Proxy and Annual Business Meeting FAQ
Who can assign the proxyholder for the club?Back to Top
The club’s proxyholder is assigned by either the club secretary or the club president, who will designate the club’s proxyholder online in Club Central.
I am the vice president education. Why can I not assign my club’s proxyholder?Back to TopWhile the vice president education is able to assign the club’s proxyholder for district conferences, the club’s representation at the Annual Business Meeting must be designated by the club president or club secretary. In order to ensure your club is represented, please speak with one of the aforementioned officers.
What if the club president and secretary do not have access to email?Back to Top
A letter will be mailed to both the club president and club secretary on record with instructions for accessing the proxy information on the Toastmasters International website.
Why did I receive a proxy letter in the mail?Back to Top
We mail proxy letters to those club presidents and secretaries who do not have an active email address on file.
How many votes is each club allowed?Back to Top
As provided in the Bylaws of Toastmasters International, Article X, Section 1, each club is entitled to two votes on each item presented for a vote.
What types of proxies are there?Back to Top
The club has indicated a preference for a particular officer and director candidate and for the proposals; therefore, the proxyholder must vote as instructed.
The club has not indicated a preference for a particular candidate or for the proposals. The proxyholder must vote as they believe is in the best interest of the organization, and their vote must not be governed by any other person, group or caucus.
How can clubs assign proxies?Back to Top
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 votes.
- If no one from the club is attending the Annual Business Meeting, the club may designate the 2019-2020 District Director as the club’s proxyholder. The district director will ensure the club’s votes are cast as instructed at the meeting. If (and only if) the district director is not in attendance, the next senior district officer attending the Annual Business Meeting will act as your club proxyholder.
- 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 does the club determine whom to select as their proxyholder and how to cast their votes for the Annual Business Meeting?Back to Top
As with any club business decision, the club should vote at a business meeting, with a quorum present, to decide who to select as proxyholder and how to instruct that proxyholder to cast their votes at the Annual Business Meeting.
Do both the club president and club secretary need to assign the club’s proxy?Back to Top
No. If one officer has already assigned the club’s proxy, no action is necessary from the other officer.
Where can I find my member ID number?Back to Top
Club presidents and secretaries can obtain member ID numbers by accessing their membership roster on the Toastmasters International website. Members can also find their member ID number on the address portion of their Toastmaster magazine, or by logging into the Toastmasters International website and accessing their profile.
How do I request a replacement email with the proxy instructions?Back to Top
To order a duplicate copy, please contact us by email. Be sure to include the current club president’s or secretary's name and email address and your club number.
How can I reassign whom my club selects as their proxyholder?Back to Top
If a club wants to change their proxy assignment, they can follow the steps below:
- Login to Club Central with your User Name and password.
- Select the club you wish to conduct business in to access the Club Business menu.
- Click on “Club Proxy.”
- Scroll to the bottom of the proxy assignment ballot and select the link as it is pictured below.
Once the officer selects the option to change the proxyholder, they may reassign it to another individual.
What if my district director cannot attend?Back to Top
In the event your district director is unable to attend the Annual Business Meeting, World Headquarters should be contacted immediately for further instructions.
Is a report available for district directors to follow up with those clubs that have not submitted proxies?Back to Top
Through District Central on the Toastmasters International website, district directors will be able to see which clubs have assigned their proxies and which clubs have not. For those clubs that have not submitted their proxies, district directors are provided the club president's name and contact information to allow the district director to follow up.
How will undistricted clubs assign their proxies to a district director?Back to Top
Each undistricted club has been pre-assigned a district director to which their proxy will be delegated if the club chooses the “Designate District Director” option.
What will delegates need to take to International Convention to obtain their ballots?Back to Top
Voting delegates only need to wear their registration 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 many votes can I carry to the Annual Business Meeting as a proxyholder?Back to Top
You may be assigned as the proxyholder for any number of clubs and carry any number of votes to the Annual Business Meeting.
When does Credentials close at the International Convention?Back to Top
Credentials closes on Thursday, August 22, 2019, at 5:30 p.m.