Proxy Frequently Asked Questions
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 proxies be assigned?
A club can assign their proxy in one of three ways:
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If a member of the club will be attending the Annual Business Meeting, they may carry the club’s vote.
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If no one from the club is attending the Annual Business Meeting, the club may designate the 2011-2012 district governor as the club’s proxyholder. The district governor will ensure the club’s vote is cast at the meeting.
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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.
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?
With paperless proxies, no more proxy cards are needed! Instead of scanning muliple proxy cards, delegates will simply scan their badges in the Credentials room and a printout will be generated showing the number of ballots to be issued. Ballots will be distributed and utilized for casting votes as in the past.
How do I request a replacement email with the proxy instructions?
To order a duplicate copy, send an email to proxyinfo@toastmasters.org . Be sure to include the current club president’s name and email address, and your club number.
Will a report available to follow up with 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:
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district governors to check the status of proxies assigned to them
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district governors to check which clubs in their districts have not designated their proxies
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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 in all matters presented to the voting membership for a decision.
Why did I receive a proxy letter in the mail?
We mailed proxy letters to those club presidents who are lacking an active email address on file.
Any delegate who wants to attend the Annual Business Meeting without registering for the Convetnion 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 ballots will be issued. Ballots will not be issued after the close of the Credentials room on Friday at 5:00 p.m.
Hours for Credentials are as follows:
Wednesday, August 17: 3 - 5 p.m.
Thursday,August 18: 10-12 p.m.
2 - 5 p.m.
Friday, August 19: 12:30-2:30 p.m.
3 - 5 p.m.