Call For Nominations – District 80 Leadership Team for Term 2022/2023

“Leadership is not about titles, positions, or flowcharts. It is about one life influencing another.”

– John Maxwell

Dear Fellow Toastmasters of District 80,


Call for Nominations – “District Leaders”

“Toastmasters International – Where Leaders Are Made”

The District is pleased to announce the call for nominations for the term 2022/2023.


The Call for Nominations is now open for the elected positions of :-

1) District Director,
2) Program Quality Director,
3) Club Growth Director,
4) Division Directors (Division A, B, D, E, G, L, S, T, U, V, and Z)

Note: Area Directors are appointed by the incoming District Director. (Nomination and Application process for Appointed positions will be announced on the District website at a later date by District Director Kathy Toh, DTM.)


To evaluate the status of your Toastmasters journey, holding District Officers positions is an opportunity you should not fail to seize, to enhance your communication and leadership potentials.


Members who are motivated and passionate about Toastmasters programs and are desirous of personal and professional development, simultaneously maintaining their connectivity with likeminded members, should take up a position as District Leaders and experience the wonderful World of Toastmasters journey.


If you or another Toastmaster known to you, wish to serve as a District Leader, please email to District Leadership Committee Chair, Harikrishnan Muthusamy, DTM, PDD at hariibmc@gmail.com the following forms :-

a) District Leader Nominating Form
b) Candidate Application Form
c) District Leader Agreement and Release Statement
d) District Leader Biographical Information


Following is attached to facilitate your understanding :- 

a) District Leader Qualifications And Responsibilities


Candidates must meet the criteria in accordance with Protocol 9.0 Toastmasters International District Campaigns and Elections.


Please refer to Protocol 9.0 for the following :- ( https://www.toastmasters.org/Leadership-Central/Governing-Documents#Protocol90DistrictCampaignsandElections581 )

01) District Campaigns and Elections Schedule
02) District Leadership Committee
03) Candidate Assessment and Selection
04) Nomination Results
05) Announcement of Candidacy
06) Campaign Communications
07) Candidate Endorsements
08) Campaign Violations
09) Candidates Showcase
10) Proxies and Credentials
11) Elections


Deadline for nominations : 11.59 pm (GMT+8), 10 January 2022


If you need any further information or clarification, please feel free to contact me at 97913001 or email : hariibmc@gmail.com


Yours sincerely,

Harikrishnan Muthusamy DTM, PDD
District Leadership Committee Chair 2021-2022
District 80, Toastmasters International


Protocol 9.0: District Campaigns and Elections

1. Schedule

DateAction
No later than November 1District Director appoints District Leadership Committee (DLC) Chair.
No later than December 1DLC members are recommended by the DLC Chair and approved by the District Director.
No later than January 15Call for candidate declarations.
Determined by the DLC Chair and announced to the members of the clubs in the DistrictDeadline for candidates to declare intent to run.
March 15 – June 1District Council annual meetings occur (actual dates set by each District).
Six (6) weeks prior to election dateDLC notifies District Director of nominated candidates
Four (4) weeks prior to the election dateDLC report and biographical forms are emailed to all members of the District Council and posted on the District website.

Eligible floor candidates shall declare their intent to run in writing to the DLC Chair after the DLC report has been published and at least one (1) week prior to the annual District Council meeting.
July 15Deadline to submit Officer Agreement and Release Statements and District Leader rosters to World Headquarters.

