Proxy and Annual Business Meeting FAQ
PROXY FAQ
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1. Which two officers can assign the proxy for the club? Do they both have to assign it?Back to Top
The club's proxyholder is assigned by either the Club President or the Club Secretary, who will designate the club's proxyholder online through the Toastmasters International website.
If one officer has already assigned the club's proxy, no action is necessary from the other officer.
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2. If the Club President or Secretary is carrying the club's proxy, do they still need to assign the proxy to themself?Back to Top
Yes. The proxy system does not automatically assign the club's proxy to anyone. If the Club President or Secretary does not assign the proxy to themself, the system will show it as unassigned.
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3. Who can clubs designate as their proxyholders?Back to Top
A club can designate an individual member in any of the following three categories as proxyholder:
- An active member from the club
- The 2022-2023 District Director
- Another active Toastmasters member
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4. Will clubs have the option to delegate their proxy to the District Director or another Toastmasters member?Back to Top
Yes, clubs will have the same options for assigning their proxies as in previous years. Those three options are to designate an active member from the club, designate the 2022-2023 District Director, or designate another active Toastmasters member.
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5. How can I reassign whom my club selects as its proxyholder?Back to Top
If a club wants to change its proxy assignment, the Club President or Secretary can follow the steps below:
- Log in to www.toastmasters.org with your member ID/email and password.
- Click on your name at the top of the page and select “Profile” from the drop-down menu.
- In “Profile,” click on the Annual Business Meeting button.
- Once you are in the Annual Business Meeting gateway, click on “Club Proxy & Voting Instructions.”
- If you are an officer in multiple clubs, select the club for which you are reassigning the proxy.
- Click on the Edit button next to “Designate Proxyholder” to start the reassignment process.
- Click on the Edit button under “Proxyholder.”
- Select one of the three categories for the new proxyholder and input the required information.
- Click “Save.”
- To submit your updated proxyholder designation, enter your name into the Signature box, click the checkbox, and press “Confirm proxyholder.”
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6. I tried to reassign my club's proxy online, but the Edit button is inactive.Back to Top
For 2022, clubs are only able to make changes to the club proxy assignment until August 12, 2022, at 11:59 p.m. Central Daylight Time (CDT/UTC -5).
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7. How many votes is each club allowed?Back to Top
As provided in the Bylaws of Toastmasters International, Article X, Section 1, each Member Club in good standing is entitled to two votes on each item presented for a vote.
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8. What does it mean for a club to be in good standing?Back to Top
Per Policy 2.0, Section 4.C., a club is considered in good standing when its dues have been received for the current dues period for a minimum of eight members—at least three of whom were members of the club during the previous renewal period.
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9. What types of proxies are there?Back to Top
Instructed Proxy
The club has indicated a choice(s) for particular International Officer and Director candidates and for the proposals; therefore, the proxyholder must vote as instructed.
Uninstructed Proxy
The club has not indicated a choice for particular candidates or for the proposals. The proxyholder must vote as they believe is in the best interest of the organization, and their vote must not be governed by any other person, group, or caucus.
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10. How does the club determine whom to select as their proxyholder and how to cast their votes for the Annual Business Meeting?Back to Top
As with any club business decision, the club should vote at a business meeting, with a quorum present, to decide whom to select as proxyholder and if or how to instruct that proxyholder to cast their votes.
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11. Where can I find my member ID number?Back to Top
All members can find their member ID number by logging in to the Toastmasters International website and going to their Profile. Club Presidents and Secretaries can obtain member ID numbers of members in their club by accessing the club’s membership roster in Club Central on the Toastmasters International website.
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12. I am the Vice President Education. Why can I not assign my club's proxy?Back to Top
While the Vice President Education can assign the club's proxy for District Council meetings, the club's proxyholder at the Annual Business Meeting must be designated by the Club President or Club Secretary. To ensure your club is represented, please speak with one of those two officers.
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13. What if the Club President and Secretary do not have access to email?Back to Top
A letter will be sent by postal mail to both the Club President and Club Secretary with instructions for accessing the proxy information on the Toastmasters International website.
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14. Why did I receive a proxy letter in the mail?Back to Top
World Headquarters mails proxy letters to those Club Presidents and Secretaries who do not have an active email address on file.
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15. How do I request a replacement email with the proxy instructions?Back to Top
To order a duplicate copy, please contact us by email. Be sure to include the current Club President's or Secretary's name, email address, and your club number.
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16. Will communications relating to club proxy assignment, Credentials, and voting be available in multiple languages?Back to Top
All communications will be in English.
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17. Is there a deadline for assigning my club's proxy?Back to Top
The deadline for assigning a club's proxy is August 12, 2022, at 11:59 p.m. Central Daylight Time (CDT/UTC –5).
