Every Toastmasters club in good standing is entitled to two (2) votes at the Annual Business Meeting. (Bylaws, Article X, Section 1). These votes MUST be carried by a proxyholder assigned by the club, even if the proxyholder is a member of that club.

It is the responsibility of the club President and club Secretary to assign the club’s proxy. The proxy can be any member of Toastmasters in good standing that will attend the business meeting. The club may choose to provide voting instructions to the proxy, or leave the voting to their discretion.

Below is a detailed letter from International President, Deepak Menon. You can also read answers to some Frequently Asked Questions here.

Letter to Club Presidents and Secretaries

July 8, 2020

Dear Toastmasters Club President and Club Secretary,Your club has important votes to cast during the 2020 Annual Business Meeting. Clubs will vote to elect one International Officer and seven International Directors to the 2020-2021 Board of Directors, as well as vote on Proposals A and B to amend the Bylaws of Toastmasters International. Please plan to attend the virtual Annual Business Meeting on Friday, August 28, at 12 p.m. Greenwich Mean Time (GMT). Voting will open for 24 hours at the beginning of the Annual Business Meeting.To learn and understand the roles, attributes, and responsibilities of International Officers and Directors, please review the Leadership Roles. As stated in the Bylaws of Toastmasters International, Article X, Section 1, a Toastmasters club in good standing is entitled to two votes at the Annual Business Meeting. To make your club’s votes count, assign your proxy and cast your votes in one of three ways:Designate a delegate from the club to cast your club votes.Designate a 2020-2021 District Director to act as your club proxy. If (and only if) the District Director is unable to perform the duty of a proxyholder, the next senior District officer will act as your club proxy. Designate another active member to act as your club proxy.NOTE: The Club President or Club Secretary must assign the club proxy. If the proxy is not assigned, the club’s votes cannot be cast. The club’s proxy must be assigned even if you are assigning the proxy to yourself.To assign the club votes, go to www.toastmasters.org/clubcentral, log in, choose the club(s) you are assigning proxies for, and click on Club Proxy.Once your club proxy is assigned, please advise the proxyholder to do the following, starting on August 19, 2020:Between August 19 and August 22, log in to the Toastmasters International website and go to the “My Profile” page.There will be an I Intend to Vote button on the “View Proxy Information” page, which will start the Credentials registration process.

If you do not complete the Credentials process mentioned above during the prescribed dates, you will not be able to vote.

Attend one of the trainings on how to complete and cast your electronic ballot.
Training information will be available on the “Annual Business Meeting” page of the website during the week of the Virtual International Convention.

Starting on August 28, 2020, log in to the Toastmasters International website and go to the “My Profile” page to cast your votes.If the officers in your club have changed, please notify World Headquarters immediately by going to the club business section of Club Central on the Toastmasters International website. You can also email the changes to clubofficers@toastmasters.org or call the Member Engagement and Support department at +1 720-439-5050.Don’t miss the opportunity to learn more about the International Officer and Directorcandidates prior to the Annual Business Meeting.For questions or additional information, please email proxyinfo@toastmasters.org or visit www.toastmasters.org/proxyquestions to review the Proxy Frequently Asked Questions.Sincerely,

Deepak Menon
2019-2020 International President
Toastmasters International