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District Election Procedures

Casting your votes

If you've been wondering about your qualifications for voting and being a proxy holder, here are some answers.

Who Can Vote?
Voting members of the district council are the club presidents, vice presidents education and the members of the district executive committee: district governor, lt. governor education and training, lt. governor marketing, the immediate past district governor, public relations officer, secretary, treasurer, division governors and area governors.

The district sends a credential/proxy form to each club president and vice president education in the district at least two weeks in advance of a district council meeting for use in the event either, or both, cannot attend the meeting. You may include this form in the District Newsletter or in the mailing announcing the meeting. The credential/proxy form must contain all of the following:

  • District number
  • Description of event
  • Date and location of meeting
  • Space for club name and number
  • Space for name of club representative or proxy holder
  • Space for signature of authorization of club officer and office held
  • The date the credential/proxy is signed

Who Can Be A Proxy Holder?
Either the club president or the club vice president education may designate, in writing, any active member in good standing of the club to act as a proxy or proxies and cast one or both of the club’s ballots at the district council meeting. If one of those officers is not at the meeting and has not designated, in writing, an active member of the club to act as proxy or proxies of the club at any council meeting, the other officer in attendance may cast two votes. The intent is to assure that every club will be able to cast two votes. No other proxies are valid at any such meeting.

At the meeting, the district governor explains the election rules and procedures to the delegates. If the district governor is not present, a person designated by the district governor may stand in.

The district governor or designee makes clear that:

  • Each candidate will speak on his or her own behalf.
  • All candidates must take seats as close to the platform as possible.

If a candidate is not present:

  • He or she may be represented by another person who will speak on his or her behalf.
  • The candidate’s representative must take a seat as close to the platform as possible.
  • Restrictions apply regarding the choice of a representative. The following meeting officials may not give a speech on behalf of a candidate unless that individual resigns before the annual business meeting begins:
    • A member of the district executive committee
    • A member of the district nominating committee
    • The credentials chairman
    • Any meeting official, including the meeting sergeant at arms, secretary or parliamentarian
    • Others appointed

The following rules apply to the nominating committee’s report:

  • The nominating committee chairman gives the committee’s report.
  • If the chairman is absent, the district governor may designate someone else to give the report.
  • The district nominating committee chairman (or designee) first announces the names of the members of the district nominating committee.
  • The chairman then reads the name and club number of each candidate, in alphabetical order, for each of these offices:
    • district governor
    • lieutenant governor education and training
    • lieutenant governor marketing
    • public relations officer (if elected)
    • secretary (if elected)
    • treasurer (if elected)
    • division governors


Proxy Form Template