Toastmasters: Area Governor
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Area governor serve as the direct liaison between the district and the clubs.
One way that you serve clubs is through the area club visits conducted at least twice a year. These visits are crucial to understanding how clubs are fulfilling member needs, and how the district is successful in supporting and meeting the needs of each club.
Insofar as practicable, the area governors shall have served as members of a district council. The area governor is eligible for reelection or reappointment for one succeeding term only.
Quality clubs are those that meet their members’ needs. As an area governor, you play a critical role in maintaining club quality through club visits, which are required twice a year and should take place between July 1– October 31 and again between January 1– April 30. As you prepare for your club visits:
Review the online Distinguished Club Program report. Familiarize
yourself with the online Area Governor’s Club Visit Report – it will act as your
evaluation tool during your visit.
World Headquarters emails dues renewal notifications to club officers the first week of September and the first week of March. Clubs renew online by visiting www.toastmasters.org/renew. Area governors should follow up with each club to ensure ontime renewal submission.
When renewals are submitted on time, clubs and districts benefit. Club members continue to enjoy the benefits Toastmasters offers and the club receives credit toward one of the goals in the Distinguished Club Program. Your district will be able to identify clubs that are having membership problems so they can offer assistance. The district also receives a portion of each dues payment a club submits.
District funds shall not be used for payment of charter fees or payment of club dues. If a district check is received for either of these, it will not be accepted, and processing will be delayed. Likewise, World Headquarters will not accept a check drawn on a division or area checking account, nor any check drawn on the personal account of a district leader unless that officer is a president, vice president, or treasurer of the club.
Toastmasters International encourages all clubs to maintain a membership level of at least 20 members. However, in order to keep its charter in good standing, a Toastmasters club must maintain a minimum of six members, at least three of whom were members of the club during the last dues period.
Club Officer Elections and Leadership Training
Club officers are elected either annually for terms that begin July 1 and end June 30, or semiannually for terms that run from July 1 through December 31 and January 1 through June 30. Club leadership training programs should be scheduled to accommodate these election schedules.
Installing Club Officers
One district function is to install officers of Toastmasters clubs when invited to do so. The area governor is the district team member best suited to handle this important opportunity, although a division governor or a past president of the club can do it. In a company or government club, a key executive or public figure, such as the corporation president or military officer, may be willing to perform the ceremony. A sample installation ceremony script is included in the Appendix.
Club Officer Training
One of the area governor’s responsibilities is to ensure club officers in the area have access to training sessions conducted by the district that will equip them to succeed during their terms of office.
The way the training program is organized and administered will vary from district to district. With your district leaders, determine what plans have been made for club officer training. In some districts it is conducted on a division level, coordinated by the division governor, and assisted by the area governors of that division. In other districts, the entire program is the responsibility of the area governor. Whichever the case, you will want to encourage club officer participation in these programs.
Procedures for Area Governor Elections by Area Councils
Article VII (c) of the District Administrative
The District Administrative Bylaws provides for the selection of Area Governors either by appointment by the district governor or by election by the area councils. In our District, Area Governors for existing Areas are elected by the respective Area councils.
The following information outlines the procedures to be followed for the election of Area Governors.
Area Council Election Meeting Time: Each Area will convene an Area Council meeting during which an election for an Area Governor will be included on the agenda. The area council meeting at which the election for area governor is conducted must be held at least two weeks before the annual meeting of the district council. The time and place of the meeting is determined by the current area governor.
Election Notice: Written notice of the election must be given to the president of each club in the area at least four weeks before the election. Notice should include the qualifications for candidates and list the voting members of the Area Council.
Qualifications of Area Governor Candidates: Each candidate, if practicable, should have served at least six months as a member of a district council (club president or vice president education). “Practicable” is defined as “desired, but not required.”
Voting members of the area council: The voting members of the area council are the president, vice president education and vice president membership of each club in the area. No other member of the area council has a vote.
Quorum: A majority of the voting area council members or their proxies, shall constitute a quorum. If a quorum is not present, an election cannot be held unless another meeting is conducted which is properly noticed and at which a quorum is present.
Proxies: Either the club president, vice president education, or vice president membership may designate, in writing, any member of the club to act as a proxy for him or her at the area council election meeting. In the event two of those officers are not in attendance at the meeting and have not designated, in writing, active members of the club to act as their proxies at such meeting, the officer or proxyholder in attendance shall be deemed to hold the proxy of the others and may therefore cast the club’s three votes. If two valid proxyholders are present and cannot decide among them who shall cast the third vote, the third proxy goes to the highest-ranking officer present or his or her proxy. The intent of this provision is to assure that every club will be represented by three votes.
Nominations and Elections: Each club in the area may submit to the area governor, in writing, any member in good standing as a candidate for area governor. The names of candidates from the clubs will be placed in nomination by the area governor at the election. Nominations will then be accepted from the floor.
Election Procedure: After the nominations are closed, if there is only one candidate, the area governor shall declare that candidate elected.
If two or more candidates are nominated, each candidate is entitled to a two-minute speech. The speeches shall be delivered in alphabetical order of the candidate’s last name. If a candidate is not present, the speech may be given by that candidate’s representative.
Each member of the area council in attendance, or his or her proxy, is entitled to one vote. No area council member or proxy may cast more than three votes, even if he or she is a member of more than one club. The area governor may act as a club proxy and may cast up to three votes. However, in the case of a tie, the area governor is entitled to only one additional vote to break the tie.
Voting shall be by secret ballot: Any candidate who receives a majority of the votes cast shall be declared elected. In the event no candidate receives a majority of the votes cast for a contested office, voting shall continue without the name of the candidate that received the fewest votes. Such procedure shall continue until one of the candidates receives a majority of the votes.
Notification of Results: The area governor should then notify the district governor of election results.
CHECKLIST FOR AREA GOVERNORS
- If only one candidate has nominated declare that person elected.
- If more than one candidate has nominated have the candidates give their speeches and conduct the election by secret ballot.
Area Governor election guidelines from District Leadership handbook:( Brief)