District 84 Procedures

Table of Contents

Toastmasters International Governing Documents

Each District is governed by the Bylaws, Policy, and Protocol of the organization; the District Administrative Bylaws is the governing document that specifically addresses District leadership and operations. 

District 84 Procedures

While Districts cannot create policy, they do have the ability to implement procedure manuals that capture operational processes at the District level. The District Executive Committee or the District Business Council approved the initial implementation of these procedures and must approve any subsequent or future updates.

Current Version: 1.8a

Revised 7/11/2020
Approved 7/11/2020

Revision History

VersionModified ByDescription of ChangesRevision DateApproval Date and Group
1.1aBeth McCullough, ATMGOriginal draft modeled after minimum suggested procedures from District Leadership Handbook, 2005, p.73/2/20084/28/2008 -
District Council
1.2Beth McCullough, DTMAdded section 2.4 for contest trophy
heights per 7/19/08 DEC meeting
minutes;
8/19/20087/19/2008 – DEC
9/20/2008 - DEC
1.3Jim Miller, DTM2.2 Division Contests and 2.3 Area
Contests, changed wording to “District
will allow”.
11/1/20119/17/2011 - DEC
1.4Becky McGilton, DTMComplete Rewrite for clarification, addition of district awards, removed information covered in Toastmasters International Policies and Protocol.1/15/20171/28/2017 – DEC
1.5Becky McGilton, DTMUpdate Procedure 7 to include handling of residual funds at Area and Division events7/7/20177/17/12017 - DEC
1.6Becky McGilton, DTMUpdate Section 5 to add paragraph H that covers waiving of conference registration and hotel fees4/6/20185/19/2018
District Council
1.7Mike McLean, DTMClarified Procedure 5(H)
Added Procedures 8 and 9
3/14/2019
1.7aMike McLean, DTMCleanup and standardize formatting.
Audit Change Log: https://1drv.ms/b/s!AqXujX3otpHLqxbirNYCIhIAO93I?e=l2Nl1o
7/16/2019N/A
1.8Mike McLean, DTMProcedure 1(C) – Cover IPDD travel
Procedure 3(E) – Remove JC Williams and Karl Righter Awards
Procedure 5(H) – Clarify Finance Manager; Add Public Relations Manager
Procedure 9(A) – Update to reflect only one(1) contestant moving forward
7/16/2019TBD
1.8aMike McLean, DTMProcedure 3(E) – Restore Karl Righter Award as adopted by District Executive Committee7/11/2020DEC 7/11/2020

Procedure 1: Reimbursement of Travel Expenses

  1. Travel expenses incurred by members of the District Executive Committee (hereinafter, DEC) and in attending DEC meetings as part of the performance of their duties shall be reimbursed from funds allocated in the District Budget for travel by private vehicle when:
    1. The distance traveled is greater than 30 miles one way.
      1. Reimbursement rate is $0.25 per mile, when traveling alone
      2. Reimbursement rate is $0.35 per mile, when two DEC members travel together
      3. Reimbursement rate is $0.45 per mile, when three or more DEC members travel together
    2. Committee Chairs/presenters traveling on official, approved business will be reimbursed at the same rates listed above.
    3. If two or more individuals car-pool, only one person will receive mileage reimbursement for the trip.
    4. Maximum reimbursement for any one trip is $270.
    5. Related expenses, such as tolls and parking, will not be reimbursed.
    6. Reimbursement must be submitted as soon as possible, but no later than 60 days after expense, or it may not be approved for payment.
  2. Travel, registration and lodging expenses for the entire duration of District Leadership 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.
  3. Travel, registration and lodging expenses for the International Convention shall be reimbursed to the Immediate Past District Director, if not provided by Toastmasters International.
  4. Travel, registration and lodging expenses for official Midyear District Leadership training shall be reimbursed to the District Director, Program Quality Director and Club Growth Director, if not provided by Toastmasters International.
  5. Mileage expenses for Area Directors who have to travel more than 30 miles one way to conduct official Area Visits will be reimbursed at the rate of $0.25 per mile. Reimbursement can be claimed for a maximum of 8 visits (per club) per year to those clubs.
  6. Mileage expenses for Division Directors who have to travel more than 30 miles one way to conduct club visits (within the division) will be reimbursed at the rate of $0.25 per mile. Reimbursement can be claimed for two visits per club during the year.
toastmastersd84@gmail.com

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