District 65 Toastmasters

Procedures Manual

June 14, 2018

DISTRICT 65 TOASTMASTERS PROCEDURES MANUAL

Mission, Values, Envisioned Future, and Purpose of Toastmasters International MISSION VALUES ENVISIONED FUTURE: TI Policies and Protocol of Toastmasters International, Policy 1.1, Section 2; PURPOSE TI Bylaws of Toastmasters International, Article I: Purpose, Section 1) Mission: We empower individuals to become more effective communicators and leaders. Values: Integrity, Respect, Service, Excellence Envisioned Future: To be the first-choice provider of dynamic, high-value, experiential communication and leadership skills development. Purpose: Toastmasters International is the leading movement devoted to making effective oral communication a worldwide reality. Through its member clubs, Toastmasters International helps men and women learn the arts of speaking, listening and thinking—vital skills that promote self-actualization, enhance leadership potential, foster human understanding, and contribute to the betterment of mankind. It is basic to this mission that Toastmasters International continually expand its worldwide network of member clubs, thereby offering ever-greater numbers of people the opportunity to benefit from its program. Mission and Purpose of the District (MISSION: Policies and Protocol of Toastmasters International, Policy 1.1: Mission Statement, Values, and Envisioned Future, Section 2; PURPOSE: District Administrative Bylaws, Article II: Purpose) Mission: We build new clubs and support all clubs in achieving excellence. Purpose: The purpose of this district is to enhance the quality and performance and extend the network of the member clubs of Toastmasters International within the boundaries of this district, thereby offering greater numbers of people the opportunity to benefit from the Toastmasters’ educational program by:

• Focusing on the critical success factors as specified by the district educational and membership goals.

• Ensuring that each club effectively fulfills its responsibilities to its individual members.

• Providing effective training and leadership-development opportunities for club and district officers. In order to carry out the purpose, the officers of this district are empowered to manage Toastmasters International programs and activities within this district, and to act as stewards of Toastmasters International’s assets for this district. Using such powers and assets, this district shall: 1. Assist each member club to fulfill effectively its responsibility to its individual

members; 2. Encourage and assist in the training of member club officers; 3. Develop a close relationship between member clubs and Toastmasters

International; 4. Promote interest in, and extend the benefits of, individual membership in

Toastmasters clubs; 5. Help in the organization of new Toastmasters clubs; and 6. Encourage member clubs to undertake programs and projects that will create

greater community awareness of the Toastmasters programs and meet the needs of individual members.

PREAMBLE

This document serves two purposes: (1) To provide a compilation of guidelines and references to assist the district council in executing the policies and protocols of Toastmasters International ("TI"); and (2) To document and preserve the traditions and unique culture of District 65. This document is designed to make the pertinent policies of TI understandable to the voting members of the district council and the district executive committee. This document summarizes and recounts many of the procedures of relevance to District 65 leadership to provide a readily accessible treatment of the subject. All members of the district council and particularly those of the district executive committee are strongly encouraged to review its contents. The governing documents of Toastmasters International, which provide the basis of these district procedures, are the District Administrative Bylaws, Policies and Protocol, Articles of Incorporation and Bylaws of Toastmasters International, and the Club Constitution and Standard Bylaws for Club of Toastmasters International (“TI Policies”). Furthermore, members of the district council are encouraged to review the original source materials and the sections of these documents that pertain to matters at hand. The full text of these referenced documents can be found at the TI website (http://www.toastmasters.org/). For specific questions, members should contact Toastmasters World Headquarters for clarification. Guidance for many standing committees and description of functions not described elsewhere are also included. Details related to awards, trophies, and other district traditions provide historical context and help preserve the richness of the District 65 culture. Changes should be done through a process of public discussion at meetings of the district executive committee meetings and district council meetings. Finally, proper maintenance of the District 65 Procedures Manual requires annual review by the procedures committee for accuracy and consistency with current practice and adherence to TI policy requirements. The work of the procedures committee ensures the relevance of this document and improves the prospect that future generations will abide by and benefit from its guidance. Review and debate amongst the district council on the contents is thus healthy and encouraged. The incoming and outgoing district executive team will also review this document jointly during the transition period to enhance understanding of our procedures and communicate changes.

Table of Contents

DISTRICT 65 TOASTMASTERS PROCEDURES MANUAL ....... 2

PREAMBLE .................................................................................. 4

ARTICLE I DISTRICT 65 PROCEDURES COMMITTEE ............. 8

A. Publication Procedures ................................................................... 8ARTICLE II DISTRICT 65 ORGANIZATION .............................. 10

A. Areas ............................................................................................... 10B. Divisions ......................................................................................... 10C. Organizational Chart ...................................................................... 10D. District Executive Committee ....................................................... 10E. District Council ............................................................................... 11F. Other Committees .......................................................................... 11

ARTICLE III DISTRICT OPERATIONS ...................................... 13

A. District 65 Council Meetings ......................................................... 13B. Guidelines for District Committees .............................................. 16C. Guidelines for Leadership Committee ......................................... 17D. Guidelines for District Officer Campaigns and Elections (reference Toastmasters International Policy and Protocol (P&P), section 9) ............................................................................................... 17E. Guidelines for Appointment of District Officers .......................... 20F. Guidelines for Alignment Committee ........................................... 20G. Guidelines for Audit Committee ................................................... 21H. District Publications and Electronic Distribution ....................... 21I. Financial Guidelines ........................................................................ 24J. District Educational Events ........................................................... 28K. Guidelines for Toastmasters Leadership Institutes/Club Officer Trainings ................................................................................................ 28L. District Conferences ...................................................................... 29M. District Level Speech Contests .................................................... 30

N. Contest Judges .............................................................................. 31O. District Awards ............................................................................... 31P. District Awards Schedule & District Recognition ....................... 36Q. District Historian ............................................................................ 37R. District Parliamentarian ................................................................. 37S. District Procedures ........................................................................ 38T. Past District Governors/Directors ................................................. 38U. District Leadership Transition ...................................................... 38V. Past District Leadership ................................................................ 39W. Pathways ........................................................................................ 40

ARTICLE IV ................................................................................ 46

Amendments ......................................................................................... 46APPENDIX A .............................................................................. 47

Map of Service to Members/Toastmasters International .................. 47Elected Officers, Appointed Officers and Committees ..................... 49

APPENDIX B .............................................................................. 50

Standing and Ground Rules for District Council Meetings .............. 501. STANDING RULES FOR DISTRICT 65 COUNCIL MEETINGS ................... 502. GROUND RULES FOR DISTRICT 65 COUNCIL MEETINGS ..................... 51

APPENDIX C .............................................................................. 54

Credential/Proxy Form Template for District Council Meetings ....... 54APPENDIX D .............................................................................. 56

APPENDIX E .............................................................................. 57

Nomination Forms ................................................................................ 57APPENDIX F .............................................................................. 69

Summary of Changes ........................................................................... 69APPENDIX G .............................................................................. 70

District 65 Procedures Committee Members ..................................... 70APPENDIX H .............................................................................. 71

Index of District 65 Historical Documents .......................................... 71

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ARTICLE I DISTRICT 65 PROCEDURES COMMITTEE

A. Publication Procedures

1. All changes are marked in bold, for the June 2018 publication. All

changes have been reviewed and approved by Toastmasters International. Per TI, this document does not required approval by the Business Council. It is considered to be a working document.

2. The committee may be chaired by the immediate past district

governor/director or an active past district director/governor of District 65. The chair committee shall be appointed by the sitting district director. The members of the committee will be four (4) or five (5) active past district directors/governors or past district officers, at the discretion of the chair, from different Divisions appointed by the chair of the committee. The sitting district director is a non-voting member. It is recommended that the chair of the Procedures Committee remain as an advisor and a continuing member of the committee for an additional year following his or her term as the chair for continuity purposes.

3. The committee will review the procedures and recommend

modifications to the district executive committee. Such recommendations are then presented to the district council at the fall or spring conference meetings, with the recommendations of the district executive committee for acceptance or rejection.

4. The committee will invite all members of the district council to present

proposed changes and information to them for review and recommendation prior to attending the district council meeting.

5. It will be the responsibility of the committee chair to provide timely

notification to all committee members of scheduled conference calls or web conferences, or of meeting dates, times, and places to conduct business and discuss proposed changes.

6. Members of the committee will observe current district operations and

develop new procedures to implement the spirit and intent of the district’s governing documents of Toastmasters International and this Manual.

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7. While any member may submit recommendations for change, this document, per guidance from Toastmasters International, is a procedures guide and as such, does not require approval. It is a documented set of procedures for the District in how business is conducted. The District will make every effort to ensure that the document is made available to all members and continually updated. Additional notification via the direct e-mail newsletter or website is encouraged. Members of the committee may also attend area and division council meetings to present proposed or recommended changes.

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ARTICLE II DISTRICT 65 ORGANIZATION

A. Areas

1. The member clubs of the district will be aligned into areas, the composition of which will be determined by the district council at its annual spring conference meeting, to become effective the following July 1st.

2. The assignment of clubs to areas will take into consideration various

factors and the best interests of the club and district, with consideration given to the size and types of clubs, such as school clubs and open versus closed clubs, as well as geographical proximity to other clubs in the area. Areas should consist of four to six clubs. An area may have three clubs if efforts are made to charter a fourth club in the area.

3. The district director assigns new clubs to existing areas at time of

charter or immediately thereafter. Any subsequent changes are made by the district council at its annual spring conference district council meeting in response to recommendations from the alignment committee.

B. Divisions

The district council will also assign areas to divisions, taking into consideration the best interest of the clubs and district. A division must have a minimum of three areas.

C. Organizational Chart

District elected officers, appointed officers and committees are organized with reporting lines as shown in the organization chart in Appendix A.

D. District Executive Committee

1. Voting members of the district executive committee are: district director,

program quality director, club growth director, immediate past district director/governor, administration manager, finance manager, public relations manager, logistics manager, division directors and area directors. Assistants to area and division directors generally have standing invitations to attend executive committee meetings, at the discretion of the district director, but are not voting members. Others who have business before the district executive committee may attend committee meetings only when invited by the district director.

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2. The district executive committee will work toward ensuring the

achievement of the district mission.

3. The district executive committee has all the powers and responsibilities of the district council, except those reserved to the council itself.

4. The district executive committee must meet in person at least four times a

year. The executive committee may also meet via a conference call or web conference if the district director so desires.

5. The district executive committee will perform the following functions:

a. Review and approve the District Success Plan; b. Review and approve the district budget to be submitted to World

Headquarters by the district director by September 30th of each year; while the budget is approved by the DEC, the final budget must be submitted to the District Council and approved by the District Council at the fall District Council Meeting. All changes must be submitted to Toastmasters International within 30 days of the business council meeting.

c. Oversee the financial operations of the district; d. Recommend and approve any suggested alignment of clubs into

areas and divisions to be presented at the annual meeting of the district council at the spring conference;

e. Review recommendations and reports of district committees, including audit, procedures, and leadership committees; and

f. Assume any other duties assigned by the district council.

E. District Council

1. Voting members of the district council include the district executive committee and the club presidents and vice presidents education of every club in the district. The club president or vice president education may designate any member of the club to serve as his or her proxy;. Toastmasters attending the district conference and who are not voting members of the council or who do not hold proxies from their club presidents or vice presidents education may attend, but may not participate in council deliberations.