2. District Leadership Committee

  1. The District Leadership Committee (DLC) is defined and governed by Article XI, Section (b) of the District Administrative Bylaws.
  2. Members of the DLC acknowledge and agree to the following guidelines:
    1. Abide by the timeline provided in Article XI of the District Administrative Bylaws.
    2. Identify and seek qualified candidates for each elected position.
    3. Commit to meet on a regular basis to conduct candidate assessments and to complete the selection process.DLC meetings and deliberations are confidential and may not be attended by or shared with those who are not DLC members. A DLC candidate interview is attended only by the DLC members and the candidate.
    4. Confirm that each candidate meets the candidate qualifications defined in Article VII, Section (d) of the District Administrative Bylaws.
    5. Ensure that there is a minimum of one (1) candidate each for the offices of District Director and Program Quality Director; two (2) or more candidates for the office of Club Growth Director; and a minimum of one (1) candidate for all other elective District offices.
  3. DLC Composition:
    1. The District Director appoints a chair, who is a past District leader, preferably a Past District Director. The DLC Chair shall not hold any other District role (with the exception of the Immediate Past District Director) during the program year in which the report is presented.
    2. Committee members are appointed by the DLC Chair, subject to the approval of the District Director.
    3. Each committee member and the DLC Chair must be an active and paid member.
    4. Each Division in the District must be equally represented on the committee.
    5. A member from a different District in the same region may be appointed to the DLC by the District Director, as a voting member or non-voting member, to provide outside perspective and enhance the DLC process during deliberations. This member will not represent a Division.
    6. The District Director, Program Quality Director, and Club Growth Director shall not serve as members of the DLC.
    7. International Officer and Director candidates, Board Members and Region Advisors may not serve on the DLC.
    8. All committee members must complete a Committee Member Agreement and submit it to the DLC Chair before the committee begins its work.
  4. DLC members serve one (1) year on the DLC and may be reappointed after a one-year absence from the committee.
  5. Communication may be by conference call, email, or other means when geographic distance and other factors impede in-person participation.
  6. DLC members shall not participate in any campaign or endorse any candidate for District office.
  7. No DLC member may be nominated or run from the floor for any District office for the program year following the election at which the committee’s report is presented.
  8. DLC members with a conflict of interest, such as a business or personal relationship with a candidate, must declare it at the Committee’s first meeting or as soon as the conflict is identified. They must also abstain from the interviews, discussion, and voting regarding that candidate in the context of the Committee.

3. Candidate Assessment and Selection

  1. Before candidate assessment begins, the DLC verifies that each candidate meets the qualifications listed in Article VII of the District Administrative Bylaws.
  2. The DLC interviews and evaluates all known candidates for each elected position. The DLC reviews, in detail, the duties of the position as defined in Article VIII of the District Administrative Bylaws with each candidate. Candidates are evaluated using the Candidate Evaluation and District Officer Competencies documents. The chair provides these documents to the DLC members.
  3. All candidates are interviewed by at least two (2) committee members jointly or individually. Candidates for the same position are interviewed by the same interviewers except for the Division Director position.
    1. Candidates for the same Division Director position (i.e., Division A, Division B, etc.) are interviewed by the same interviewers.
    2. Division Director candidates who have completed the DLC interview process for any Division(s) are eligible as a floor candidate and may run for any Division Director position.
    3. If a DLC member resigns or is replaced after interviews have begun, candidates who have completed their interviews do not need to be interviewed again by the newly appointed DLC member in order to meet the requirement as defined under Section 3.C. of this protocol.
  4. Online participation options for interviews must be made available if needed.
  5. The DLC members, including the chair:
    1. Have equal opportunity to express their perspectives during candidate-selection deliberations.
    2. Exercise independent judgment during the selection process.
    3. Consider the experience, abilities, and qualifications of each candidate.
    4. Keep in mind the best interests of Toastmasters International, its Member Clubs, individual members and the District.
    5. Discuss each candidate for each elective District office.
  6. The DLC Chair is a non-voting member of the committee and does not attempt to influence the other members of the committee.
  7. Committee members cast their votes in written form, and the committee nominates a minimum of one (1) candidate each for the offices of District Director and Program Quality Director; two (2) or more candidates for the office of Club Growth Director; and a minimum of one (1) candidate for all other elective District offices.
  8. Votes are tallied by the DLC Chair and at least two (2) other committee members. The Chair announces the results to the committee.
  9. To be nominated, a candidate must receive a majority vote of the DLC.
  10. DLC deliberations and votes are confidential and may be shared only with the District Director, World Headquarters, and the Toastmasters International Board of Directors.

4. Nomination Results

  1. The reporting of committee results is governed by Article XI, Section (b) of the District Administrative Bylaws.
  2. The DLC Chair or the District Director notifies nominated candidates and reconfirms their willingness to be nominated and their commitment to fulfill the duties of office.
  3. The District Director distributes the committee report and the Candidate Biographical Form for each candidate to the District Council.
  4. The DLC Chair or District Director notifies candidates who were not nominated and advises them of their eligibility to seek office as floor candidates.
  5. The DLC report is incomplete if the DLC is unable to nominate the required number of candidates for any individual office(s). The nomination report is invalid if any other DLC requirement, process, or deadline is not complied with.
  6. If the DLC report is incomplete, qualified candidates may run from the floor for any position for which the DLC did not nominate the required number of candidates. Qualified candidates must notify the District Director seven (7) days prior to their intent to run from the floor. Any nominations made by the DLC are valid.
  7. If the DLC report is invalid, qualified candidates may run from the floor for all positions. Any nominations made by the DLC are invalid. The report may be presented to District Council members as an advisory report at the discretion of the District Executive Committee.
  8. Any protest related to the DLC report must be submitted to the District Director two (2) weeks prior to the elections.
  9. It is recommended that the DLC Chair or designated committee member provide feedback to all candidates for leadership development.

