District Events FAQ

The first District Council meeting must be held by September 30 to approve the District budget and appointed District leaders.

Proxies for District Council meetings are not permitted. The Club President and Vice President Education may cast their vote as club representatives. Either club officer may carry the club’s two (2) votes, or each of the club officers may carry one (1) vote, as determined by the club membership. District Council members may cast a maximum of two (2) votes. District Executive Committee members are entitled to one (1) vote and may cast up to two (2) additional vote as a Club President and/or Vice President Education for their club.

All District Council meetings are held online only, except the Annual Meeting of the District Council. The District Executive Committee will decide if the Annual Meeting will be conducted hybrid (in-person and online) or online only. District Council meetings cannot be held entirely in-person.

The District leadership team will determine the best options based on what works best for the District. The simplest option is utilizing an online platform for both online and in-person attendees. However, this would require all attendees to have a device to vote (smartphone or other personal electronic devices). The District may also consider providing voting stations if some in-person attendees do not have an electronic device available to cast their vote.

Electionrunner
Electionbuddy
SurveyMonkey
Districts are not limited to these suggestions. Other platforms may be used at the discretion of the District leadership team.

• Determine the number of clubs in good standing.
  • Reference the most recent Distinguished Performance Reports dashboard. Use the Paid Clubs to Date section to determine the number of paid clubs in the District.
• Multiply the number of clubs in good standing by two. (Each club in good standing automatically has two (2) votes for the District Council meeting.)
  • The result is the maximum number of votes possible from the total number of paid clubs in the District (base number for quorum).
    • Paid clubs that do not have representation from the Club President or Vice President Education are counted in the quorum base number calculation.
• Once registration closes, tally the number of representative votes from the registered Club Presidents and Vice Presidents Education.
• Use the number of tallied votes attending the meeting and divide by the quorum base number.
  • If the result is greater than or equal to .3334 (33.34%), quorum has been met.
  • If the result is less than .3334 (33.34%), quorum has not been met.

• A Club President or Vice President Education may carry a maximum of two (2) votes no matter how many clubs a Club President or Vice President serve. If the Club President or Vice President cannot carry the two (2) club votes for any reason, the unrepresented votes are lost.
• District Executive Committee members may carry a maximum of three (3) votes. One (1) vote is for their role as a District Executive Committee member, and they may have an additional two (2) votes if they are a Club President and/or Vice President Education.
• Special Notes:
  • It is no longer necessary to determine if a club has both a Club President and Vice President Education to then determine the number of votes a club will have. Each paid club will automatically have two (2) votes. However, they must have a Club President or Vice President Education represent them at the District Council meeting without the club officer exceeding the two-vote maximum they may cast between all clubs they serve.
  • Club members who are not the Club President or Vice President Education cannot represent the club at the District Council meeting. No proxies are allowed, and unrepresented votes are lost.

• Quorum is calculated ahead of time based on the number of District Council members who registered to attend the meeting.
• If the Chair or other District Council member has a reason to believe that quorum is no longer present, a motion can be made to re-establish quorum.
• Special note:
  • Quorum can be difficult to determine by reviewing the number of members present through an online meeting platform.
    • Since quorum is determined by one-third of all Club Presidents and Vice Presidents Education being represented (some carrying up to two (2) representative votes), counting the number of individuals in a meeting may not be an effective way to judge if quorum is present.

• Once a motion to re-establish quorum is called and seconded by another member of the District Council, a special ballot may be created and sent to the voting members of the District Council.
  • Since some members of the District Council may be carrying up to two (2) representative votes, the special ballot may be most helpful to determine the number of representative votes present.

• A Club President or Vice President Education may carry a maximum of two (2) votes, regardless of the number of clubs they serve.
  • The Club President or Vice President Education may carry one (1) or both (2) club votes at the discretion of the club membership.
  • Votes not represented by either the Club President or Vice President Education cannot be represented by a club member. Unrepresented votes are lost at the District Council meeting.
• Reference the District Administrative Bylaws, Article X for the full context.