2. The district council as the governing body of the district will meet at least

twice a year (in the fall and spring) to conduct the business of the district. (See council meeting guidelines in Article III of this document.)

F. Other Committees

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The district standing committees are as follows: nominating/leadership committee, procedures committee, alignment committee, executive committee, credentials committee, audit committee, marketing committee, and education and training committee. Other committees, which may be appointed by the District Director are the club extension committee and conference committee.

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ARTICLE III DISTRICT OPERATIONS

A. District 65 Council Meetings

1. District council meetings are to be held in rotation by geography in

conjunction with the district conferences. As fall conferences will no longer be held, the District Director will coordinate a central location as necessary to conduct the fall business council meeting.

2. At the fall district council meeting, the business will include:

a. Call to order b. Reading of the district mission c. Welcome/introductory remarks d. Approval of the credentials committee report (certification of

quorum) e. Adoption of standing rules for meeting f. Possible adoption of ground rules for meeting g. Adoption of the meeting agenda h. Appointments for the meeting i. Approval of the previous meeting minutes j. Confirmation of appointed officers k. Adoption of district governor/director recommendations to fill

vacancies after district executive committee approval) l. Adoption of procedures committee recommendations (after district

executive committee approval m. Review of audit committee report (year-end audit) n. Approval of district budget (district executive committee budget

recommendations) o. Review of treasurer’s report p. Review of reports by elected district executive committee members

(division directors, club growth director, program quality director, and district director). The following subjects will be addressed:

i. The District Success Plan ii. The district, division, and area goals iii. Critical success factor plans for club growth, retention,

membership, and educational completions q. Other committee reports r. Unfinished business s. New business t. Announcements u. Time and place of next meeting v. Adjournment

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3. At the spring district council meeting, the business will include:

a. Call to order b. Reading of the district mission c. Welcome/introductory remarks d. Approval of the credentials committee report (certification of

quorum) e. Adoption of standing rules for meeting (if not approved at prior fall

district council meeting) f. Adoption of ground rules for meeting (if not approved at fall district

council meeting) g. Adoption of the meeting agenda h. Appointments for the meeting i. Approval of the previous meeting minutes j. Confirmation of appointed officers for current year, if not already

appointed k. Approval of district director recommendations to fill vacancies, if

necessary l. Adoption of procedures committee recommendations m. Adoption of district alignment committee recommendations n. Review of nominating committee report o. Nominations from the floor and election of district officers p. Speech by district director-elect; ratification of his/her appointees

for incoming district officers, (if any) – please note that the incoming DEC approves all appointed positions, per Toastmasters International

q. Review of audit committee report (mid-year audit) r. Review of treasurer’s report s. Review of reports by the district executive committee members

(division directors, club growth director, program quality director, and district director). The following subjects will be addressed: i. The District Success Plan; ii. The district, division, and area goals; and iii. Critical success factor plans for club growth, rescue,

membership, and educational completions t. Other committee reports u. Unfinished business v. New business w. Announcements x. Time and place of next meeting y. Adjournment

4. Ground Rules. The district council may adopt ground rules for its

meetings, provided they are not in conflict with TI Policies. Where no

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guideline is provided, the latest edition of Robert's Rules of Order will apply. The standing rules of the last district council meeting are shown in Appendix B.

5. Procedure for Submitting Motions. All major motions or other matters to

come before the district council not coming from a district standing committee (for example, alignment committee, leadership committee, audit committee) are to be presented in writing to the district director no later than October 1st for the fall district council business meeting or March 1st for the spring business meeting and published in the meeting agenda. The district director may waive this requirement at his/her discretion.

6. Credentials Committee. The credentials committee chairpserson is

appointed by the district director. The credentials chair should be a past district director/governor. The Credentials Chair shall establish the presence of a quorum using the District

District Administrative Bylaws Article X: Quorum: One-third of the club presidents and vice presidents education from member clubs in thedistrict, or proxies as authorized by subparagraph (d) hereof, shall constitute a quorum forall district council meetings. In the event that any business is transacted at any districtcouncil meeting at which a quorum is not present, the action shall be deemed as valid as ifa quorum were present if it thereafter is expressly approved in writing, personally, by mail,fax, email, electronic transmission or other reasonable means, by the affirmative vote of amajority of the member clubs in the district on the basis of two (2) votes per club. Proxies 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 that is held in-person. In the event one of those officers is not in attendance at the meeting and has not designated, in writing, an active individual member of the club to act as his or her proxy at such meeting, the officer or proxyholder in attendance shall be deemed to hold the proxy of the other and may therefore cast two votes at such meeting. The intent of this provision is to assure that every club will be represented by two votes. No other proxies shall be valid at a district council meeting. A written proxy, to be valid at a district council meeting, must contain all the elements set forth in Toastmasters International policy and must be delivered personally, by mail, by fax, by email, by electronic transmission, or by other reasonable means to the club member who will hold the

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proxy. The proxyholder must present the proxy in paper form (i.e., print out an email) to the credentials desk. If the proxy does not bear a handwritten signature, it must have the typed name of the club officer(s) giving the proxy or some other indication that the club officer(s) authorized the proxy to be given. A proxy that complies with these requirements shall be treated as valid so long as the credentials desk has no reason to believe that the proxy was not authorized. A proxyholder cannot transfer or assign a proxy to someone else. A valid proxy delivered to the proxyholder is revoked only if the club officer who gave the proxy takes one of the following subsequent actions: he or she destroys the proxy, cancels the proxy in writing, issues another proxy authorized at a later date, or actually attends the district council meeting. (e) Voting Each member of the district council in attendance at a council meeting, or his or her proxy as authorized by subparagraph (d) hereof, is entitled to one vote. Any active individual member who carries the proxies of both the club president and vice president education from a member club is entitled to two votes; and any such individual member who is also entitled to a vote as a member of the district executive committee is entitled to three votes. All other members of the district council shall be limited to a maximum of two votes. In the event that the voting process is conducted virtually, no proxies will be permitted.

8. Reports by District Executive Committee. It is recommended that in

addition to the other members of the district executive committee, the division directors be given two (2) minutes each to report the progress of their divisions toward reaching their goals for the year. This allows the division leaders to gain valuable experience in the art of succinctly and meaningfully addressing the district council and allows the district council to hear from and get to know current and potential future district leaders.

B. Guidelines for District Committees

1. District committees will be provided with copies of applicable policies and

procedures to assist them in performing their functions.

2. Other committee guidelines will be defined as needed as said committees may change from year to year.

3. All district committees will have the opportunity to address the district

council at least once per Toastmasters year.

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C. Guidelines for Leadership Committee

The following serves as additional guidelines for the leadership committee:

1. The district director and leadership committee of District 65 shall follow the TI Policies for the district leadership committee. The district director will instruct the committee to review the rules.

2. Candidates are to be evaluated by written materials supplied by the

candidates and, if the committee chooses, by interviews. At a minimum, interviews will be conducted when: (a) the position is contested; (b) the position sought is one of the top three district offices; or (c) the committee has reservations about the candidate’s qualifications. Additional research by committee members regarding a candidate’s qualifications, including collecting feedback from others who have worked with the candidate is also recommended. All candidates who qualify for the position, for which the person seeks will be placed on the slate of candidates, regardless of the leadership committee's recommendations.

3. All candidates will be briefed as to the issues of mailings, campaign

speeches, nominating speeches, those ineligible to nominate or campaign, and the TI on political and campaign ethics. Further, floor candidates must follow all policies and protocols for candidates; yet, opportunities provided for in the following section will not be available to floor candidates.

4. The standard interview templates, published by TI, shall be used to

conduct interviews for elected positions.

5. All interviews shall be conducted in the same manner for all candidates.

D. Guidelines for District Officer Campaigns and Elections (reference Toastmasters International Policy and Protocol (P&P), section 9)

The following will serve as guidelines for the district director in conducting the annual election of district officers:

1. The ‘District Nomination Schedule’ [the time-table] will be strictly

followed.

2. After appointing the District Leadership Chair (DLC) chair, the District recommends that the DLC chair, preferably appoint members on the DLC [one from each of the division or representing each division (not necessarily from that division], per TI guidance.

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3. Prior to the election, the district director will ensure that all candidates receive a copy of the TI Policies for campaigns for district office and the elections of district officers, in addition to a copy of the District 65 Procedures Manual.

4. At the annual spring conference district council meeting, timing of nominating

speeches for candidates will be as follows: (a) a warning will be given by the timer at one minute, thirty seconds (1:30); and (b) the timer will lead the applause at two minutes (2:00).

5. All communications and activities endorsing a candidate, either by the

candidate or by supporters of the candidate, will focus on the candidate's Toastmasters accomplishments and personal qualifications for office.

6. In keeping with the spirit of Toastmasters, no negative information about

candidates will be allowed in written communications meant to be distributed widely or in oral communications at an official Toastmasters meeting or event.

7. All candidates may distribute campaign materials at area and division speech

contests. All candidates will be allowed to display campaign materials in a candidates’ corner at these events, if space is available for a candidates’ corner and if all candidates have equal access to and advance knowledge of it. Campaign materials may not be placed on walls, chairs or tables outside of the candidates’ corner. The candidates shall use the Protocol 9 [District Campaign and Elections] of Toastmasters International. This may be viewed on the TI website located at: https://www.toastmasters.org/Leadership-Central/Governing-Documents#Protocol90DistrictCampaignsandElections478 .

8. All candidates, including floor candidates, for district office in contested races

may be allowed to speak at the district conference at a time other than during the annual district council meeting (conflicts with current practice) Such campaign speeches will be given at an appropriate time, place, and speech length as identified by the district director, provided that all candidates are given an equal opportunity and are properly notified. The candidate is entitled to two (2) minutes for a campaign speech.

9. The district will send a proxy form to each club president and vice president

education in the district at least four (4) weeks in advance of a district council meeting for use in the event either, or both, cannot attend the meeting. This form may also be included on the district webpage, in the district newsletter and/or in the mailing announcing the meeting. The proxy form must contain:

a. District number b. Description of event c. Date and location of meeting d. Space for club name and number

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e. Space for name of club representative to be the proxy holder f. Space for signature of club officer and name of office held by such officer

authorizing the club representative to be the proxy holder; and g. The date the proxy is signed.

10. (A proxy form template is provided in Appendix C.)

11. Either the president or the vice president education may provide a proxy to a

club member to represent and carry both of the proxies for said officers at the district council meeting. It is not necessary for each officer to sign a proxy form naming the club representative to carry the proxy. The act of one of the officers signing the proxy form is sufficient for the named proxy holder to carry both votes of the club if neither the president nor the vice president education is planning to attend the district council meeting.

