District Council and DEC Meetings

What is the District Council?

Sometimes called the DC, the District Council is comprised of the following members of District 65:

  • All DEC members (see below)
  • All club Presidents
  • All club Vice Presidents Education

District 65 holds two District Council meetings each year, one during each district conference. These are often listed in the conference agendas as Business Meetings. These meetings are used to consider and vote on items such as approving budgets, electing district officers, changing district procedures and bylaws, re-aligning clubs, and other district business.

Any Toastmaster may attend a District Council meeting and a conference registration is not required to do so. However, only the voting members of the District Council (listed above) may make motions, discuss motions, vote, and transact other business. At times, non-DC members may be asked to deliver reports of some kind and these Toastmasters will be notified in advance of the need for them to speak.

Documents for review prior to the Fall 2016 District Council meeting:
Meeting Draft Agenda for Fall 2016 meeting: Fall 2016 District Council Mtg Agenda
Meeting Minutes from the previous meeting: Spring 2016 Council Mtg Minutes
Prior year’s Profit & Loss Statement: D65 June 2016 PL Summary
Prior year’s Year-End Audit Report: D65 Year-end Audit Report June 2016
Current year’s Draft Budget: D65 Draft Budget 2016-17
Meeting Standing Ground Rules from TI: DCM Meeting Ground Rules

What is a Proxy?

Either the club president or vice president education of any member club may designate, in writing, any active individual member of the club to act as a proxy for him or her at any district council meeting. This form is then handed in at the credentials desk to recieve a ballot for casting votes.

Why is a Proxy important?

It is necessary that we have a quorum of votes in attendance at the council meetings. Without a minimum number of ballots necessary, the district can not put any new business to a vote for approval and acceptance.

 

Proxy FAQs

Can a club’s president or VPE pick up the vote for the other officer if only one of them attends the district council meeting??
Can a club proxy, holding a vote from one of the officers, pick up the vote for the other club officer if they do not attend?
If my club’s president and VPE forgot to assign their proxy to a club officer, can I call them and have them assign it to me over the phone?
No one from my club can attend the district council meeting. May we assign our proxy to a friend from another club who is going to attend?
I’m pretty sure that last time I assigned my votes to the District Director. Why can’t I do that this time?
I am a member (or I am an officer) in two clubs. May I carry the votes for both clubs?
I do not have a proxy for my club but I am interested in seeing how our district council works. May I attend the district council?

 

What is the District Executive Committee?

Often referred to as the DEC (pronounced like “deck”,) the District Executive Committee is comprised of all District 65 officers:

  • All Area Directors
  • All Division Directors
  • Public Relations Manager
  • Administration Manager
  • Finance Manager
  • Club Growth Director
  • Program Quality Director
  • District Director
  • Immediate Past District Director

Committee chairs such as those of the Audit Committee, District Leadership Committee, Conference Committee, etc, are not members of the DEC unless they are also district officers. Apart from these leadership roles, only individuals who are invited by the district director and have specific business before the committee may attend district executive committee meetings. In order to conduct business at these meetings, a quorum is required. A quorum is established when a majority of district executive committee members attend the meeting.

The district executive committee reviews and approves the District Success Plan; approves the budget and oversees the financial operation of the district; recommends the assignment of clubs to areas and divisions; reviews recommendations and reports of district committees, including those of the audit committee; and performs any duties assigned by the district council.

Minutes From Previous DEC Meetings

September 10th, Blue U. Waterloo, NY – Sept 10th Meeting Minutes