Funding of Divisions and Areas

Areas

  • Areas will operate on a cash basis (i.e., no bank accounts). Area contests will be budgeted by the Area Director on a pay-for-itself basis.  Areas will not carry forward funds from one year to the next.
  • Certificates for area contests are provided by district (1st, 2nd, 3rd, participants and “- of the year” awards). Certificates will be distributed by district to the Area Director well in advance of the area contest.
  • Area council meetings are to be held in conjunction with contests and must be free. Contests must be self-supporting.

Divisions

  • Divisions will use funds released to them as budgeted and approved by the District Director. Such funds may be for division executive meetings, publication and distribution of a division bulletin or newsletter, etc.

Assessing clubs for extras is not permissible.

  • Certificates and keeper plaques for division contests are provided by district (1st, 2nd, 3rd, participants and “-of the year” awards). It is desired to bulk purchase keeper plaques for divisions so as to maintain a standard across the district and obtain the best possible price. Certificates and plaques will be distributed by district to the Division Director well in advance of the division contest. District will pay for ‘generic’ engraving on the plaques (e.g. Division X Toastmaster of the Year 2009-2010 District theme); any additional engraving costs must be incorporated into the budget of the Division contest.
  • Division council meetings are to be held in conjunction with contests and must be free. Contests must be self-supporting.
  • Division Directors will be responsible for ensuring a budget and detailed financial reports are prepared for Division Contests, Toastmasters Leadership Institutes, Club Officer Training, or any event related to District goals.  Division Directors may be asked by the District Director or District Finance Manager to submit the budget and financial reports for audit purposes up to a maximum of four (4) times per year. Any funds must be held on deposit with a club within that Division or geographic region, with separate accounting for the Division funds; these funds are to be used to offset expenses for future events. A Statement of Account and summary of expenses must be provided to the succeeding Division Director by June 30th.

District Alignment and Officers

  • The District shall be divided into Divisions, with clubs assigned to the Divisions by the District Council at the Annual Meeting on the recommendations of the District Executive.
  • Division Directors shall be elected by the District Council at the Annual Meeting.
  • The District Administration Manager, District Finance Manager, and the Public Relations Manager shall be appointed by the District Director by July 1 of each year.
  • Area Directors shall be appointed by the District Director, in consultation with the applicable Division Director, by July 1 of each year.
  • In the event of a vacancy in any position of Division Director, District Administration Manager, District Finance Manager, or Public Relations Manager the District Director shall appoint a qualified member to the vacancy within one month of the position becoming vacant.
  • In the event of a vacancy in any position of Area Director the District Director, in consultation with the applicable Division Director, shall appoint a qualified member to the vacancy within one month of the position becoming vacant.
  • All appointed officers should be approved and confirmed as per the District Administrative Bylaws.

District Council and District Executive Committee Meetings.

Minutes

Minutes of District Council and District Executive Committee Meetings shall be distributed to the District Director, Program Quality Director, Club Growth Director, Immediate Past District Director, District Finance Manager, Public Relations Manager and the Division Directors by the District Administration Manager within one month of the meeting for review, feedback and action.

All minutes are to be stored on the District Leaders Portal in the Readonly section by the administration manager.