12. The following section contains information related to district elections, including the District Leadership Committee Handbook and Related Documents: a. https://www.toastmasters.org/leadership-central/district-leader-

tools/district-management/elections-toolkit/district-leadership-committee.aspx

b. DISTRICT NOMINATIONS SCHEDULE: c. https://www.toastmasters.org/~/media/223d2bbb8f1e4b8488a38bf1a7e

ec23c.ashx

d. CALL FOR NOMINATIONS DISTRICT LEADER QUALIFICATIONS AND RESPONSIBILITIES:

e. https://www.toastmasters.org/~/media/24562a9e8e1449e7a6900a6676476884.ashx

f. DISTRICT LEADER NOMINATING FORM: g. https://www.toastmasters.org/~/media/2905fd52797c4efeaffbcd5b49c1

1a63.ashx h. OFFICER AGREEMENT AND RELEASE STATEMENT: i. https://www.toastmasters.org/~/media/5a2b48bb6b3d4e92b994ce666c

b84dc8.ashx

j. CANDIDATE APPLICATION: k. https://www.toastmasters.org/~/media/7fd991290b8a4167a08e4ef01cf

20e26.ashx

l. CANDIDATE EVALUATION FORM:

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m. https://www.toastmasters.org/~/media/03202d30672143ecbad00a4babbe1a23.ashx

E. Guidelines for Appointment of District Officers

1. The district director-elect will appoint the following officers:

administration manager, finance manager, logistics manager, public relations manager, and area directors. The members of the District Executive Committee (DEC) shall approve all incoming appointed positions. As an example, the Trio, Division Directors, and Immediate Past District Director would approve all of the Area Directors and any other appointed DEC positions.

2. Between the spring conference and May 31st, each and every area council may select a nominee to be recommended to the district director-elect as the area director for that particular area for the following Toastmasters year. The district director-elect are encouraged to consider the selected and recommended nominees in appointing area directors. Interested candidates for area director may contact the incoming district director for consideration.

F. Guidelines for Alignment Committee

1. The district director will appoint a chair of the alignment committee

and the chair shall appoint the members of said committee. The alignment committee should consist of a member from each of the district’s divisions. It is strongly recommended that the chair of the alignment committee be a past district director/governor. Said alignment committee shall present recommendations to the district executive committee concerning the assignment of clubs to areas and the assignment of areas to divisions. The alignment committee will prepare a plan for presentation to the district executive committee prior to the spring district council meeting. Note: The report is neither approved nor disapproved by the DEC. As long as the alignment has met the criteria in Protocol 7.0, the report finalized by the DEC to be presented to the district council. The plan will be mailed to the district council members four (4) weeks before the district council meeting. The alignment plan will be submitted to the district council members for their consideration and approval at the spring district council meeting. Such alignment will become effective July 1st following the annual spring district council meeting.

3. The alignment committee will consult with members of the district council representing all divisions and will work in accordance with the provisions for areas and divisions outlined in Article II, Sections A and B of this Manual, prior to presenting their recommendations, to the district executive

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committee. In addition, the chair or a member of the alignment committee may make a presentation at a TLI or several TLIs before the district council meeting in order to acquaint the division(s) with some of the proposed changes to be made to the alignment in order to pave the way for passage of its proposed plan.

2. A determination about alignment has to be made before the end of each

district year and submitted to TI in the month of June before the next district year begins. A motion regarding alignment must be made each year at the annual meeting of the district council, even if the resulting vote is merely to keep the status quo with regard to the alignment for the next year. If the council members vote to change the district alignment significantly, the district director shall submit a revised detailed alignment plan to TI for the next year by July 1st.

G. Guidelines for Audit Committee

1. The district director will appoint the chair of the audit committee. The chair shall be responsible for appointing two (2) members to the audit committee to audit the district financial records. Members of the current district executive committee may not serve on the current year audit committee. The three (3) members of the audit committee should have an experienced understanding of TI requirements for proper management of district funds and should conduct a thorough review of the district financial records.

2. The audit committee should meet with the district treasurer at a time of

mutual convenience to review the financial records for completeness. Two (2) audits are required to be performed each year and the results sent to TI: the semi-annual audit report is due by February 15th and the year-end audit report is due by August 31st. Subsequently, the audit committee chair is required to make a report to the district executive committee and the district council. Finalization of district records and the audit review must be conducted expeditiously to meet TI requirements.

H. District Publications and Electronic Distribution

1. District Website

a. The district will maintain a website where information important to the members and the public may be displayed. This will include club meeting information, district-sponsored events and the current District Procedures Manual.

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b. The district website is developed along communication lines. Before anything is posted on the website, the district director needs to approve the same.

2. District Directory a. The district director will publish in a secure area on the district website or

distribute in a secure manner a directory which contains the following information: all active district club names, club numbers, meeting dates, times and places, contact names and numbers, and a copy of the district club alignment. The names and contact information for all district officers will also be included.

b. a. The directory will be kept current and made available to the members of

the District Executive Committee

b. For the security of District 65 members, personal addresses are not to be published in the directory and all lists will be considered confidential and for internal use by District Officers only.

3. Use of Social Media, Including Facebook and Twitter

a. The Facebook page is a social media page used to convey

information related to events taking place throughout the District and at international events to ensure all people may have access to socialized information. As requested by Facebook Corporation, this is one-directional communication and uses a page-format.

b. The District 65 Members group is a Facebook group, used for an

exchange of ideas. This group allows two-directional and multi-directional communication among District 65 members. Membership is limited to District 65 Toastmasters. This information must be validated at lease annually to remove people, who are no longer members of District 65.

c. District 65 Twitter is a similar media forum to point members to

current events of interest to the organization’s members.

d. Members of District 65 are expressly prohibited to represent Toastmasters in any manner to create social media pages that represent either District 65 Toastmasters or Toastmasters International, with labeling, images, or content intent.

4. Safeguarding Personal Information

a. The district director will publish in a secure area on the district

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website or distribute in a secure manner a directory which contains the following information: all active district club names, club numbers, meeting dates, times and places, contact names and numbers and a copy of the district club alignment. The names and contact information for all district officers will also be included.

b. The District 65 will not maintain any Personally Identifiable

Information (PII) on the District web site to ensure the protection of individual members.

c. All District Executive Council members have access to the

information required to operate within their designated areas. As necessary, information may be provided upon request by one of the District Trio members to assist in missions supporting the District, e.g. TI sponsored contests.

d. The District Director will publish information about all

Toastmasters clubs that operate within the district. Contact information will be provided in the directory and/or referencing the official TI web site information.

e. The District Officer membership will be kept current and made

available to the members of the District Executive Committee.

f. Information contained in the directory is considered PII and should be maintained in a confidential manner and not used for any business outside the Toastmasters organization.

g. Personal information shall not be used in publications

related to district business.

5. District Mailing Lists

a. Mailing lists are the property of the district and are restricted to use for official Toastmasters business.

6. District E-mail Newsletter

a. The district will strive to maintain an e-mail newsletter relating to District 65 news where information relevant to the District Success Plan; District, Division, and Area goals; and information important to the members may be distributed. The public relations manager shall oversee the publication of the district e-mail newsletter.

b. All emails sent to district members shall enable a member to unsubscribe to the publication being sent.

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7. Toastmasters International Copyrights

a. The district will respect and adhere to the TI Policies regarding

copyright ownership and use. All members of the district shall adhere to and respect the TI Policies regarding copyright ownership and use. Please ensure all work efforts comply with the Toastmasters Branding Manual, located at: https://www.toastmasters.org/resources/brand-manual.

I. Financial Guidelines

1. Guidelines

a. The district will comply with TI Policies Documents regarding

conflicts of interest.

b. The district will have in place financial controls that, at a minimum, meet the requirements of TI Policies. All travel rates and travel guidelines will be published in writing and made available so members know the reimbursement processes and associated costs.

c. Any new expenditure, that was not budgeted, shall be approved by the District Director, Finance Manager, and at least one other member of the District Trio leadership, prior to making any purchase or financial commitment.

d. Failure to obtain approvals may result in non-payment to an individual making a purchase and/or financial commitment.

e. Any expenditure submitted for payment and/or reimbursement must be in compliance with TI financial policies.

f. The district finance manager will provide detailed information at district council meetings, in addition to providing documentation to TI. Information from the district finance manager should be sent to district council members four (4) weeks before the district council meetings.

2. District Finance Manager

a. The Finance Manager reports to the District Director. As the Finance

Manager, he or she also has the responsibility to the World Headquarters (WHQ) finance team and to ensure compliance with the Audit Committee Guidelines.

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b. The role therefore of managing district finances is a partnership between all district leaders and Toastmasters International. The effective management of district’s financial activities and the timely reporting becomes the sole responsibility of the district Finance Manager.

3. District Audit Team

a. The district director appoints the Audit Team to independently

verify and audit the financial activities and records of the district.

b. The following identify the District Audit Objectives: § To ensure that all payments and receipts are appropriately

recorded and approved by the district leadership § To ensure that all payments are approved and supported by

bills, receipts, invoices and related documentation § To make sure that all payments are in-line and synch with the

district mission.

c. When the audit committee becomes aware of any financial irregularities or a diversion of funds that is either unauthorized and/or does not serve a business purpose consistent with the district mission, the audit committee is compelled to report the matter to the District Finance team at World Headquarters immediately.

d. The audit committee shall make all audit findings and

recommendations available to the Toastmasters members. The final end of year audit reports are contained on the District 65 archive:

4. Travel

a. The district will follow the TI Policies for district travel

reimbursement. All members of the district engaged with any financial activity shall be required to use the TI approved financial system CONCUR to record, process, and reconcile travel.

b. The district will comply with TI Policies regarding expenses for

international speech contestants participating in the semifinal level at the international convention.

c. Failure to obtain proper authorization could result in non-

reimbursement by the district to the district officer or individual Toastmaster.

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5. Where the district contributes to district officers' expenses and where

funds allow, travel or travel reimbursement will be paid as early as possible. This leaves a clear trail of financial documentation for the audit committee to follow and removes any confusion as to which district year reimbursements are to be allocated. Travel expenses may include costs for registration, lodging, and transportation to and from an event. The district trio will be reimbursed for food costs not covered by TI during trainings at the international convention and mid-year training up to the amount permitted by the TI Policies.

6. Expenses shall be submitted to the district finance manager and district

director for reimbursement by July 15th of the subsequent district year. Toastmasters International has requested that all Districts close their checking accounts. During the 2018-2019 Toastmaster and beyond, all vouchers will be submitted and approved using the Concur travel system – will need to coordinate this with Julie re the new requirements.

