and administrative expenses relating to conducting district business.
Acceptable expenses
- Stamps
- Overnight delivery service
- Bulk non-profit mail permit
- Telephone charges for district use
- Facsimile
- Stationery
- Office supplies
- Badges
- Copying
- Bank fees (includes credit card fees)
- Toastmasters’ International supply catalog purchases not budgeted elsewhere
Unacceptable expenses
- Personal telephone
- Personal facsimile
- Personal postage
- Undocumented reimbursement requests
- Excessive baggage fees for travel
Travel within the District:
Travel reimbursement to district officers, including travel to division and area officer training, club charters and any other official Toastmaster business within the district.
Acceptable expenses
- Airfare (coach fare).
- Train
- Mileage
Unacceptable expenses
- Airfare above coach level.
- Car rental.
- Duplicate reimbursement requests when driving with another district officer.
Mid-Year Training:
Transportation and lodging expenses for DD, PQD, and CGD.
Acceptable expenses
- Airfare (coach fare), if not reimbursed by World Headquarters.
- Train, if not reimbursed by World Headquarters.
- Mileage, if not reimbursed by World Headquarters.
- Standard hotel room if not reimbursed by World Headquarters.
- Internet access to conduct district business.
Unacceptable expenses
- Airfare above coach level.
- Car rental.
- Duplicate reimbursement requests when driving with district Director or Directors.
- Suite or other deluxe hotel room.
- Personal phone calls.
- Excessive baggage fees for travel.
International Convention:
Transportation, lodging and registration expenses for DD, PQD, CGD, and IPDD and other leaders for whom training is provided and authorized by Toastmasters International.
Acceptable expenses
- Airfare (coach fare), if not reimbursed by World Headquarters.
- Train, if not reimbursed by World Headquarters.
- Mileage, if not reimbursed by World Headquarters.
- Breakfast, lunch and dinner (included as a ticketed event at Convention).
- Registration fee.
- Standard hotel room.
- Internet access to conduct District
Unacceptable expenses
- Airfare above coach level.
- Car rental.
- Duplicate reimbursement requests when driving with district Director or lt. Directors.
- Suite or other deluxe hotel room.
- Personal phone calls.
- Any expense payments to speech contestants attending the International Convention.
- Excessive baggage fees for travel.
Additional Expenses Not Covered
- Meals at any event, except for required training events (see Policy and Protocol for more information).
- Travel expenses to Spring Conference.
- Lodging for any Club, Area, Division, or District event.
- Food or beverage for any Area or Division event.
- Meeting room expenses for any Area or Division event, except those approved by the DD in advance.
- Expenses directly related to a campaign for any Toastmaster office.
- Expenses for meetings that are primarily social.
Purpose
- To grant persons other than members of the Executive Committee privileges of the floor at Executive Committee meetings.
- To grant persons other than members of the District Council, and their proxies, privileges of the floor at District Council meetings
Glossary
Privileges of the floor: The privilege of being granted the floor to speak, a right of members. It includes no other right of membership, such as the right to make motions, to second motions, or to vote.
Procedure
Toastmasters’ not otherwise members of the District 3 Executive Committee shall have privileges of the floor at Executive Committee meetings. All questions or comments will be addressed to the Chair of the meeting. The Chair will then direct the appropriate person to respond. No questions or comments should be addressed to any other members unless specifically stated by the Chair.
Privileges of the floor at District Council meetings are granted to the following Toastmasters not otherwise members of the District Council:
- Current chairs or their sole representative of District 3 committees.
- Past DD/DGs of any district.
- Current or Past International Directors, Officers, Presidents, or Region Advisors.
- Visiting staff of Toastmasters International.
- Privileges of the floor may be granted to any other person by majority vote or the unanimous consent of the assembly.
Purpose
- To authorize and direct the presiding officer, subject to the approval of the assembly, to establish the Minutes Approval Committee (MAC) of the District 3 Executive Committee and appoint its membership.
- To authorize and direct the presiding officer, subject to the approval of the assembly, to establish the MAC of the District 3 Council and appoint its membership.
- To establish the authority, responsibility and procedure of the District Secretary regarding the obtaining of approval of the minutes of the District 3 Executive Committee meetings and District 3 Council meetings.
- To establish the authority, responsibility and procedure of the MAC of the District 3 Executive Committee and District 3 Council.
Glossary
Ex-officio member: A member of a committee with the same rights as other committee members but not obligated to attend committee meetings or otherwise participate in the activities of the committee.
Minutes Approval Committee (MAC): Special committees with the authority to review, amend, and approve the minutes of a meeting.
Procedure
- The presiding officer of each District 3 Executive Committee meeting and District 3 Council meeting is authorized and directed to appoint its MAC, subject to the approval of the assembly.
- The District Director shall be an ex-officio member of the MAC.
- The District Secretary shall not be a member of the MAC.
- An assembly continues to be able to amend its minutes through the parliamentary process of Amendment of Something Previously Adopted.
Prior to the meeting or, if necessary, during the meeting before any substantive business is conducted, the presiding officer shall appoint three members to the MAC.
After the call to order but before any substantive business is conducted, the presiding officer shall request unanimous consent for the appointments to the MAC. Should unanimous consent not be granted, the question shall be put to the assembly, which may change the membership through amendment or other parliamentary process. Should the assembly not be able to appoint the MAC, the top three district officers present, excluding the District Director and the Administrative Manager, shall constitute the MAC.
During the Meeting
Each member of the MAC should take notes of:
- The times of the call to order and adjournment
- All main motions or motions to bring a main question again before the assembly, including:
- The name of the maker of the motion
- The wording in which each motion was adopted or otherwise disposed of
- The disposition of the motion
- All secondary motions not lost or withdrawn, in cases where it is necessary to record them for completeness or clarity
- All notices of motions
- All points of order and appeals whether sustained or lost, with the reasons given by the chair for the ruling
- The counts of any ballots
Each member of the MAC shall:
- Review the minutes
- Email or otherwise deliver the corrections to the District Secretary within fourteen days (if possible) of the meeting.
The Administrative Manager shall:
- Prepare the minutes, preferably with each line numbered for easy reference
- Give to each member (including each ex-officio member) of the MAC within fourteen days (if possible) of the meeting:
- A copy of the minutes
- A copy of this procedure and any attachments
- Make any correction identified by two or more MAC members
- At the secretary’s discretion, make any correction identified by only one MAC member
- Verify, after twenty-one days from delivering the minutes to the MAC, that there are no corrections from any MAC member not returning a Correction Sheet
- Initial and date the minutes as having been approved by the MAC, identifying its membership
Purpose
To streamline the process for creating new District annual awards to be presented at The Annual Awards Ceremony.
Procedure
- At the direction of the DD, the Past District Governors and Directors Advisory Committee (PDGDDAC) will conduct and form a committee to add an award to the District’s annual awards.
- The DD will propose an initial awards criteria and honoree (if applicable).
- The PDGDDAC will form an Awards Committee consisting of the PDGDDAC Chair and at least four additional leaders, which will include the DD and three past leaders.
- The Awards Committee with conduct discussions on criteria and naming of the award, which can include but is not limited interviews with members, research of District history and leaders from other districts with similar awards.
- The Awards Committee will created a selection criteria and recommendations for an honoree.
- Criteria and selection will be written in accordance with this document. It will be presented to the DD to be included on this page once adopted by vote.
- The DD will propose the acceptance of the new award by presenting the criteria and selection process for a vote before the District Executive Committee for adoption.
- Note: While the DD can at any time create an award, traditionally new awards are presented to the PDGDDAC for consideration, council, and assistance in its creation. Any future DDs may consider selecting or not selecting recipients in their administrative year.
Section 6: Committees (Last Updated: 6/1/2023)
District Committee Overview
The DD appoints committee chair positions, except where noted. Some of the committees below are mandatory by TI policy or District 3 procedure, some traditional, and others are optional to meet the specific needs of the Top 3 officers. District 3 is not limited to the committees listed below. Additional committees may be appointed at the discretion of the DD.
District Administrative Committees
Please refer to Article XI, Section (c) of the District Administrative Bylaws.
This committee chooses the recipient of the annual District Communication & Leadership award. See District Procedure 4 for more information
Please refer to Toastmasters International Protocol and Policy, District Administrative Bylaws, Article XI(a).
- The district executive committee comprises the following officers:
- District Director (DD)
- Program Quality Director (PQD)
- Club Growth Director (CGD)
- Public Relations Manager (PRM)
- Administrative Manager (AM)
- Financial Manager (FM)
- Area Directors (AD)
- Division Directors (DvD)
- Immediate Past District Director (IPDD)
- Logistic Manager (Non-Voting position)
A majority of the district executive committee constitutes a quorum.
Please refer to Article X, Section (a) of the District Administrative Bylaws. which states “Each program year the District Executive Committee determines whether the Annual Meeting of the District Council, in which the elections take place, is conducted online or hybrid. All other meetings of the District Council are conducted online.”
Preparing the Credentials – Refer to Policy 9.0 District Campaigns and Elections
If possible, the chair in charge of credentials should be a past district director. The credentials chair will need the following materials:
- A list of eligible clubs in the district.
- A list of current district council members (club presidents, vice presidents education and district leaders eligible to vote).
- Access to an online election software (i.e. ElectionBuddy) – This should be provide at least two weeks before the election to allow for setup, testing, and registration of DC member
- For Hybrid DC meetings: In-person ballots must indicate the office being contested or be sequentially numbered for each contested election. Names of candidates nominated by the district leadership committee may be printed on district ballots. Floor candidates’ names cannot appear on district ballots.
Credentials Desk Rules for Hybrid DC Meeting
All workers at the credentials desk are not to wear or display any campaign paraphernalia, and are to do the following:
- Ensure ballots are numbered sequentially, either on the stub or on a cover page, and that a list of those eligible to vote is available.
- Cross reference all ballots issued with the current list of district council members.
- Ensure all ballots issued are signed for upon receipt.
Proxy
Please refer to Article X, Section (d) of the District Administrative Bylaws. which states “District Council members must cast their own votes; no proxies are permitted.”
Election Procedures
At the district’s Annual Business Meeting, the district director explains the election rules and procedures to the delegates. If the district director is not present, a person designated by the district director may stand in.
The district director or designee makes clear that:
- Quorum has been met
- Each candidate will speak on his or her own behalf.
- All candidates must take seats as close to the platform as possible.
The following rules apply to the district leadership committee’s report: The committee chairperson gives the report.
- If the chairperson is absent, the district director may designate someone else to give the report.
- The committee chairperson (or designee) first announces the names of the members of the committee.
- The chairman then reads the name and club number of each candidate, in alphabetical order, for each of these offices:
- district director
- program quality director
- club growth director
- administration manager (if elected)
- division directors
- finance manager (if elected)
- public relations managers (if elected)
Candidates Not Present
- He or she may be represented by another person who will speak on his or her behalf.
- The candidate’s representative must take a seat as close to the platform as possible.
- Restrictions apply regarding the choice of a representative. The following meeting officials may not give a speech on behalf of a candidate unless that individual resigns before the annual business meeting begins:
- A member of the district executive committee
- A member of the district leadership committee
- The credentials chairman
- Any meeting official, including the meeting logistics manager, administrations manager or parliamentarian
- Others appointed
Floor Candidates
For each office, the district director asks whether there are any additional nominations from the floor for the office. If floor nominees are not in attendance their designees will state the nominee’s eligibility qualifications.
Floor candidates must be nominated by a member of the district council. To be nominated from the floor, floor candidates must follow the process outlined in Article VI, Section (e) of the District Administrative Bylaws.
Please refer to Toastmasters Please refer to Toastmasters International Protocol and Policy, District Administrative Bylaws, Article XI(c), and Policy and Protocol 9.0 District Elections for more information.
What is the DLC?
In order to ensure successful district elections, the district director must appoint a district leadership committee. The work of the committee is critical in ensuring long-term district success. They must (1) seek out prospective candidates; (2) evaluate and interview candidates; (3) nominate candidates; and (4) provide a complete report of candidates. The DLC report must be presented to the district director at least six weeks before the district’s Annual Business Meeting.
The committee nominates candidates for district office and screens candidates for eligibility. The district director appoints the committee chair no later than October 1. Remaining committee members shall be appointed no later than November 1. The District Director cannot be a member of the committee. The committee must consist of no fewer than five members, one of whom are appointed the chair. If possible, the chair should be a past District Director. No member of the committee can be nominated for a district office in the election at which the committee’s report is presented.
The Committee Chair will also inform the District Director of known campaign violations. The Committee Chair will also act as a Subject Matter Expert for the District Director to ensure fair and equal elections. The Committee Chair may also lead the Candidates Showcase at the District Business Meeting and provide all reports needed to the District Director.
District 3 DLC Committee Structure (Recommended)
The Committee will consist of the following members – Committee Chair, 3 Discussion Leaders, and representation from each Division – at Least two members where allowable.
