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Proxies - Your Toastmaster Voice
What is a Proxy?
Proxies are your Club's voice in the decision making process about how our organization is managed. They are exchanged for ballots, and when voted, make your voice heard. The District Conference is your first chance to use a proxy and elect the officers who will lead our District for 2008-2009.The regional proxy certificate is used in June at the regional conference to select an International Director candidate from the region. The proxy certificates for the Annual Business Meeting are used to elect Officers and members of the Board of Directors at the Toastmasters International (TI) convention in August. Proxy certificates nee ballots are also used at the convention to vote on changes to the Toastmasters International by-laws, District constitutions, and/or club constitutions. Each club's proxy equals two votes.
What is a District Proxy?
The District Governor will send a mailing to Club Presidents, Vice Presidents Education, and District Officers. The District paper proxies are not to be confused with the postcard type ones Toastmasters International sends for the regional conference and international convention. At the District Conference, only a club member may represent the Club. District Officers may only vote their own ballots. Designated club representatives must have a proxy form signed by the Club President and/or Vice President of Education. All proxies must be exchanged for ballots.NOTE: It is important that there be club representation from every club at the District business meeting in order to meet quorum and validate actions voted upon. Without quorum, all motions will have to be voted upon by clubs through the mail or in a second meeting.
How do I get my TI Proxy?
The official Toastmasters International proxy certificates are mailed to club presidents of record about March 31st. Each proxy mailing will contain two proxies that look like post cards. One is stamped "R" for Regional Conference and the other is stamped "A" for the Annual Meeting at the International Conference.Even if someone from your club plans to attend the meetings, mail your proxies to your District Governor whom TI charges with accountability. District Governors are given appointments to exchange proxies for ballots: the individual Toastmaster must stand in long lines waiting a turn. Once the District Governor has completed the exchange, he or she will return your ballot(s) to you. A Club may designate a Toastmaster who is not a member of their club to carry and vote their proxy at both the Regional conference and Annual convention.
Our Club didn't get a Proxy!
If the club president has not received the proxy mailing by the end of the first week of April, s/he should first check to see if it was sent to the former president. A duplicate proxy may be requested only once from Toastmasters International by the District Governor and it must be mailed to the current Club President.by Floy Westermeier, DTM, Past International Director
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