District 58 Procedures Amended & Approved By The District Council – 30 April 2016
Bylaws are specified by World Headquarters and distributed to the District Director, Program Quality Director and Club Growth Director annually.
These are the District 58 Procedures, which guide us in governing the District for the procedures that are not specific under Toastmasters International Policies and Protocol. For anything not referenced in this document refer to Toastmasters International Policies and Protocol.
Procedure No. 1 – Reimbursement of Travel Expenses
Travel expenses incurred by members of the District Executive Committee (hereinafter, DEC) in attending DEC meetings as part of the performance of their duties shall be reimbursed from funds allocated in the District Budget and when available in the
District Treasury, at the rate of twenty-five (25) cents per mile for travel by private vehicle only, when:
- the distance traveled is greater than 30 miles one way; and
- at least 3 DEC members travel together in one vehicle. Only one reimbursement shall be paid per vehicle, regardless of the number of passengers in the
- DEC members may meet at a single location in route and travel together from that point to qualify for
- Distance for reimbursement shall be measured from the residence of the passenger or driver that is furthest from the DEC meeting. The members may divide the reimbursement among themselves, as they deem
- In cases where an area is isolated to the extent that the DEC member cannot reasonably meet with other DEC members to travel jointly to the meeting, that member shall still receive reimbursement as
Travel expenses incurred by members of District 58 in attending other meetings or events as part of the performance of their duties shall be reimbursed from funds allocated in the District Budget and when available in the District Treasury, at the rate of twenty-five (25) cents per mile for travel by private vehicle only, when:
- The distance traveled is greater than 30 miles one way; and
- the reimbursee is either the District Director, Program Quality Director and Club Growth Director or a member directed by the District Director, Program Quality
Director and Club Growth Director for a specific purpose and event. Examples include, but are not limited to, trainers for Toastmasters Leadership Institute (TLI), marketing representatives at business expos, member recruitment or club extension events.
- Distance for reimbursement shall be measured from the residence of the passenger or driver that is furthest from the
Lodging expenses for extended marketing trips with the International Director or Region Advisor for the District Director and/or the Club Growth Director are part of the performance of their duties and shall be reimbursed from funds allocated in the District Budget and when available in the District Treasury.
Lodging expenses for the duration of the Fall and Spring District Conferences for the District Director, Program Quality Director and Club Growth Director are part of the performance of their duties and shall be reimbursed or paid directly to the venue from funds allocated in the District Budget and when available in the District Treasury. Insofar as practicable, every effort should be made to minimize direct outlay of District funds through the use of contractual complimentary rooms, room-sharing or other cost-cutting methods.
Travel, registration, and lodging expenses for the entire duration of the Trio training and the International Convention shall be reimbursed to the District Director Program Quality Director and Club Growth Director if not provided by Toastmasters International.
Travel, registration and lodging expenses for the duration of District Finance Manager Training shall be reimbursed to the Finance Manager if attending Finance Manager Orientation, if not reimbursed by Toastmasters International.
Travel, registration, and lodging expenses for the International Convention shall be reimbursed to the Immediate Past District Governor/Director, if not provided by Toastmasters International, provided the District has achieved a level of Distinguished or better.
Travel, registration, and lodging expenses shall be reimbursed to the District Director, Program Quality Director and Club Growth Director for Official Midyear Training held between November 15 and January 31, if not provided by Toastmasters International. Travel, registration and lodging expenses shall be reimbursed to the Treasurer, if training is offered by Toastmasters International and not reimbursed by Toastmasters International.
Lodging expenses for the entire duration of a District visit shall be reimbursed to the International Director (ID) or Region Advisor (RA) if invited by the District and not reimbursed by Toastmasters International.
Procedure No. 2 – Submission of Expenses for Reimbursement
Requests for reimbursements authorized by Toastmasters International and approved by these procedures must be presented to the District Finance Manager no later than 30 days following the date that the expense was incurred. All claims for reimbursement must be approved by the District Director.
Instances can occur where requests for reimbursement for one fiscal year are submitted in the immediately following fiscal year. Under these circumstances such requests will be honored at the discretion of the District Director provided that the funds would have been and are available in the applicable line item. Line items that were overspent during the previous fiscal year will not be reimbursed except in the case of extenuating circumstances and with the approval of the District Council.
Any expense over $100 for any single item or event, not covered in the approved budget, must be approved in writing by the District Director, prior to purchase. The approval will be kept with the reimbursement voucher and retained by the District Finance Manager.
Procedure No. 3 – Guidelines for Presentation of District 58 Annual Awards
All awards are to be non-monetary in nature. Cash awards are prohibited as they can be construed as payment for services rendered, which jeopardizes Toastmasters International’s educational, not-for-profit organization status.
Area Director of the Year Award
The recipient of this award shall be selected by the District Director
All Area Directors are eligible for this award. One recipient shall be selected based on performance, the Toastmasters International “Area Director of the Year” guidelines form, meeting the success criteria for Area Directors as set forth by Toastmasters International and the District Director, and the work performed for the good of Toastmasters in District 58.
The District Director will notify World Headquarters who the Area Director of the Year Award recipient is in ample time for recognition and inclusion of the name in the Toastmasters Magazine.
The District Director will see that an award is properly prepared and ready for presentation at the first district wide awards event of the year (Toastmasters Leadership Institute (TLI) or the Fall District Conference whichever comes first).
Division Director of the Year Award
The recipient of this award shall be selected by the District Director
All Division Directors are eligible for this award. One recipient shall be selected based on performance, the Toastmasters International “Division Director of the Year” guidelines form, meeting the success criteria for Division Directors as set forth by Toastmasters International and the District Director, and the work performed for the good of Toastmasters in District 58.