Members will be divided among the four Discussion Areas which will be – Management, Leadership & Experience; Toastmasters Knowledge; Communication & Team Building; Club and Membership Building. Each Committee will consist of a Discussion Leader and 4-5 members of the Committee. The Discussion Leader will allow members of the Committee to ask questions determined in the November meeting.
District Director, Program Quality Director and Club Growth Director Candidates will be interviewed for no less than 30 minutes in each discussion group for a total of 2 hours. Division Director Candidates will be interviewed for no less than 15 minutes in each discussion group for a total of 1 hour. Deliberations will be conducted at the end of the interview day and a slate of officers should be selected if all interviews have been completed. The committee should complete all interviews at least one week prior to the announcement at the DEC Meeting.
Each Discussion Group will be facilitated by an experienced Toastmaster preferably a Past District Governor/Director, Past International Director, Past Region Advisor, or a Toastmaster that has served at least a year as a member of the Trio. The remaining committee members shall consist of members that are Distinguished Toastmasters, past Area/Division Directors, and currently serving Division Directors.
Schedule of Events
October
- Final Committee list will be submitted to DG no later than November 1
- Candidate Packets will be sent to printer by October 20th for distribution at the Fall DEC
November
- Call for Candidates will open at the Fall DEC
- Committee will meet in November to review forms and roles and make sub-committee assignments
December
- Per the WHQ checklist – call for candidates to be published on District Website in December
- Email message to be sent to member of the DEC and past leaders the same day as Website launch
January
- Nominating Committee Chair to continue to recruit candidates for office
- Nominating Committee Chair to provide report and call for officer at the DEC Meeting
February
- Committee to provide instructions sheet to candidate for interview process and next steps
- Nominating Committee Deliberations take place in February
- Interview last minute candidates or those who could not be at the interviews
March
- Nominating Committee Chair to provide results to District Director in advance of report to the DEC
- Chair & Sub Committee Chairs to meet with Candidates to inform them of results of Nominating Committee ahead of report to DEC
- Nominating Committee Chair to provide report to the members of the DEC at March meeting
- District Director to send report to the members of the District Council and post on website (Per Protocol and Policies)
April / May
- Nominating Committee Chair to Provide report to the District Council prior to the election of officers
- Nominating Committee Chair to provide District Director with all forms and information submitted by candidates to be sent to WHQ
The District Logistics Manager committee:
- Maintains an inventory of district equipment.
- Maintains the district rental storage unit.
- Supplies food at district meetings.
- The Logistics Manager is present at all District meetings to set up, break down, and clean up the rooms as needed. In addition, they coordinate the district equipment needed at TLI and Conferences.
- Assists in the rental of audio/visual equipment as needed.
The Historian records and keeps the history of the district.
- Provides information to the District Webmaster.
- Keeps documentation and digital records of District information and history.
- Advises the DD on parliamentary procedure, especially regarding the District Executive Committee meetings and District Council meetings.
- Provides parliamentary advice to district officers, club officers and other Toastmasters.
- Assists the DD in the creation of the meeting agendas and meeting scripts.
- Appointed by the DD for a term of one year.
Past Leaders (per Toastmasters policy)
Past leaders provide district support while working under the direction of the district director by promoting focus on the district mission, acting as an advisor or mentor, encouraging district leaders, helping during district meetings, encouraging leadership participation, and chairing district committees.
Past leaders may not interfere in district affairs, disrupt district meetings, nor actively support traditions that do not achieve the district mission.
A past district directors committee, if present, supports the district and its leaders, may not engage in district political activity, and works under the direction and on tasks assigned by the district director.
This committee is primarily composed of PDD/PDGs who are currently active in the district, and the DD implicitly appoints them as members. The DD, PQD, and CGD are ex-officio members.
The DD appoints the chairperson. The committee meets as necessary, at the call of the chairperson. Its purposes are:
- To advise the DD
- To review district procedures and make appropriate recommendations to the Executive Committee for changes
- To review and make recommendations for district alignment
- To maintain and update the District Operations Manual on a quarterly basis and ensure update is accessible on the District website
- Provide guidance on the creation of awards, changes to award names, award criteria and provide historical context for their consideration
District Program Quality Committees
The DD appoints the PQD as chairperson of this committee, and appoints the chairmen of the various educational committees as members.
See Conference section of this document
- Plans, prepares and produces the semi-annual district conferences
- Organizes appropriate committees and coordinates their efforts to make the conference successful.
- Assists with location management.
- Promotes the conference at District events.
- Plans and conducts judge’s training sessions and, maintains the Proficient Judge’s List for District use.
- Recruits all judges for the District finals speech contests at the Spring Conference.
- Attends contests to assure the contest rules are being followed.
- Provides guidance to all Judges and Chief Judges in the District.
- Will abide by all rules set forth in the Toastmasters International Speech Contest rulebook.
- Monitors Area and Division Contests when possible.
- Understands and knows the Toastmasters International Rulebook and provides instruction to the PQD and DD on contest rules, contestant, and judges’ eligibility.
- Plans and conducts Contest Management training sessions.
- Provides guidance to all Contest Mangers in the District.
- Monitors Area and Division Contests when possible.
- Assists Contest Managers with HPL guidance.
- Recruits all functionaries for the Speech Contest finals at the Spring Conference.
- Provides assistance to the PQD with awards and recognition of contestants.
Please refer to Toastmasters International Policies and Protocol, 7.1 (1), 7.1 (3)
The committee’s mission is to provide semi-annual training opportunities for District 3 club officers and Toastmasters that is focused on leadership skills and delivered in an interactive and professional manner.
- Promotes the Youth Leadership program.
- Matches coordinators with the needs of schools throughout the District.
- Maintains information on participating schools and completion dates of all Youth Leadership programs in the District.
- Promotes the DCP program within the District.
- Tracks and recognizes clubs excelling in the program.
- Works with the PQD to increase the number of Distinguished clubs and to support the Distinguished District Program.
- Works with the TLI Committee to assist in efforts to promote completion of the Officer Training goal by contacting low participation clubs.
- Works with the Dues Renewals Committee Chair in efforts to promote on time renewals and submission of officer lists on time.
District Club Growth Committees
The DD appoints the PQD as chairpersa
Please refer to Article XI, Section (d) of the District Administrative Bylaws.
The DD appoints the CGD as chairperson of this committee, and appoints the chairpersons of the various marketing committees. Members of the committee include:
- All Division Directors
- Club Extension Chair
- Club Assistance Chair
- Membership Chair
- DCP Chair
- Club Eagles Chair
- Dues Chair
on of this committee, and appoints the chairmen of the various educational committees as members.
- Identify and follow up with new club leads.
- Recruit and train volunteers for club sponsor and mentor positions.
- Promote Launch meetings using social media and District website.
- Maintain lead list and status of all new club leads.
- Promote club extension to the Area and Division Directors.
- Assist CGD in marketing efforts throughout the District.
- Assists low-member clubs or those that ask for assistance to rebuild.
- Help recruit club coaches and promote the club coach program throughout the district.
- Recommend Club Coach Appointments to the CGD and DD.
Appointed by the DD and will serve under the supervision of the CGD and Club Assistance Chair. Club Sponsors, Mentors, and Coaches contribute to the overall success of the District through new club development and rebuilding of low-member clubs to quality club standards.
- Club Sponsor (must be appointed with charter paperwork) Club sponsors at the time of appointment are members in good standing who have actively participated in the organizational activities resulting in the successful charter of a new Toastmasters club.
- Club Mentor (must be appointed within 60 days of charter date) Club mentors are experienced members who will join a new club for six months to one year to advise the club officers and help the club establish itself. If practicable, club mentors have served as a member of a district council and demonstrated ability to lead a club to Distinguished Club status.
- Club coaches works with a low-membership club to help it become a Distinguished Club by June 30 of the current or subsequent term. If practicable, club coaches have served as a member of a district council and demonstrated ability to lead a club to Distinguished Club status.
- Assist the CGD during the lead up and immediately after the Dues Renewals period to ensure on time submission of dues.
- Makes direct contact with the club officer and Area and Division Directors to encourage clubs to submit renewals on time.
- Prepares lists for making phone calls to non-renewing and low renewing clubs.
- Prepares scripts for the initial calls to non-renewing members and low renewing clubs.
- Work with DCP Chair to promote the completion of the on time dues renewals DCP goal.
- Tracks dues goals for the CGD.
- Provides information to the CGD for reporting purposes.
- Recruits committee members from each division.
- Prepares lists for making phone calls to non-renewing members.
- Prepares scripts for the initial calls to non-renewing members.
- Documents calls made by the committee.
- Collects information from the committee members monthly.
- Prepares charts and reports for the Marketing Committee and other district officers.
- Meets quarterly with the Marketing Committee for feedback and direction.
- Develops a marketing plan and schedule for member recruitment and retention.
- Works with PRM to create marketing material.
- Assists the PRM and CGD in promoting new member programs throughout the District.
- Tracks membership goals for the CGD.
- Provides information to the CGD for reporting purposes.
Public Relations Manager
Public Relations Manager
The DD appoints the PRM as chairperson of this committee, and appoints the chairpersons of the various public relations committees — Communication & Leadership, “The Roadrunner”, and Speakers Bureau — as members.
- Promotes the Toastmasters organization and mission by contact with print, radio, and television media.
- Focuses promotional efforts externally to promote Toastmasters International.
- Assists members, clubs, areas, divisions, the district, the region, and Toastmasters International in the promotion of the organization through articles, appearances and events.
- Uses Outcome Based Marketing as a vehicle for finding new members through selected interest groups.
- Plans an itinerary for visits from International Directors and other Toastmasters International officers, including open houses, meetings with management teams in organizations, and the media.
- Inspires club members throughout the district to attend District functions and promote the Toastmasters program.
- Encourages Club officers to attend Toastmasters Leadership Institute and facilitators to promote TLI at the Clubs.
- Seeks out new opportunities to promote Toastmasters at community events and festivals.
- Ensures materials are made available to volunteers at community events.
- Works with the DD and FM to ensure payment for events has been completed.
- Maintains and restocks marketing kits for use at promotional events.
- Maintains and updates a calendar of community events.
- Coordinates with clubs and members for volunteers at community events.
- Submits press releases to media outlets for special events within the District.
- Provides a report to the District Executive Committee and District Council.
- Produces the quarterly district newsletter that supports the District 3 mission, reports District 3 events on a timely basis, and introduces the personalities of Toastmasters throughout the district.
- The editor keeps the newsletter affordable and on budget for the district.
- Assists with the assembly and distribution of the newsletter.
- Works with the DD on approval of all content and article selection.
- Adheres to all Toastmasters branding and will not deviate from the brand standard.
- Understands that the DD is the Publisher of all District publications and works through the PRM to fulfill the requests of the DD.
- Produces a list of speakers and their speech subject, and distributes it to various organizations.
- Updates booklet on an as needed basis.
- Works with the district webmaster to ensure the Speakers Bureau pages on the website stay current.
- Answers inquiries from the general public regarding Speaker Bureau members and activities.
- Maintains and promotes the District website as a resource for members and District Officers
- Works closely with all other committees to ensure district events, club information, and member resources are current.
- Updates the website regularly with direction from the DD, PQD, and CGD.
- Updates the District calendar.
- Understands that the DD is the Publisher of all District publications including the website and works through the PRM to fulfill the requests of the DD.
- Assists with the updating and posting of District and Toastmasters International information and events through social media channels. This includes but is not limited to Facebook, Twitter and LinkedIn. As new outlets are developed, the Social Media team will add them to their responsibilities.
- Posts regularly during District events such as Conference, speech contests, TLI, and special events.
- Understands that the DD is the Publisher of all District publications including the website and works through the PRM to fulfill the requests of the DD.
Section 7: District Leadership Roles (Last Updated: 6/1/2023)
Elected Officers
- District Director
- Program Quality Director
- Club Growth Director
- Division Directors
Non-Elected / Non-Appointed Officers
- Immediate Past District Director
- The IPDD is a voting member of the DEC and acts as a mentor to the current leadership team. The DD may appoint the IPDG to a number of committees.
Appointed Officers
If practicable, the PRM must have served as a member of a district council. Preferred candidates for appointment have demonstrated ability in media relations, fund raising, and community outreach communications.
If practicable, the Administrative Manager (AM) must have served as a member of a district council. The AM is responsible for maintaining district historical records, recording and distributing meeting minutes, and maintaining accurate, timely records of district business. Preferred candidates for appointment have demonstrated ability in meeting organization, keeping and maintaining meeting minutes, and record retention.
If practicable, the Financial Manager (FM) must have served as a member of a district council. FM is responsible for fiscal oversight and management; works closely with the DD, PQD, and CGD to ensure effective fiscal management. Preferred candidates for appointment have demonstrated ability in fiscal management, accounting, budget development, reporting, and requisition, receipt, and disbursement of district funds
If practicable, the AD must have served as members of a district council and demonstrated ability to lead a club to Distinguished Club status. Preferred candidates for appointment have demonstrated an understanding of the DCP, service to the members and clubs, and knowledge of the Toastmasters education and leadership programs.
