When You are a District Leader

District leaders are part of Toastmasters International, an organization with a noble mission: to empower individuals to become more effective communicators and leaders. Encouraging educational excellence in each club is fundamental in accomplishing this mission. Serving as a district leader is a great responsibility and an exciting opportunity. Members of your district team depend on you to help them develop their own goals and achievements. Clubs see you as a facilitator to their success. You instill a sense of enthusiasm, fidelity and responsibility throughout your district.

DISTRICT EXECUTIVE COMMITTEE

The district executive committee includes the district director, program quality director, club growth director, public relations manager, district administration manager, district finance manager, division directors, area directors and immediate past district director. Apart from these leadership roles, only individuals who are invited by the district director and have specific business before the committee may attend district executive committee meetings. In order to conduct business at these meetings, a quorum is required. A quorum is established when a majority of district executive committee members attend the meeting. The committee is subject to the direction and approval of the district council. See District Administrative Bylaws, Article XI: Committees, (a) District Executive Committee.

District Executive Committee Duties

· Review and approve the District Success Plan

· Present district budget to the district council for approval.

· Oversee the district’s financial operation.

· Recommend the assignment of clubs to areas and divisions.

· Review recommendations and reports of district committees.

· Assume tasks assigned by the district council.

· Review ethics and conduct issues as needed.

The District Executive Committee is comprised of the following:

District Director	Program Quality Director	Club Growth Director
Public Relations Officer	Administration Manager	Finance Manager
Immediate Past District Director	Division Directors	Area Directors

DISTRICT COUNCIL

DISTRICT COUNCIL AUTHORITY

The district council—which includes district leaders, club presidents and vice presidents education—serves as the administrative governing body of the district, operating with powers delegated to the district council by the Board of Directors of Toastmasters International. The district council conducts all business of the district, assumes responsibility for the payment of all debts incurred in the presentation of district council meetings and other district functions, and does not assess or impose any financial obligation on any club or member of a club. See District Administrative Bylaws, Article IX: District Council, (b) Authority.

The District Council is comprised of the following:

District Director	Program Quality Director	Club Growth Director
Public Relations Officer	Administration Manager	Finance Manager
Immediate Past District Director	Division Directors	Area Directors
Club Presidents		Club VP Education

DISTRICT COUNCIL MEETINGS

The district council holds at least two regular meetings during each year. One of the required meetings is held between March 15 and June 1. The other required meeting is held as soon as practical after the Toastmasters International Annual Business Meeting, but no later than December 1. Both of the regular meetings are held in conjunction with a district conference. Even so, notice of any regular meeting is sent in writing to all district council members at least four weeks in advance. Include the dates of the council meetings and conferences on the district website and in communications to club and district leaders during the year. District committee chairs and others whose participation the council requires may attend. Members attending the district conference who are not voting members of the council or their proxies may attend but do not participate in council deliberations. See Policy and Protocol, Protocol 7.1: District Events, 5. District Council Meetings.

District Council Quorum

A quorum is needed to conduct business. If any business is done at council meetings where a quorum is not present, then a majority of the clubs must approve the action through a post-meeting vote. See District Administrative Bylaws, Article X: Council Meetings, Quorum, Proxies and Voting, (a) Regular meetings

RECORDS

All district funds, bank statements, canceled checks, original invoices, check requests and other financial documents are the property of Toastmasters International and not of any individual, area, division or district. The finance manager is responsible for storing and preserving records for the current administrative year, and the records must be made freely available to district leaders and to individual members to inspect and review.

Outgoing district leaders must deliver all district funds and records to the new finance manager or new district director no later than July 1 of each new district administrative year. The outgoing finance manager and the outgoing district director may retain copies of any records necessary to complete the district Year-end Audit. If they receive any funds, statements or other financial documents after July 1 they must immediately give them to the new finance manager or new district director. In order to satisfy United States Internal Revenue Service requirements, the district must send to World Headquarters, by August 31 each year, original records for the previous administrative year for storage at World Headquarters. Toastmasters International honors requisitions for funds and supply orders after August 31 only if it has received these records. Per: POLICY AND PROTOCOL, Policy 8.4: District Fiscal Management, 2

District Executive Committee Roles

District Director

As the district director, you are responsible for directly overseeing and managing the district’s day-to-day operations, finances, and human resources. Fortunately, you have a team of district leaders to help you fulfill these responsibilities. You must empower your district leadership team to work together toward the district mission, while supporting each one in his or her development as a leader. Together with your district leadership team, you participate in District Leader Training, Mid-year Training, and online tutorials. To serve as district director, you must have served at least six consecutive months as a club president and at least 12 consecutive months as a lieutenant governor, division governor, or a combination of the two at the time you take office.

Program Quality Director

As the program quality director, you are responsible for all aspects of education and training within the district. This includes supporting quality club programming efforts, promoting the Distinguished Club Program, and planning and executing the district conference. Together with your district leadership team, you participate in District Leader Training, Mid-year Training, and online tutorials. To be program quality director, you must have served at least six consecutive months as club president and at least 12 consecutive months as a lieutenant governor, division director, or area director. Once you serve as program quality director and training for a full year, you may not be re-elected to the same office for a succeeding term.

