District Leadership Nominating Committee

To ensure successful district elections, the district director must appoint a district leadership committee. The work of the committee is critical in ensuring long-term district success. They must:

  1. Seek out prospective candidates
  2. Evaluate and interview candidates
  3. Nominate candidates
  4. Provide a complete report of candidates.

The district leadership committee report must be presented to the district director at least six weeks before the district’s Annual Business Meeting.

  • The committee nominates candidates for district office and screens candidates for eligibility.
  • The district director appoints the committee chair no later than October 1.
    • Remaining committee members shall be appointed no later than November 1.
  • The district director cannot be a member of the committee.
  • The committee must consist of no fewer than five members, one of whom is appointed the chair.
  • If possible, the chair should be a past district director.
  • No member of the committee can be nominated for a district office.

Candidate Resources

Committee Member Qualifications:

Each committee member must be a member in good standing of a club in good standing and shall be selected from different divisions (or areas in districts without divisions).

Each division (or area in districts without divisions) should be represented on the committee.

Any committee member(s) may participate by telephone conference, email, or other means of communication when distance is an obstacle to participation.

No member may have served on the committee the previous year.

International director/officer candidates, region advisers and current members of the Toastmasters International Board of Directors cannot serve on the committee.

To avoid the appearance of bias or impropriety, committee members having a personal or professional relationship with a candidate shall abstain from the discussion and voting, as a matter of good judgment.

Members of the committee cannot participate in any campaign for district office nor endorse any candidate for district office.

Committee Deliberations

The committee may ask to meet personally with candidates.

Committee deliberations, including vote tallies, are confidential and cannot be divulged to anyone except the district director, World Headquarters, and the Board of Directors.

The committee shall interview all known candidates for each elected position.

Each candidate shall be evaluated using standard criteria that the chair will provide to the committee.

Nominating Process

The committee nominates one or two candidates for each of the offices of district director and program quality director.

The committee nominates one or more candidates for the office of club growth director and all other elective district offices.

Nomination Eligibility

The committee must verify that candidates meet eligibility requirements. No prospective candidate can be nominated until:

  • At the time of taking office, the district director must have served at least six consecutive months as club president and at least 12 consecutive months as a lieutenant governor, division director or a combination of these.
  • At the time of taking office, the program quality director must have served at least six consecutive months as club president and at least 12 consecutive months as a lieutenant governor, a division director, an area director or a combination of these.
  • At the time of taking office, the club growth director must have served at least six consecutive months as club president and at least 12 consecutive months as a lieutenant governor, a division director, an area director or a combination of these.
  • At the time of taking office, the division director must have served at least six consecutive months as members of a district council.
  • If possible, the area director should have served as members of a district council.
  • The committee has determined that the candidate understands the duties and responsibilities of office, is committed to fulfilling those duties and responsibilities, and has the skills and abilities necessary to perform successfully as an officer.
    • The committee should follow the guidelines and timelines provided by World Headquarters.
  • The committee has determined that the candidate will accept the nomination, although the candidate has the right to withdraw his/her name from nomination at the district’s annual business meeting, and to be nominated from the floor as a candidate for another office.
  • The committee has received a copy of the Officer Agreement and Release Statement signed by the candidate. To be nominated or elected, all candidates for district director, program quality director, club growth director, and division director must sign the Officer Agreement and Release Statement published by Toastmasters International.
    • The district should make all reasonable effort to have all other district leaders sign the statement. All signed forms of elected leaders must be sent to districts@toastmasters.org. These forms will be kept as part of the district’s permanent records.

Committee Voting Process

All members of the committee have an equal opportunity to express their concerns and opinions in the selection of candidates.

The committee chair cannot use his/her position to influence the other committee members.

Committee members must exercise their independent judgments with respect to all prospective candidates, having in mind the best interests of Toastmasters International and the district, as well as the experience, abilities and qualifications of prospective candidates.

Nominating Process

The committee nominates one or two candidates for each of the offices of district director and program quality director.

