What is the purpose of a Semi Annual Council Meeting?

As a District we are subject to the many stringent requirements of Toastmasters International. This does not deny the Executive we elect some freedoms in how they run the District. Nevertheless these freedoms need to be approved, sometimes in retrospect by the District Council Meeting. This gives comfort to Toastmasters International in America as well as the District 73 Executive, that the membership have endorsed the way the District Executive is running the District.

The key agenda item that will come up at the Semi Annual Council meeting is the Budget which was sent to America, as required, by 30 Sep 2005. The Budget is considered before the Council meeting by the District Executive Committee: all those with Governor in the name of the position they hold and also the District Treasurer, District Public Relations Officer and the District Secretary form the Executive Council. The Semi Annual Council Meeting is the first time that the membership has a chance to consider the Budget.

The unit of voting is the Club, be it financial or unfinancial, it is entitled to vote until Toastmasters International suspends or terminates the Club. Each Club in the District is entitled to two votes which are vested in the Club President and Club Vice President Education. If one of these two officers of a Club does not attend, then the attending officer automatically is entitled to both votes for the Club without having to arrange a proxy. On the other hand the non-attending officer may choose to issue a proxy to another member of good standing of the Club, even one who is not on the Club Executive.

If the President or the Vice President Education cannot attend, then each must issue their proxy to another Club member of good standing who will be attending. Note: the proxy holder has no right to further pass on a proxy that member holds. So if you are issuing a proxy be sure it is to a member who really will attend the meeting.

No member may hold more than two Club votes. This condition applies even if the Toastmaster is a member of three Clubs, a President of two and Vice President Education of the third. At least one of these three votes will have to be cast by a proxy holder.

Decision making can only be allowed if the minimum number of valid votes are registered before the meeting has started. You cannot just turn up to a Council Meeting and expect to vote unless you register your vote at the Credentials Desk before the meeting starts. Note that the credentials desk will close at a time detailed on the agenda and before the meeting is due to start.

The minimum number of votes registered must be one third of the eligible Club votes. Since we have currently 139 Clubs, all of whom are entitled to vote, and each Club is entitled to the two votes, then the quorum of Club votes is 93. It is important that as many Clubs as possible are represented at the meeting in an effort to attain a quorum.

Each of the District Executive is entitled to a vote as a District Officer, but these votes do not count towards a quorum. A District Officer may also hold up to two Club votes in their own right or as a proxy holder for a Club to which they belong.

What issues will be brought before the meeting?

I have already mentioned the Budget. I have already congratulated the District Treasurer in particular on formatting such a fine budget and the District Governor and both Lieutenant Governors for their input. This does not mean that you cannot raise issues you may have with the budget, but understand before you do, Toastmasters International places rigid constraints on how funds are disbursed.

Other agenda items will be a series of Motions on Notice which will be put to the meeting. All Districts operate within the Toastmasters International Constitution. A formalised list of Continuing Motions cover the unspecified issues arising between the administration of the District and the Constitution.