Club Growth Director

As the club growth director, you are responsible for all aspects of marketing, club-building, and member- and club-retention efforts within the district. This includes defining an overall marketing strategy for the district, developing outreach and retention efforts with existing community and corporate clubs, and penetrating new markets. Additionally, the club growth director supports challenged clubs and helps them to become Distinguished. Together with your district leadership team, you participate in District Leader Training, Mid-year Training, and online tutorials. To be club growth director, you must have served at least six consecutive months as club president and at least 12 consecutive months as a lieutenant governor, division director, or area director. Once you serve as lieutenant governor marketing for a full year, you may not be re-elected to the same office for a succeeding term.

Public Relations Manager

As the public relations manager, you are responsible for coordinating publicity efforts in the district. By establishing and maintaining lines of communication between the district and its members, as well as between the district and the public, you work to increase awareness of Toastmasters through all available media. The public relations manager may be elected or appointed at the will of the district director, subject to the approval of the district executive committee and confirmation by the district council. You are eligible for re-election or re-appointment for one succeeding term only.

Administration Manager

As the administration manager, you are responsible for maintaining the historical records of the district, recording and distributing meeting minutes, and otherwise maintaining accurate, timely records of district business. The administration manager may be elected or appointed at the will of the district director, subject to the approval of the district executive committee and confirmation by the district council. You are eligible for re-election or re-appointment for one succeeding term only. The office of administration manager and finance manager may be combined.

Finance Manager

As the finance manager, you are tasked with the fiscal oversight and management of the district. The finance manager works closely with the district director, program quality director, and club growth director to ensure that the district is making cost-effective decisions—within policy—that result in effective fiscal management. The finance manager should have knowledge of accounting and be acquainted with the handling of financial matters. The finance manager may be elected or appointed at the will of the district director, subject to the approval of the district executive committee and confirmation by the district council. You are eligible for re-election or re-appointment for one succeeding term only. The office of administration manager and finance manager may be combined.

Division Director

As division director, your job is to lead and support the division through the supervision and support of the area directors. One of your primary goals as division director is to ensure that each club achieves its mission and fulfills its responsibilities to its members. To achieve this, you coordinate division activities, set division goals, and assist in the training of area and club leaders. To serve as division director, you must have served at least six consecutive months as a member of a district council. The division director may be re-elected to one succeeding term.

Area Director

As area director, you serve as the direct liaison between the district and the clubs. The District Administrative Bylaws provide for the selection of area directors either by appointment by the district director or by election by the area councils. Toastmasters International recommends that district directors appoint area directors. Area directors conduct club visits twice a year within their respective areas to understand and support club needs. In turn, these visits help district leaders understand how to support and meet the needs of each club. It is important that area directors have the support they need to serve clubs. The success of the district depends on it. Area directors are eligible for re-election or re-appointment for one succeeding term only. Ideally, area directors have served as members of a district council.

For more information about these roles, refer to the District Leadership Handbook and the D istrict Administrative Bylaws, Article VII: Officers in the Governing Documents.

Immediate Past District Governor

The immediate past district governor provides counsel and guidance to district leaders and plans, directs, and organizes projects and committees as requested by the district director. One of the major responsibilities of this role is to ensure the incoming district director receives all pertinent district documents prior to June 30. Other responsibilities include serving as a member of the district executive committee and district council, upholding the bylaws and policies of Toastmasters International, encouraging dedicated members to accept leadership positions, and helping the district achieve Distinguished recognition.

Additional Leadership Roles

Region Advisor

In a consultant capacity, region advisors help districts expand their marketing abilities and fulfill the district mission. Their objective is to support district leaders’ efforts to build new clubs and support all clubs in achieving excellence. In doing so, a greater number of people are afforded the opportunity to benefit from the Toastmasters education program. The region advisor role is a region-level leader and not a district-level leadership position. Region advisors help districts achieve the critical success factors of membership, club growth, and education achievements. The region advisor supports district leaders and helps identify strategies that enable districts to extend the network of clubs and enhance club performance. Every region is assigned one region advisor.

Logistics Manager

The logistics manager selects meeting locations and organizes the room, ensuring the atmosphere is conducive to successful events, such as business meetings, speech contests, and training. The logistics manager sets up necessary equipment, assists district leaders with meeting arrangements, distributes program materials, keeps track of district property, and addresses disruptions during events. A track record of organization and diplomacy are a must for this role.

Parliamentarian

The parliamentarian assists the district director with planning and conducting district meetings. Responsibilities of the parliamentarian include interpreting Toastmasters bylaws and policies, reviewing district operating procedures as requested by the district director, and ensuring all meetings follow proper protocol. The parliamentarian is an invaluable resource for the district director, offering help, guidance, and support during meetings and answering any questions the district director has related to rules and procedures. Members who assume this role must have a thorough understanding of Robert’s Rules of Order Newly Revised.