The committee nominates one or more candidates for the office of club growth director and all other elective district offices.

An individual must be a paid member to be nominated for or to serve in any office or leadership role in Toastmasters International.

Voting

Each member of the committee votes for one or two candidates for the positions of district director and program quality director.

Each member of the committee then votes for one or more candidates for the office of club growth director and all other elective district offices.

The committee chair votes along with the other committee members for each nomination. The committee must consider all announced candidates for a district.

Votes of the committee members must be cast in writing.

Committee Report

The chair reports the committee’s results in writing to the district director no fewer than six weeks before the district’s Annual Business Meeting.

The district director submits the report in writing to all members of the district council at least four weeks before the Annual Business Meeting.

This may be done in the district newsletter or on the district website.

At the discretion of the district director, a statement from each nominee outlining their qualifications and abilities to perform the duties of the office may be included with the report.

Only candidates nominated by the committee may be included in the report.

A district cannot publish the names of floor candidates with the committee report or in any other district publication.

Notifying Candidates

The chair of the committee or the district director notifies candidates nominated for office and reconfirms their willingness to be nominated and their commitment to fulfill the duties of office if elected.

The chair of the committee or district director also notifies any candidates who were not nominated and advises them of their eligibility to seek office as floor candidates.

Additional qualified candidates may be nominated from the floor at the district’s Annual Business Meeting.

District Nominations Schedule

The following is a schedule intended to facilitate the District Leadership Committee (DLC) nominations process.

Much of this information comes directly from Protocol 9.0. Use this form as a guideline for your nominations.

Questions regarding reporting of district leaders may be directed to the District Growth and Support team at districts@toastmasters.org.

Protocol 9.0: District Campaigns and Elections

  • October 1
    • District Director appoints District Leadership Committee (DLC) chair
  • November 1
    • DLC members are recommended by the DLC chair. Approved by District Director.
  • No later than November 30
    • Call for candidates to declare intent to run
  • December 15
    • Deadline for candidates to declare intent to run
  • March 15 – June 1
    • District council meetings occur (dates vary by districts)
  • 6-weeks prior to election date
    • DLC notifies District Director of nominated candidates
  • 4-weeks prior to election date
    • DLC publishes nominations on District website

Floor candidates may declare their intent to run after the DLC results have been announced.

  • July 15
    • Deadline to submit Officer Agreement and Release Statements and District leader rosters to World Headquarters.

October

The district director shall appoint the district leadership committee (DLC) chair no later than October 1.

If practicable, the chair should be a past district governor/director.

November

Remaining committee members are appointed no later than November 1.

  • Send roster by November 30 to districts@toastmasters.org.
  • Determine committee meeting schedule and conduct meetings as defined.

DLC members seek qualified members, in addition to candidates who announce their intention to run for office.

Publish a call for candidates on the district website and/or in the district newsletter. Be sure to include the following:  All due by Dec. 15

  • Leadership position descriptions, including the competencies and responsibilities for each.
  • A copy of the District Leader Nominating Form.
  • All candidates must sign and submit to the committee their Officer Agreement and Release Statements.
  • District Leader Biographical Information form.

The committee may request a list of all past district leaders from their district director, who may request such a list from: listrequest@toastmasters.org. This will help to identify potential qualified candidates who may not have been recent leaders but may again be interested in serving

The DLC interviews all known candidates for each elected position.

November 4:
  • Remaining committee members are appointed no later than November 1.
  • The district governor may not be a member of the nominating committee.
  • No committee member may be nominated or run from the floor for a district office at the election at which the committee’s report is presented.
  • The nominating committee consists of at least five members (Each committee member must be a member in good standing of a club in good standing.
    • No committee member may be considered for the ballot while serving in this capacity.
    • A diverse committee is appointed including representation from each division.
    • A member who served as a committee member last year may not serve again.)
  • Determine the nominating committee meeting schedule and conduct meetings as defined.
December 4:
  • Publish a call for candidates in the district newsletter and on the district website. Be sure to include the following:
    • Leader descriptions, including the qualifications and responsibilities for each district position
    • A copy of the District Officer Nominating Form
  • Nominating committee members seek qualified members, in addition to candidates who announce their intention to run for office.
  • The committee may request a list of all past leaders of the district from their district governor, who may request such a list from listrequest@toastmasters.org. This helps to identify potential qualified candidates who may not have been recent leaders but may again be interested in serving.

