fall business meeting sqDate: September 16, 2020
Time: 7:00 - 9:00 PM
Where: Online (Virtual Meeting)

At our semi-annual business meeting, we'll be voting to approve the district budget and the list of appointed district officers. Club Presidents, Vice Presidents of Education, and district executive committee members get one vote each. Per Toastmasters International policy, the fall District Council Meeting will be conducted virtually.

Note  Because the voting process will be conducted virtually, per Toastmasters International policy no proxies will be permitted. Each Club President, VP Education, and district executive committee member must cast their own vote.

Registration Closed

Voting members MUST register by 12:00 PM PT on Wednesday, September 16 in order to receive a ballot emailed to them. Those who register after that time may attend the meeting but will not receive a vote.

Meeting Documents

NOTE: Various documents will be added before the meeting so check back for updates.

Document Highlights

  • Quorum is required to approve any of the above documents, which means 1/3 of eligible club votes must be represented. If quorum is not met at the meeting, there will be an additional online voting period post-meeting in which we will seek quorum.
  • Because the voting process will be conducted virtually, no proxies will be permitted. Each district council member must cast their own vote. District executive committee members are entitled to one vote and may cast up to two additional votes as a club president or vice president education. All other members of the district council shall be limited to a maximum of two votes.
  • Any new motions to come before the council must submitted on the form located here.  The form must be submitted to the District Parliamentarian at (parli@d4tm.org) three weeks prior to the virtual business meeting. In this case, by 7:00 PM PT on Wednesday, August 26.

Virtual Conference Room Instructions

Before the Meeting

During the meeting

  • Voting Members: use the zoom link provided via email and login by 6:45 PM to allow time to verify your credentials in the waiting room and troubleshoot technology.
  • Non-Voting Members: watch via the live YouTube stream.

Display Name

  • Rename yourself as follows: [full name] - [abbreviated role].
  • Use the following abbreviations: PRES, VPE, Area XX Dir, or Div X Dir.
  • For example: Joan Doe - PRES


  • Everyone will remain muted unless recognized by the chair to speak.
  • Please do not turn on your video unless requested by the tech chair.
  • To save time, video will not be turned on for participants during discussions/questions.


  • Only use the chat if you want to be recognized by the chair.
  • Include the name of your club and a brief description of your motion or comment.
  • When discussing motions, we will alternate between comments for and against.

Zoom Recommendations

  • Switch to Gallery View by clicking the small 3x3 grid icon in the upper right-hand corner of your screen.
  • To show only the speakers on your screen:
    • Next to your Video icon in the bottom bar (on a laptop) or top bar (on an iPad), click the caret symbol: ⌃
    • Click: Video Settings…
    • Click the check box next to: Hide non-video participants

How to Vote

  • Election Buddy will be used to conduct voting during the virtual meeting.
  • You will receive a separate email for each item up for vote.
  • Email ballots will contain a unique link. Do not forward this email to others.
  • When prompted, the password is d4tm (case-sensitive).
    • Note that the password is different from the one used in past elections.  
    • To reduce entry errors, the password (d4tm) and unique key provided will only include a combination of lowercase letters and/or numbers. 
  • Only those who have registered by 12:00 PM on Wednesday, September 16th will receive email ballots.