7. Reimbursement of District Leader Expenses for Immediate Past District

Director.

a. If the district has reached the level of Distinguished or better during the year the immediate past district director was the district director, the immediate past district director will receive the following reimbursements from the district according to the following guidelines:

i. Distinguished – any registration expenses not

covered by TI, up to two (2) nights of lodging expenses is approved TI conference lodging (hotel), and 50% of transportation expenses (per TI Policy with regard to flight level) at lowest available airfare or mileage expense, whichever is less. Mileage will not be paid in excess of TI's rate for mileage. Receipts must be submitted to the district finance manager before reimbursements will be paid to the immediate past district director; no advance payments of expenses will be made to or on behalf of the immediate past district director.

ii. Select Distinguished – any remaining unreimbursed

registration expenses, up to three (3) nights of lodging expenses not covered by TI in approved TI conference lodging (hotel), and 75% of transportation expenses (per TI Policy with regard to flight level) at

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lowest available airfare or mileage expense, whichever is less. Mileage will not be paid in excess of TI’s rate for mileage. Receipts must be submitted to the district finance manager before reimbursements will be paid to the immediate past district director; no advance payments of expenses will be made to or on behalf of the immediate past district director.

iii. President’s Distinguished – any remaining

unreimbursed registration expenses, up to three (3) nights of lodging expenses not covered by TI in approved TI conference lodging (hotel), and any transportation expenses not covered by TI (per TI Policy with regard to flight level) at lowest available airfare or mileage expense, whichever is less. Mileage will not be paid in excess of TI’s rate for mileage. Receipts must be submitted to the district finance manager before reimbursements will be paid to the immediate past district director; no advance payments of expenses will be made to or on behalf of the immediate past district director.

b. If the district has not reached the level of Distinguished

during the year the immediate past district director was the district director, the district will not reimburse the immediate past district director for any registration, lodging or transportation expenses. TI does not recognize or provide an incentive to the immediate past district director if said officer does not reach Distinguished status; District 65 will follow TI Policy.

c. The immediate past district director must express a desire to

use this procedure through written notice to the current district director by no later than July 10th of the benefit year or within ten (10) days of being notified by TI of the accomplishment of the district the prior year. The individual reimbursable expenses are non-transferable among other expenses.

d. The above reimbursements provided in this procedure may

not be changed unless approved by the district council.

e. If district circumstances warrant, this procedure may be adjusted based on the financial status of the district on a year-by-year basis. The reimbursements provided in this procedure may be adjusted by a majority vote of the district

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executive committee at a meeting held before the fall conference district council meeting and a majority vote of the district council at the district council meeting.

J. District Educational Events

The district director appoints the spring conference chairman or chairmen and provides guidelines and expectations for the district educational event. It is intended that all district educational events, such as the fall and spring conferences, will be self-funding and will adhere to the following guidelines:

● Approval – all aspects of the event will be approved by the

coordinating district officer, principally the program quality director. Note that per TI guidance, all budget expenditures should have the approval of the full trio.

● Budget – establish budget to adequately estimate the revenue and expenses of the event.

● Financial Responsibility – the district will retain any profits and absorb any deficits on budgeted expenses of the event. The intent is to break even and not incur a deficit or a profit on the event.

● Accounting – the event committee will give a full accounting of revenue and expenses to the district finance manager. The records will become a part of the district’s permanent records.

Area and division contests are district educational events and need to be self-funding. TLIs are not self-funding events.

K. Guidelines for Toastmasters Leadership Institutes/Club Officer Trainings

1. The program quality director will be responsible for all trainings and will notify all club officers of the dates, times, and locations of every Toastmasters Leadership Institute (TLI) and/or club officer trainings as soon as practicable.

2. The program quality director is encouraged to use area directors and division

directors to secure training locations and dates if the sites were not selected at the beginning of the District Year. As long as TLIs are held in the divisions, the respective division directors shall assist with finding site locations for the TLIs and other training events.

3. The program quality director is responsible for the content of the club officer

trainings and/or TLIs. During any training period, at least one club officer training will be held in each division. Club officer training may also be conducted in a centralized location. Additional trainings are encouraged to provide many opportunities for club officers to be trained.

4. Club officers attending training must attend in person, per TI policy.

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Delegates may not be sent to attend this training.

5. When club officers are given credit for training, they must be the appointed officer identified to TI, as a club officer.

6. Records shall be maintained of all officers attending training to ensure that credit may be duly given for each club officer trained.

L. District Conferences

1. It is recommended that the district conference chair(s) have served on a prior conference committee.

2. Any contract signed as part of a District Conference shall be signed by the

District Director, with the approvals of the Finance Manager and at least one other member of the District Trio leadership.

3. The district director will sign any contracts committing the district to arrangements

for conference facilities, food, and/or lodging during the district director’s term of office, and preferably for the following fall conference after his or her term has ended in consultation with the anticipated, incoming district director. While the district director signs for the contract, the trio should all be in the approval process for expenditures being committed, per TI guidance.

4. Calls for presenters will be sent out to all members, by the conference

committee and establish procedures to ensure there is a fair practice to determine speakers for the event.

5. Presenters cannot be running for a District-level office or above during the

year they plan to run for a district office or above.

6. District speech contests taking place on a Friday evening of a district conference will be held on or after 7:00 p.m.

7. Any division will not have a spring conference and a fall conference in one

district year. The district conferences currently rotate among the divisions as follows: a) Division C b) Division E c) Division A d) Division D e) Division B

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8. The district director and/or conference chair(s) should seek a proclamation from the municipality where the district conference is being hosted. (A sample proclamation is included in Appendix D.)

9. Communication and Leadership (C&L) Awards are solicited and awarded to a non-

Toastmaster contributing to the community. The C&L recipient must demonstrate a level of commitment that gives back something to the community and/or developing programs that contribute to the betterment of that local society.

10. As the District Conference requires considerable planning, the District is

creating a District Conference Planning guide that shall be used to plan and manage all District conferences. It is important to have a meeting with the prior committee co-chairs to understand the requirements and processes established to conduct a successful conference.

Move this section to a planning document. Joan/Leo agreed to develop this. Then, we’d add a hyperlink to access.

M. District Level Speech Contests

1. A maximum of four district contests may be held annually. No district

contest may be conducted during the fall. At the discretion of the District Director, there may be contests allowed that will end at the Division Level or to allow finalists to compete in the spring as part of the spring conference.

2. The district will hold the following contests in conjunction with these contest and

conference cycles: a. Humorous Speech Contest in the fall, only conducted to the

Division Levels b. Evaluation Contest in the fall, only conducted to the Division

levels c. Tall Tales Contest with spring conference d. International Speech Contest with spring conference

3. The Table Topics Speech Contest may be substituted for the Tall Tales Contest, at the discretion of the district director.

4. All speech contests will follow the contest guidelines as described in the current

year's Speech Contest Rulebook.

5. Contestants will advance from the club to the district level for those contests described above. Areas with four or fewer clubs as of July 1st of the current Toastmasters year may send two contestants to the Area contests. Divisions with four or fewer areas may send two contestants from the areas to the Division

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contests. If there are four or fewer divisions, each division may send two contestants to the District contests.

N. Contest Judges

1. All judges must be in compliance with the current Speech Contest

Rulebook. https://www.toastmasters.org/~/media/3117F77BBF4D430B8A403ECECDD5F99F.ashx

2. For district contests, judges must be preferably an ACB or better, or if not

available, at least a Competent Communicator and have previously judged above the club level.

3. Judges’ workshops should be held each fall and spring prior to the district

conference to provide training for potential judges, as well as for those wishing to better understand the rules from a contestant’s perspective. If possible, a list of qualified judges should be developed.

O. District Awards

1. District awards will be presented using the objectives and

guidelines listed in in the Specialty Speeches Advanced Manual, “Presenting the Award” project. The presenter will explain the reason for the award, and why the recipient was selected.

2. All awards presented are made part of the district historical record

at the conference and/or meeting, where the presentation is made.

3. The recipients of the "Of the Year" awards will be selected by

immediate past Trio of officers, chaired by the district director, who served during the year for which the awards are being made (The Immediate Past District Director, as of July 1). The committee may include as many members as the chair deems necessary. Area directors who served during the year for which the awards are being selected will not be members of the committee to select Area Director of the Year. Area directors and division directors who served during the year for which the awards are being selected will not be members of the committee to select Division Director of the Year. The selection committee will select the recipients of the Toastmaster of the Year, the Area Director of the Year, the Division Director of the Year, and the Phoenix Club of the Year, which may be given at the discretion of the district director awards. The of the year awards will be awarded at the annual fall Leadership Breakfast.

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4. Toastmaster of the Year Award. This “Toastmaster of the Year

Award” will be based upon the form provided in Appendix E of this document and other criteria as deemed appropriate by the selection committee, which will consist of the District Trio. Each member in good standing, other than voting members of the executive committee, (area director and above) is eligible to participate in the contest each year, regardless of their length of membership. The district should encourage the clubs to participate in the Toastmaster of the Year Award at club level. A similar award is encouraged at area and division levels. At all levels, the award is to be based on Toastmaster activities performed during the current Toastmaster year (July 1st to June 30th). For the District Toastmaster of the Year award, the deadline for submitting the forms to the district director is June 30th of the year being considered. Members are encouraged to submit the application form on his or her behalf, or on behalf of another member. Area directors will ensure that each club has a copy of the application form. A comprehensive list of past recipients of this award should be kept in the district historical records.

5. Area Director of the Year Award. This Area Director of the Year

Award will be based upon the form shown and responsibilities contained in the District Leadership Handbook, as well as other criteria as deemed appropriate by the district director who shall chair the Trio selection committee. The deadline for submitting the forms to the district director is June 30th of the year being considered. A comprehensive list of past recipients of this Award should be kept in the district historical records.

6. Division Director of the Year Award. The “Division Director of the

Year Award” will be based on the form shown and responsibilities contained in the District Leadership Handbook, as well as other criteria as deemed appropriate by the district director who shall chair the Trio selection committee. The deadline for submitting the forms to the district director is June 30th of the year being considered. A comprehensive list of past recipients of this Award should be kept in the district historical records.

7. Phoenix Club of the Year Award. The “Phoenix Club of the Year

Award” may be given at the discretion of the district director to the club, which magnificently rises up from the ashes of low membership and morale during the district year to charter strength. The deadline for executive committee members to submit nominations to the district director is June 30th of the

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current district year. A list of the past recipients of this award should be kept in the district historical records.

8. Spark Plug Awards. Any voting member of the executive

committee may nominate a spark club award recipient, who the nominator feels has exemplified outstanding performance in his or her club, area, division or district, per definition of the executive committee. This is a special award and may not be given every year. Deadline for written nominations will be determined by the district director, but must be submitted by the last executive committee meeting prior to the spring conference. Members of the executive committee are not eligible for this award. The top three district officers will select several nominees to be recognized at the spring conference. It is recommended that those persons to be recognized should be in attendance at the District conference.

9. Communication & Leadership Award. District 65 may present this

award semi-annually to an individual or individuals who has/have demonstrated qualities of leadership and effective communication and who reflects or reflect the ideals of the Toastmasters program. The individual selected by the district conference committee, may be someone who exemplifies outstanding communication and/or leadership achievement in the business world or in their community activities. This award is normally given to a non-Toastmaster at district conference. The recipient chosen must be present at the fall or spring conference to receive this award. Submission deadline for nominations will be determined by the district director.

10. Pat Panfile-Ben Luce Memorial Award. This district award is given

to a Toastmaster who has been a member of Toastmasters for over eight (8) years and who has made significant contributions to the district throughout his or her membership. The Pat Panfile-Ben Luce Memorial Award Committee, comprised of past recipients, solicit nominations for possible candidates from club leaders to aid in helping the committee to select the most outstanding recipient. The data and information included in the nomination form is gathered without the involvement or assistance of the potential recipient. As a consequence, when the recipient’s name is announced at the evening banquet at the spring conference each year, the individual is surprised. Once selected, the committee tries to ensure the attendance of the chosen recipient at the spring conference, without disclosing the reason for why that individual should attend the event. The district provides the funds for the purchase of the plaque to be given to the recipient. The process for selecting the recipient is somewhat

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similar to the process followed by the nominating/leadership committee. A copy of the sample letter to club presidents and club Vice Presidents Education requesting nominations, the nomination form to be completed and a list of the past recipients of the award are included in Appendix E.

