Updates to District Events

The Board of Directors decided to discontinue October/November conferences to give Districts more time to focus on fulfilling the District mission. This means Districts can place greater emphasis on strengthening existing clubs and building new clubs through better training. To accommodate this decision, changes were made to the Protocol 7.1:

September 1 – December 1 One-Day Events

Districts may host a one-day event that only consists of the following:

• Training that focuses on club excellence and new club building
• Additional training for club officers and/or training for District leaders
• Recognition and award celebrations for member and club achievements

District Council Meetings

The District Council is required to hold at least two meetings each year. One of these meetings, known as the Annual Meeting of the District Council, is conducted either online or hybrid, and takes place between March 15 and June 1. All other meetings are conducted online. The first online meeting must take place no later than September 30 to approve the District budget and confirm District leader appointments. The notice of electronic vote is sent in writing to all District Council members four (4) weeks in advance of the meeting, and the agenda is posted at least 14 days in advance.

A quorum consists of one-third of all eligible Club Presidents and Vice Presidents Education. A majority of the votes cast is required to pass a motion. In the event that any business is transacted at a District Council meeting when a quorum is not present, the action shall be deemed as valid as if a quorum were present if it is thereafter expressly approved. Approval can be granted by affirmative vote of a majority of the Member Clubs in the District on the basis of two (2) votes per club in writing, personally, by mail, fax, e-mail, electronic transmission, or by any other reasonable means.

Proxies for District Council meetings are not permitted. The Club President and/or Vice President Education of any member club may vote on behalf of the club as its representative. Either club officer may carry the club's two (2) votes or each of these club officers may carry one (1) vote, as determined by the club membership. The representative from any Member Club in good standing is entitled to a maximum of two (2) votes. District Executive Committee members are entitled to one (1) vote and may cast up to two (2) additional votes as a Club President and/or Vice President Education.

District Executive Committee Meeting

The District Executive Committee meets at least four (4) times each program year. Online participation options must be made available for remote District leaders, if needed. Online meetings occur as recommended by the District Director and are agreed upon by a majority of the District Executive Committee. Notice of electronic voting is provided to the District Executive Committee members four (4) weeks in advance of the vote. The meeting agenda is posted at least 14 days in advance.

Speech Contests

All District-level speech contests are to be conducted only at the annual District conference. The District must hold the International Speech Contest. The District Director recommends which contests are to be conducted. The recommendations are subject to the approval of the District Executive Committee at its first meeting of the program year. Contests must originate at the club level and proceed through the Area, Division, and District levels, respectively. Only contests following this progression are permitted at the Area, Division, and District levels.

Additional Training

Training for Area and Division Directors can be conducted throughout the program year and may also include other elected or appointed District leaders. The training events are held at Division or District meetings. Sessions must focus on topics that support the achievement of the District and club mission. Below are some examples the District leadership team may choose.

• Supporting all clubs in achieving excellence
• Effective club visits
• Techniques for creating new club opportunities and building new clubs
• Success plan status review
• Individual leadership development topics such as time management, conflict resolution, delegation, and leadership opportunities
• Conducting effective Area and Division Council meetings to reinforce club support
• Succession planning