5. Announcement of Candidacy

  1. Members, including current members of the District Executive Committee, may self-nominate for District office, be sought out by the DLC, or be nominated by an individual member.
  2. Floor candidates have the same opportunities and responsibilities as nominated candidates unless otherwise noted.
  3. To be nominated, elected or appointed, or run from the floor for any District officer position, candidates must:
    1. Sign the Toastmasters International Officer Agreement and Release Statement.
    2. Submit a completed Candidate Biography Form and photograph.
  4. All signed forms from elected or appointed leaders must be submitted to World Headquarters as soon as practicable after the elections but no later than July 15.

6. Campaign Communications

  1. A campaign communication is any message, in any form (such as phone calls, postal mail, email, social media, and facsimile) unsolicited by the recipient that promotes or publicizes a candidate.
  2. Photographs, audio, video, and electronic representations in all campaign materials and displays, and on the candidate’s website and social media profiles, related to this campaign may be of the candidate only; no other persons are permitted. All candidates are responsible for obtaining written permission for any quotes and testimonials used in candidate campaign materials and displays, on websites, and on social media profiles. Proof of written permission may be requested for review by the District Director.
  3. Unsolicited subscriptions to information by or about a candidate, such as a newsletter or blog, are not permitted.
  4. Communications by the District in connection with a candidate’s presentation at a District conference, and internal communication among campaign team members, are not considered campaign communications.
  5. The District Director provides contact information to declared candidates only after receiving their Officer Agreement and Release Statement.
    1. Only District Council members’ contact information is provided.
    2. The contact information may only be used for campaign purposes.
  6. District candidates may only send two (2) campaign communications. These communications may only be sent to members of the District Council:
    1. The first communication may be sent between January 1 and two (2) weeks prior to the District Council’s annual meeting.
    2. The second communication may be sent two (2) weeks prior to and no later than the date of the District Council’s annual meeting.
  7. Candidates may have a website and use social media to promote their candidacy. No District or club social media sites or websites may be used to promote any individual candidate. District and club websites may list the nominated candidates.
  8. Candidates are prohibited from participating in Toastmasters-related discussion groups on websites, including social media sites, for campaign purposes.
  9. District candidates may use the Toastmasters trademarks, including the logo and the names “Toastmasters” and “Toastmasters International,” on printed and electronic campaign materials, websites and social media sites. Use of the trademarks on any other items requires the written permission of the Chief Executive Officer.
  10. Candidates may not produce or distribute any wearable campaign items (such as buttons, pins, hats, sashes, apparel, etc.).
  11. At District conferences and District non-election meetings (such as Area and Division speech contests), nominated candidates and floor candidates may only distribute and display campaign materials in the Candidate Corner (if there is a Candidate Corner). Candidates or their representatives are responsible for the delivery, set-up, and removal of materials.
  12. At District non-election meetings (such as Area and Division speech contests), candidates may be introduced as long as all candidates present are introduced.
  13. Candidates may not host hospitality suites at any District event or contribute to a District hospitality suite. A hospitality suite is defined as a room where refreshments are provided and attendance is open to any member.
  14. Candidates may speak and give educational presentations at District conferences, at a time other than during the District Council’s annual meeting, at the discretion of the District Director.
    1. All candidates must receive equal opportunity.
    2. The time, place, and length of presentation are identified by the District Director.
    3. Candidates shall not serve as speech contest officials.
  15. Candidates may not present campaign speeches at any District non-election meeting, or campaign at any club meetings.
  16. Advertisements in District publications, such as in newsletters, in conference programs, or on websites, by or on behalf of candidates for District office are not permitted.
  17. The names of floor candidates are not published with the DLC report or in any other District publication.

7. Candidate Endorsements

  1. District Executive Committee members shall not take any action to endorse or officially support any candidate; however, District Executive Committee members who are running for District office may campaign on their own behalf.
  2. International Officer and Director candidates, members of the Toastmasters International Board of Directors and Region Advisors may not take any action to endorse or support any candidate for District office.
  3. All candidates must obtain written permission for any endorsements (i.e., quotes and testimonials) used in candidate campaign materials and displays, and on websites. Proof of written permission may be requested for review by the District Director.