11. New Distinguished Toastmasters. Members receiving their

Distinguished Toastmaster (DTM) designation from TI subsequent to the last district conference are typically recognized at the district conference. Traditionally, the district provides each recipient with a DTM medallion from TI and, at the discretion of the District Director, with a DTM badge from TI. Commonly, the program quality director presents these awards publicly during a general session at conference, while at the same time, acknowledging all Distinguished Toastmasters in attendance.

12. Membership Recognition Award. This membership award may be

given to clubs achieving outstanding membership gains based upon the previous semiannual renewal. (In the fall, recognition is based on April dues payments; and in the spring, recognition is based on October dues payments.)

13. Triple Crown Awards. Members who attain three or more educational

achievements, within the Toastmasters year (CC, ACB, ACS, ACG, CL, ALB, ALS, DTM), and or as specified by TI in the Triple Crowns report, are awarded the Triple Crown Award. With the advent of Pathways in district 65, the district will recognize the “Triple Crown Award” starting the Toastmaster year 2018-2019 as follows: During the Toastmasters year 2018-2019 and 2019-2020 any member in the district 65 who achieves the following three or more educational awards will be recognized as a Triple Crown Award.

a. CC [Competent Communicator] b. ACB [Advanced Communicator Bronze] c. ACS [Advanced Communicator Silver] d. ACG [Advanced Communicator Gold] e. LDREXC [Leadership Excellence] educational award

for completing an HPL f. DTM [Distinguished Toastmaster] g. CL [Competent Leader] h. ALB [Advance Leadership Bronze] i. ALS [Advance Leadership Silver]

In addition to the above “traditional” awards, under Pathways

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program, any member that completes THREE LEVELS in any given path in ONE TOASTMASTER YEAR will be recognized as one triple crown award. Example of Triple Crown Awards - a combination of Traditional & Pathways education system: CC, CL and [MS1, MS2, MS3] - Motivational Strategy [DL1, DL2, DL3] - Dynamic Leadership and [IP1, IP2, IP3] - Innovative Planning, and ACB ACS, [PM1, PM2, PM3] - Presentation Mastery and CL. [EC3, EC4, EC5] - Effective Coaching, ACB, CL [Presuming in this example, that EC1 & EC2 were completed in the previous year.] [SR3, SR4, SR5] - Strategic Relationship, [VC1, VC2, VC3] - Visionary Communication, CL [Presuming in this example, that SR1 and SR2 were completed in previous year]. [TC1, TC2, TC3, TC4, TC5] – Team Collaboration, [SR1] – Strategic Relationship, CL Once again, during the transition period [i.e., Toastmaster years 2018-2019 and 2019-2020] any member that achieves three or more combination of the “traditional awards” and “Pathways awards” [completion of THREE levels in any path] as shown above, will be recognized as a Triple Crown Award, when completed in one Toastmaster year, i.e., [July 2018 to June 2019 or July 2019 to June 2010]. Starting Toastmaster year 2020-2021 all Triple Crown awards will all be in Pathways and it will be determined how it will be awarded. Probably by that time TI may come up with some standard guidelines for triple crown awards.

14. Training Recognition Award. This training recognition award is given to clubs that had all of their officers trained for the current six-month period. The district director may use this award as part of his or her incentives in the District Plan to get club officers trained.

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15. Distinguished Area Recognition. This recognition award may be given to each area director who reaches goals as set forth in the TI Distinguished Area Program. Awards will be presented by the Immediate Past District Director at the fall Leadership Breakfast for the preceding district year.

16. Distinguished Division Recognition. This recognition may be given

to each division director whose division who reaches goals as set forth in the TI Distinguished Division Program. Awards will be presented by the Immediate Past District Director at the fall Leadership Breakfast for the preceding year.

17. Additional Categories. The district executive committee may add

award categories at its discretion. Any new perpetual award must be approved by the executive committee and confirmed by the district council for inclusion in this Manual.

P. District Awards Schedule & District Recognition

Typically, most awards and trophies given at the fall conference (recognizing achievements in the previous year) are presented by the immediate past district director/governor during the awards ceremony at the district conference. Toastmasters International has indicated that the fall conferences will no longer take place during the fall season, as of the 2018 calendar year. As such, the conference awards shall be moved to take place at the fall District 65 Leadership Breakfast.

Conference Awards Presented Fall Toastmaster of the Year (Add any additional club officer recognition trophies) District Humorous Speech Contest District Evaluation Contest District Communication and Leadership Award Phoenix Club of the Year Distinguished Area Recognition Distinguished Division Recognition Area Director of the Year Division Director of the Year New Distinguished Toastmasters Membership Recognition Triple Crown Recognition Training Recognition ------------------------------------------------------------------------------------------------ Spring Spark Plugs

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District International Speech Contest District Tall Tales/Table Topics Contest District Communication & Leadership Award Pat Panfile-Ben Luce Memorial Award New Distinguished Toastmasters Membership Recognition Training Recognition Triple Crown Recognition

Q. District Historian

1. Role of the District Historian a. The district historian's term of office will be from July 1st to September 30th of

the following year, thus overlapping the next historian’s term by three (3) months. The district historian is appointed by the district director, with district executive committee approval.

b. The historian may be appointed for successive terms. It shall be the historian's responsibility to archive and store the historical lists, records, and documents of the district, including the minutes of district executive committee meetings and district council meetings.

c. While the District Historian is not part of the DEC committee, the historian shall be identified by the presiding District Director and will be identified as part of the DEC appointments. The responsibilities of the historian shall include:

d. Ensure the procedures document is reviewed and that the document is updated to include any items identified as historical

e. Coordinate with the Public Relations Manager to ensure files are maintained to track and manage this history of the document.

R. District Parliamentarian

1. Role of the District Parliamentarian

a. The district parliamentarian must be a member of District 65 Toastmasters. The parliamentarian will be appointed by the district director and will be encouraged to attend all district executive committee meetings and all district council meetings.

b. He or she will be encouraged to also be a member of the Association of Parliamentarians and to be completely familiar with the basics of parliamentary procedure and Roberts Rules of Order. If the Parliamentarian is a member of District 65 Toastmasters, he or she will have the privilege of speaking for or against issues at the district executive and council meetings.

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S. District Procedures

District 65 Procedures will be submitted annually after the spring conference to TI for review. These Procedures must not be in conflict with any provision of the TI Policies. The Board of Directors of TI reserves the right to review, disapprove, or modify any such procedures. As The District shall ensure the procedures are submitted to TI for continuing compliance with TI guidelines. There is no requirement to have the procedures approved at any District Council meeting. There may be instances, where specific practices in the procedures document may require a vote of the District council meeting.

T. Past District Governors/Directors

A comprehensive list of the past district governors/directors will be maintained as part of the District 65 Procedures Manual. The past district governors/ directors committee may be utilized by the District Director and given certain functions to perform. The past District Governors/Directors Committee is utilized at the discretion of the District Director. A full list of the Past District Governors & Past District Directors can be found at the following web site: http://tmdistrict65.org/district-65-historical-documents/history-pastdd/

U. District Leadership Transition

1. Preparation for Change-Over Meeting Suggested But Not Required

Incoming District Director/Governor responsibilities:

• Purchase a gift on behalf of the outgoing leadership team for the outgoing district director/governor

• Obtain area and division director packets from TI for training.

Outgoing District Director/Governor responsibilities:

• Purchases gifts for the outgoing district leadership team • Ask the immediate past district director/governor to officiate the

change-over ceremony.

2. Typical Agenda for Change-Over Meeting

Outgoing District Director/Governor:

• Recognize Distinguished or better area and division directors/governors

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• Recognize the district performance and status relating to the District Success Plan

• Present gifts to outgoing district teams. (Outgoing Program Quality Director/Club Growth Director are done last).

• Communicate election results of the new top three to TI • Ensures that financial and district records are transitioned to the

incoming district finance manager and district administration manager

• Ensure the incoming District Director understands the Concur system and transition the finances in coordination with the finance manager

• Ensures that year-end audit is done before August 31st • As immediate past district director, chair the alignment,

leadership, procedures, and/or other district committees if requested by the incoming district director.

Immediate Past District Director:

• Discharge outgoing district team effective 11:59 p.m. Pacific Daylight Time on June 30th

• Installs area directors, administration manager, and finance manager, public relations manager (PRM), and logistics manager

• Installs incoming top three officers, immediate past district director, division directors, and area directors.

Incoming District Director:

§ Addresses the outgoing and incoming district teams § Calls for a recess so outgoing team may leave and incoming

team may prepare for area and division director training. § Along with the incoming program quality director and club

growth director, trains division directors and area directors prior to change-over meeting.

§ Provides TI with area alignment, district roster, district financial information and District Success Plan.

§ Appoints district committee chairs.

V. Past District Leadership

The District history is a vital part of the District 65 organization. As part of this history, the Procedures Document identifies all of our members who have served in the District Governor/District Director roles as well as Toastmasters International major positions.

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For a complete list of past directors and Toastmasters dignitaries, please use the following link, also contained at the end of this document. 1. Past District Governors & Past District Directors http://tmdistrict65.org/district-65-historical-documents/history-pastdd/ 2. Past International Directors [ID] http://tmdistrict65.org/district-65-historical-documents/past-id/ 3. Past International President http://tmdistrict65.org/district-65-historical-documents/past-international-president/

W. Pathways

Note: this section is entirely new. To ensure the font colors and images remain consistent, the font color has not been modified, indicating changes, in this section.

The Toastmasters Pathways learning experience is a modernized learning experience suited to our changing global society. It offers you more benefits and more opportunities to learn, grow and meet personal and professional goals. You now have the opportunity to develop additional skills you can use not just in your club, but at your job or in your community as well. Pathways is not a departure from the current program, because it builds on the established educational foundation.

Your progress toward awards in the current education program won’t be transferable to Pathways because the projects and structure of learning in the programs are different. However, you still have plenty of time to complete awards you are working toward. When Pathways rolls out into the last two regions—regions 8 and 9—there will be a two-year transition period to allow you the opportunity to complete your work and move over to Pathways. Pathways many benefits to members include:

€ A learning experience tailored to your personal and professional goals € The opportunity to develop many skills relevant to an evolving global marketplace € Recognition of educational achievements that will come earlier and more

frequently € New technological resources to improve speeches and support meeting roles € Online access to educational materials € Videos that model the skills you are learning

How Pathways works Choosing your Path

Before you head down the Pathways trail, you need to understand which direction you should go. The best way is through the online Pathways Assessment that will help look at your skills, interests and goals. The tool

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will recommend the three paths that best match your responses. However, you are free to choose any three of the following paths:

1. Motivational Strategies 2. Presentation Mastery 3. Leadership Development 4. Innovative Planning 5. Visionary Communication 6. Strategic Relationships 7. Dynamic Leadership 8. Persuasive Influence 9. Effective Coaching 10. Team Collaboration

Each path is made up of five levels of increasing complexity. The program is designed this way so you’re always building on what you learned in the previous level. All learning paths contain the following levels:

· Level 1: Mastering Fundamentals · Level 2: Learning Your Style · Level 3: Increasing Knowledge · Level 4: Building Skills · Level 5: Demonstrating Expertise

Every path has required and elective projects. Path recognition is achieved when you complete 14 projects across all 5 levels—a combination of 10 required projects and 4 elective projects chosen from a comprehensive list covering a variety of subjects. Each project includes at least one speech. Though you are required to complete 4 elective projects, you have the option to complete as many as you would like.

