Fwd: [d41-excom] Proxy form and credentials information for Oration 2014
nitin gupta
From: Chandana Erande <chandan...@gmail.com>
Date: Wed, May 7, 2014 at 9:34 PM
Subject: [d41-excom] Proxy form and credentials information for Oration 2014
To: d41-...@googlegroups.com, d41co...@googlegroups.com, VENKATA RAMANA DITTAKAVI <ditta...@yahoo.com>
Dear Leaders,
Are you or members of your club attending Oration 2014 in Goa?
As we are preparing for the much awaited District 41 Annual conference, I would like to draw your attention to one important aspect of District Governance at Toastmasters. Being a member of the District Council (DC) you are responsible and privileged to voice the opinion of the club you represent. Hence DC meeting is integral to District Governance.
In the forthcoming DC meeting there are many proposals to be debated which are important for the future of the District. Credentials Chair comes into picture to ensure valid translation of your voice into votes. I am privileged to assume the responsibility of the Credentials Chair for the District at Oration 2014.
The District Council meeting will be held on
17th May 2014 from 13.50 hours and it will be chaired by DG Prasad Sovani,
DTM.
Please keep in mind the following points so that your club does not lose out on
this "Right" at the council meeting.
Voting
The voting member must register and receive his or her ballots at the credentials desk before the meeting begins. The credentials desk will be set up from Friday (Only for DEC members at the time of DEC meeting) and from Saturday, 17th morning for club Presidents/ VPEs/ Proxies (DC Members).
Who can be a proxy holder?
- · If one of them is present, s/he can be the proxy holder for the other.
- · If both are going to be absent, they can assign proxy to any active individual member of their club.
How can proxy be assigned?
·
The proxy can be assigned,
in case of non attendance only, in writing by email or hard copy. The proxy must be signed by the person assigning.
·
Our district supports
electronic assigning, provided the mail reaches the credentials chair before
the conference begins.
Determining the validity of a proxy:
Your proxy will be valid if you do either of these things:
- · You can send an email (Scanned Proxy form as attachment duly signed and filling up all the details mentioned in the form to the Credentials Chair at the email id stated in the proxy form. These should be sent by 12:00:00 noon IST on 14th Nov ie 2 days prior to 16th May, the first day of the conference.
- · The proxy can be present with a hard copy form signed by the President / VPE on whose behalf s/he is attending the Council meeting and hand that over at the credentials desk. (Please get it printed before you reach Goa ...Printer may not be accessible at the venue).
· A proxy that complies with these requirements is treated as valid so long as the credentials desk has no reason to believe that the proxy was not authorized.
In addition, the following rules must be observed:
· A proxy holder cannot transfer or assign proxy to someone else.
· A valid proxy delivered to the proxy holder is revoked only if the club officer who gave the proxy does one of the following:
- Destroys the proxy
- Cancels proxy in writing
- Issues another proxy authorized at a later date
- Actually attends the district council meeting.
· Unless the district governor has received official notification from World Headquarters that a club’s charter has been revoked, that club is entitled to voting privileges
· A newly chartered club whose name appears in the 'New Clubs' list of TI website is entitled to voting privileges.
Golden Gavel
· Clubs voicing opinion also fulfil one of the parameter of Golden Gavel award provided the Golden Gavel criteria is met. Hence I would like to draw your attention to the Golden Gavel criteria to avoid any confusion.
· 8th Parameter of Golden Gavel Criteria- Semi Annual and Annual District Conference: Both President and Vice President - Education of the club are required to attend District Council meetings at each of the two District conference or else they need to assign a proxy, to represent the club on their behalf. Two active members from the club who were members of the same club on 1st August 2013 for the November Conference and 1st February 2014 for the May conference must be present at each District Conference, sign the attendance roster with the Credentials Chair and need to physically present in the District Council meeting to earn this point.
· Clubs aspiring for Golden Gavel award need to fulfil the above member vintage criteria as well while assigning the proxy.
Our District Secretary has already sent across the notice for District Council meeting to be held on 17th May 2014.
PROXY FORM and FLOW CHART FOR CREDENTIALS are attached with this mail
Important: I Request all the Division Governors/ Area Governors to ensure this mail reaches all the Presidents and VP Education of Clubs in your respective Division/Area as D41 council google group may not be updated or new clubs might have added to the District recently.
Thank you.
Regards
Chandana Erande
Credentials
Chair, Oration 2014
+91-97642 20933
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