Section 8: District Governance (Last Updated: 6/1/2023)
General Overview
- General information on the Executive Committee can be found in the District Leadership Handbook
- The DEC meets four times each Toastmasters year: July, September, January and March. Meetings are generally held on the fourth Saturday of those months.
- Seven to ten days before the meeting, reminder messages are sent to all members of the Executive Committee, key committee persons, and Past DG/DDs.
- Before the meeting begins, the DD should direct the District Secretary to select three Toastmasters to serve on the Minutes Approval Committee (MAC); three or more tellers; and one or more timers. The members of the MAC should be given copies of District Procedure. The tellers and timers should be given any equipment necessary to do their job, plus appropriate instructions.
- When available all financial reports and minutes from previous meetings should be sent electronically to all DEC members, PDG/PDDs, and committee chairs.
- The DD may use a script jointly prepared with the District Parliamentarian.
- Each meeting’s agenda is produced through a collaborative effort between the DD and the District Parliamentarian.
- While it is the DD’s option by policy to close the Executive Committee meeting, the tradition of District 3 is to keep these meeting open to all members. Leaders should embrace both accolades and criticism in order to serve the members and leaders of the district.
In-Person Meeting
- The head table is set up going from the left to right facing the table – PRM, CGD, PQD, DD, Parliamentarian, FM, and AM.
- One microphone should be for the DD’s use only. Another microphone should be made available for other speakers.
Online Meeting
- Zoom Webinar or similar feature should be used
- Meeting Precipitants should include: DD, PQG, CGD, Parliamentarian, FM, and AM, Zoomasters and timers, all other should be promoted when required to speak and have there role changed to an attendee when not giving a report.
Mandatory Business Meeting Requirements
- Reading of the District Mission
- Roll Call/Certification of a quorum
- Approval of the District Budget (July if data is available from WHQ, September if needed)
- Report of the Audit Committee –
- Year-end Audit presented at Executive Committee Meeting in July or September before first District Council Meeting.
- Midyear Audit presented at Executive Committee Meeting in March before District Council Annual Meeting.
- Executive Committee members should be provided with copies of the audits at or before the meetings.
- Financial Reports (Executive Committee members should be provided with copies of the report at or before the meeting.)
- Alignment of clubs into Areas and Divisions (as needed) and must be completed and approved at the March Executive Committee Meeting before District Council’s Annual Meeting.
- Approval of DD recommendations to fill vacancies in office (if any).
- DD, Directors, and DvD report on progress in the District High Performance Plan and Distinguished Programs.
- At the July DEC meeting the IPDD shall present to the incoming DD a presentation gavel.
Sample Agenda
- Quorum
- Opening Ceremonies
- Welcome
- Mission of the District
- Introductions
- Housekeeping
- Unanimous Consent
- Membership
- Appointments
- Minutes Approval Committee
- Tellers
- Timers
- Approval Of Agenda
- Minutes
- Financial Reports
- Treasurer’s Report
- Reports Of Officers And Standing Committees
- DD
- PQD
- CGD
- PRM
- DvDs: Agave, Catalina, Mohave, Navajo, Picacho, Saguaro, Tonto, Verde, Zuni
- Toastmasters Leadership Institute
- Marketing Committee
- Club Extension Committee
- Membership Committee
- Club Assistance/Coach Committee
- Reports Of Special Committees (DG discretion)
- Spring Conference Committee
- Special Orders
- Approval Of Appointed Officers (if needed)
- AM
- FM
- PRM
- ADs
- Assignment of Clubs (if needed)
- Approval Of Appointed Officers (if needed)
- (Unfinished Business & General Orders)
- New Business
- Announcements & “For The Good Of The Order”
- Parliamentarian’s Report
Quorum
Some clarification is necessary in determining a quorum. The District Administrative Bylaws, Article XI, section (a), states that “A majority of the district executive committee shall constitute a quorum.”
Guideline for Presenting a Report at the DEC /DC
A Status Report is a summary of answers to questions concerning the nature of plans and programs, problems and solutions. The information included in status reports encompasses such areas as the measurement of progress against objectives and the nature of new opportunities. Such summaries should include three kinds of facts:
- Major accomplishments since last report (obstacles overcome, value-added benefits)
- The significance and implication of the current work (including dependencies if appropriate)
- The intended call to action or next steps to complete before next report.
The structure or outline of the report is largely a matter of form in handling the information. There are four steps to an effective status report presentation:
- State the purpose of the report
- Explain the nature and scope of the timeframe being covered by the report
- When covering current activities and next steps, include any findings or conclusions, potential problems and alternatives, and plans or next steps relevant to the points being made in the report.
- Conclude with recommendations or calls to action needed from the audience to assist your team in completing next steps.
Prepare and rehearse your Status Report to keep it within the two-minute timeframe. Division Directors will always present a report on the status, accomplishments, and activities for their Divisions. While not all Committee Chairs will have to present a report during a District Business Meeting, there will be many times where you will be asked to speak to how your committee is progressing. Consider this the equivalent of the ‘two-minute speech’ that you should always have prepared.
Should you be called upon to present a report at a District Business meeting, there are some guidelines you should know in advance:
- Always present a paper copy of your report to the AM, preferably prior to the start of the business meeting.
- If your report requires additional handouts to support your results, be sure to prepare them in advance and include them with your report when forwarding to the AM.
- If you believe visual aids will be of benefit, prepare the appropriate charts, overheads, or slides notify the AM and the LM to make arrangements for the appropriate equipment to be available for your materials.
- When you are called to the microphone for your report, always begin your report by addressing the DD and members of the committee or council. For example: “Madame/Mister District Director and members of the District Executive Committee.”
- Always conclude your report by transitioning back to the DD. For example: “Madame/Mister District Director that concludes my report.”
- If there are any questions from the audience, remember that all questions must be directed to the DD who will address the question or delegate the question to a specific person to respond to.
- You cannot continue to speak past the two-minute mark and you will be clapped down if you run long. If you see the timing cards/lights and anticipate your report will need additional time beyond two minutes, you must immediately stop and ask the DD for additional time. For example: “Madame/Mister District Director”, I would like to request an additional two minutes for my report.” The DD will ask for the approval of the committee/council to extend your report time. Assuming the approval is received, the DD will instruct you to continue your report.
Division Director Guideline for Presenting a Report at the DEC /DC
The following bullets are provided as guidelines for preparing a Division status report. You should replace/remove them as you insert your report detail.
Report Identification
- Include the Division name, the name of the presenter, and the date presented.
Status Summary
- Is your team on track for their goals/deliverables? Speak specifically about division progress on the four critical success factors: membership growth, club growth, and communication & leadership awards.
- If there are specific activities planned to contribute to the critical success factors between now and the next business meeting, what activities are planned and when will they occur?
- If there are club extension activities going on in your division, elaborate on them.
Progress
- List achievements and progress since last status update was given. If specific members are contributing to those achievements, mention their names.
- Highlight those things that made progress possible.
Areas in Need of Attention
- List delays and problems since last status update was given.
- List corrective actions being taken.
- List issues that are anticipated to continue causing delays or impeding progress and what assistance is needed to resolve them.
Goals for Next Review
- What targets/milestones you will report on at next meeting?
- List specific items that will be done by next meeting
Division Director report template
Committee Chair Guideline for Presenting a Report at the DEC /DC
The following bullets are provided as guidelines for preparing a committee status report. You should replace/remove them as you insert your report detail.
Report Identification
- Include the Committee name, the name of the presenter, and the date presented.
Status Summary
- Is your team on track for their goals/deliverables?
- If there are deliverable, has your delivery date changed?
- If you have budget impacts, are your expenditures on track?
- Will there be any new deliverables not on the original plan?
Progress
- List achievements and progress since last status update was given. If specific members are contributing to those achievements, mention their names.
- Address schedule/target implications.
- Highlight those things that made progress possible.
Areas in Need of Attention
- List delays and problems since the last status update was given.
- List corrective actions being taken.
- Address schedule implications, in needed.
- List issues that are causing delays or impeding progress. Explain why the problem was not anticipated.
Goals for Next Review
- What targets/milestones you will report on at next meeting?
- List specific items that will be done by next meeting.
- List issues that will be resolved by next meeting.
- Communicate any calls to action needed by members of the audience.
General Overview
- The District council is defined and described in the Policy and Protocol document provided by Toastmasters International.
- The District council shall consist of the members of the DEC and two (2) representatives from each member club in the District. The District council shall hold at least two (2) meetings a year, one (1) of which shall be the Annual Meeting held before June 1 for the election of District officers. The District Council is required to hold at least two meetings each year in conjunction with a District Conference:
- The first meeting must fall between the International Convention and December 1.
- The second meeting is called “the Annual Meeting” and must be held between March 15 & June 1.
- The District must notify all District Council members in writing about the upcoming business meeting at least four weeks prior to the meeting. It is recommended that the notification be published in “The Roadrunner” plus mailed (email is acceptable) to each member along with the proxy form.
- The voting members of the District Council are the members of the DEC and the president and vice president education of each club. Only the president or VPE can designate another member of the Club to act as proxy. No other proxies are allowed. Determination of a quorum present at the District Council is the responsibility of the Credentials Chairman.
- Before the meeting begins, the DD should direct the AM to select three Toastmasters to serve on the Minutes Approval Committee (MAC); three or more tellers; and one or more timers. The members of the MAC should be given copies of District Procedure 12. The tellers and timers should be given any equipment necessary to do their job, plus appropriate instructions.
- The DD may use a script jointly prepared with the District Parliamentarian
In-Person Meeting
- The head table is set up going from the left to right facing the table – PRM, CGD, PQD, DD, Parliamentarian, FM, and AM.
- One microphone should be for the DD’s use only. Another microphone should be made available for other speakers.
Online Meeting
- Zoom Webinar or similar feature should be used
- Meeting Precipitants should include: DD, PQG, CGD, Parliamentarian, FM, and AM, Zoomasters and timers, all other should be promoted when required to speak and have there role changed to an attendee when not giving a report.
Mandatory Business Meeting Requirements
- Reading of the District Mission
- Roll Call/Certification of a quorum
- Approval of the District Budget
- Report of the Audit Committee
- Year-end Audit (first District Council Meeting)
- Midyear Audit (second District Council Annual Meeting)
- District Council members should be provided with copies of the audits at or before the meetings.
- Financial Reports (District Council members should be provided with copies of the report at or before the meeting.)
- Alignment of clubs into Areas and Divisions (as needed)
- Approval of DD recommendations to fill vacancies in office (if any).
- DD, Directors, and DvD report on progress in the District High Performance Plan and Distinguished Programs.
Sample Agenda
- Welcome
- Credentials Committee Report
- Mission of the District
- Introductions
- Housekeeping
- Unanimous Consent
- Membership
- Appointments
- Minutes Approval Committee
- Tellers
- Timers
- Adoption of Agenda
- Unanimous Consent
- Minutes
- Financial Reports
- Audit Report
- Finance Managers Report
- Special Orders
- District Reorganization
- Realignment of Divisions
- Assignment of Clubs
- Confirmation of Appointments to Office
- Nominations and Elections
- Reports of Officers and Standing Committees
- Reports of Special Committees
- (Unfinished Business & General Orders)
- New Business
- Announcements & Good of the Order
- Parliamentarian’s Report
Quorum
On the basis of two (2) votes per club, one-third of the Member Clubs in good standing in the District shall constitute a quorum for all District Council meetings. The continued presence of a quorum is presumed unless the chair declares otherwise.
In the event that any business is transacted at any District Council meeting at which a quorum is not present, the action shall be deemed as valid as if a quorum were present if it thereafter is expressly approved in writing, personally, by mail, fax, e-mail, electronic transmission or other reasonable means, by the affirmative vote of a majority of the Member Clubs in the District on the basis of two (2) votes per club.
Voting
When the voting process is conducted only the Club President and/or Vice President Education of any Member Club may vote on behalf of the club as its representative. Either club officer may carry the club’s two (2) votes or each of these club officers may carry one (1) vote, as determined by the club membership. The representative from any Member Club in good standing is entitled to a maximum of two (2) votes.
District Executive Committee members are entitled to one (1) vote and may cast up to two (2) additional votes as a representative of a Member Club, for a maximum of three (3) votes.
District Council members must cast their own votes; no proxies are permitted.
Guideline for Presenting a Report at the DC
Refer to Section 8: District Executive Committee (DEC)
General Overview
The Credentials Committee of each District conference is responsible for the management of the registration of delegates to the District Council meeting. The DD shall appoint the Credentials Chair and approve the Committee members.
The registration of delegates is affiliated with the registration of conference attendees, it is common to have the Credentials table near the Conference Registration table with similar hours of operation, especially on the day of the District Council meeting.
Credentials Process
Please see the section on the Credentials Chair roles and responsibilities.
The committee should have available:
- A list of eligible clubs in the district.
- A list of current district council members (club presidents, vice presidents education and district leaders eligible to vote).