Establishing your Base Camp

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Once you choose your path, head to Base Camp, your online toolkit for everything you need alone your journey. Base Camp is a place where you work on your projects, track your progress, connect with members of your club and view badges and certificates you earn along the way. Base Camp also helps you with resources that guide you, videos, quizzes, interactive activities and more. Read more about Base Camp.

Distinguished Toastmasters Award (DTM) You may still work toward the coveted Distinguished Toastmaster award. The new requirements are:

1. Complete two learning paths. 2. Serve as a club officer for 12 months. (If your club has six-month terms for

officers, you can fulfill this requirement by serving as a club officer twice, but you don’t have to do it in consecutive terms.)

3. Serve as a club mentor or coach. 4. Serve as a club sponsor or conduct a Speechcraft or Youth Leadership

program. 5. Serve as a district officer for one year. 6. Complete the Distinguished Toastmaster project. You are required to create

and implement a project of your own design and demonstrate the skills and expertise you have gained.

Distinguished Club Program The Distinguished Club Program is an annual award program recognizing clubs that provide an outstanding member experience. Through your achievement you play a vital role in your club’s goal to win this award. There are six educational club goals you and members of your club can fulfill:

1. Four members complete Level 1 in a learning path 2. Two members complete Level 2 in a learning path 3. Two additional members complete Level 2 in a learning path 4. Two members complete Level 3 in a learning path 5. One member completes Level 4 in learning path 6. One member completes Level 5 in a learning path

Pathways Learning Experience

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Designed to provide members improved opportunities to learn and grow, Toastmasters has revitalized our education program. Based on extensive research and member surveys, the program will offer:

€ Learning paths tailored to personal and professional goals and relevant to an evolving global marketplace

€ New technological resources to improve speeches and support meeting roles

€ Mobile access to educational materials (smartphones and tablets) € Expanded video and digital content to facilitate learning among our

global community of members There are ten possible paths for learning:

€ Motivation Strategies: Build motivational leadership and communication skills

€ Presentation Mastery: Build public speaking skills € Leadership Development: Build communication and leadership

skills € Innovative Planning: Build creative project management and

communication skills € Visionary Communication: Build innovative communication and

leadership skills € Strategic Relationships: Build networking, leadership and

communication skills € Dynamic Leadership: Build strategic leadership and

conflict resolution skills € Persuasive Influence: Build skills to lead in complex situations € Effective Coaching: Build interpersonal communication,

leadership and coaching skills € Team Collaboration: Build collaborative leadership skills € These areas of learning are based on the core competencies in the

program which are € Public speaking € Interpersonal communication € Leading and managing € Leading strategically € and building confidence

Pathways Levels Individual learning paths will have five levels, each increasing in complexity. DTM will remain as highest achievement and will require completion of two learning paths. The levels are

€ Level 1: Mastering Fundamentals € Level 2: Learning Your Style € Level 3: Increasing Knowledge € Level 4: Building Skills

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€ Level 5: Demonstrating Expertise To assist you in selecting your Path, an overview of each is provided on the Paths and Projects page. The information is also available for download as PDF files:

€ Pathways Paths and Core Competencies € Pathways Project Description Reference Guide

Distinguished Club Program (DCP) Education Goals Pathways DCP Education Goals 1. Four Level 1's 2. Two Level 2's 3. Two More Level 2's 4. Two Level 3's 5. One Level 4 6. One Level 5 Transition DCP Education Goals (available through June 30, 2020) Select 6 of the following 12 goals: · Two CC awards · Two mores CCs · One ACB, ACS, or ACG award · One more ACB, ACS, or ACG award · One CL, ALB, or ALS award · One more CL, ALB, or ALS award

· Four Level 1's · Two Level 2's · Two more Level 2's · Two Level 3's · One Level 4 · One Level 5

Path to Distinguished Toastmaster (DTM) · Completion of two learning paths · Serve as club officer for 12 months · Serve as Club Mentor or Club Coach · Serve as Club Sponsor or conduct Speechcraft or Youth Leadership

Program · Serve as district officer for one year or Pathways Guide/Ambassador for six

months · Complete capstone DTM project

Pathways Resources PATHWAYS – Base Camp Manager Duties https://www.toastmasters.org/Education/Pathways/Volunteers/Chief-

Ambassadors/~/media/5C019BDA16BD482EA4E4F56C98912F61.ashx Navigator: https://www.toastmasters.org/Education/Pathways/Volunteers/Chief-

Ambassadors/~/media/0984DE5D6A7C4E2D906B77B8D762AAE6.ashx Pathways Quick Start Guide: https://www.toastmasters.org/~/media/1BC3FD863E594A7B90A083FD5ABC8

2A2.ashx Project Description Reference Guide:

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http://tmdistrict65.org/wp-content/uploads/2018/02/Pathways-Paths-and-Projects-Catalog-V2.1.pdf

Pathways and Core Competencies: https://www.toastmasters.org/~/media/C74952D666414797BE9B165B739B7C

F9.ashx Current Status of Region 9 [District 65] Rollout May 15, 2018 · Legacy C&L program (CC, ACB, etc.) will be available June 30, 2020.

For any questions, please contact Chief Ambassador, Sam Mehta, DTM, PDG, at samMmehta@aol.com. You can also find more details at Toastmasters.org/Pathways.

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ARTICLE IV

Amendments

Any amendments to these procedures will be done in accordance with the TI Policies. The procedures listed in this manual are established by the district council and apply until amended. The District Council may amend procedures at any time. While the document will be provided to district council members, per TI guidance, there is no requirement that this document be approved by the District Council as it is identifying internal procedures. If a procedure requires specific approval and/or a vote, this shall be incorporated into the business meeting for a vote and then updated to identify the associated procedures.

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APPENDIX A

Map of Service to Members/Toastmasters International

Organization Chart/District 65 Toastmasters Elected Officers, Appointed Officers and Committees

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District 65 Toastmasters Elected Officers, Appointed Officers and Committees

Logistics Manager

Elected Officers Appointed Officers Committees

District E

xecutive C

om

mittee

Public Relations Manager

Finance Manager

Administration Manager

Immediate Past

District Dir.

Division Directors

Area Directors

Other Appointed

Committees

Webmaster

Program Quality Director

Club Growth Director

Leadership Committee

Credentials Committee

Alignment Committee

District Director

Marketing Committee

Club Extension Committee

Audit Committee

Other Committees

Procedures Committee

Site Selection Committee

Contests Committee

Conference Committee

Ed. & Training Committee

District Parliamentari

an District

Historian

Other Appointed

Committees

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APPENDIX B

Standing and Ground Rules for District Council Meetings STANDING RULES FOR DISTRICT 65 COUNCIL MEETINGS (NOTE: The numbered paragraphs below are from the District Administrative Bylaws of Toastmasters International (e.g., Articles IX-XI and XIII, as Amended 04/01/2011) and is not subject to approval by the District Council; it may only be changed by the Board of Directors of Toastmasters International) 1. Order of Precedence All proceedings will be conducted in accordance with the current Articles of

Incorporation and Bylaws, District Administrative Bylaws, and Policies and Protocol of Toastmasters International and the District 65 Procedures as applicable. The latest edition of Robert’s Rules of Order will be the final authority for parliamentary procedure insofar as it does not conflict with the above mentioned Articles, Bylaws, Policies, or Procedures in the foregoing stated order of precedence. These Standing Rules follow all of the above in order of precedence.

2. Credentials Committee Report At the beginning of the council meeting, the credentials committee chair will

report the total number of delegates registered in person or by proxies. During the credentials report, the committee will confirm that a quorum, as defined in the District Administrative Bylaws, is present for the conduct of business.

3. Credential Requirements Each club in good standing is entitled to two (2) votes at any district council

meeting. Proxies will be signed by the president or the vice president education and will use a form similar to that shown in the District 65 Procedures Manual. Timely notice will be given to all members attending of when the credentials desk is open and when it is to be closed. Members or those with authorized proxies must register at the credentials desk before the district council meeting begins.

4. Authority to Participate All members holding voting credentials for the current district council meeting will

be entitled to make, second, and discuss motions. Before addressing the assembly, members will state their names, club names, and offices after being recognized by the chair and before speaking on any issue.

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GROUND RULES FOR DISTRICT 65 COUNCIL MEETINGS (NOTE: These rules were approved on November 15, 2014 at the District Council meeting. These rules have been established to ensure time-efficient, productive meetings.) a. Adoption of Ground Rules These rules were adopted by two-thirds (2/3) vote of the voting members or their

proxy holder at the first district council meeting of the Toastmasters year and, unless amended, will be applicable during all district council meetings during the Toastmasters year of the vote. They may be suspended by a majority vote of the assembly at any district council meeting.

b. Credentials Once the credentials table is closed at the designated time and a quorum exists,

the credential table will not be opened again for late arriving members. c. Time Limitations for Agenda Items Debate on each motion is limited to five (5) minutes; debate can be extended by

five (5) additional minutes by a two-thirds (2/3) majority vote ("Motion to Extend"). Each speaker is limited to two (2) minutes, and no member may speak more than once per motion unless no one is waiting to speak. Once time has expired, the council will immediately vote on the pending item or motion.

d. Timing The presiding officer will appoint official timer(s), who will stand and applaud

when the authorized time has expired. e. Motions Major motions (over 12 words, excluding “I move that”) or a single motion

combining two or more subjects, shall be submitted in writing to the administration manager, Parliamentarian, and presiding officer immediately after stating the motion. Motions will be phrased in a positive context. Major motions not meeting the deadlines and process of Article III, Section A (5) are to be referred to a committee set forth in that provision.

f. Nominations for Office, Candidate Speeches Any member of the district council or their proxy holder who is a member in good

standing with TI may make nominations from the floor for any District 65 office, provided that the nominee is eligible and has agreed to serve in the position before being placed in nomination. Candidates for contested district officer

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positions will be allocated a total of three-minutes to address the Council. Candidates choose how to use the allocated time. Candidates for uncontested district positions will not be allocated time to address the Council. Candidates for International Director or their representatives will be allocated two minutes to address the Council.

g. Enforcement of Rules and Appeal The chair will enforce the rules, but any voting member may appeal a ruling of

the chair. If there is a second, the challenging member may make a brief statement, and the chair may respond. The chair will then put the question of the chair’s ruling to a vote of the assembly and a majority vote (or tie vote) will uphold the chair’s ruling. The chair may vote on an appeal.