February Through March

(Districts may choose to complete some of these items in January.)

The nominating committee interviews all known candidates for each elected position.

All candidates must sign and submit to the committee their Officer Agreement and Release Form.

  • The nominating committee completes the Candidate Checklist and Evaluation Form for each candidate.
  • The nominating committee votes.

Each member of the nominating committee votes for one or two candidates for the offices of district governor and lieutenant governor education and training, and votes for one or more candidates for the office of lieutenant governor marketing and all other elective district offices. All announced candidates for a district office must be considered by the nominating committee. To be nominated, a candidate must receive a majority vote of the nominating committee. The nominating committee nominates one or two candidates for each of the offices of district governor and lieutenant governor education and training. The nominating committee nominates one or more candidates for the office of lieutenant governor marketing and all other elective district offices.

The nominating committee chair or district governor notifies candidates of district leader selections and confirms with selected candidates their agreement to assume the responsibilities of their new role. Candidates who are not selected should be informed of their eligibility to run for office from the floor at the district’s annual business meeting.

MARCH THROUGH APRIL

  • The nominating committee completes the nominations report.
  • The nominating committee chair reports the committee’s results in writing to the district governor no fewer than six weeks before the district’s annual business meeting.
  • The District Governor shall submit the report of the Nominating Committee in writing to all members of the district council as soon as possible and at least four weeks before the Annual Business Meeting in the district’s newsletter and/or on the district’s website. The notice of meeting must also be included.
  • At the discretion of the district governor, completed reports may contain a statement from each nominated candidate, if applicable, including a biographical sketch and overview of how he or she intends to fulfill duties of office and contribute to district success.

If the report is not distributed within the established guidelines, the report is null and void. In this case, all candidates must then run from the floor.

  • The nominating committee chair provides the district governor with all Officer Agreement and Release Forms.
  • After the district council meeting, the district governor submits all Officer Agreement and Release Forms to World Headquarters. These may be emailed to districts@toastmasters.org.

APRIL THROUGH MAY

  • The district governor assures that the new district leader information is submitted correctly and in a timely manner to World Headquarters.
  • Questions regarding reporting of district leaders may be directed to the District Services team at districts@toastmasters.org.                                                      NOTE: View this checklist on line.

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CALL FOR NOMINATIONS DISTRICT LEADER QUALIFICATIONS AND RESPONSIBILITIES

DISTRICT PURPOSE

The purpose of this district is to enhance the quality and performance and extend the network of the member clubs of Toastmasters International within the boundaries of this district, thereby offering greater numbers of people the opportunity to benefit from the Toastmasters educational program by:

·      Focusing on the critical success factors as specified by the district educational and membership goals.

·      Ensuring that each club effectively fulfills its responsibilities to its individual members.

·      Providing effective training and leadership development opportunities for club and district officers.

DISTRICT MISSION

We build new clubs and support all clubs in achieving excellence.

TOASTMASTERS INTERNATIONAL MISSION

We empower individuals to become more effective

communicators and leaders.

TOASTMASTERS INTERNATIONAL VALUES

Integrity, Respect, Service and Excellence.

TOASTMASTERS INTERNATIONAL ENVISIONED FUTURE

To be the first-choice provider of dynamic, high-value,

experiential communication and leadership skills development.