- Access to an online election software (i.e. ElectionBuddy) – This should be provide at least two weeks before the election to allow for setup, testing, and registration of DC member
- For Hybrid DC meetings: In-person ballots must indicate the office being contested or be sequentially numbered for each contested election. Names of candidates nominated by the district leadership committee may be printed on district ballots. Floor candidates’ names cannot appear on district ballots.
Credentials Desk Rules for Hybrid DC Meeting
- No campaign literature may be distributed from or displayed at the Credentials table and no committee member may wear any campaign buttons or other paraphernalia.
When a delegate registers with the Credentials Committee, the committee:
- Marks the list(s) so that each officer represented in person can be counted..
- Gives the delegate as many ballots as votes the delegate represents (maximum 3), and instructs the delegate on their significance and that they cannot be replaced if lost.
- Obtains the delegate’s signature for the ballots.
Weighted Votes
When the voting process is conducted only the Club President and/or Vice President Education of any Member Club may vote on behalf of the club as its representative. Either club officer may carry the club’s two (2) votes or each of these club officers may carry one (1) vote, as determined by the club membership. The representative from any Member Club in good standing is entitled to a maximum of two (2) votes.
District Executive Committee members are entitled to one (1) vote and may cast up to two (2) additional votes as a representative of a Member Club, for a maximum of three (3) votes.
District Council members must cast their own votes; no proxies are permitted.
Ballot Counting Process
The Credentials Chair is responsible for ballot counting and verifying the results of the election. The Credentials Chair should use a election software such as ElectionBuddy.
For Hybrid Meeting
The Credentials chair should also recruit 2-3 volunteers to assist. In addition to these volunteers, each Candidate shall select one person to observe the counting process and act as counters for elections that are not related to their candidate. Representatives should be Toastmasters in good standing.
The Chair shall brief the Counters on the process for counting the ballots. The process should be as follows:
- Counters will be given ballot boxes to collect the ballots after the DD calls for the vote in each of the elections.
- Counters will collect ballots from the District Council members in the Business Meeting Room.
- Once the voting time is concluded, the Counters, Credentials Chair, and Committee Members will adjourn to a separate room for counting.
- Several tables will be set up with chairs and supplies. A final tally table will also be set up separate from the counting table.
- The Chair will assign Counters to 3 Areas – First Review, Second Review, and Final Review. The Chair and assigned Committee Members will fulfill the Final Verification process.
- If the Counters have ballots of their own, they shall cast their ballots and place them in a ballot box prior to the count.
- Ballot boxes will be emptied on the table in separate piles.
- Counters will sort the ballots into piles according to the number of votes.
- Counters will visually check the ballots for accuracy including the correct election, check marks, and any handwritten names.
- Counters will work with the Chair on questions related to the validity of the ballot. The Chair shall determine if the ballot is invalid and consult with the Candidate Representatives and Committee Members to determine if the ballot shall be made invalid.
- Counters will tally the totals of each of their ballot. Grouping the ballots in piles of 25 and banding them in those piles.
- Counters in the First Review will complete the tally sheet. Counters in Reviews 2 and 3 will verify the totals on the Tally sheet.
- The Ballots will be passed on to the next review until 3 reviews are completed. Any discrepancies will result in a recount.
- After the 3 reviews are completed, the Chair and two Committee members will complete the final verification, add in the online results, certify the results, and declare a winner.
- The Chair, Committee, and Counters will return to the Business Meeting.
- Chair should instruct the Counters not to make any verbal or non-verbal indication of the result of the vote as they walk back in to the room.
Presenting Results
- The Chair shall prepare a Powerpoint Slide with results. The Chair will post the totals for each candidate and the number of invalid votes.
- The Chair will present the DD with the results and the DD will announce the results to the Council.
- In the case of a second ballot, the process will continue as above using a special ballot and the deletion of the candidate with the lowest votes.
- All results are confidential until it is announced by the DD.
Posting Results
Upon adjournment of the Business Meeting, all election results are final. Results of the election are displayed in the registration area as soon as possible following adjournment of the meeting. The Chair will be responsible for posting the final results. The results should be sent to the District webmaster and be posted on the website.
All ballots are retained for 24 hours following the close of the meeting for review only by the DD or Chair, as necessary, and immediately thereafter destroyed by the DD or the Chair.
Hybrid Meeting Supplies Needed
- Ballots – Color Coded for the number of eligible votes
- Tally Sheets
- Pens
- Markers
- Rubber bands, Binder Clips, Paper Clips
- Ballot Boxes with a cover with a slot opening
- Results sheets to present to the DD
- Any printed materials provided by the DD for distribution to the voting body
Credentials Report
When the Credentials table closes, immediately before the business meeting, the committee chairman should prepare a report in the following, suggested format.
Madam|Mr. DD,
As of today there are ________ District 3 Clubs in good standing, each with two eligible voting members, for a total of ________ possible club delegates. District Administrative Bylaws Article X Section (c) requires that a quorum of one-third of this number, ________ [round up if necessary], be registered as delegates or represented by proxy. The Credentials Committee reports that ________ Club Presidents and Vice Presidents Education are represented here today. Therefore, a quorum is/is not present.
In addition, _______ members of the District 3 Executive Committee are registered, for a grand total of _______ possible votes.
Please help me thank the members of the credentials committee. The members of the committee are ___________. Thank you for your service to our members and District.
This concludes my report.
When called upon by the DD, read this report to the Council, and then hand it to the DD
Note: It is suggested that the quorum numbers are display on screen whenever possible.
Please refer to Article X, Section (d) of the District Administrative Bylaws. which states “District Council members must cast their own votes; no proxies are permitted.”
District Correspondence
- Responsible for recording all District correspondence.
- Prepare and forward to Toastmasters International copies of District correspondence in accordance with TI policy.
- Assist with and coordinate preparation and mailing or emailing of District meeting announcements, reports, and business communications (paper & electronic).
Meeting Minutes
Minutes for all Executive & Council Meetings
- Copies of the drafted minutes from the previous meeting, are to be forwarded to the appointed members of the Minutes Approval Committee (MAC). (appointed by the DD for each meeting)
- Assist in the selection of the meeting functionaries.
- Gather approvals and/or corrections from the MAC and prepared the final minutes for distribution to the Executive Committee or Council.
- Copies of the final version of each business meeting minutes will be prepared for forwarding to Toastmasters International.
- For the DEC meeting, minutes will be provided from the immediate past DEC meeting.
- For the Council meeting, minutes will be provided from the immediate past Council meeting.
Preparation of Minutes
The purpose of the minutes of a meeting is primarily to record what was done at the meeting, not what was said by the members. The minutes should include the following:
- The kind of meeting (regular, special, adjourned regular, or adjourned special). This is almost always “regular.”
- The name of the assembly. This is either “the District 3 Executive Committee” or “the District 3 Council.”
- The date, time and place of the meeting.
- The statement that the DD and the AM were present or, in their absence, the names of their substitutions.
- Whether the minutes of the previous meeting (of the same body) were approved, and any corrections.
- The body should contain a separate paragraph for each subject, giving the name of the mover of the important motions.
- All main motions or motions to bring a main question again before the assembly, stating:
- The wording in which each motion was adopted or otherwise disposed of (with the facts as to whether the motion may have been debated or amended before disposition being mentioned only parenthetically).
- The disposition of the motion, including any primary and secondary amendments.
- Secondary motions that were not lost or withdrawn, in cases where it is necessary to record them for completeness or clarity.
- All notices of motions and all points of order and appeals, together with the reasons for the chair’s ruling.
- The last paragraph:
- The hour of adjournment.
- The minutes should be signed by the Administrative Manager.
Maintain and Publish District Directory
Maintain the contact records for active PDG/PDDs.
Maintain the contact records for current District officers, Committee Chairs, or other Toastmasters members in service capacity to the District.
- Each member has the right to exclude their personal information from being published in the printed and/or online forms of the District Directory.
- Written permission should be obtained from all members in District service position instructing the District as to how personal contact information is to be handled in regards to the District Directory.
- The District Administrative Manager will be responsible for gathering and maintaining the District Contact Information Disclosure agreements from the members.
Other Duties
- Preparation of the DEC training books
- Copying and distribution of promotional material
- Preparation of the District Calendar and Key Dates
District Executive Committee Meeting Checklist
District Executive Committee Meetings Schedule (at Minimum)
- July
- September
- January
- March
Before the Business Meeting
- Send meeting notices and/or reminders and any completed materials (Finance Manager Reports, budget, alignment proposal, audit report, etc.) to the voting members (those required for quorum).
- Obtain the prepared agenda from the DD.
- Based on the prepared agenda, contact the individuals slated to present reports and remind them to prepare written reports for the AM’s records.
- Prepare business meeting packets for all voting members, Committee Chairs, dignitaries, and guests that should include copies of the previous meeting’s minutes, financial reports, audit reports, realignment proposals (if needed), and other documentation that will be voted on by the membership.
- Prepare sign-in sheets: DvD and AM check-in for morning training session, Committee Chairs check-in for morning training session.
- Assign all functionaries and confirm attendance.
- Voting members of the business meeting (Quorum) for inclusion with the business meeting records
- For DEC meetings, prepare a list of the voting members and determine the quorum based on check-in.
- Dignitaries attending the business meeting (DD recognizes those in attendance during Introductions).
At the Business Meeting
- Provide the list of attending Dignitaries to the DD at start of meeting.
- Report on Quorum (Executive Committee meetings).
- Record minutes.
- Collect written reports from presenters.
After the Business Meeting
- Document the minutes and forward to the MAC (14 day deadline to respond).
- Record minutes & procedure changes for forwarding to World Headquarters.
- Update the Secretarial records.
- Update District Directory, if needed.
- Maintain District Policies & other official District 3 documents as required.
District Council Meeting Checklist
District Council Meetings Schedule
- October/November
- April/May
Before the Business Meeting
- Send meeting notices and/or reminders and any completed materials (Finance Manager Reports, budget, alignment proposal, audit report, etc.) to the voting members (those required for quorum) which include the DEC and the Presidents and Vice Presidents of Education of all clubs..
- Obtain the prepared agenda from the DD.
- Based on the prepared agenda, contact the individuals slated to present reports and remind them to prepare written reports for the AM’s records.
- Prepare business meeting packets for all voting members, Committee Chairs, dignitaries, and guests that should include copies of the previous meeting’s minutes, financial reports, audit reports, realignment proposals (if needed), and other documentation that will be voted on by the membership.
- Assign all functionaries and confirm attendance.
- Voting members of the business meeting (Quorum) for inclusion with the business meeting records
- For Council Meetings, assist the Credentials Chair in obtaining a list of the voting members of the DEC and a listing of the Club Presidents and VPs Education
- Dignitaries attending the business meeting (DG recognizes those in attendance during Introductions).
At the Business Meeting
- Provide the list of attending Dignitaries to the DD at start of meeting.
- Record minutes.
- Collect written reports from presenters if they have not already been submitted.
After the Business Meeting
- Document the minutes and forward to the MAC (14 day deadline to respond).
- Record minutes & procedure changes for forwarding to World Headquarters.
- Update the Secretarial records.
- Update District Directory, if needed.
- Maintain District Policies & other official District 3 documents as required
Please refer to Toastmasters International District Administrative bylaws for policies relating to finances.
Funds from Reserve Account
TI will send a report to the Finance Manager and the DD between the 15th and 25th of the month.
District Orders from TI
Only the DD is authorized to order supplies against the District Reserve account. Finance Manager will log information and retain packing slips and/or order summaries. Approval from one additional Director is needed to process order. Written documentation of approval is required.
Online Banking
Checking account data (account numbers, access codes, debit card numbers, etc.) are confidential and all reasonable efforts will be used to protect the information. Typically, only the DD and the FM need to know this information. It is recommended that online banking be used to verify automated payments and deposits and get copies of bank statements. ATM withdrawals are not allowed.
Credit Card Transactions and Fees
Registration payments for TLI, conferences, and the Annual Awards Ceremony are accepted using the District’s e-commerce account. The District Finance Manager, or his or her delegate, manages the credit card transactions and provides a monthly statement to the DD with a breakdown of all transactions and purposes. At the first of the month, the bank vendor charges a small percentage for those transactions. A copy of the agreement is on file. The Finance Manager may process credit card transactions.
Debit Card Transactions/Automated Payments
A letter must be drawn up each year outlining the authorized transactions, signed by the DD, and filed for audit. Examples of expenses that could be authorized for automated payments are storage room rental fees, website charges, and costs for the toll-free telephone system.
Free Registrations
Promotional programs often offer free registrations to TLI or conference events; an accounting of each will be provided by the PQD or event chairman and will be provided to the Audit Committee.
Requests for Seed Money for TLI and Conference
A form is on file for the PQD to request seed money for District Events, which authorizes the Finance Manager to withdraw cash to support the event or provide a check to be cashed to the PQD. The PQD will distribute funds to the designated Chair or Committee member that is coordinating the event. Funds should be signed by those receiving the funds and dated when returned for audit purposes.
Seed money for TLI should be $125 in assorted denominations.