The District Director will notify World Headquarters who the Division Director of the Year Award recipient is in ample time for recognition and inclusion of the name in the Toastmasters Magazine.
The District Director will see that an award is properly prepared and ready for presentation at the first district wide awards event of the year (Toastmasters Leadership Institute or the Fall District Conference whichever comes first).
District Toastmaster of the Year
The recipient of this award shall be selected by the District Director
Any club member in good standing, excluding members of the District Executive Committee, is eligible for this award, regardless of length of membership. One recipient shall be selected based on performance, the Toastmasters International “Toastmaster of the Year” guidelines form, and the work performed for the good of Toastmasters in District 58.
The District Director will notify World Headquarters who the District Toastmaster of the Year Award recipient is in ample time for recognition and inclusion of the name in the Toastmasters Magazine.
The District Director will see that an award is properly prepared and ready for presentation at the first district wide awards event of the year (Toastmasters Leadership Institute or the Fall District Conference whichever comes first).
Communication and Leadership (C&L) Award
This award may be presented to a non-Toastmaster citizen at either the Fall or Spring District Conference. The recipient should reside within the District boundaries and shall have made a significant communication and leadership contribution to the communities within the District boundaries and shall have made a significant contribution to the communities within the District. The impact of this contribution must not be limited to one organization, but must be community/district wide. This award may not be presented to a recipient a second time.
Nominees for this award shall be proposed by members of the District Executive Committee. Candidates for this award may also be submitted to any member of the District Executive Committee for nomination by any club or any individual member in good standing.
Guidelines supplied by Toastmasters International shall be followed in selecting a qualified candidate. The members of the District Executive Committee will make their recommendations for the C&L Award and the C&L recipient shall be decided by a majority vote of the District Executive Committee at their regular meeting.
The District Director will see that the C&L award is properly prepared and ready for presentation at the either the Fall or Spring District Conference.
Other District Awards
Other special awards may be presented at the District level. These awards shall be included in the budget. Examples of special awards are the Christy Jarvis Award which is presented to the non-Toastmaster spouse of a Toastmaster whose support has facilitated the Toastmaster’s success in the organization; The Curtis Yant Jr. Mentoring Award, which is presented to the
Toastmaster who makes the greatest difference in the lives of others by supporting leadership through mentoring leaders, based on recommendations to be solicited annually from the membership at large and confirmed by the District Executive Committee; and the District Director’s Award of Excellence for outstanding achievement by a member that did not result in the member being awarded District Toastmaster of the Year, Area Director of the Year, or Division Director of the Year.
Other similar titles and/or awards may be given as appropriate.
The purchase and presentation of a past District Director plaque to be presented to the IPDG/IPDD at the first district wide awards event of the year (Toastmasters Leadership Institute or the Fall District Conference whichever comes first) will be the responsibility of the current District Director.
Toastmasters International Awards
Other awards, based upon activities within the district, will be supplied by Toastmasters International and may be awarded to selected Toastmasters or Clubs at the Fall Conference if not otherwise presented to the member or club by Toastmasters International. Typical awards in this category include Distinguished Club Program banner ribbons, membership growth awards, etc.
Procedure No. 4 – Designation of Divisions and Areas
In accordance with Article VI, Area and Division Organization, District 58 Administrative Bylaws, Clubs of this District are organized into Divisions and Areas, the number and composition of which shall be determined by the District Council at its Annual Meeting, to become effective the following July 1.
Newly chartered clubs shall be assigned to areas by the District Director and are subject to reassignment by the District Executive Committee and the District Council at the Annual Meeting.
Reassignment of clubs to areas and areas to divisions shall be approved by the District Executive Committee and the District Council at the Annual Meeting upon recommendation of the District Director.
Procedure No. 5 – District Conference Expenses
Cost associated with attending a District conference should be held to a minimum to encourage broad participation by as many Toastmasters and guests as possible.
Conference funds must be maintained by the District Finance Manager and accounted for separately as an item in the District Budget.
Conference expenses involving all District Toastmasters are a District responsibility and are to be paid for by the District. Examples are:
- Mailing and printing costs associated with district conference. Publicity will be by email to all District members, posting on the District Website and social media. (rev 4-30-16)
- Trophy costs for contests, first place, second place, and third
- All District awards (C&L, Officer, Membership, Educational, ).
- District-related non-donated gifts received at
- Meal and registration expenses for a visitor solicited by the
- Meal and registration expenses for C&L recipient (and guest).
- Meal and registration expenses for the District Director, Program Quality Director and Club Growth Director .
Persons receiving direct benefit from attending the conference will pay for expenses related to their attendance.
Conference budget examples are:
- Mailing and printing costs associated with a “stand alone” District Conference publicity
- Direct meal expense (a visitor solicited by the District, ID on Official District Visit, the RA with an invitation from the District, District Trio or C&L recipient and guest).
- Indirect meal expenses like table decorations and printed
- Purchased supplies (like educational pamphlets, pins, etc.) received at
- Printing expenses for
- Conference meeting room
- Audiovisual
Attendees will contribute to the conference’s financial obligations through registration fees, meal, and event fees. Registration costs should be kept to a minimum. Conference registrations for speech contestants who only participate in their respective contest or club officers who only attend the District Council Meeting are free.
No refunds will be given if cancellation is not made before the conference deadline. Exceptions can be made at the discretion of the District Director.
The District will be ultimately responsible for any Conference overruns for unexpected costs. Any surpluses are District funds and will be returned to the District’s general funds. Insofar as practical, refunds or bills for any conference-related expenses are to be submitted and paid within 10 days after the conference.
Procedure no. 6 – Educational and Leadership Awards
The District will purchase DTM badges for those individuals earning their first award.