A letter will be mailed to both the club president and club secretary on record with instructions for accessing the proxy information on the Toastmasters International website.

As provided in the Bylaws of Toastmasters International, Article X, Section 1, each club is entitled to two votes.

We mailed proxy letters to those club presidents and secretaries who did not have an active email address on file.

A club can assign their proxy in one of three ways:

• If a member of the club is attending the Annual Business Meeting, they may carry the club’s vote.
• If no one from the club is attending the Annual Business Meeting, the club may designate the 2016-2017 District Director as the club’s proxyholder. The district director will ensure the club’s vote is cast as instructed at the meeting. If (and only if) the district director is not in attendance, the next senior district officer attending the Annual Business Meeting will act as your club proxy.
• If no one from the club is attending the Annual Business Meeting, the club may choose as its proxyholder an active Toastmaster from another club who is planning to attend.

Instructed Proxy
A club has indicated in a preference for a particular officer and director candidate and the proposals; therefore, you as the proxyholder must vote as instructed. This year there are two proposals for each delegate's consideration, so the proxy may be instructed.

Uninstructed Proxy
A club does not indicate a preference for a particular officer and director candidate and the proposals; therefore, you as the proxyholder must vote as you believe is in the best interest of the organization. This means that your vote must not be governed by any other person, group or caucus.

Each undistricted club has been assigned a district director to assign their proxies, if the club chooses to have a district director vote its proxy. This is completed on the website.

Voting delegates only need to wear their registration badge when they report to Credentials. Delegates will simply scan their badges and a printout will be generated showing the number of votes to be issued.

To order a duplicate copy, please contact us by email. Be sure to include the current club president’s or secretary's name and email address, and your club number. 

From the Toastmasters International website, under district central, district directors will be able to see which clubs have assigned their proxies to them and determine which clubs have not assigned their proxies. For those clubs that have not submitted their proxies, district directors will be provided with the club president's name and contact information to allow the district director to follow up.

Club presidents can obtain member ID numbers by accessing their membership roster on the Toastmasters International website's club business section. You can also find your member ID number on the address portion of your Toastmaster magazine.

• District directors to check the status of proxies assigned to them
• District directors to check which clubs in their districts have not designated their proxies
• Club officers to change their proxy designation if they choose