Seed money for District Conference should be $125 in assorted denominations for Registration, $125 for Raffle and Silent Auction in assorted denominations, and $125 for 50/50 Hat in assorted denominations.
Collection of Funds at Events
TLI – The Registration chair shall retain the designated seed money for no longer than 30 days or after the last event whichever is sooner. The seed money shall be distributed to the Registration Chair in December and June and returned after the events in those months. The seed money shall be distributed to the Registration Chair in January and July and returned after the events in those months. The Registration Chair will also be authorized to process payments and refunds to members and report these to the PQD. The Registration Chair will provide the DD and FM with any documentation for audit.
Conferences – The PQD will distribute the seed money to the appropriate Chair for Registration, Raffle/Silent Auction, and 50/50 Hat. At the end of each day’s events (Friday PM, Saturday PM, and Sunday AM), the FM, PQD, and Chairs will meet and provide the FM with any money collected above and beyond the seed money amount. The Chairs will retain the seed money until the end of the final event when all money will be accounted for by the FM and PQD
Toastmasters International discourages Areas and Divisions from maintaining their own bank accounts. Any funds allocated to Areas and Divisions are considered funds of the District and Toastmasters International. Refer to Toastmasters International Policy.
Normally, the only funds needed to be handled by Areas and Divisions are in relation to the speech contests, scheduled once a year. It is preferred that the funds not be channeled through a member’s (or officer’s) personal checking account. For audit purposes, it may be best to ask a club to sponsor the event and handle the money transactions.
Options for funding contests:
- Prepare a budget, and estimate attendance for each event.
- Charge a nominal fee (usually $2 to $5 each) for the attendees. Obviously, if a meal is involved, the fee may be increased to cover those expenses.
- For Area contests you may ask each club to contribute to the total cost of expenses, to allow attendees to attend at no charge. Note that this may require the approval of the club members, so plan in advance for this option. It is recommended that if donations are provided by the Area clubs that an admission fee should not be charged.
- 50/50 Raffles may be used to offset costs of the contests.
- All trophies and awards will be provided to the Area and Divisions for contests by the District.
Disposition of “extra” funds:
Should there be additional money left over from a contest, the Area Council or DVD may choose from the following options:
- Refund money directly to the clubs within the area or division.
- Donate the money to the District treasury.
- Use funds to support the following contest.
The extra money should not be “held over” until the next event or Toastmasters year, nor should it be kept by or donated to any of the parties involved. Likewise, any deficit should be presented to the Area Council or Division Council for a decision on the best way to repay the debt.
If there are any questions about the handling of funds within an Area or Division, contact the DD or WHQ.
Section 9: District Events (Last Updated: 6/1/2023)
District 3 has implemented the Toastmasters Leadership Institute as the primary educational source for leadership training to all officers of Toastmasters Clubs within the District. In addition to training for Club Officers, Toastmasters Leadership Institute offers exciting training programs that provide a full array of workshops aimed at improving individual and team performance in a variety of personal and professional situations.
Attendance is open to all Toastmasters members in good standing. Attendees get the opportunity to grow and develop leadership skills, learn from experienced Toastmasters, network, share experiences and challenges, find help, fulfill a requirement, and have fun.
District 3 conducts each Leadership Institute according to the guidelines provided by Toastmasters International.
The PQD shall appoint a TLI Chair with the approval of the DD, to lead the committee tasked with planning and conducting Leadership Institute events. The term of the TLI Chair will be a minimum of one-year (July – June) and should not exceed a maximum of two consecutive years.
It is the responsibility of the TLI Committee to insure consistency in the quality of Leadership Institute events while maintaining compliance with Toastmasters International guidelines. To that end, the following District 3 specific traditions, procedures and deliverables are included to provide historical background on the standards already established for District 3’s Leadership Institute.
Committee workings: The TLI committee meets monthly or as needed. Registration materials are distributed to each club at the time of club elections and posted to the District website. They are also given to Area Directors and Division Directors for promotion. A public relations display and registration materials are available at District Conference and Fall Council meeting. Information about TLI is also available on the District’s Web site. Online registration is available on the District website.
The work of the committee is directed by the PQD who is responsible for all monetary transactions
On the Leadership Institute Approach
Since implementing the Leadership Institute approach in 1996, attendance has steadily increased participation of club officers being trained. Any changes in officer training approach should insure that participation and trained officer goals continue to meet or exceed these results.
Scheduling of TLI events
Traditionally, TLI offers five sessions every six months – one – two in the Metro Phoenix area, one in the east valley, and one in the Tucson area. Per TI guidelines, sessions are scheduled in June/July and December/January each year. No “satellite” or “makeup” training sessions are authorized outside of TLI except when accepted by Policy. Newly chartered clubs can attend and receive credit for training provided by the District outside of the two TLI sessions.
Notification of Leadership Institute Event
Event information and registration materials are emailed to all Club Presidents, DvDs and ADs in time to insure arrival the week prior to the club officer election period. It is also recommended that this mailing include a Club Officer Information form and a letter from the PQD reminding Clubs to hold their officer elections, complete their Club Officer Information form, and register their newly elected officers for Leadership Institute. Information will also be posted and promoted on the District 3 website.
Cost of Registration
Policy no longer prevents use of District funds towards the cost of food/catering for Leadership Institute events. To provide a quality event that can accommodate the numbers of participants, food and facilities expenses are a majority of costs are covered through registration fees.
Facilities and refreshment costs are calculated and averaged across all events – i.e., taking the total food and facilities costs for all events and dividing by the estimated number of participants to calculate the individual registration fee. In this way, the committee insures a consistency in registration fees for every attendee attending the core-officer training program required for DCP credit. For some events, additional “elective” sessions – sessions not required for officer training credit – are offered as supplemental leadership training.
The TLI Committee must continually balance the facilities and catering costs with the quality standards for the event to insure optimal value for the participants. Printing costs for materials can be considered District budgeted expenses. However, a sense of frugality must be maintained. Wherever possible, incremental costs (i.e., color printing) must be kept to a minimum unless plans are to cover such costs through registration fees.
Any online or zoom event should not charge for registration.
Confirmation of Registration
Pre-registered participants should receive confirmation of their event registration prior to their event date.
Express Registration
Due to the increasing number of participants at each event, an “Express Registration” process was implemented to minimize the amount of time it takes for a participant to check-in. Registration materials are prepared in advance. Participants who are pre-paid in full and have no issues over session selections should only be required to check-in and pick up their pre-prepared materials.
Club Officer Training Credit
District 3 considers Leadership Institute the ‘official’ source for club officer training. As such, participation in the entire core-officer training program (those sessions specifically covering the Toastmasters International content requirements) by club officers in attendance is required for each officer to receive credit towards the DCP. While District 3 appreciates the experience of our many Toastmasters members, only those training sessions held under the direction of the Leadership Institute Committee will qualify for club officer training credit towards the DCP.
Attendees holding multiple club officer positions will be handled on an individual basis. Every effort is made to ensure that each club and position is credited. Occasionally, a club elects more than one person to hold one officer position (for example, two Sgts-at-Arms). Per TI guidelines, only one person per office will receive credit on the Officer Training Report. Issues or questions regarding multiple or shared club officer positions are handled on an individual basis by the TLI Chairman and PQD.
Officer Training Results
The TLI Chairman shall insure that training results for officer training credits are made available for review by the entire membership within 14 days of the last training event being held. Discrepancies with reported results should be brought to the attention of the TLI Chairman immediately and will be resolved through a review conducted by the Registrar, the TLI Chair, and the PQD.
Facilitators
TLI typically uses experienced Toastmasters who have received training or have experience with facilitative adult teaching techniques.
Evaluation
Each student receives a general evaluation form to provide feedback on the overall TLI event and general sessions. For each breakout session, a shorter evaluation form is provided to evaluate both the material and the facilitator.
Past TLI Chairs:
In order of service since 1996, we recognize those individuals who contributed to the formative years of Leadership Institute by serving in the role of TLI Chair
| 1996-1997 | Stefan Petra & Jodie Kay | 2008-2010 | Marilyn Bennett | 2020-2021 | Katlyn Ewens |
| 1997-1998 | Roy Bloomquist | 2010-2012 | Tim Swearingen | 2021-2022 | Lisa Raymond |
| 1998-1999 | Judy Norris | 2012-2013 | Sally Goodwin | 2022-2023 | Edwin Weston |
| 1999-2001 | Nancy Starr-Cassidy | 2013-2014 | Trish Blackwelder | 2023-2024 | Jill Kipnes |
| 2001-2003 | Trish Blackwelder | 2014-2016 | Connie Weiss | ||
| 2003-2005 | Melissa Jones | 2016-2017 | Stephanie Hoffman | ||
| 2005-2007 | Mukund Moorthy | 2017-2018 | ??? | ||
| 2007-2008 | Don Griffith | 2018-2020 | DJ Reed |
TLI Chair and Committee Roles
TLI Chair
The Chair shall:
- Oversee the work of the committee.
- Assist facilities chair in room assignments and set up.
- Oversee the event.
- Coordinate with the PQD and DD on the vision of the training sessions.
- Coordinate with the Curriculum Chair on new sessions highlighting the Distinguished Club Program.
- Hold frequent committee meetings during the TLI seasons.
PQD
The PQD shall:
- Oversee the work of the committee.
- Assist the TLI Chair.
- Work with the DG to ensure all materials are provided to the Committee.
- Provide guidance to the TLI Chair.
- Provide all seed money to the TLI Registration Chair.
Facilities Manager:
- Schedules and works with facilities for TLI and facilitator training sessions,
- Contracts for equipment rentals as needed.
- Provides onsite support to the PQD, DD, and TLI Chair.
- Ensures venues are fulfilling contract requirements.
- Recruits volunteers as needed.
- Attends TLI Committee Meetings regularly.
Registration Coordinator:
- Registers attendees for TLI.
- Creates class lists.
- Creates the online registrations.
- Assists members with registration issues.
- Recruits and oversees registration workers.
- Assists PQD with final report to TI.
- Provides reports to the committee on registration numbers.
- Works with PQD and DCP Chair to create contact lists for clubs that are close to achieving the DCP goal.
- Processes and resolves payment issues with Club Officers.
- Attends TLI Committee Meetings regularly.
Facilitator Coordinator:
- Plans and conducts two facilitator-training sessions per year. Each training session has a different focus to increase the training strategies of facilitators.
- Works with the PQD, DD, and TLI Chair on assignment of TLI Facilitators.
- Monitors Facilitators during sessions.
- Provides mentoring and feedback to the Facilitators.
- Maintains a list of Facilitators and Back-up Facilitators.
- Checks in Facilitators during events.
- Provides the Facilitators with the materials they will need for their classroom.
- Attends TLI Committee Meetings regularly.
Curriculum Director:
- Maintains the course catalog for TLI.
- Updates courses in conjunction with the focus determined by the PQD, DD, CGD, and Committee Chair.
District Public Relations Officer:
- Meets with this committee to provide internal public relations about TLI.
The district conference is an exciting educational and networking event for a district’s clubs. The purpose of the District Conference is to:
- Provide communication and leadership training opportunities in support of the district mission
- Provide Opportunities for networking and the exchange of ideas
- Recognize and celebrate member, club, and District accomplishments
Planning is the key to a successful district conference. Members should leave the conference feeling that they enjoyed, learned, and benefited. You can make this happen with some creativity and planning.
Keep sessions focused on speaking, communication, and leadership and other topics that promote club success. Select speakers who can deliver exciting and motivational sessions. Promote the education program early and often.
Schedule the conference in a place that is accessible to most members. Consider rotating the conference among accessible sites. Spring Conference is held in the metro Phoenix area.
The district conference should be self-supporting. Promote the value of the conference and consider offering discount packages and early registration promotions. A district conference can be a great learning experience at a reasonable cost.
Program
Under the guidance of the DD and PQD, the Conference Chair is responsible for coordinating all aspects of the conference. This person collaborates with the finance, education, venue, and public relations chairs so the conference meets the district’s goals.
Communication is essential to district conference success. Members of the Conference Committee meet regularly, follow up with fellow committee members and venue contacts, and keep the DD and PQD informed of progress. Many telephone calls, frequent communication, and regular follow-up result in happy attendees and a great showpiece for Toastmasters.
Make sure all sessions start and end on time. Schedule plenty of time for transitioning between sessions. Allow at least 15 minutes between major conference events, such as education sessions and luncheons.
Balance the program with speeches and audience involvement sessions to keep your meeting interesting. Remember that participation enhances learning.
Please refer to the District Leadership Handbook for more information.
Calculating Costs for Conference Registration
Toastmasters Policy advises Districts that Conferences should be a break-even event. Calculating the costs of the Conference can be difficult. The following guideline should assist the DD and PQD to set the cost of the conference. The cost should include not only the price of the meals but a 20% up charge to cover the costs of printing, audio/visual rental, supplies, receptions, and all other incidentals. The following is an example of an appropriate cost for a Full Package based on the actual meal costs and the up charge.