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h. Standard Rules of Order

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APPENDIX C

Credential/Proxy Form Template for District Council Meetings

District 65 Toastmasters District Council Meeting

[Insert Date] at [Insert Location] Proxy Form

I, serving as [president/vice president education] of Club # ,

Club Name of District 65, do hereby authorize , who is a member in good standing of my club, to represent me in all actions to be conducted at the above district council meeting. Signed: Printed Name of President or Vice President Education _________________ Date

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District 65 Toastmasters District Council Meeting

[Insert Date] at [Insert Location] Proxy Form

I, serving as [president/vice president education] of Club # , Club Name _____ of District 65, do hereby authorize , who is a member in good standing of my club, to represent me in all actions to be conducted at the above district council meeting. Signed: Printed Name of President or Vice President Education _________________ Date

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APPENDIX D Sample Proclamation

WHEREAS, Toastmasters International is a world leader in communication and leadership development; and WHEREAS, through its member clubs, Toastmasters International helps men and women learn the arts of speaking, listening, and thinking—vital skills that promote self-actualization, enhance leadership potential, foster human understanding, and contribute to the betterment of mankind; and WHEREAS, the ability to speak in a clear and effective manner is a powerful and important skill that can help to overcome barriers to effective performance in virtually every endeavor and line of work; and WHEREAS, by assisting in the development of essential communication and leadership skills, Toastmasters International performs a valuable service for its members and those who hear its message of opportunity, initiative, and good fellowship; and WHEREAS, boasting more than nine decades of outstanding achievement, Toastmasters International has grown to over [313,000]* memberships in [14,650]* clubs in [126]* countries; and WHEREAS, there are presently [Number of Clubs] in the [Name of State or Municipality], with more than [Number of Members] citizens benefiting from the Toastmasters International educational program; NOW, THEREFORE, I, [Name of Mayor, Executive, or Governor], [Title of Executing Party], do hereby proclaim [Identify Time Period] as

Toastmasters Week in [Name of State or Municipality], and I encourage all citizens to recognize the many accomplishments and opportunities in communication and leadership it has provided the citizens of this [Village/Town/City/State].

Signed this ____ day of _______________, 20___ [Name of Mayor, Executive, or Governor]

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APPENDIX E

Nomination Forms

District Toastmaster of the Year* Area Director of the Year*

Division Director of the Year* Pan Panfile/Ben Luce Memorial Award

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*Based on official forms from Toastmasters International

Nomination Form for DISTRICT TOASTMASTER

FOR THE 20___ – 20___ YEAR District 65

Directions: This award recognizes one Toastmaster whose dedication, commitment, and efforts significantly contributed towards achieving the district mission. Several activities and accomplishments are categorically listed. For each category, check all the activities and accomplishments which apply to the candidate. Where indicated, enter the number or frequency of the accomplishment. Please feel free to modify this form to include any achievements not listed.

**NOTE: No district officer for the above district year is eligible for District Toastmaster of the Year.** Candidate Information: Candidate Name: District _______ Division _______ Area _______ Club Number _______ Date Club Name Membership Building and Retention

o New members sponsored – Number sponsored: ______ o Guest(s) brought to club – Number of guests: ______ o Club coach o Club rescue o Conducted training to promote retention (e.g., effective evaluations, etc.) o Conducted/coordinated membership campaign at club, area or division level o Club Extension o Club sponsor o Club mentor o Community contact team o Participated in demo meeting(s) – Number of meetings: ______ o Attended charter presentation(s) – Number attended: ______

Education and Training

o Conducted an educational/training session at an area event ______ o Conducted an educational/training session at a division event ______ o Conducted an educational/training session at a district event ______ o Conducted/coordinated division governor training ______ o Conducted/coordinated area governor training ______ o Conducted/coordinated club officer training ______

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o Conducted/coordinated other training for district officers ______ o Manual speeches – Number given: ______ ______ o Advanced manual(s) completed – Number given: ______ ______

Education and Training (cont'd)

o Competent Communicator (CC) award ______ o Advanced Communicator Bronze (ACB) award ______ o Advanced Communicator Silver (ACS) award ______ o Advanced Communicator Gold (ACG) award ______ o Competent Leader (CL) award ______ o Advanced Leader Bronze (ALB) award______ o Advanced Leader Silver (ALS) award_______ o Distinguished Toastmaster (DTM) award ______ o Speaker/evaluator exchange ______ o Speechcraft coordinator – Number coordinated: ______ o Success/leadership or success/communication coordinator – Number coordinated: ______ Youth leadership coordinator – Number coordinated: ______

Leadership

o Chairman of a district committee o Served on a district committee o Assistant to a division governor o Chairman of a division committee o Served on a division committee o Attended division meeting(s) – Number attended: ______ o Assistant to an area governor ______ o Chairman of an area committee o Served on an area committee o Attended area meeting(s) – Number attended: ______ o Club officer of the current year o Attended club officer training

Public Relations

o Served as a public relations official for a district/division/area ______ o Organized or made publication(s) in a newspaper or magazine – Number of

publications: ______ o Organized or made publication(s) on radio – Number of publications: ______ o Organized or made appearance(s) on television – Number of appearances: ______ o Visited or appeared outside the organization as a representative of Toastmasters

International – Number of appearances: ______ o Speakers bureau chairman/coordinator o Speakers bureau member o Wears Toastmasters name badge o Wears Toastmasters pin o District newsletter editor o Club newsletter editor

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Submit this form to your District Director in order to recognize this deserving Toastmaster. Commitment and Support

o Toastmasters International Activities o District conference chairman/conveyor o Other conference or district event chairman/conveyor o Participated in planning, set-up, or presentation of a district event o Attended district conferences – Number attended: ______ o Attended division events other than meetings – Number attended: ______ o Attended area events other than meetings – Number attended: ______ o Attended own club meetings – Number attended: ______ o Attended a Toastmasters regional conference(s) o Attended the Toastmasters International Convention o District speech contest winner o District speech contest participant o District speech contest judge o District speech contest Toastmaster o District speech contest chairman/coordinator o Area speech contest winner o Area speech contest participant o Area speech contest judge o Area speech contest Toastmaster o Area speech contest chairman/coordinator

Indicate any additional accomplishments not listed above: Summarize why this candidate should earn District Toastmaster of the Year recognition: Submitted by: Phone: Club Name/Number:

Submit this form to your District Director in order to recognize this deserving Toastmaster.

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Nomination Form for AREA DIRECTOR

FOR THE 20___ – 20___ YEAR District 65

Directions: This award recognizes an area director whose dedication, commitment, and area team significantly contributed towards achieving the district mission. Several activities and accomplishments are categorically listed. For each category, check all the activities and accomplishments, which apply to the candidate. Where indicated, enter the number, frequency, or percentage of the accomplishment. Candidate Information: Candidate Name: District _______ Division _______ Area _______ Club Number _______ Date Club Name Distinguished Area Achievements

o Distinguished Area o Select Distinguished Area o President’s Distinguished Area

Membership Building and Retention

o Conducted training to promote retention (e.g., quality club meetings, etc.) o Organized area membership campaign o Membership increased in area – ______% increase

Club Extension

o Newly established club(s) – Number: ______ o Club sponsor(s) from area – Number: ______ o Club mentor(s) from area – Number: ______ o Area participation in demo meeting(s) – Number of meetings: ______ o Area participation in charter presentation(s) – Number attended: ______ o Community contact team in area ______

Area Club Performance – Distinguished Club Program

o Distinguished clubs in area – ______% of clubs o Select distinguished clubs in area – ______% of clubs o President’s distinguished clubs in area – ______% of clubs

Submit this form to your District Director in order to recognize this deserving Toastmaster.

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Education and Training

o Club officers trained in July-August – ______% trained o Club officers trained in December-February – _______% trained o Additional club education/training sessions ______ o Conducted education/training sessions at area events – Number: ______ o Conducted other training for club/area/division/district officers – Number: ______ o Inter-club events/exchanges in area – Number: ______

Leadership, Commitment and Support

o Attended area governor training ______ o Attended other district training ______ o Held regular area council meetings ______ Number meetings: ______ o Club representation at area council meetings ______ o Chairman of division committee(s) ______ o Served on division committee(s) ______ o Attended division meeting(s) – Number attended ______ o Attended district executive committee meeting(s) – Number attended: ______ o Attended district council meeting(s) – Number attended: ______ o Attended other district meeting(s) – Number attended: ______ o Clubs competing in area speech contests – ______% competing o Formal club officer installation ______ o Club representation at (or proxy submitted for) district council meeting – ______% o Club representation at (or Toastmasters International proxy certificate submitted to

district for) Toastmasters International Convention – ______% o Attended the Toastmasters International Convention ______

Public Relations

o Area newsletter ______ o Area/area club had publication(s) in a newspaper or magazine – Number of

publications ______ o Area/area club had publication(s) on radio – Number of publications ______ o Area/area club had publication(s) on television – Number of publications ______ o Visited/appeared outside the organization as a representative of Toastmasters –

Number of appearances ______ o Area Toastmaster(s) participating in speaker’s bureau – Number participating: ______ o Wears Toastmasters name badge ______ Wears Toastmasters pin ______

Indicate any additional accomplishments not listed above: Summarize why this candidate should earn Area Governor of the Year recognition. Submitted by: Phone: Club Name/Number:

Submit this form to your District Director in order to recognize this deserving Toastmaster.

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Nomination Form for DIVISION DIRECTOR

FOR THE 20___ – 20___ YEAR District 65

Directions: This award recognizes a division director whose dedication, commitment, and area team significantly contributed towards achieving the district mission. Several activities and accomplishments are categorically listed. For each category, check all the activities and accomplishments which apply to the candidate. Where indicated, enter the number, frequency, or percentage of the accomplishment. Please feel free to modify this form to include any achievements not listed. Candidate Information: Candidate Name: District _______ Division _______ Area _______ Club Number _______ Date Club Name Distinguished Division Achievements

o Distinguished Division: ______ o Select Distinguished Division: ______ o President’s Distinguished Division: ______

Membership Building and Retention

o Conducted training to promote retention (e.g., quality club meetings, etc.) ______ o Organized division membership campaign ______ o Membership increased in division – ______% increase

Club Extension

o Newly established club(s) – Number: ______ ______ o Club sponsor(s) from division – Number: ______ ______ o Club mentor(s) from division – Number: ______ ______ o Division participation in demo meeting(s) – Number of meetings: ______ o Division participation in charter presentation(s) – Number attended: ______ o Community contact team in division ______

Division Club Performance – Distinguished Club Program

o Distinguished clubs in division – ______% of clubs o Select distinguished clubs in division – ______% of clubs o President’s distinguished clubs in division – ______% of clubs

Submit this form to your District Director in order to recognize this deserving Toastmaster.

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Education and Training

o Club officers trained in July-August – ______% trained o Club officers trained in December-February – ______% trained o Additional club education/training sessions ______ o Conducted education/training sessions at division events – Number: ______ o Conducted other training for club/area/division/district officers – Number: ______ o Inter-club events/exchanges in division – Number: ______

Leadership, Commitment and Support

o Attended area governor training ______ o Attended other district training ______ o Held regular division council meetings – Number meetings: ______ o Area representation at division council meetings ______ o Attended district executive committee meeting(s) – Number attended: ______ o Attended district council meeting(s) – Number attended: ______ o Attended other district meeting(s) – Number attended: ______ o Area governor(s)/assistant(s) representation at district council meeting – ______% o Areas competing in division speech contests – ______% o Club representation at (or proxy submitted for) district council meeting – ______% o Club representation at (or Toastmasters International proxy certificate submitted to

district for) Toastmasters International convention – ______% o Attended the Toastmasters International Convention ______

Public Relations

o Division newsletter ______ o Division/division club had publication(s) in a newspaper/magazine – Number of

publications: ______ o Division/division club had publication(s) on radio – Number of publications: ______ o Division/division club had publication(s) on television – Number of publications: _____ o Visited or appeared outside the organization as a representative of Toastmasters

International -Number of appearances ______ o Division Toastmaster(s) participating in speakers bureau – Number participating: ____ o Wears Toastmasters name badge ______ Wears Toastmasters pin ______

Indicate any additional accomplishments not listed above: Summarize why this candidate should earn Division Governor of the Year recognition: Submitted by: Phone: Club Name/Number:

Submit this form to your District Director in order to recognize this deserving Toastmaster.