8. Campaign Violations

  1. All actions by individual members must comply with Policy 3.0: Ethics and Conduct and Protocol 3.0: Ethics and Conduct.
  2. Candidates are responsible for ensuring campaign supporters are familiar with campaign Policies. Candidates acknowledge that violation of Policies and Protocols may result in consequences.
    1. A level-one violation is a minor infraction that is usually correctable (for example: posting a photo of someone other than the candidate on the candidate’s website).
      1. The violation is reported to the District Director, who investigates the matter. If the District Director cannot resolve the matter, it is turned over to the District Executive Committee.
      2. The candidate is educated and informed about the violation. When the matter is resolved, there are no further ramifications.
    2. A level-two violation is one involving the election process or a continuing violation (for example: candidate makes a promise of future District Executive Committee action in exchange for votes, or in violation of Policy 3.0, Section 6.D.).
      1. The violation is reported to the District Director no later than 72 hours before the election. The District Director investigates the matter or assigns the investigation to the District Executive Committee.
      2. The District Director may, at their discretion, investigate violations that occur later than 72 hours prior to the election.
      3. The District Executive Committee may enact these penalties:
        1. An announcement of the violation is made prior to the election. This announcement occurs at an appropriate time and place or on the District’s website as determined by the District Executive Committee.
        2. A letter of censure may be issued to the candidate by the District Executive Committee.
    3. A level-three violation is one of campaign ethics (for example: candidate actively engaging in or promoting the violation of Toastmasters Bylaws, Policy or Protocol).
      1. The violation is reported to the District Director no later than 72 hours before the election. The District Director investigates the matter or assigns the investigation to the District Executive Committee.
      2. The District Director may, at their discretion, investigate violations that occur later than 72 hours prior to the election.
      3. The District Executive Committee may enact these penalties:
        1. Any or all penalties for level-two violations.
        2. Request that a candidate withdraw from candidacy.
        3. Engage in further discipline following the processes outlined in Protocol 3.0.
  3. Discipline, related to campaign violations, that is administered by the District Executive Committee may be appealed to the District Council. The District Council’s decision is final. Such decisions may not be appealed to the Toastmasters International Board of Directors or World Headquarters. However, the Board of Directors may, on its own initiative, review the District’s decision and reach a different conclusion in the best interests of Toastmasters International, its Member Clubs or individual members.
  4. After the nominations are published, any proven candidate policy violations must be shared with the District Leadership Committee Chair. Such violations may be disclosed at the District Council’s annual meeting by the DLC Chair or District Director. If any violations are disclosed at the meeting, all violations of equal level must be disclosed at the meeting.

9. Candidate Showcase

  1. At the District conference, it is recommended that a Candidate Showcase occur before the District Council’s annual meeting.
  2. Prior to the District conference, the District Director appoints members to serve as chair and co-chair of the Candidate Showcase. Other members are assigned as needed.
  3. Each candidate is given equal time to be interviewed by the chair based on questions related to the achievement of the District mission.
  4. When held, a Candidate Showcase must be fully in person or fully online to give each candidate an equal platform.
  5. The presentation schedule, with the names of all nominated candidates and known floor candidates for District office, is prepared by the District Administration Manager. The showcase begins with all candidates for the office of District Director, in alphabetical order by surname, and then proceeds to subsequent offices in order.
  6. There is no census or poll taken of the delegates at a Candidate Showcase.

10. Proxies and Credentials

  1. District proxies and voting are governed by the District Administrative Bylaws, Article X, Sections (d) and (e).
  2. The District Director sends a credential or proxy form to each Club President and Vice President Education 30 days before a District Council annual meeting in the District newsletter or in a separate mailing.
  3. Prior to the District Council annual meeting, the District Director appoints a Credentials Chair to supervise the credentials, voting, and ballot counting processes. The Credentials Chair may select members to form a Credentials Committee.
  4. The Credentials Chair is, when practicable, a Past District Director.
  5. The Credentials Chair obtains a list of paid clubs and a list of current District Council members (Club Presidents, Vice Presidents Education, and District officers eligible to vote). The Credentials Chair ensures that ballots are only issued to current District Council members or their authorized proxyholders and are signed for upon distribution.
  6. Ballots indicate the office being contested or are sequentially numbered. The names of nominated candidates may be printed on the ballots. The names of floor candidates may not be printed on the ballots. Ballot templates are available on the Toastmasters International website.
  7. The Credentials Committee ensures that no campaign materials are in the credentials area.