EXAMPLE COSTS FOR CONFERENCE FULL PACKAGE (dollar amounts are only for example only)
For the Saturday Only Package a similar formula can be used. The up charge for the Saturday package would be less due to the number of events attended.
| Event | Cost |
| Friday Dinner | $35 |
| Saturday Lunch | $25 |
| Saturday Dinner | $40 |
| Sunday Breakfast | $20 |
| Total Meal Cost | $120 |
| 20% Upcharge | $24 |
| Total Full Package | $145 |
EXAMPLE COSTS FOR CONFERENCE SATURDAY ONLY PACKAGE
| Event | Cost |
| Saturday Lunch | $25 |
| Saturday Dinner | $40 |
| Sunday Breakfast | $20 |
| Total Meal Cost | $85 |
| 15% Upcharge | $13 |
| Total Full Package | $99 |
Gallery Seating
Gallery Seating charges were implemented in 2006-2007 Toastmasters year and have remained consistent over the following years. This ticket includes admission only to the speech contest for which the ticket is purchased. Members have become comfortable with this charge. Speech Contestants should not be charged for seating however their guests are required to purchase a ticket. The Conference Chair should confirm how many seats will be available in the ballroom and cap the number of tickets to avoid over selling.
Meal only tickets
Meal only tickets should include a small up charge to cover the costs associated with printing materials. Below is an example of the prices that could be charged using the same pricing in the Full Package and Saturday Only packages. Meal only ticket purchasers only have access to the events associated with the meal they are purchasing. They do not have access to Speech Contests (other than the ones taking place during their meal), Educational Sessions, or Opening Ceremonies. Attendees can purchase a Registration Only Package and individual meals which would allow them in to the conference events. Registration must be paid to attend events outside of the meals.
EXAMPLE COSTS FOR CONFERENCE MEAL ONLY PACKAGES
| Meal | Actual Cost | Ticket Cost |
| Friday Dinner | $35 | $40 |
| Saturday Lunch | $25 | $30 |
| Saturday Dinner | $40 | $45 |
| Sunday Breakfast | $20 | $25 |
Registration only
Registration only packages should allow purchasers to attend all of the events including speech contests, DTM Ceremony, Opening Session, Educational Sessions, and Hall of Fame Lunch. There are no meals included in this package. Costs should equal a 40% up charge from the meal costs as these attendees will be able to participate in receptions and special events. Based on the example above, the Registration only package would be $55.
Materials & Supplies
- Registration
- Ribbons
- Meal tickets
- Name Tags
- Packets
- Programs
- Main Program
- DTM Ceremony & Friday Contest
- Hall of Fame Lunch
- Saturday Banquet & Contest
- Cash box
- Seed Money
- Receipt Book
- Hall of Fame
- Awards (see below)
- Place cards
- Business Meeting (if part of conference)
- Packets
- Credentials Supplies
- Contests (If Hybrid)
- Plaques, Trophies
- Certificates & holders
- Educational Sessions
- Presenter gifts
- Handouts
- Certificates & holders
- Hospitality
- Food, beverage
- Fun Night
- First timer packets
- Prizes
- Banquet
- Place cards
- Table, lectern, & microphones
- Sgt. At Arms
- Yellow TM Signs
- District Banner
- Timing Lights
- Stanches
- Facilities
- Contract
- Meals
- Meeting room needs
- Sleeping room blocks
- Educational Sessions
- Qualified presenters
- Toastmasters-related topics
- Appropriate room size
- Audio-Visual equipment
- Presenter gift, certificates
- Introducers and Angels
- Hall of Fame
- Pins, Medals – DTM, All Pathways levels
- C&L Award
- Juris Kursulis Spirit Award
- Table for Awards
- Public Relations
- Early flyers
- Registration forms
- Online Registration
- Newsletter articles
- Public media
- Functionaries, Facilitators
- Parade announcer
- Banquet announcer
- Morning Invocant
- Luncheon Invocant
- Banquet Invocant
- Honor Guard
- National Anthem, Pledge
- Keynote
- Introducers for Educational presenters
Educational Facilitators
- All educational presenters will submit a “Call for Presenters” form with details and summary of their presentation.
- All educational submissions for presentations will be reviewed by the DD, PQD, Conference Chair and Education Session Coordinator. The sessions should be educational and informative and pertain to the mission of Toastmasters International, the District, or Toastmaster relevant topics. Education sessions are to be approved by the DD only. Education sessions will not be approved by the Conference Committee.
- Education presenters shall be members for at least two years, have obtained at least a Level 2 award, and are members in good standing in clubs in good standing. Under special circumstances, a non-Toastmaster may be invited to speak, but that preference should be given to members
- The DD and PQD will have the final approval of all Education Session Facilitators.
- The DD and PQD will select any Keynote Speakers for the Conferences.
Conference Committee
Conference Chair
The Chair shall:
- Oversee the work of the committee.
- Assist facilities chair in room assignments and set up.
- Generally oversee the event.
- Coordinate with the PQD and DD on the vision of the training sessions.
- Coordinate with the Curriculum Chair on new sessions highlighting the DCP.
- Hold frequent committee meetings during the TLI seasons.
- Recognize their committee at the end of the events by presenting certificates of appreciation.
Program Quality Director
The PQD shall:
- Oversee the work of the committee.
- Assist and provide guidance to the Conference Chair
- Work with the DD to ensure all materials, awards, and prizes are provided to the Committee.
- Manage all contest related items outside the Conference Committee.
- Provide all seed money to the Conference Committee.
- Purchase a thank you gift for the Conference Chair, Chief Judge, and Contest Manager and present them on Saturday evening at the conclusion of the event and prior to announcement of contest winners.
- Work with the DD on purchasing a gift for the Keynote Speaker
Registration Chair
Under the direction of the Conference Chair, the Registration Chair shall:
- Work with District Webmaster to create and launch online registration.
- Recruit 6-8 volunteers to assist with onsite registration.
- Print name badges, meal tickets, packet labels, and any additional items needed for the registration process.
- Coordinate with the PQD to ensure ribbons are ordered and available for packet stuffing.
- Attend all Conference Committee meetings and provide a status report on the number of registrations and what types (Full, Saturday Only, Gallery Seating, etc.).
- Ensure all materials are available for the packet stuffing prior to the start of conference.
Raffle/Silent Auction Chair
Under the direction of the Conference Chair, the Raffle Chair shall:
- Work with the Conference Chair to create a plan for the Raffle and Silent Auction.
- Recruit volunteers for the conference.
- Request seed money from the PQD.
- Release funds the District Treasurer at the end of each night.
- Follow the planning information listed below.
- Research and add the list of existing donors.
- Mail letters to potential donors.
- Track and create an inventory of donations for the FM for audit purposes.
- Attend Conference Committee meetings regularly.
Raffle/Silent Auction Planning – Six months before
- Conference Chair selects Raffle Chair.
- Raffle chair to select committee (4-6 people optimal) to coordinate prize solicitation.
- Request for raffle items through membership (advertise in “The Roadrunner”, hand flyers out at District functions, develop telephone campaign to solicit donations from members); brainstorm list of Arizona businesses for solicitation., or items can be handmade if quality will be suitable for the event.
- Begin promoting the club basket donation program.
- Work with Club Pride Chair to incorporate a point system for the best baskets
Six to eight weeks before
- Send donation request letters (one page only) to businesses on Toastmasters stationery.
- Raffle chair elicits commitment from members to sell tickets at event; otherwise, recruit additional members for the task.
- Promote Club Basket donations at Area and Division Contests.
- Create a traveling basket to be donated for the conference.
- Promote the Club Basket donations in conference promotions in email and website.
Three to four weeks before
- Call target businesses to learn status of request, and follow up with individual Toastmasters who agreed to donate items.
- Continue to promote the club basket contest.
Two weeks to one week before
- Raffle chair or designated committee member formalize list of prizes in hand and arrange for delivery/pickup of all prizes.
- Have signage made listing prizes for display in key areas
- Obtain roll of raffle tickets, Raffle chair controls ticket inventory during the event and sellers come to him/her when they need more tickets. Make sure there is a pen in each bag.Blue tickets are traditionally selected for the Raffle items and Red tickets for the 50/50 Hat.
Day before the event
- Raffle chair or designee collects all prizes to bring to Conference.
- Obtain seed money of $100 – $120 in one dollar bills.
- Chair should reconfirm when and where committee will meet to put out signs, pick up bags, etc.
Day of the event
- Put up signs and put out collection boxes.
- Chair gives each seller a bag and encourages them to sell, sell, sell!
- Selling can begins Friday night.
- Chair should periodically collect cash (especially all larger bills) from ticket sellers and is encouraged to have a safe place to put the cash before turning it over to District Treasurer. Be sure to remove the float before turning over cash.
- Chair or designee retains any winning tickets for absentees, and calls them to collect their prizes.
- All items not sold or picked up will be stored and used for future giveaways.
No more than one week past event
- Letters on Toastmasters stationery sent to all donors (including members) thanking them for their donations. After action report on raffle written and submitted to Conference chair along with all donor correspondence.
50/50 Chair
Under the direction of the Conference Chair, the 50/50 Hat Chair shall:
- Work with the Raffle Chair to coordinate efforts.
- Purchase and expense RED raffle tickets for purchase.
- Purchase and expense hats or headgear to wear for promotion.
- Request seed money from the PQD in the amount of $125.
- Collect all proceeds from volunteers each evening of the conference.
- Turn in all cash and/or checks to the FM at the end of each night of conference.
- Recruit volunteers as needed. Usually 3-4 Money Hat helpers are needed.
- Attend Conference Committee meetings regularly.
Protocol Chair
Under the direction of the Conference Chair, the Protocol Chair shall:
- Be a Past International Director, Past Region Advisor or Past DD/DG.
- Work with the DD, PQD, Conference Chair, and Minute Manager on the script for the conference.
- Shall create a seating chart for the head table at all meals.
- Work with the Dignitary Line Up coordinator to ensure that the flow of the walk in is smooth.
- Coordinate and arrange activities regarding the keynote speaker and International Dignitary during the District conferences and special events. Activities to include transportation of the speaker, registration processing, speaker arrangements (introduction, and equipment needs), recognition confirmation, seating protocol, conference escort, and follow-up
- Attend Conference Committee meetings regularly
Minute Manager
Under the direction of the Conference Chair, the Minute Manager shall:
- Coordinate with the DD, PQD, Conference Chair, and Protocol Chair on the development of an update to the Script
- Provide drafts and a final version of the script to the DD, PQD, CGD, Conference Chair, and LM for use at the conference.
- Keep all District officers on time and on schedule during the conference.
- Recruit volunteers as needed.
- Attend Conference Committee meetings regularly.
Programs Chair
Under the direction of the Conference Chair the Programs Chair shall:
- Have previous desktop publishing experience.
- Have attended at least 2-3 conferences in the past.
- Works with the Conference Chair, DD, PQD, Minute Manager, and the Protocol Chair on the content of the program.
- Create draft and final versions for the Conference Chair, DD, PQD, and CGD to review and approve.
- Make final corrections on the approval of the DD.
- Create Programs shall reflect both the Toastmasters brand and the Conference theme.
- Ensure Program includes the following:
- Schedule of Events
- Messages from the DD, PQD, and Conference Chair
- Summary of Educational Sessions including a biography of the presenter
- Explanation for First Timers, Club Pride, Raffle/Auction, Hall of Fame, Juris Kursulis Spirit Award, Outstanding Club Member (Spring Only), Communication & Leadership award, Credentials, Business Meeting, and any additional events.
- Recognition for the committee. Excluding those that are also contestants or candidates for office.
- Produce singular programs for the Friday Night Banquet/DTM Ceremony/Contest, Hall of Fame Lunch, and Saturday Night Banquet/Contest.
- Be enlisted to assist the DD with the Candidates Brochure for the Spring Conference only.
- Create an At-A-Chance schedule card to be included with the program.
- Recruit volunteers as needed.
- Attend Conference Committee meetings regularly
First Timers Chair
Under the direction of the Conference Chair, the First Timers Chair shall:
- Develop a program for engagement of Conference First Timers.
- Promote the program at District events.
- Recruit volunteers to assist in planning, development and Conference activities.
- Attend Conference Committee meetings regularly.
- Prizes for the Club Pride Contest shall be determined by the current administration.
Banquet Manager
Under the direction of the Conference Chair the Banquet Chair shall:
- Work closely with the Facilities Chair.
- Ensure the banquet room is set up correctly.
- Ensure programs are placed at all seats including gallery seating.
- Ensure all awards and or recognition is in place for the District Officers.
- Place name tents at the head table in the order determined by the Protocol Chair.
- Attend Conference Committee meetings regularly.
Facilities Chair
Under the direction of the Conference Chair, the Facilities Chair shall:
- Coordinate with the hotel staff on deadlines for meal submissions.
- Ensure all items specified in the contract are being provided by the hotel.
- Work with hotel staff on issues and concerns that arise prior to and during the event.
- Place all food and beverage orders on behalf of the DD.