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Nomination Form for

PAT PANFILE/BEN LUCE MEMORIAL AWARD

District 65 Name of Nominee _______________________ Club Name ____________________ Club No. ____________ Number of Years as Active Toastmaster ________________ Names of Other Clubs of Nominee __________________________________________ Educational Awards (list dates) CTM/CC ______________ ATM ________________ ATM-B/ACB _______________ ATM-S/ACS ______________ ATM-G/ACG ______________ CL _______________ ALB _____________ ALS _____________ DTM _____________ Leadership Program Coordinator Dates Youth Leadership _______ _______ _______ Speechcraft _______ _______ _______ High Performance Leadership _______ _______ _______ How to Conduct Productive Meetings _______ _______ _______ Parliamentary Procedure in Action _______ _______ _______ How to Listen Effectively _______ _______ _______ The Art of Effective Evaluation _______ _______ _______ Building Your Thinking Power Part I _______ _______ _______ Building Your Thinking Power Part II _______ _______ _______ Building Your Leadership Power Part I _______ _______ _______ Building Your Leadership Power Part II _______ _______ _______ From Speaker to Trainer _______ _______ _______ Improving Your Management Skills _______ _______ _______ Presenter – Successful Club Series Dates Moments of Truth #290 _______ _______ _______ Finding New Members For Your Club #291 _______ _______ _______ Evaluate To Motivate #292 _______ _______ _______ Closing the Sale #293 _______ _______ _______ Creating the Best Club Climate #294 _______ _______ _______ Meeting Roles and Responsibilities #295 _______ _______ _______ Mentoring #296 _______ _______ _______ Keeping the Commitment #297 _______ _______ _______ Going Beyond Our Club #298 _______ _______ _______ How to Be a Distinguished Club #299 _______ _______ _______ Toastmasters Educational Program #300 _______ _______ _______ Presenter – Better Speaking Series Dates

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Beginning Your Speech #270 _______ _______ _______ Concluding Your Speech #271 _______ _______ _______ Controlling Your Fear #272 _______ _______ _______ Impromptu Speaking #273 _______ _______ _______ Selecting Your Topic #274 _______ _______ _______ Know Your Audience #275 _______ _______ _______

Organizing Your Speech #276 _______ _______ _______ Creating an Introduction #277 _______ _______ _______ Preparation and Practice #278 _______ _______ _______ Using Body Language #279 _______ _______ _______ Club Officer Positions (list dates) President _______ Recognition: Distinguished _____ Select _____ President’s _____ VP Education ________ VP Membership _________ VP Public Relations _______ Secretary ____________ Treasurer ___________ Sergeant-at-Arms ___________ District Officer Positions Years Recognition Area Director/Governor _____________ _________________________ Division Director/Governor _____________ _________________________ District Director/Governor _____________ _________________________ Program Quality Director/LGET _____________ _________________________ Club Growth Director/LGM _____________ _________________________ Public Relations Manager/PRO _____________ _________________________ Other District Officer _____________ _________________________ Newsletter Editor _____________ _________________________ Chair/Committee Chair/Presenter Dates Fall Conference .................................................................. _____________ Spring Conference .............................................................. _____________ Region Conference ............................................................. _____________ International Convention ..................................................... _____________ Committee Chair ................................................................. _____________ Presenter/Trainer at: Event: ___________________________________ ......... _____________ Event: ___________________________________ ......... _____________ Event: ___________________________________ ......... _____________

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District Event Attendance Dates Area Contests _______ ______ _______ ______ ______ Division Contests _______ ______ _______ ______ ______ District Conferences _______ ______ _______ ______ ______ Regional Conferences _______ ______ _______ ______ ______ International Conventions _______ ______ _______ ______ ______ Toastmasters Builder Club Names and Dates Sponsor of Club _______________ ______ _______ ______ Mentor of Club _______________ ______ _______ ______ Club Specialist/Club Coach _______________ ______ _______ ______ Introduced Toastmasters to _______________ ______ _______ ______ Business/Community _______________ ______ _______ ______ Media Coverage (give particulars, such as dates, subject matter, location) Community Speaker (give particulars, such as dates, subject matter, location) Notable Accomplishments (Winner of speech contest, Outstanding Toastmaster of the Year, recognition from Toastmasters International, other significant achievement not already mentioned – give particulars, such as dates, club/district) Note: If space is too limited on this form, please include additional information and data about the nominee on additional pages submitted with the form. Nominator: Office: Club Name/Number: Date:

Submit this form to the current committee chair in order to recognize this deserving Toastmaster.

(2015)

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PAT PANFILE - BEN LUCE MEMORIAL AWARD RECIPIENTS

If you need more information on this award, contact one of the recipients from the following list, and they will answer your questions.

The following link can be used to see the full list of Pat Panfile – Ben Luce award recipients: http://tmdistrict65.org/district-65-historical-documents/pat-panfile-ben-luce-memorial-award-recipients/

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APPENDIX F

Summary of Changes (listed in reverse chronological order)

District 65 Toastmasters Procedures Manual

Table of Document Revisions (Subject to Annual Review and, If Necessary, Modification)

Revision Date Revision Primary Changes May 6, 2017 No changes

April 25, 2015 Originally Approved Original Procedural Manual adopted by District Council

April 25, 2015 – April, 2016

No changes

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APPENDIX G District 65 Procedures Committee Members

Year Chair Members

2018-2019 Ellen Pieklo, DTM, IPDD Sam Mehta, DTM, PDG 2017-2018 Sam Mehta, DTM, PDG Ellen Pieklo, DTM, DD

2016-2017 Jared Kronenberg, DTM, PDG

2015-2016 Linda Lathrop, DTM, PDG, Chair

2014—2015

Nancy Ellen Scott, DTM, PDG, Chair

Dennis E. Gauda, DTM, PDG

Warren Musselman, DTM

Donna Sokolowski, DTM,

PDG

Jared Kronenberg, DTM, DG (Ex Officio Member)

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APPENDIX H

Index of District 65 Historical Documents

1. Past District Governors & Past District Directors http://tmdistrict65.org/district-65-historical-documents/history-pastdd/ 2. Past International Directors [ID] http://tmdistrict65.org/district-65-historical-documents/past-id/ 3. Past International President http://tmdistrict65.org/district-65-historical-documents/past-international-president/ 4. International Speech Contest Winners http://tmdistrict65.org/district-65-historical-documents/intspeechwinners/ 5. Humorous Speech Contest Winners http://tmdistrict65.org/new-district-65-finance-systems/ 6. Tall Tales Speech Contest Winners http://tmdistrict65.org/district-65-historical-documents/table-topics-speech-contest-winners/ 7. Evaluation Contest Winners http://tmdistrict65.org/district-65-historical-documents/eval/ 8. Table Topics Contest Winners http://tmdistrict65.org/district-65-historical-documents/table-topics-speech-contest-winners/ 9. Pat Panfile – Ben Luce Memorial Award Recipients http://tmdistrict65.org/district-65-historical-documents/pat-panfile-ben-luce-memorial-award-recipients/ 10. Toastmaster Of The Year Award http://tmdistrict65.org/district-65-historical-documents/toastmaster-of-the-year-award/ 11. Division Governor/Director Of The Year Award http://tmdistrict65.org/district-65-historical-documents/division-governor-of-the-year-award/ 12. Area Governor/Director Of The Year Award

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http://tmdistrict65.org/district-65-historical-documents/areagovyear/ 13. Outstanding Past District Governor/Director Of The Year Award http://tmdistrict65.org/district-65-historical-documents/outstandingpdg/ 14. District Governor/Director Sponsor Award http://tmdistrict65.org/district-governor-director-sponsor-award/ 15. District 65 Members As Finalists [F] / Winner [W] At The World Championship

Of Public Speaking http://tmdistrict65.org/district-65-historical-documents/wpcsfinalist-winner/ 16. Excellence In Marketing Award Recipients [Toastmasters International] http://tmdistrict65.org/excellence-in-marketing-award-recipients/ 17. Excellence In Education & Training Award Recipients [Toastmasters

International] http://tmdistrict65.org/district-65-historical-documents/ex-ed/ 18. Distinguished District Award Recipients [Toastmasters International] http://tmdistrict65.org/district-65-historical-documents/distdistrict/ 19. Select Distinguished District Award Recipients [Toastmasters International] http://tmdistrict65.org/district-65-historical-documents/sel-dist/ 20. President’s Distinguished District Award Recipients [Toastmasters

International] http://tmdistrict65.org/district-65-historical-documents/pres-dist/ 21. Distinguished Toastmaster (DTM) Award Summary – District 65 – (2001-2017) http://tmdistrict65.org/district-65-historical-documents/dtm-summary/ 22. Distinguished Toastmaster (DTM) Award – Earned More Than One DTM Award

– (1979-2017) http://tmdistrict65.org/district-65-historical-documents/mult-dtm/

23. Distinguished Toastmaster (DTM) Award – By Year – District 65 http://tmdistrict65.org/district-65-historical-documents/dtm-by-year/ 24. Triple Crown Award Summary – District 65 – (2012-2017) http://tmdistrict65.org/tripcrownsum/ 25. Triple Crown Award – Earned More Than Five Triple Crown Award – (2012-

2017) http://tmdistrict65.org/5tripcrown/

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26. Triple Crown Award By Year http://tmdistrict65.org/district-65-historical-documents/triple-crown-awards-by-year/ 27. Communication & Leadership [C&L] Award Winners [District 65] http://tmdistrict65.org/district-65-historical-documents/communication-leadership-cl-award-winners-district-65/ 28. World Champion Of Public Speaking [WCPS] At D-65 Conferences http://tmdistrict65.org/district-65-historical-documents/world-champion-of-public-speaking-wcps-at-d-65-conferences/ 29. International Presidents Visited District 65 http://tmdistrict65.org/district-65-historical-documents/ip-visits/ 30. Presidential Citation http://tmdistrict65.org/district-65-historical-documents/presidential-citation/ 31. District 65 Conference Co-Chairs http://tmdistrict65.org/district-65-historical-documents/district-65-conference-co-chairs/ 32. District Advisory Committee – 2017/2018 – Contact Information http://tmdistrict65.org/district-65-historical-documents/district-advisory-committee-2017-2018/ 33. District 65 Committee Chairs – 2017/2018 http://tmdistrict65.org/district-65-historical-documents/district-65-committee-chairs/ 34. In Memoriam – Remembrance Of Club Members In District 65, Who Passed

Away http://tmdistrict65.org/district-65-historical-documents/in-memoriam/ 35. Longest Serving Clubs in District 65 http://tmdistrict65.org/district-65-historical-documents/longest-serving-clubs/ 36. Disclaimer Statement http://tmdistrict65.org/district-65-historical-documents/disclaimer/