ELECTED LEADER POSITIONS

All positions must be held by a member in good standing of a Toastmasters club in good standing. The responsibilities and qualifications of each elected leader position are as follows:

DISTRICT DIRECTOR

As the district’s chief executive officer, direct the district in a way which fosters strong clubs; produces maximum growth in education completions, clubs and membership; and be consistent with the interests of members of Toastmasters International. Motivate the district to achieve Distinguished

recognition. Achieve the mission of the district in a manner that motivates volunteer leaders and promotes a standard of excellence in all district activities. Qualifications At the time of taking office, the district director shall have served at least six consecutive months as a club president and at least 12 consecutive months as a program quality

director, club growth director or division director or a combination thereof.

Qualifications

At the time of taking office, the district director shall have served at least six consecutive months as a club president and at least 12 consecutive months as a program quality director, club growth director or division director or a combination thereof.

OTHER POSITIONS

The following positions are either elected or appointed by the district director:

AREA DIRECTOR

Provide district contact, support, and assistance to the club so that it may achieve the club mission and fulfill its responsibilities to members. Help clubs by keeping in regular contact with club presidents in the area and by visiting each club at least twice during the year. Achieve Distinguished Area Program goals and ensure that each area club is Distinguished.

Qualifications

At the time of taking office, insofar as practicable, the area directors shall have served as members of a district council.

ADMINISTRATION MANAGER

Help the district function effectively and achieve its mission by recording and maintaining accurate minutes of district council, executive committee, and other meetings. Serve as upholder of the District Administrative Bylaws and policies.

Qualifications

At the time of taking office, the administration manager should be a reliable, prompt, well-organized Toastmaster who can accurately record meeting actions, has access to a personal computer and is able to reproduce materials.

PROGRAM QUALITY DIRECTOR

Under the guidance of the district director, strive to have every club and each member reap the benefits of Toastmasters and to have every club become Distinguished. Provides direction and counsel to division directors, area directors, and club officers on the educational opportunities in Toastmasters. Design and conduct successful district training programs,

conferences, and other district educational events.

 

Qualifications

At the time of taking office, the program quality director shall have served at least six consecutive months as a club president and at least 12 consecutive months as a program quality director, club growth director or division director or an area director or a combination thereof.

CLUB GROWTH DIRECTOR

Under guidance of the district director, make the benefits of Toastmasters membership available to greater numbers of people. Plan, develop, implement, and direct district

marketing objectives. Develop and direct programs for new club development, club rescue efforts, club membership

 promotion, and membership retention. Achieve Distinguished District goals for membership and club growth. Promote standards of service to the member and to the club.

Qualifications

At the time of taking office, the club growth director shall have served at least six consecutive months as a club president and at least 12 consecutive months as a program quality director, a club growth director or division director, area director or a combination thereof.

DIVISION DIRECTOR

Achieve the mission of the district within the division,

accomplishing district goals in membership building and retention, club extension, and educational accomplish-ments. Ensure that each club realizes its mission and fulfills its responsibilities to members. Achieve Distinguished Division Program goals and ensure that areas and clubs within the division achieve Distinguished recognition. Serve the division clubs by providing district support and resources through the area directors.

Qualifications

At the time of taking office, the division director shall have served at least six consecutive months as a member of a district council.

FINANCE MANAGER

Establish and maintain effective fiscal management of the

 district. Promote the growth of Toastmasters by providing sound fiscal guidance to the district. Produce monthly reports reflecting the district’s financial status, and ensure that expenditures remain within the budget approved by the district council. Ensure that the district maintains the financial controls established by Toastmasters International.

Qualifications

At the time of taking office, the finance manager should have accounting experience and understand basic bookkeeping practices.

PUBLIC RELATIONS MANAGER

Work under the direction of the district director. Help maintain communication between the district and its members and work to increase public awareness of Toastmasters International through the media. Prepare a public relations program designed to achieve goals for membership growth, club growth, and educational achievements in clubs and achievement in the Distinguished Club Program. Promote district conferences and leadership training opportunities within the district.

Qualifications

At the time of taking office, the public relations manager should possess experience in and core understanding of public relations.

If you or if someone you know of would like to serve in one of these positions, please submit the District Leader Nominating Form to the district director or District Leadership Committee.

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