- Retain copies of all contracts and orders.
- Act as a liaison between Conference Committee members and hotel.
- Ensure all Audio/Visual equipment is provided.
- Work with the Sgt. at Arms to ensure all items from the District storage have arrived onsite and in a secure area.
- Monitor and use staging area as needed.
- Recruit volunteers as needed.
- Attend Conference Committee meetings regularly.
DTM Ceremony Chair
Under the direction of the Conference Chair and the PQD, the DTM Ceremony Chair shall:
- Ensure candles and drip guards are ordered and purchased by the District.
- Make sure a large candle is purchased and available at the ceremony.
- Ensure lighters are available at the start of the ceremony.
- Assist the PQD with the correspondence to all eligible participants.
- Confirm with all participants and their presenters
- Ensure all medallions are engraved with the correct information.
- Provide instructions to volunteers assisting with program
- Recruit volunteers as needed.
- Assist PQD with any requests at the conference.
- Attend Conference Committee meetings regularly.
Dignitary Parade Coordinator
Under the direction of the DD and Protocol Chair, the Dignitary Parade Coordinator shall:
- Contact all District Officer 4 weeks prior to the Conference to determine attendance.
- Set date for required information for the Dignitary Parade.
- Confirm attendance one week prior to the conference. Changes cannot be made after this point.
- Create seat cards for side room for Dignitary Parade.
- Create announcement cards for each officer which will include there the following information:
- Office
- Name
- Designation
- Name of Guest
- Guest Designation
- Instruct the District officers on how the lineup will proceed.
- Direct the District officers onsite during the parade.
- Keep the lineup moving in a timely basis.
- Recruit volunteers as needed.
- Assist DD/Protocol Chair with any requests at the conference.
- Attend Conference Committee meetings regularly.
Logistics Manager/Volunteers
Under the direction of the DD and the Conference Chair, the District Sgt. at Arms shall:
- Transport and deliver all conference materials to the conference site.
- Assist with any requests from the DD, PQD, CGD, Conference Chair, or Facilities Chair.
- Provide assistance during set up prior to their start.
- Monitor and control inventory in staging area.
- Recruit volunteers for door monitoring – 15-20 volunteers are needed.
- Attend Conference Committee meetings regularly.
- Transport and return all District materials to the District storage unit.
- Educate the volunteers on the District leaders and their positions.
Section 10: Recognition and Awards (Last Updated: 6/1/2023)
A number of awards are presented at Annual Awards Ceremony and at the Annual Conference. Please note that the size of awards is a guideline, subject to budget constraints and personal preference of the outgoing DD.
The outgoing senior officers often share this responsibility. The former PQD and CGD usually present the awards to the committee persons under their area of responsibility, and the outgoing DD presents the other awards. Frequently, the immediate past recipient of the award are asked to present the award to their successor.
The following are plaques is purchased from TI
Accomplished Area Directors & Division Directors
Those who achieved Distinguished Area or better for Outstanding AD/DvD but did not win the Outstanding AD/DvD award or other Area or Division Directors deserving of special recognition. These are selected via Procedures 7 & 8, through the Outstanding Toastmaster of the Year committee
Dedicated Area Directors & Division Directors
Those who completed their term of service, but did not received Distinguished status or the Outstanding AD/DvD award.
These awards are presented in the following way:
- At the annual awards ceremony.
- If the area director cannot attend the annual awards ceremony, then the award shall be presented at the member’s home club of record by the current Area or Division Director
- If the winner cannot be in their club meeting, the award should be mailed to the winner accompanied by a congratulatory note from the District Director.
History of Award
The 2004 Spring Conference saw the inauguration of a new award—the Art Nieto Award for Club Excellence. DG Joe De Rico suggested we should not wait until people were gone to recognize their contributions to District 3 Toastmasters and noted that Past International Director and 3 time District 3 Director, Art Nieto, a 30-year member of District 3, has been Club Extension Chair for more than twenty of those years. Joe went on to say that Art was demonstrating exemplary service to Clubs, particularly new Clubs. The DG said this award would be a namesake to the legacy gift of Art Nieto.
The purpose of this award is to recognize a Toastmaster who contributes exceptional service to the Clubs of the District. While Club officers serve their Clubs as part of their position descriptions within the Club, this award aims to recognize someone beyond the Club level who goes beyond the call of duty in service to Clubs. The recipient will be chosen by the outgoing DD and presented at The Annual Awards Ceremony.
Presentation of Award
The outgoing DD will work with the incoming DD to have the nameplate added to the traveling trophy and to ensure the trophy is present at this event. An additional 8×10 (or larger) permanent plaque is given to the winner.
Recipients
History of Award
In 1995, DG Art Nieto established The Betty Gillis Youth Leadership Award was established in honor of Betty Gillis following her death (1995) in recognition of her work through Youth Leadership with the Youth of Tucson.
Betty was a longtime member of District 3. She joined the Eyeopeners in Tucson in 1976 and the Catalina club in 1990. During the 1980’s, Betty was an Area and Division Director and achieved her Distinguished Toastmaster award.
She and her husband, Bob (a past Division Governor), were very active in youth leadership and helped influence many other Toastmasters to get involved with the Youth Leadership Toastmasters Program.
Presentation of Award
This award is to be presented by District 3 at the Annual Awards Ceremony
The outgoing DD will work with the incoming DD to have the 8×10 (or larger) permanent plaque is given to the winner.
Recipients
All received a plaque for their contribution to the District’s accomplishments, and the performance of their duties.
Presentation of Award
These awards is to be presented by District 3 at the Annual Awards Ceremony
The winner is selected using the selection process outlined on this page.
This award is to be presented by District 3 at the Annual Conference.
Awarded at the discretion of the DD and is used to recognize noteworthy service by leaders who may not otherwise qualify for one of the other District 3 service awards. Recipients receive a 5×7 (or larger) plaque. Traditionally the limit for this award is four.
Presentation of Award
This award is to be presented by District 3 at the Annual Awards Ceremony
Recipients
History of Award
The Juris Kursulis Spirit Award was established by Past International Director Nancy Starr-Cassidy and with approval of the 2006 District leadership team, to honor a Toastmaster member who attends District 3 conferences and demonstrates spirit and commitment to our organization. The award is also a tribute to PDG Juris Kursulis, DTM, a 30-year Toastmaster who consistently attended conferences and demonstrated a passion for God, country, family, and Toastmasters. Juris, who passed away in February 2006, always wore his District 3 vest to Conferences (a volunteer award from the 1981 International Convention hosted in Phoenix) with all his pins and ribbons.
Presentation of Award
- The award will be presented at the Hall of Fame Luncheon at District 3 Annual conference.
- Information about Juris and the award will be included in the program and in a table display.
- The winner will receive an 8×10 plaque as well as the privilege of wearing Juris’ vest for the afternoon and evening of the conference.
- The winner will receive the Juris vest to wear for a year.
- Members of Juris’ family may be present to participate in the presentation of the award.
Selection of Recipient
The award winner is selected by PID, Nancy Starr-Cassidy, or her designate, and committee, based on the following criteria:
- The person must be attending the conference, and be present at the luncheon.
- The person must have demonstrated active participation at the conference, and should also exemplify the passion and commitment demonstrated by the award’s namesake.
- District officers are not excluded, but ideally the recipient should be a non-officer Toastmaster who is working the program.
- There is no requirement for length of service or educational level achieved.
- Participation in other District activities may be considered, but is not required.
Recipients
History of Award
Mary Margaret (Dockendorf) Kibler, DTM, PID (1947-2014) was the first female District Governor of District 3 serving her term in 1983-1984. The District was Select Distinguished under her term. Mary Margaret was the first female International Director serving a two-year term from 1983-1985. While International Director, Mary Margaret served under the first female President of Toastmasters, Helen Blanchard.
MMD as she was often referred to, continued to serve the District beyond her terms of service. She encouraged many of our current and past leaders. She served on many District committees and supported clubs and members as a valued past leader. She was a trailblazer for the women and men of Arizona.
This award is created in her honor and will recognize leaders who have created breakthrough programs, campaigns, and Toastmasters experiences.
Information and Selection Criteria
- This is a District 3 specific annual award and not officially recognized by the global Toastmasters International organization.
- The outgoing District Director is encouraged to discuss the recipient selection(s) in advance with the outgoing Program Quality Director and outgoing Club Growth Director. The selection committee will consist of the outgoing District Director and two members of the PDL Committee.
- The outgoing District Director will work with the incoming District Director to ensure a 5×7, or larger, permanent plaque is given to each recipient. There is no traveling trophy for this award.
- After the presentation, the district website should be updated with the name(s) of the recipient(s).
- Recipient must meet the following criteria;
- Member in good standing, of a club in good standing.
- Within the same program year, not be recognized with other district service awards such as; Russ Backus Distinguished Service, Art Nieto Club Excellence, Mike DiCerbo Excellence in Mentoring Award, or the Outstanding Committee Chair Award.
- Note, this award has no bearing on recognition eligibility for any level of Outstanding Toastmaster of the Year Award.
- Recipients should or have in the past demonstrated or created a new program, strategy, campaign, or implementation that significantly contributes to the success of District 3, not a singular area or division.
- Recipients will also have provided consistent and long term service to the district (5 or more years at a minimum).
- Areas of consideration can include but are not limited to marketing, membership, fundraising, clubs, or contests.
- This is not required to be an annual award and may be skipped.
- The award may be given for past service that contributed to the success of District 3.
- The award may be given to an individual, group, or committee
Presentation of Award
This award is to be presented by District 3 at the Annual Awards Ceremony
Recipients
The winner is selected using the selection process outlined on this page. The winner of this award is announced at the The Annual Awards Ceremony. The permanent plaque is purchased from TI, and presented at the The Annual Awards Ceremony. Traditionally a 5”x7” or larger for the Area / Division winners.
Outstanding Toastmaster of the Year for the Area and the Division
The winner is selected using the selection process outlined on this page.
These awards are presented in the following way:
- At the annual awards ceremony.
- If the winner cannot attend the annual awards ceremony, then the award shall be presented at the member’s home club of record by the current Area or Division Director
- If the winner cannot be in their club meeting, the award should be mailed to the winner accompanied by a congratulatory note from the District Director.
This plaque is purchased from TI. The winner is selected using the selection process outlined on this page.
Recipients
The recipient is normally selected jointly by the outgoing DD, PQD, and CGD. The criterion for this award should consider committee chairs went above and beyond their role and directly contributed to the success of their committee and District. The Committee Chair should oversee a committee and should the award should not be presented to committees that consist only of the Chair. Participation in a High Performance Leadership project should be considered in the selection process.
Presentation of Award
The outgoing DD will work with the incoming DD to ensure an 8×10 (or larger) permanent plaque is given to the winner.
Recipients
This plaque is purchased from TI. The winner is selected using the selection process outlined on this page.
Recipients
Beginning in 2010, the District 3 began recognizing a member from each club as an Outstanding Club Member. This award is the responsibility of the CGD.
Presentation of the Award
- This honor is conveyed at the Annual Conference by presenting a special pin and providing recognition.
- The winner must be present at the conference to collect the pin.
- The names of the winners and the clubs they represent will be displayed in a rotating presentation displayed on a large screen for all members to see during the Annual Conference.
Selection of Recipient
Each club decides in its own way who will receive the Outstanding Club Member designation for the year. There are no set criteria. The club membership can set their own guidelines and use their method of choice for determining who will receive this special honor. Some suggestions for ways clubs can select the Outstanding Member include:
- Verbal nominations and voting at a club’s executive committee meeting
- Request for written nominations from the members
- Executive committee or a nominations committee prepares a ballot for the club members’ vote
The selection should be made by the club membership, not just one person. Dual members will be eligible in one club only. Clubs will be contacted if there is an overlap.
Some suggestions for nominating criteria could be:
- Time and effort given to the club
- Membership and recruitment activities
- Member mentoring and/or support
- Cooperative and/or willing attitude
- Officer role fulfillment
- Attendance
- Other factors important to the success of the club
Example: Tommy Toastmaster has mentored many of us, both as speakers and as club officers. He is always there to give a member a word of encouragement when needed. He has such enthusiasm and a true love for the members and the success of our club. Tommy has never said “no” to anything asked of him by the club. Many times, he takes it upon himself to make sure the club has what it needs to be successful. We are proud to name Tommy Toastmaster as our Outstanding Club Member!
The qualifying period for the award is from May 1 to April 1 immediately preceding the Spring Conference. Club Presidents are responsible for sending in their clubs’ choices and must do so by April 1. The submission should include a short paragraph explaining the reasons for the selection of that special person. Dual members will be eligible in one club only. Clubs will be contacted if there is an overlap.
All members honored by the Outstanding Club Member program should be encouraged to submit an application for the District Procedure 2 – Outstanding Toastmaster of the Year award.
