Preparing the credentials desk
If possible, the chairman in charge of the credentials desk should be a past district director. The credentials chairman will need the following materials:
- A list of eligible clubs in the district.
- A list of current district council members (club presidents, vice presidents education and district leaders eligible to vote).
- Ballots must indicate the office being contested or be sequentially numbered for each contested election. Names of candidates nominated by the district leadership committee may be printed on district ballots. Floor candidates’ names cannot appear on district ballots.
Credentials desk rules
All workers at the credentials desk are not to wear or display any campaign paraphernalia, and are to do the following:
- Ensure ballots are numbered sequentially, either on the stub or on a cover page, and that a list of those eligible to vote is available.
- Cross reference all ballots issued with the current list of district council members.
- Ensure all ballots issued are signed for upon receipt.
The district sends a credential/proxy form to each club president and vice president education in the district at least two weeks in advance of a district council meeting for use in the event either, or both, cannot attend the meeting. You may include this form in the District Newsletter or in the mailing announcing the meeting. The credential/proxy form must contain all of the following:
- District number
- Description of event
- Date and location of meeting
- Space for club name and number
- Space for name of club representative or proxy holder
- Space for signature of authorization of club officer and office held
- The date the credential/proxy is signed
Who can be a proxy holder?
Either the club president or the club vice president education may designate, in writing, any active member in good standing of the club to act as a proxy or proxies and cast one or both of the club’s ballots at the district council meeting. If one of those officers is not at the meeting and has not designated, in writing, an active member of the club to act as proxy or proxies of the club at any council meeting, the other officer in attendance may cast two votes. The intent is to assure that every club will be able to cast two votes. No other proxies are valid at any such meeting.
In the event one of those officers is not in attendance at the meeting and has not designated a proxy:
- The officer or proxy holder in attendance must be deemed to hold the proxy of the other and may therefore cast two votes at the meeting.
- This assures that every club will be represented by two votes.
- No other proxies are valid at a district council meeting.
- District leaders must be in attendance to cast a vote.
Determining the validity of a proxy:
To be valid at a district council meeting, a proxy must:
- Contain all of the elements described above
- Be delivered personally, by mail, by fax, by email, by electronic transmission or by other reasonable means to the club member who will hold the proxy
- Be presented by the proxy holder in paper form (i.e. printed email) to the credentials desk. If the proxy does not bear a handwritten signature, it must have the typed name of the club officer(s) giving the proxy or some other indication that the club officer(s) authorized the proxy to be given.
A proxy that complies with these requirements is treated as valid so long as the credentials desk has no reason to believe that the proxy was not authorized. In addition, the following rules must be observed:
- A proxy holder cannot transfer or assign a proxy to someone else.
- A valid proxy delivered to the proxy holder is revoked only if the club officer who gave the proxy destroys the proxy, cancels the proxy in writing, issues another proxy authorized at a later date or actually attends the district council meeting.
Proposals Up for Vote at the Business Meeting
PROPOSAL A: MILEAGE REIMBURSEMENT
WHEREAS, District 48 of Toastmasters International reimburses mileage driven for official business by District Officers, and,
WHEREAS, the current amount of said reimbursement does not reflect current mileage reimbursement standards established by the Internal Revenue Service and other Toastmaster International Districts, and,
WHEREAS, District 48 Officers desire to establish a mileage reimbursement rate that is both fair and economical, as well as one that better reflects the real costs of operating a vehicle. NOW THEREFORE;
BE IT RESOLVED,
a. that the mileage reimbursement amount for District 48 shall be paid at a rate of 59.8 percent of the Standard Mileage Rate for Business, as published by the Internal Revenue Service, as of the time of the miles were actually driven.
b. to reward and encourage carpooling, the rate per additional DEC member be increased from .05 to .10.
IRS 2017 Standard Mileage Rates for Business
IR-2016-169, Dec.13, 2016
WASHINGTON — The Internal Revenue Service today issued the 2017 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes.
Beginning on Jan. 1, 2017, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:
- 5 cents per mile for business miles driven, down from 54 cents for 2016
The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile.
Example: Reimbursement of mileage in excess of 29 miles:
Current Rate: New Rate
.20 53.5 X 59.8 % = 31. 993
.05 extra for carpooling with DEC member(s) .10 extra for carpooling with DEC member(s)
Tolls are NOT reimbursed Tolls are NOT reimbursed
PROPOSAL B: ADVANCING 2 CONTESTANTS
WHEREAS, District 48 of Toastmasters International encourages participation in speech contests,
BE IT RESOLVED,
- If an area has four assigned clubs or fewer in good standing, the two highest-placed available contestants from each club contest advance to compete in the area contest.
- If a division has four assigned areas or less, the two highest-placed available contestants from each area contest advance to compete in the division contest.
SPEECH CONTEST RULEBOOK JULY 1, 2016 TO JUNE 30, 2017
Selection Sequence (pg 8) …
- Eight weeks prior to the area contest, if an area has four assigned clubs or fewer in good standing, districts have the option to allow two contestants from each club to compete in the area contest.
- Should additional clubs charter prior to the area contest, two contestants from each club are permitted to compete.
- In those divisions with four assigned areas or less, districts have the option to allow the two highest-placed available contestants from each area to compete.
- In districts with four assigned divisions or less, districts have the option to allow the two highest-placed available contestants from each division to participate in the district contest.
- The decision whether or not to allow two contestants to advance from club to area, from area to division, and/or from division to district must be made and communicated throughout the district prior to the commencement of the contest cycle, i.e., prior to any club contests being held.
- Once the decision is made, it must be implemented consistently throughout the district in all clubs, areas, and divisions affected.
- If a district decides to allow two contestants to advance from club to area, its decisions regarding the number to advance from area to division and/or from division to district need not be the same.
Area A has 4 or fewer clubs = the top 2 contestants advance to Area Contest.
Area B has 5 or more clubs = only first place winner advances to Area Contest.
Division A has 4 or fewer Areas = the top 2 contestants advance to Area Contest.
Division B has 5 or more areas = only first place winner advances to Division Contest.