Proxy Information and Frequently Asked Questions
To ensure a quorum is met and in order to have sufficient representation, Toastmasters International uses a proxy system at the Annual Business Meeting to conduct the business of the organization. If a club cannot have a representative attend the Convention, they can name their district governor, or another Toastmaster member to serve as its proxy.
Proxy letters for the Annual Business Meeting are sent to current club presidents and secretaries via email. The club president or secretary can visit the credentials desk at the Inernational Convention to obtain their club’s votes (two per club). If neither the president nor secretary is attending the convention, the club can assign their proxy to the District Governor as their proxyholder, or to any other active Toastmasters’ member who is attending the Convention. Proxies must be assigned through the online system.
If the club president or secretary does not assign its proxy and does not attend the convention, the club will not be represented at the Annual Business Meeting; not assigning the club’s proxy could mean a quorum is not reached and business cannot be conducted. Quorum for the August annual business meeting is 1/3 of the total clubs.
If you are a club president or secretary who has not received a proxy letter, please contact firstname.lastname@example.org.
What if the club president and secretary do not have access to email?
A letter will be mailed to both the club president and club secretary of record with instructions for accessing the proxy information on the Toastmasters International website.
How can clubs assign proxies?
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 2014-2015 District Governor as the club’s proxyholder. The district governor will ensure the club’s vote is cast at the meeting.
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.
What types of proxies are there?
A club has indicated in a preference for the proposal or for a particular candidate; therefore, you as the proxyholder must vote as instructed. This year there is one proposal for each delegates’ consideration, so the proxy may be instructed.
A club does not indicate a preference for the proposal or for a particular candidate; 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. This year there is one proposal for each delegates’ consideration, so the proxy may be instructed.
How will undistricted clubs (clubs not assigned to a district) assign their proxies to a district governor?
Each undistricted club has been assigned a district governor to assign their proxies, if the club chooses to have a district governor vote its proxy. This is completed on the website. http://www.toastmasters.org/login.aspx
What will delegates need to carry to the convention to obtain their ballots?
Voting delegates only need to wear their convention 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.
How do I request a replacement email with the proxy instructions?
To order a duplicate copy, send an email to email@example.com. Be sure to include the current club president’s or secretary's name and email address, and your club number.
Will a report be available for district governors follow up with those clubs that have not submitted proxies?
From the website, district governors 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 governors will be provided with the club president's name and contact information to allow the district governor to follow up.
Where can I find my member ID number?
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.
Kiosks will be available at the Convention to allow:
district governors to check the status of proxies assigned to them
district governors to check which clubs in their districts have not designated their proxies
club officers to change their proxy designation if they choose
How many votes is each club allowed?
Per the Bylaws of Toastmasters International, each club is entitled to two votes.
Why did I receive a proxy letter in the mail?
We mailed proxy letters to those club presidents and secretaries who do not have an active email address on file.
Any delegate who wants to attend the Annual Business Meeting without registering for the convention may do so. Delegates must report to the Credentials room to obtain ballots. If they do not have a badge, delegates will be asked to identify themselves as a club president, assigned delegate, or district governor. We will be able to confirm their assigned proxies in our database and votes issued.