Fall Business Meeting

Members will be sent a registration link via email.

Date: Thursday, September 17, 2026
Time: 7:00 – 8:30 PM Pacific Time (GMT-7)
Where: Online (Virtual Meeting)

At our semi-annual business meeting, we’ll be voting to approve the district budget, modifications to the district alignment and the list of appointed district officers.

Club Presidents, Vice Presidents of Education, and District Executive Committee (DEC) members get one vote each. Per Toastmasters International policy, the fall District Council Meeting will be conducted virtually.

Note: With the passage of Proposal L at the August 19, 2022 Toastmasters International Annual Business Meeting, the policy of disallowing proxies at District Business Meetings has changed.  The clubs voting representatives (Club President and VP Education) may now assign a proxy to the other so that only one of the two must be present to ensure both of a club’s votes are cast.  Note that proxies cannot be assigned to any other club member.  

Voting members MUST register by 6:00 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.

Key Information

  • 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 be submitted on the form located here.  The form must be submitted to the District Director at dd@d205tm.org by 6:00 PM PT by two weeks before the meeting, Thursday, September 3, 2026.

Meeting Instructions

Before the Meeting

  • Pre-register by Wednesday, September 16 at 6 PM to receive the ballots and meeting link.
  • Create a free zoom account
  • Download the zoom client for your computer desktop or mobile device.
  • Set your display name to your Full Name.

During the meeting
Access

  • 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

Audio/Visual

  • 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.

Chat

  • 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 3×3 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