Webmaster

The webmaster assists the district director and club growth director with updates to the district website. Although the district director is the publisher of the district website and ultimately responsible for its content, the webmaster plays an important role in maintaining the website. This involves posting district announcements, removing outdated content, and troubleshooting functionality issues. Members who typically excel in this role are Internet savvy and creative.

For more information about these roles, refer to the District Leadership Handbook and the D istrict Administrative Bylaws, Article VII: Officers in the Governing Documents.

District Marketing Team

To be successful, the club growth director should understand that they can’t do everything alone and must first build a team. Finding the right people who will focus on the critical success factors will help develop leadership skills and fulfill the district mission. Through the club growth director’s guidance and leadership, the committees will analyze the need, opportunity and potential for new clubs in the district and help prepare an effective marketing plan, including club building and member retention programs.

Seek out individuals for the team who have earned Advanced Communicator Bronze or higher and Competent Leader awards. These members can serve as sponsors or mentors of new clubs to fulfill an Advanced Leader award requirement. Before deciding on a team member, consider whether the person has the experience, time and desire to lead the committee (not just serve on it) as chairperson. The member should also have strong follow-up skills, and be able to communicate easily and effectively with the rest of the team.

The following roles offer opportunities for members to advance their skills in club and membership building, and build a strong foundation for future district roles. The district may choose to honor these key roles with special local recognition awards, as they are not eligible to receive credit towards Toastmasters educational awards.

Team Members

Club Extension Chair

The club extension chair oversees the objectives for the club extension and club sponsor committees. These two committees are essential in assisting the club growth director through maintaining quality leads and providing guidance over the club sponsor program to ensure that prospective clubs are chartered successfully. In addition to providing sponsors for prospective clubs, the club sponsor committee arranges club sponsor credit opportunities for members who seek it.

Club Extension Committee – This committee is responsible for one of the most important aspects of the district’s marketing strategy—qualifying, managing and tracking leads. Members of this team:

Manage all credible new club leads within the boundaries of their district
Contact, follow up with and track the status of all leads/opportunities
Schedule and staff all demonstration meetings

Club Sponsor Committee – This committee recruits, trains and tracks sponsors for all clubs that charter or are in the midst of the chartering process. Members of this team:

Recruit and assign club sponsors to new club opportunities in the district
Understand and facilitate club sponsor training; refine the curriculum and assist sponsors to ensure clubs are served effectively
Work with club sponsors to collect the required chartering funds and ensure they receive club sponsoring credit from WHQ

The club extension chair is recommended to be a member of your Toastmasters Lead Management (TLM) team.

Club Quality Chair

Members joined Toastmasters to become more effective communicators and leaders. They stay in Toastmasters because the club provides a valuable service and meets their individual needs. The club quality chair focuses on establishing a club mentor committee to provide this service through the club mentor program. Club mentors are the advisors and tutors for new clubs and have a great effect on the degree to which a new club succeeds. In addition to providing mentors to the club, the committee arranges club mentor credit opportunities for members who seek it.

Club Mentor Committee – This committee recruits, trains and tracks mentors for all clubs that charter or are in the midst of the chartering process. Members of this team:

Recruit and assign club mentors to the newly chartered clubs in the district
Understand and facilitate club mentor training; refine the curriculum and assist mentors with their responsibilities to ensure they serve their clubs effectively
Ensure club mentors receive club mentoring credit from Toastmasters International

Club Retention Chair

The club retention chair heads the club coach committee which assists with the club coach program. The committee helps club coaches develop action plans to aid their assigned clubs. In addition to providing coaches for qualified clubs, the club coach committee arranges club coach credit opportunities for members who seek it.

The club retention chair also assists with promoting membership building programs designed by Toastmasters International (Smedley Award, Talk Up Toastmasters and Beat the Clock), and additional programs designed by the district.

Club Coach Committee – This committee recruits and trains coaches for all clubs that qualify for the program. The committee also reviews its clubs to see which ones are in need of a club coach. Members of this team:

Follow up continually with club coaches
Monitor the effectiveness of each club coach’s action plans and suggest adjustments
Provide the club growth director and club retention chair regular status reports
Organize the recognition of club coaches and ensure they receive club coaching credit from Toastmasters International

Club New Source Research Chair

The club new source research chair works closely with the club growth director to develop the district’s marketing plan, which is a series of steps to help the district grow healthy new clubs.

In addition to assisting with the marketing plan, the club new source research chair generates new club leads at the district level.

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CORE COMPETENICES

The Toastmasters Pathways learning experience was developed around the five core competencies identified by the Board of Directors. How they affect each district officer is shown in the tables below:

Board-Identified DISTRICT DIRECTOR COMPETENCIES

Board-Identified PROGRAM QUALITY DIRECTOR COMPETENCIES

Board-Identified ADMINISTRATION MANAGER COMPETENCIES

Board-Identified FINANCE MANAGER COMPETENCIES

Board-Identified PUBLIC RELATIONS MANAGER COMPETENCIES

Board-Identified DIVISION DIRECTOR COMPETENCIES

Board-Identified AREA DIRECTOR COMPETENCIES

Region 7, District 18

Map of Toastmaster Regions

Map of Districts in the USA and Canada