11. Elections

  1. The District Director or a person designated by the District Director explains the election rules and procedures to the delegates.
  2. The DLC chair shall present the committee’s report. In the chair’s absence, the District Director designates another member of the DLC, when practicable, to present the report. The chair or designee announces the names of the committee members and reads the name of each nominated candidate, in alphabetical order, for each of the offices of District Director, Program Quality Director, Club Growth Director and Division Directors. The Area Directors, District Public Relations Manager, District Administration Manager, and District Finance Manager are also announced if elected.
  3. If any proven level-two or -three policy violation(s) by a candidate have occurred, according to Section 8 of this Protocol, the District Executive Committee may disclose that violation and its consequences prior to the election.
  4. For each office, the District Director inquires whether there are additional nominations from the floor.
    1. Floor candidates for District Director, Program Quality Director, Club Growth Director, and Division Director who have completed the evaluation process conducted by the DLC are eligible to run from the floor at the annual District Council meeting, according to Article VII, Section (e) of the District Administrative Bylaws. All eligible floor candidates must declare their intent to run to the District Director at least seven (7) days prior to the elections.
    2. If the DLC report is invalid, candidates for District Director, Program Quality Director, Club Growth Director, and Division Director may be nominated as floor candidates without going through the DLC evaluation process.
    3. Floor candidates must be nominated by a member of the District Council or their proxyholder. Floor candidates may self-nominate when they are a member of the District Council or a proxyholder.
    4. Floor candidates or, in their absence, their representatives state their eligibility qualifications.
    5. Floor candidates for District Director, Program Quality Director, Club Growth Director, and Division Director must declare their intent to run to the District Director and sign the Officer Agreement and Release Statement at least seven (7) days prior to the elections. Only the Officer Agreement and Release Statements of those elected are sent to World Headquarters.
    6. The District Director may declare any proven level-two or -three policy violations by floor candidates to the District Council.
    7. When nominations are complete, the District Director declares the nominations for that office closed.
  5. At the discretion of the District Director, candidate speeches should all be delivered in person or should all be delivered online to give each candidate an equal platform.
  6. After nominations are closed, candidate speeches are given. Candidates speak on their own behalves. If a candidate is not present, an authorized representative may speak for the candidate. Candidate speeches shall not contain negative information about other candidates. If there is only one (1) candidate nominated, no speech is given.
  7. A candidate’s representative may not be a member of the District Executive Committee, a member of the DLC, the Credentials Chair, or any other meeting official.
  8. The balloting for each office takes place immediately following candidate speeches. The number of votes that a member may cast is governed by Article X, Section (e) of the District Administrative Bylaws.
  9. After nominations for an office are closed, if there is only one (1) candidate for the office, the District Director may entertain a motion to dispense with the secret ballot for the uncontested office and instruct the District Administration Manager to cast a single ballot for the candidate.
  10. Candidates are responsible for appointing one (1) observer to monitor the integrity of the voting and ballot counting process.
  11. Each election is completed and the winner announced before moving to the subsequent election.
  12. Candidates nominated for one (1) office and not elected to the office may be nominated from the floor for subsequent offices as follows:
    1. Candidates must have completed the DLC interview process for each office.
    2. Candidates must have declared their intent to run at least seven (7) days prior to the elections, for each office.
    3. Upon approval of a new Division or new Divisions, candidates who have gone through the DLC interview process, for any Division, are eligible to run from the floor for the new Division or Divisions.
  13. Any candidate who receives a majority of the votes cast is declared elected. In the event no candidate receives a majority of the votes cast for a contested office, voting continues with the use of special ballots. Prior to the second ballot, the nominee having the lowest vote on the first ballot and any nominee receiving less than 10% of the votes shall be dropped, and on such succeeding ballots the same procedure shall be followed until a nominee has received a majority of all votes cast. In case of a tie between two (2) remaining nominees, the election shall be decided by lot.
  14. Upon adjournment of the District Council’s annual meeting, all election results are final. Results of the election must be displayed on the District website and may also be announced in other public forums as soon as possible following adjournment of the meeting.
  15. All proxies and ballots are retained for 24 hours following the close of the meeting for review only by the District Director or District Credentials Chair, as necessary, and immediately thereafter destroyed by the District Director or District Credentials Chair.