District Events

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 they are free to place greater emphasis on strengthening existing clubs and building new clubs through better training. To accommodate this decision by the Board, changes were made to the governing documents that will impact the following District events:

District Council Meetings

The District Council is required to hold at least two meetings each year. One of these meetings, known as the Annual Business Meeting, must be attended in-person and take place between March 15 and June 1.

All other meetings are conducted virtually. The first virtual meeting must take place no later than September 30 to approve the District budget and confirm the appointment of District leaders. The agenda is posted at least 14 days prior to the meeting and notice of voting is sent in writing to all District Council members at least four weeks in advance.

A quorum consists of one-third of all eligible club Presidents and Vice Presidents. 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 in writing, personally, by mail, fax, e-mail, electronic transmission or other reasonable means by affirmative vote of a majority of the Member Clubs in the District on the basis of two (2) votes per club.

Proxies for virtual meetings are not permitted, and the President and Vice President of Education must cast their own vote. 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 times each year. One meeting must be conducted in-person, and additional meetings may be conducted virtually. Virtual meetings occur as directed by the District Director and are agreed upon by a majority of the District Executive Committee. The meeting agenda is posted at least 14 days in advance, and notice of voting is provided four weeks in advance to the members of the District Executive Committee.

Speech Contests

All District-level speech contests are to be conducted only at the annual District conference. These contests must originate at the club level and proceed through the Area, Division and District levels. The District must hold the International Speech Contest. The District Executive Committee makes the decision as to which additional contest types there will be. Areas and Divisions may select the timing of their contests, but they may not host a contest type that will not lead to the next level. Contests must be conducted in the same manner for all Areas and Divisions within the District. To reiterate: District-level contests are only to be held during the annual District conference.

Additional Training

Training for Area and Division Directors will be conducted throughout the year, and may also include other elected or appointed District leaders. These events are held at Division or District meetings, and sessions must focus on topics that support the achievement of the District and club mission. Here are the topics that are permitted:

  • 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

To learn more, visit the District Events FAQ.