The District Council serves as the administrative governing body of the District. We need the council to conduct all District business at the Annual District Council Business Meeting during the 2024-2025 Annual Spring Conference between Friday and Saturday, May 16-17, 2025. The District Council Meeting is set for Saturday, May 17, 2025, from 8 AM to 10 AM at the South Shore Harbour Resort and Conference Center in League City, Texas. This event is free and open to the public.

The District Council includes Club Presidents, Vice Presidents of Education, Area Directors, Division Directors, and the Senior 7. It serves as the district’s administrative governing body.

Meeting Registration is required for all District Council Members. A meeting invite with the registration link will be sent out by April 1, 2025.

REGISTER HERE

All Toastmasters are invited to attend the meeting.

The District Council holds at least two regular meetings during the program year. The first required meeting will occur as soon as practical after the Toastmasters International Annual Business Meeting but no later than September 30 to approve the district budget and appoint officers. The other meeting is held between March 15 and June 1.

District Council Meeting (via teleconference, video conference, and/or any form of live chat tools) must meet the following:

1. Notification – Four weeks before the vote, notify the District Council when the virtual meeting and vote will occur. (Budget is not required to be posted at this time)

2. Agenda – Two weeks before the vote, post the proposed agenda item(s) (for example, the District budget or appointees) for the District Council. (Budget must be posted by this time).  If you prefer not to follow the standard District Council meeting agenda, per Protocol 7.1, you may post an abridged or shortened agenda. However, the adjusted agenda must be communicated to the members of the District Council.

3. Conduct a virtual meeting—Have your meeting and vote on the same date, but do not begin voting until the discussion has concluded. Present the agenda item(s) (for example, the District budget) to the District Council and provide time for council members to discuss it. To register voters, you must survey who will be attending the meeting. The club officer list can be used to obtain the officer’s email address so that the survey can be distributed. This determines the number of Club Presidents and Vice Presidents Education attending to see if a quorum is met. If you do not have a quorum, still conduct the meeting and vote, then the decision must be approved in writing, personally, by mail, fax, e-mail, electronic transmission, or other reasonable means, by the affirmative vote of a majority of the member clubs in the District based on two (2) votes per club, per Article X, Section C, of the District Administration Bylaws. You have 10 days to adjust and republish if the budget is not approved. Then, conduct another meeting and vote no sooner than 14 days and no later than 21 days.

4. Vote – If the vote takes place during the hybrid meeting, the results are announced during the meeting and are final. If the vote is not taking place during the virtual meeting, it should be set for a finite amount of time (it is recommended to keep the voting period open for no more than 24 hours). If you do not have a quorum, still conduct the meeting and vote, then the decision must be approved in writing, personally, by mail, fax, e-mail, electronic transmission, or other reasonable means, by the affirmative vote of a majority of the member clubs in the District based on two (2) votes per club. When the voting process is conducted hybrid, 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.

AGENDA