History of Award
Inspired by the creation of an award for The Annual Awards Ceremony 2018 to honor Nancy Goins (a Toastmaster leader who died unexpectedly and had mentored many), the Mike DiCerbo Excellence in Mentoring Award commemorates the service and dedication of District 3’s longest serving Youth Leadership Chair. Mike DiCerbo served as the Youth Leadership Chair for over 25 years and once estimated that he had mentored and coached over 10,000 students in the Scottsdale and Phoenix area.
The recipient should have remained active over the large majority of that time and be active at the time of presentation and have been a member in good standing for a minimum of 10 (ten) years. The outgoing DD, in concert with the outgoing PQD and CGD will select the award recipient. There is no application or nomination process. The award is to be presented at the The Annual Awards Ceremony and/or subsequent DEC meeting. A traveling plaque or trophy will indicate the recipient each year, while the recipient will receive a personalized plaque
Michael R. Di Cerbo, “Toastmaster Mike” was born to Italian immigrants in Philadelphia, PA. He was always proud of his immigrant roots and learned Italian as a child so he could speak to his grandparents. He was the first grandchild in his family and was followed by his sister and 30 cousins which was the beginning of his mentoring those who needed help with school, getting a job or getting along with so many relatives all living within blocks of each other. Mike entered the Navy during World War II and spent 9 years working as an Aviation Machinists Mate until the Korean Conflict was resolved. While in the Navy he met Rosalee (Lee) Hoving who was a WAVE. Their first son, Michael and daughter, Mary were born in Norfolk. He was honorably discharged and went on to finish his education at Ohio State University with a Bachelor’s Degree in Industrial Management.
Mike and family moved to Arizona where their son Paul was born. Mike worked for 38 years at Motorola Semiconductors, six of those years in Geneva, Switzerland and two years in Hong Kong. Throughout those work years Mike mentored many young people that he hired who remained friends.
For 37 years Mike was in Toastmasters which he thoroughly enjoyed. He was District 3 Governor in 1987-88. Mike conducted his first Youth Leadership program with a group of teen aged recovering addicts and alcoholics. He liked to recount his thoughts as he was led into the room and took a look at the kids. “What have I gotten myself in to!” He completed the program and felt gratified that he had made a difference in the lives of young people who needed leadership and direction from someone who cared.
During retirement Mike gave back to the community by volunteering his time to teach the Youth Leadership Program to elementary, middle school and high school students. In 2008 the teachers that Mike had worked with in Scottsdale School District nominated Mike for the prestigious Hon Kachina Award. Thousands of students in Scottsdale and several other valley school districts benefitted from the mentoring they received from Mike. Scottsdalians Toastmasters was Mike’s home club and he enjoyed mentoring new club members as well as the other club members. He felt that mentors needed mentoring too. Often Mike would offer to help contestants prepare for speech contests or run for office in their club or in the district. Mike was a charter member of Scottsdalians but he also assisted in starting new clubs or reviving clubs that needed help. Mike was a true gentleman who believed that this was a wonderful world. His attitude drew people to him and even as he aged he continued to make friends with people who were decades younger.
Presentation of Award
This award is to be presented by District 3 at the Annual Awards Ceremony
The outgoing DD will work with the incoming DD to have the 8×10 (or larger) permanent plaque is given to the winner.
Recipients
History of Award
The Russ Backus Distinguished Service Award was established in 1991 by the then ELG (LGET) Bill Bristol, DTM, to recognize one individual per year from within District 3 for the distinguished service they had selflessly provided over an extended period—intended to be a period spanning many years (minimum of 10 years or more). The recipient should have remained active over the large majority of that time and be active at the time of presentation.
The outgoing DD, in concert with the outgoing PQD and CGD will select the award recipient. There is no application or nomination process. The award is to be presented at the The Annual Awards Ceremony and/or subsequent Fall DEC. A traveling plaque or trophy will indicate the recipient each year, while the recipient will receive a personalized plaque.
The award is named for its initial recipient, Russ Backus, DTM, and was presented to him by DG Geff Wilson, DTM, on July 27, 1991 at the The Annual Awards Ceremony. Russ distinguished himself over a 40-year period (1952-1995) of Toastmaster service as a club officer, committee member and chair, District Treasurer for two terms (1954-56), DG for two terms (1957-59) and District Parliamentarian (1961-1995). Russ was always a vocal advocate for Toastmasters programs extending them into community activities including Little League and Boy Scouting activities.
Blindness in his later years did not slow Russ down. He attended and participated in all District activities, retaining his position as Parliamentarian until his death in 1995.
It is his spirit and dedication that set the standard for this award. It is intended to be the ultimate long-term distinguished service award in District 3.
Presentation of Award
This award is to be presented by District 3 at the Annual Awards Ceremony
The outgoing DD will work with the incoming DD to have the nameplate added to the traveling trophy and to ensure the trophy is present at this event. An additional 8×10 (or larger) permanent plaque is given to the winner. The recipient is selected by the DD based on long-term service to the District (usually 10 years or more).
Recipients
Section 11: Contest Management (Last Updated: 6/1/2023)
The PQD is responsible for all aspects of Speech Contest Management. District Leadership shall refer to the Toastmasters International Contest Rulebook for guidance on speech contests. District Leadership cannot impose rules on District Officers, contestants, judges, or functionaries that contradict official rules. The District can however make recommendations for the general practice and delivery of speech contests.
Budget
Please refer to Division and Area Fiscal Procedures
Certificates and Awards
All trophies will be provided by the District to the Area and Divisions. Programs and certificates are the responsibility of the Area and Division Directors. All certificates must be the branded certificates from Toastmasters International and are available for free download.
Rules and Forms
All contests will be conducted according to the current year’s publication of Speech Contest Rulebook. All copies of the current speech contest forms are available for free download from Toastmasters International.
Judges
District 3 has established a District Chief Judge who schedules Judges training. In addition, the Judge’s Training Coordinator distributes the most current list of trained judges directly to the District Officers immediately prior to contest season.
For In person contests:
It is recommended not to email or contact all judges but to select judges based on geography. See the Speech Contest Rulebook for information on judging restrictions.
Protocol for Dignitaries at Area and Division Contest
Protocol in this instance refers to the proper acknowledgement and introduction of Toastmaster dignitaries at the contest. The purpose for following protocol is to recognize our volunteer leaders and to make our club members aware of the many leadership opportunities within our District.
The Contest Chair will introduce the dignitaries. The goal is to handle the introductions with grace, style, and expediency.
At the Area contest, the Division Director is the official District representative. At the Division contests, a member of the trio will be assigned as the official District representative.
For in person contests:
At the registration table, provide two sign-in sheets – one for guests and members, and another clearly labeled “Dignitaries” which will be provided to the contest chair by the District Secretary. The dignitary sheet will be used to identify District officers, PDGs and others deserving special recognition.
Prior to the contest start, the Contest Chair will consult with the official District representative for that contest. The official District representative can assist in the identification of dignitaries who might not have signed the dignitary page, and provide assistance with titles and pronunciation.
For in hybrid/ online contests:
The contest chair will be given a list of “Dignitaries”. A dignitary spotter can be given this list an will mark off and read attending dignitaries.
Order of Dignitaries Announcements
Dignitaries should be introduced near the beginning of the program in the following order:
- The Official District Rep (always first, regardless of rank)
- Current International Directors or Officers
- DD
- PQD, CGD, AM, and FM
- Division Directors
- Area Directors
- Past International Presidents
- Past International Directors
- Past Region Advisors
- Past DGs
Exceptions
If a dignitary is participating in the contest, they are NOT included in the introduction of dignitaries. One option is to announce that all dignitaries in this category will be acknowledged after the contest. For example, if a Past Leader is competing, announce that the former District officers will be acknowledged prior to the interviews. The reason for this exception is to avoid biasing the contest judges.
Keep in mind that prolonged introductions detract from the focus of the contest and need to be handled in an efficient manner. If someone is missed during the introductions, correct the omission at the first logical opportunity. Do not disrupt the contest to make a dignitary announcement.
The audience will normally applaud once a name is announced, so say the name last as in the following example: “Our official District representative, Agave Division Director, Advanced Communicator Silver, Bob Jones”. The dignitary list should be read in the order that it is written. Do not reverse or change the order in which you read the list.
For in hybrid/ online contests:
Dignitaries attending online and who have been rename “Judge #” should not be announced at the contest.
Section 12: District Publications (Last Updated: 6/1/2023)
Frequency
Four to six times per year, at the discretion of the DD.
Recipients
All active members of the District based on current membership lists.
Topics
- Reminders of upcoming events and deadlines.
- Educational ideas/tips geared to clubs and membership.
- Information about new programs and procedures from WHQ.
- Information about upcoming District Conference, Executive Committee meetings, and District Council meetings.
- Procedural guidelines for getting semi-annual dues in; electing new officers and submitting lists; conducting contests; submitting outstanding Toastmaster, Area Director, Division Director, or club bulletin entries; conducting club visits by Area Directors, and submitting reports; submitting names of candidates to nominating committee.
Distribution
The newsletter is distributed via email using an electronic email management tool (eg Mailchimp, awebeer)
News Contributions
All members are encouraged to submit their news articles directly to the newsletter editor. All reports and news articles are to be in good, legible form when submitted to the editor. Articles submit by members will be placed on the district blog and can be referenced in the newsletter with a link to the blog
Newsletter Distribution
The newsletter shall be distributed to all District 3 Toastmaster members, Region 3 DDs, Region 3 International Directors, and Toastmasters International.
Responsibilities
The Trio – Publisher
- Is the publisher of the newsletter and has complete editorial control of its content.
- Decides the number and frequency of Roadrunner editions and the method of distribution (postal mail, email, listserv, pdf, website, etc.)
- Appoints a Toastmaster in good standing from a club in good standing as the editor.
- Reviews and approves the printing contract for newsletter editions that will be distributed in hard copy form.
- Downloads a current membership list from Toastmasters International prior to the distribution date.
- Approves the final copy prior to sending the newsletter to a printer or for electronic distribution.
The Editor
The Editor submits to the DD for approval the following schedule:
- Due dates for articles to be submitted to the editor.
- Due dates for the final copy to be submitted to the Trio for approval.
Section 13: Past District Governors and Directors
Section 14: Activities Checklist and Deliverables
| Month | Events to Attend | Things To Be Done | District Council – Things to Promote | WHQ – Don’t Miss This Date! |
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| July |
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| July 15
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| August |
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| August 31
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| September |
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| September 30
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| October |
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| October 1
October 10:
October 15:
October 31:
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| November |
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| November 1:
November 15:
· Treasurer’s report (July 1 – Sept 30) due to WHQ November 30:
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| December |
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| December 15:
December 31:
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| January |
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| January 15:
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| February |
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| February 15:
February 28 (29 on leap years):
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| March |
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| March 15:
March 31:
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| April |
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| On receipt April 1:
April 10:
April 15:
April 30:
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| May |
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| May 15:
May 31
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Toastmasters Leadership Institute Deliverables Checklist | |||||||
| Winter Timeline>>> | February | March | April | May | 2 Weeks Ahead | 3-5 Days Ahead | |
| Summer Timeline>>> | August | September | October | November | |||
| Key Deliverables | Event Details | Club Mailer | Assign Facilitators | Prepare Scripts | Event Printing | Meal Counts | |
| TLI CHAIR | · Session Slate · Printing Bids · President Mailing · OTR · Door Prizes | · Prepare & Submit Offer training Report To PQG · Host Committee Kickoff | · Secure Bids · Finalize Event Dates/Location · Event Schedule & Session Slate | · Finalize President’s Mailer · Execute Contracts · Approve food | · Attend Conference & Promote · Finalize All Printing Materials | · Registration Stuffing Party · Secure Door Prizes | · Finalize Room Assignments |
| PQD | · Ed. Objectives · 1-2-3 Email · AG/DVG Materials · Key Dates/Info Flow · Officer Lists · Seed Money | · Approve Event Schedule · Approve President Emails & Schedule Distribution | · Ensure AG/DvD promotion · Send Out Promo Emails | · Prepare Key Dates · Request Insurance Certs from WHQ | · Request Seed Money From Treasurer | · Obtain Seed Money | |
| Marketing | · Roadrunner · Website · Clubs Not Registered · Club Contact | · Prepare Club Mailing Bursts | · Coordinate Conference Display · Prepare Roadrunner Article | · Prepare Club Not Reg’d Mailing Bursts | · Coordinate Club Visits & Promos · Send out Club Not Reg’d Mailing | · Social Media Updates · Last Minute Mailing Burst · Implement Phone Tree | |
| Facilities | · Coordinate Facilities · Coordinate Food · Hospitality Room · Location Liaison · Proof of Insurance | · Negotiate Facilities | · Confirm Locations | · Secure Facilities & Catering Details · Req. Insurance Cert. | · Secure Facilities Walk Through | · Facilities Walk Through | · Confirm Facilities |
| Other Print Items Registration Info Cards How Can I Help Cards Save the Date Cards Conference Information (If Available) | Conference Promotion Materials Display Board Extra Event Materials & Registration Form Drawing Prize | Registration Packets Cards Name Tag Schedule Packets Registration Card |