District Events

The District Council is required to hold at least two meetings each year. One of these meetings, known as the Annual Meeting of the District Council, is conducted either online or hybrid and takes place between March 15 and June 1. All other meetings are conducted online.

The first online meeting must take place no later than September 30 to approve the District budget and confirm District leader appointments.

1. Notification

   • Four weeks prior to the vote to approve the District budget and confirm District leader appointments, notify the District Council when the virtual meeting and vote will take place. The budget is not required to be posted at this time.

2. Agenda

   • Two weeks prior to the vote, post the proposed agenda item(s) for the District Council. The budget must be posted by this time.
   • If you prefer not to follow the standard District Council meeting agenda, per Protocol 7.1, you may post an abridged or shortened agenda. However, the adjusted agenda must be communicated to the members of the District Council.

3. Conduct a Virtual Meeting

   • Register voters by determining who will be attending the meeting. Use the club officer list found in Daily Reports to find each officer’s email address to send a District Council meeting RSVP. This will determine the number of Club Presidents and Vice Presidents Education who will be in attendance to see if quorum is met.
   • Have your meeting and vote on the same date, but do not begin voting until the discussion has concluded.
   • Present the agenda item(s) (for example, the budget) to the District Council and provide time for council members to discuss.

4. Quorum and Voting

   • A quorum consists of one-third of all eligible Club Presidents and Vice Presidents Education. A majority of the votes cast is required to pass a motion.
   • Proxies for District Council meetings and votes are not permitted. The Club President and/or Vice President Education of any member club may vote on behalf of the club as its representative. Either club officer may carry the club's two (2) votes or each of these club officers may carry one (1) vote, as determined by the club membership. The representative from any Member Club in good standing is entitled to a maximum of two (2) votes. 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.
   • If 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. Approval can be granted by affirmative vote of a majority of the Member Clubs in the District on the basis of two (2) votes per club in writing, personally, by mail, fax, e-mail, electronic transmission, or by any other reasonable means.
   • If the budget is not approved, you have 10 days to adjust and republish. Then, no sooner than 14 days and no later than 21 days, conduct another meeting and vote.
   • If the vote takes place during the virtual meeting, the results are announced during the meeting and are final.
   • If the vote is not taking place during the virtual meeting, the vote should be set for a finite amount of time (it is recommended to keep the voting period open for no more than 24 hours).

5. Submit Budget

   • The District budget (approved by the District Council) is submitted to World Headquarters by September 30.

6. District Council Meeting Script

   • Automatically download the script.

The District Executive Committee meets at least four (4) times each program year. Online participation options must be made available for any remote District leaders. Online meetings occur as recommended by the District Director and are agreed upon by a majority of the District Executive Committee. Notice of electronic voting is provided to the District Executive Committee members four (4) weeks in advance of the vote and the meeting agenda is posted at least 14 days in advance.

The Division Council manages Division activities; facilitates the achievement of club, Area, Division, and District goals; and helps with administrative activities, such as Division contests, meetings, and trainings. Members of this council include the Division Director, Assistant Division Director Program Quality, Assistant Division Director Club Growth, and Area Directors within the Division.

This council meets at least twice a year with meetings either onsite, online, or in a hybrid format. The attendees for these meetings are notified by the Division Director at least four (4) weeks in advance. Unless otherwise noted, the purpose of these meetings is to conduct the following business:

• Area Success Plans and progress in the Distinguished Area Program are presented.
• Club Success Plans and progress in the Distinguished Club Program are presented.
• The club officer training attendance report is presented.
• Plans for Division events, such as training and speech contests, are made.
• Additional training based on the needs of the clubs and District.

The Area Council manages Area activities and supports each club in the Area in fulfilling the club mission. Members of the Area Council include the Area Director, Assistant Area Director Program Quality, Assistant Area Director Club Growth, Area Secretary, Club Presidents within the Area, Club Vice Presidents Education within the Area, and Club Vice Presidents Membership within the Area. This council meets at least twice a year with meetings conducted onsite, online, or in a hybrid format. The attendees for these meetings are notified by the Area Director at least four (4) weeks in advance. Unless otherwise noted, the purpose of these meetings is to conduct the following business:

• Club Success Plans and progress in the Distinguished Club Program are presented.
• Club officer training attendance reports are presented.
• Plans for Area events, such as training and speech contests, are made.
• In accordance with the District Council's decision to elect or appoint Area Directors as specified in the District Administrative Bylaws, Article VII, Section C, evaluate and assess Area Director candidates to either:
  • Provide one (1) or more appointment recommendation(s) to the District Director no later than a date specified by the District Director and approved by the District Executive Committee. That date will be announced in the District's annual call for nominations. The recommendations are subject to alignment changes by the District Council.
  • Elect the following year's Area Director and provide the results of the election to the District Director no later than a date specified by the District Director and approved by the District Executive Committee. That date will be announced in the District's annual call for nominations. The elections are subject to alignment changes by the District Council.
• Provide additional training based on the needs of the clubs and District.

All District-level speech contests are conducted at the annual District conference. The District must hold the International Speech Contest, and the District Director recommends which contests are to be conducted. This recommendation is subject to the approval of the District Executive Committee at its first meeting of the program year.

Contests must originate at the club level and proceed through the Area, Division, and District levels, respectively. Only contests following this progression are permitted at the Area, Division, and District levels. Visit the Speech Contests page for more information.

Training for Area and Division Directors can be conducted throughout the program year and may also include other elected or appointed District leaders. The training events are held at Division or District meetings. Sessions must focus on topics that support the achievement of the District and club missions. Visit the Division and Area Director Training page for more information.

Below are some examples the District leadership team may choose:

• Supporting all clubs in achieving excellence
• Effective club visits
• Techniques for creating new club opportunities and building new clubs
• 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
• Success plan review