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18. Is a report available for District Directors to follow up with those clubs that have not assigned proxies?Back to Top
District Directors will be able to see which clubs have assigned their proxies and which clubs have not. This information is accessed by following the steps below:
- Log in to www.toastmasters.org with your member ID/email and password.
- Click on your name at the top of the page and select “Profile” from the drop-down menu.
- In “Profile,” click on the Annual Business Meeting button.
- In the Annual Business Meeting gateway, click on “Club Proxy Designations.”
District Directors are provided with the Club Presidents' names and contact information to follow up.
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19. How will undistricted clubs assign their proxies to a District Director?Back to Top
Each undistricted club has been pre-assigned a District Director to whom their proxy will be assigned if the club chooses the “Designate District Director” option.
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20. As a voting delegate, how do I obtain my Proxy Summary Report?Back to Top
Voting delegates should follow the steps below during Credentials/the acceptance period, starting on August 13, 2022:
- Log in to www.toastmasters.org with your member ID/email and password.
- Click on your name at the top of the page and select “Profile” from the drop-down menu.
- In “Profile,” click on the Annual Business Meeting button.
- Once you are in the Annual Business Meeting gateway, click on “My Votes & Instructions.”
- Under “My Proxies,” click on “Accept all” at the bottom of the page.
- Confirm your intent to vote by checking the box and clicking “Accept votes.”
- Press “Ok.”
- Click on “Download Proxy Summary Report” and select the desired paper-size.
If you have already accepted all your votes, skip steps 5-7 and click on "Download Proxy Summary Report."
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21. How many votes can I carry as a proxyholder?Back to Top
You may be designated as the proxyholder for any number of clubs and carry any number of votes.
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22. When does the Credentials process close?Back to Top
Credentials closes on August 16, 2022, at 8 p.m. Central Daylight Time (CDT/UTC -5). More information about the Credentials process can be found in the Credentials FAQ.
Annual Business Meeting FAQ
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1. How will I vote at the Annual Business Meeting?Back to Top
Voting will be conducted using an electronic ballot which will be accessed through the Toastmasters International website. Onsite voting delegates will use their personal devices (mobile phones, tablets, laptops, etc.) to access and complete their electronic ballots. The keypad voting devices that were used for past onsite Annual Business Meetings will not be supplied.
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2. Do I need to be onsite in Nashville to attend the Annual Business Meeting?Back to Top
Both onsite and online attendance will be available. Online attendees will be able to watch the Annual Business Meeting live through the convention platform.
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3. As a voting delegate, do I need to be onsite in Nashville to participate in the Annual Business Meeting?Back to Top
No, voting delegates do not need to be onsite to participate in the meeting. Online participation will be made available to voting delegates through an online webinar.
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4. As a voting delegate, do I need to be onsite in Nashville to submit my votes?Back to Top
No, both onsite and online voting delegates will use the same electronic ballot, which will be accessed through the Toastmasters International website. If you are unable to attend onsite, you will still need to complete and submit your electronic ballot during the hours of the Annual Business Meeting.
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5. Will there be a training on how to vote?Back to Top
A video tutorial on how to access and use the electronic ballot will be available on the website during the week of the convention. There will also be two live training sessions available to attend online.
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6. How long is the voting period for the Annual Business Meeting this year?Back to Top
Voting will only be conducted during the hours of the Annual Business Meeting. Voting delegates must complete and submit their electronic ballots before the meeting ends. Unlike for the 2021 Annual Business Meeting, there will be no extended voting period.
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7. When will we know the results of the ballots?Back to Top
The voting results for the elections and proposals will be announced on Friday, August 19, at 8 p.m. Central Daylight Time (CDT/UTC -5) during the Annual Business Meeting Results event.
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8. When will the agenda for the Annual Business Meeting be available?Back to Top
The agenda will be available on the Annual Business Meeting page of the Toastmasters website during the week of the convention.
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9. When will the Rules of Order for the Annual Business Meeting be available?Back to Top
The Rules of Order, the procedural guidelines for the Annual Business Meeting, will be available on the Annual Business Meeting page of the Toastmasters website during the week of the convention.
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10. Will communications relating to club proxy assignment, Credentials, and voting be available in multiple languages?Back to Top
All communications will be in English.
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11. Where can I find information about the candidates and the proposals?Back to Top
More information about this year&'s nominated candidates can be found on the International Officer and Director Candidates page. More information about this year's proposals can be found on the 2022 Proposals page.
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12. Where can I find information about the Credentials process?Back to Top
More information about the Credentials process can be found in the Credentials FAQ.